A formal report collects and interprets data and reports information. It may, in the course of doing these tasks, include an analysis and make recommendations for a course of action.
Reports are used to inform, analyze, and recommend. They are usually written in indirect order.
These reports are often very complex and may even be produced in book volume. In the business setting, an informal report is used for internal distribution, while the formal report is used for external distribution to customers, stockholders, and the general public.
The formal report is often a written account of a major project. Examples of subject matter include results of a study or experiment, new technologies, analysis of locations for business relocation, the advisability of launching a new product line, and an annual report.
Careful planning is necessary to guide readers through the report. There are three (3) main sections to a formal report:
1. Front material
2. Body
3. Back material
These sections may contain the following:
Front Material
Title Page
Letter of Authorization
Letter of Transmittal
Table of Contents
List of Figures
List of Symbols or Abbreviations
Foreword
Preface
Body
Introduction
Text
Conclusions
Recommendations
Back Material
References
Bibliography
Appendices
Glossary
Index
Think about content, formal reports use indirect approach. This approach introduces the problem, then gives the facts, with analyses, and summarizes the information given.
If your goal is to make a conclusion, you do that next. If your goal is to recommend action, you offer the analyses, draw conclusion, and then, based on this, make your recommendations.
To Eliminate Wrong Messages
Do not embellish facts
Do not make faulty conclusions
Do not compare oranges to apples. Data must be similar in nature for comparisons to be authentic.
Eliminate digressions or unfocused material. These can easily derail the report.
After the formal report is completed, double check the following:
Do heading and subheadings properly reflect content?
Is information complete for reader understanding?
Does the report flow logically?
Is there a clear relationship between ideas and fact?
Are all grammar and spelling errors eliminated?
By following these guidelines for a formal report, you will be able to produce a report that is informative, good looking, and precise. And in today's world of business a formal reports carries much weight.
Anthony Bush is a freelance writer; publish poet with the International Society of Poets, and owner of Legacy eJournal. To read more articles by Anthony and get FREE tips on how-to write visit http://www.legacyejournal.com You have my permission to reprint this article in any medium provided that you keep content, including the resource box above, intact and without modification. |
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