1. COMPONENTS OF A FORMAL REPORT: 1. Introduction The report begins with not an introduction to the topic but to the report.

. The authorization for a report is essential-The name of the person or body who asked for the report and the writers name, the date of submission. A person should have the authority, position or expertise to write it. Therefore, the writer should specify in what capacity, he/she is writing the report. For instance, an individual may write as the branch manager of a bank, as the security officer of a company or as a consultant retained for a specific purpose. The purpose of writing the report should be mentioned in the introduction The recommendations may be given in brief as well as the action which is anticipated from the reader- E.g.: To consider the recommendations while deciding on the issue 2. Background Describe the events leading up to the problem or need Explain the report topic and specify the problem or need which motivated the report. Tell why the topic is important. You may wish to quote superiors or any other sources which will explain why this issue needs to be addressed. Clarify the boundaries of this report, defining what will be included or excluded. Briefly give a road map or introduction to the structure of the report. Methodology adopted for collection of data or the general plan of action may be mentioned. In case, certain unfamiliar words need to be explained, this is the section to do so. 3. Observation Observations may be a result of any given data or information These may be your personal perceptions of the problem Some data which is visible and obvious Recording observations do not require in depth probing or special methodology 4. Investigation This is in depth probing and collection of data from relevant sources This may involve generation of primary data Gathering as much information about the issue as possible Data collected has to be documented for the record, for protecting the writer and for reference of the reader 5. Analysis & Inference The collected data has to be sorted out and analyzed. The analysis should be presented in a logical form On the basis of the analysis, inference has to be drawn. 6. Conclusion On the basis of the inference, a conclusion is made. 7. Recommendations

The writer may want to give recommendations or suggest solutions for the problem or the issue. The reader may consider the recommendations while taking a decision on the issue The recommendations should be practical and concrete. These should be action points which will help resolution of the problem. These should not be orders 8. Exhibits (If any) Any supporting evidence like graphs, pictures, illustrations which are relevant to the report is attached here 9. Bibliography (If any) References to documents, papers, websites Citations Any other printed or written matter referred to while writing the report