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Lesson No.1 How to create formal Report




Formal reports are prepared in detail and pertain to complex problems. They are problem solving or question-answering reports. When an enterprise has to take or make a major decision, and requires being on safe side, a report is prepared containing the definition, nature and analysis of the situation and recommendations to get over the unwanted situation.
Parts of the Formal Report:
A formal report has many formalities, embellishments, and requirements, which must be completed. The embellishments, formalities, and requirements of a formal report may be divided in three major divisions whose details are given below:
A. Prefatory Parts:
a) Title fly
b) Title page
c) Letter of authorization
d) Letter of transmittal
e) Table of contents
f) Preface (if the letter of transmittal is ignored)
B. Body of the Report
a) Introduction
b) Text
c) Terminal section
C. Supplemental Parts
a) Appendix
b) Bibliography
c) Glossary
d) Index
A. Prefatory Parts of the Formal Report:
The details of the prefatory parts of the formal report are as follows:
a) Title Fly:
Title fly is the cover of the report containing (1) the title of the report, (2) the name of the receiver of the report, and (3) 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.
b) Title Page:
The title page is next to title fly. It has more information than the title fly. It bears:
1. Title of the report, name of the receiver, his designation, and the name of his company.
2. The name of the writer, his designation, and the name of his company, and
3. The date of the submission of the report.
c) Letter of Authorization:
It is also known as letter of commissioning. In it the individual or the management authorizes the report writer to prepare the report. It also serves as an appointment letter issued to the writer. The authorization letter helps the writer get the company data and take officials; interviews necessary for study. In this sense it is an introduction letter the authorization letter appears immediately after title page.
d) Letter of Transmittal:
This letter comes immediately after the letter of authorization and is bound as part of the letter. It is a covering letter because it transmits the report. The transmittal letter may incl7ude the following:
1. Authorization of the receiver.
2. Acknowledgement to those who helped with the report.
3. Unexpected findings, major conclusions, and special suggestions.
4. Emphasis on follow up research, if need be.
5. Personal comments not included in the body of report.
6. Urging the reader to take action.
It is important to know that in the presence of letter of transmittal, preface is not at all required because the letter also serves as preface.
e) Table of Contents:
The table bears major and subdivisions of the report and then respective appearance in the report. The numbering of the contents is marked by Roman number (I, II, III), alphabet (A, B, C) and Arabic numbers (1, 2, 3) etc.
f) Preface:
Preface is the foreword talked by the writer. Through it he addresses the reader of the report. He offers his thanks to the people who cooperated with him in the making of the report. The function of the preface may be performed by the letter of transmittal. Therefore, preface is not included if the transmittal letter is inserted in the report.
B. Parts of the Body Formal Business Reports:
The body of a formal report has the following parts:
a) Introduction
b) Text
c) Terminal Section
Tell them what you are going to tell them (introduction). Then tell them (text). Then tell them what you have told them (Summary, conclusion).
a) Introduction part of the report:
Introduction acquaints the reader with the better understanding of report.
b) Text:
The text contains the actual details of the report. It is the main and crucial part of the body. This part explains findings and data. The content, organization, language, style, and visual aid should be trimmed to the type of the reader.
c) Terminal Section:
Terminal section of the body of the report may comprise one or all of the following elements.
1. Summary
2. Conclusions
3. Recommendations
1. Summary:
This section summarizes the findings of the investigation.
2. Conclusions:
It interprets facts explained. It does not give the writer’s personal opinion. The opinion should be unbiased and, should not base on personal likes and dislikes.
3. Recommendations:
This section suggests a plan of action based on findings and conclusions. If recommendations run through the report, it will include only summary of recommendations. Now it is up to management whether to follow suggested course of action.
C. Supplemental parts of the formal report:
The following is some information about the supplemental parts of the formal business report.
a) Appendix:
In the appendix you may include tables, pictorials, graphs, charts or some additional information. It appears immediately after the last page of the body.
b) Bibliography:
It refers to the sources from where the data have been collected. The sources may be books, newspapers, magazines, government publications or its statistical departments, public associations, chambers of commerce and yearbooks.
c) Glossary:
A glossary is an alphabetic listing of special terms and words with their meaning and definitions. It is useful for both technical and non technical readers. You should mention glossary in the table of contents.
d) Index:
It includes the list of topics, their divisions and subdivisions with their location in the report. The order of the items listed in the index is alphabetical.

01:27 PM Nov 19 2008 |

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Thanks, this will help me alott

03:09 PM Jul 17 2010 |