How to write a formal long report

1. Presented by Rizwan Mehar

2. What is report
By definition:
 A report is concise ,accurate, unbiased all
inferences of the report depends upon some
evidence to help readers make an informed
decision.

3. Formal report sections
 Prefatory parts
 Body or text of a report
 Supplementary parts

4. Prefatory parts:
Title fly
Title page
letter of authorization
letter of acceptance
Letter of transmittal
Table of content
List of illustration
Synopsis or Executive summary

5. Title fly
 Contains only the report title and is
optional, follows cover page
 the name of the receiver of the report
 the name of the writer
 You should use a sturdy, light cardboard
or paperback cover. The cover should
bear the title of the report in the upper
center, the name of the receiver in the
middle center, and the name of the
writer in lower center.

6. Title page
 A title page is the front page of
report.
 Contains title and subtitle
 “prepared for” name, title, address
of person for whom report is
intended
 “prepared by” author’s name, title,
company, dept., address, phone,
fax
 Date of submission

7. FINAL REPORT
XYZ Corporation
Jane Smith, VP Marketing
Longhorn Consulting
Bruce Springsteen, Faith Hill,
Huey Lewis, Melissa Etheridge
April 2006
Title page Template

8. Letter of Authorization
 A document requesting for
preparation of report
 Specifies problems scope and time,
money special instruction and due
date.
 authorization letter appears
immediately after title page.

9. Letter of Acceptance
 It confirms time, money, restrictions
and other detail.

10. Letter of transmittal
 It explain the report directly to the reader
 It present an over view to reader.
 Written in informal tone.
 Generally close with goodwill messages

11. Letter of Transmittal Template
MIDWESTERN RESEARCH, INC.
1732 Midday Avenue
Chicago, IL 60607
Telephone: 312.481.2919
April 13, 2005
Mr. W. Norman W. Bigbee
Vice President in Charge of Sales
Allied Distributors, Inc.
3131 Speedall Street
Akron, Ohio 44302
Dear Mr. Bigbee:
Here is the report on the four makes of subcompact automobiles you asked me to
compare last January 3.
To help you in deciding which of the four makes you should buy as replacements
for your fleet, I gathered what I believe to be the most complete information
available. Much of the operating information comes from your own records.
The remaining data are the findings of both consumer research engineers and
professional automotive analysts. Only my analyses of these data are subjective.
I sincerely hope, Mr. Bigbee, that my analyses will help you in making the
correct decision. I truly appreciate this assignment. And should you need any
assistance in interpreting my analyses, please call on me.
Sincerely,
George W. Franklin
George W. Franklin
Associate Director

12. Table of content
 Number and list of all section and sub section
 It include heading and sub heading along with
page number.
 It reveals overall structure of report.

13. TABLE OF CONTENTS
Executive Summary........................... 1
Introduction ....................................... 2
Background
Purpose
Scope
Research Questions
Report Organization
Research and Analysis...................... 4
Methodology
Findings
Conclusions & Recommendations..... 6
Appendices........................................ 7
Appendix 1: Survey questions
Appendix 2: Client proposal
Appendix 3: PowerPoint slides
Table of content Template

14. List of illustration
 Appears on a separate page immediately
following the table of contents
 Title and page number of every illustration must
be included
 Lists all figures and pictures..

15. Synopsis or Executive
summary
 it is a condensed version of the report
 It include important feature, results and
conclusion

16. Body or text of a report
 Introduction
 Discussion/body
 Conclusion
 recommendations

17. Introduction
It prepare the reader for discussion It contain
I. Explanations of how the report organized
II. Description of the problem
III. Purpose of the report
IV. Scope (boundary) and Limitation of the report
V. Sources and methods of collection of information.

18. Discussion/body
 It is the largest part of the report
 It contain all the data that reader need
 It contain information that support conclusion
and recommendation

19. Conclusion
 It is draw from main body of the report
 New ides are not presented
 logical results of the evidence presented in the
report
 Must be linked to purpose and methods
described in the introduction

20. Recommendations
 specific actions you suggest as a result of the
information you have presented in the report.

21. Supplementary part
 Bibliography
 Appendices
 Glossary
 Index

22. Bibliography
 It is list of sources e.g. books, that are consulted
during the preparation of repot
 A list of references used in researching the report

23. Appendixes
 It contain any further material for understanding
 e.g. charts, pictures , tables etc.

24. Glossary
 An alphabetized list of words with definitions or
explanations that are unfamiliar or technical in
nature.

25. Index
 A alphabetized list of report topics that includes
the page on which the topic appears
 Usually reserved for long, complex reports.