1.

1 Introduction
A typical long formal report investigates, describes, and analyses information in a thorough
and logical manner, this information is then presented in a report format. Some features
which typify a report format include numbered section with headings, a contents page, data
presented in figures, tables, or diagrams, short paragraphs, and objective language.
Before you begin to write your report it is important that you are familiar with:
The structure of a report
The type of information required in each section of a report
The style of language used in a report
There are many types of reports, such as technical reports, scientific reports, and business
reports. Each type of report has its own structure and conventions.
The most formal long reports include the followings:
Cover, Title Fly, Title Page, Letters (authorization, acceptance, etc.), Table of
Contents, List of Figures/Illustrations, Executive Summary, Preface or Foreword.
Introduction, The Report Body, The Report Findings/Ending Summary, Conclusion,
Recommendation, References.

Appendixes, Bibliography, Glossary.

1.2 Limitations
Insufficient Source
Insufficient Time
Lack of knowledge about long formal report
Lack of Experience

In determining the structure of longer, more formal reports, you should view yourwork much
as architects view theirs. You have a number of parts to work with. Yourtask is to design from
those parts a report that meets your readers needs.For convenience in the following
discussion, the report parts are organized bygroups. The first group comprises the prefatory
parts, the parts that are most closelyrelated to the formality and length of the report. Then
comes the report proper, which is the meat of all reports. It is the report story. The final group
comprises theappended parts. These parts contain supplementary materials, information that
is notessential to the report but may be helpful to some readers.

Segments of the Formal Report

Prefatory Parts
Cover, Title Fly, Title Page, Letters (authorization, acceptance, etc.), Table of
Contents, List of Figures/Illustrations, Executive Summary, Preface or Foreword.

The Report proper

Introduction, The Report Body, The Report Findings/Ending Summary, Conclusion,
Recommendation, References.

Supplementary Parts
Appendixes, Bibliography, Glossary.

The Prefatory Part

The first parts in this case are the prefatory page. There may be many variations in the
prefatoryparts of a formal report. Even so, the eight parts covered in the following pages are
generally included in long formal reports.

Cover

Memo or letter or company form.

Overview of logistics completion date; proposal date.
Highlight content of interest to this reader.
Any differences between proposal, progress report, and this report this report.
Offer to answer questions or hold meeting.
Note any further desires for follow up.

Title Fly
The title fly contains only the report title.
Titles goal is to tell the reader at a glance what the report does and does not cover.
A good title fits the report like a glove. It covers all the report information tightly.

Title Page
First page of the manuscript.
Descriptive Title of Report (What and Why)
Submitted To . . .
Include name(s), title(s), organization(s), address, etc.
Submitted By . . .
Include name(s), title(s), organization(s), address, etc.
Date of Submission.

Letters (authorization, acceptance)/Letter of Transmittal

Announce topic and explain who authorized it.
Briefly describe the project and preview the conclusions if the reader is supportive.
Close by expressing appreciation for the assignment, suggesting follow-up actions,
acknowledging the help of others, and offering to answer questions.

Playing possum doesnt work anymore,

Stephmeyer! I want that report by 5 P.M. or else!

Table of Contents
A table of content include when the report is long enough to need a guide to its
content.
Show the beginning page number where each report heading appears in the report.
Connect page numbers and headings with dots (leaders).
It is especially helpful to those readers who want to read only a few selected parts of
the report and there can many such readers for a given report or proposal.

List of Figures / Illustrations

Include a list of tables, illustrations or figures showing the title of the each and its
page number.
Place on the same page with contents if possible.

Preface or foreword
A foreword is an introductory statement written by someone who did not author of the
report.
A preface is an introductory statement written by author himself.

Executive Summary
Complete, but brief, one-page Summary.
Summarize the report purpose, findings, conclusions, and recommendations.
It includes the report purpose, highlights of the facts, analyses, conclusions, and
recommendations in proportion.
Gauge the length of the summary by the length of the report and by the organization's
practices.
Executive Should not need to read the report.

The Report Proper

Arrangements of the report proper may vary, but the following review of the indirect order
should be helpful. The body of most long reports is written in the indirect order.

Introduction

Explain the problem motivating the report.

Describe the background and significance of the problem.
Clarify the scope and limitations of the report.
Consider reviewing relevant literature.
Consider describing data sources, methods, and key terms.
Close by previewing the report's organization.
Follow table of content outline
Each step of the proposal and progress report should be detailed

In deciding what to include, consider all likely readers.Then determine what those readers
need to know. Use the following checklist:

1. Origin of the Report

The first part of your introduction might well include a review of the facts of
authorization.
If you decide to include it, you should present such facts as when, how, and by whom
the report was authorized; who wrote the report; and when the report was submitted.
Information of this kind is particularly useful in reports that have no transmittal
message.

2. Problem and Purpose

The problem is what the report seeks to do, the situation that it addresses.
It is the need that prompted the investigation.
The purpose is the reason for the report.
Closely related to what you are doing andwhy you are doing it.

3. Scope
It indicates the boundaries of the problem.
In this part of the introduction -in plain, clear language-that should describe what is
included in the problem.

4. Limitations
Anything that limits the reports treatment of the problem.

5. Historical Background
How the problem developed and what is known about it.
It should review what past investigations have determined about the problem.
It should lead to what still needs to be done.

6. Sources and Methods of Collecting Information

Research methodology explains how you got the information.
More complex research requires thorough description.

7. Definitions and Acronyms

If unfamiliar words are use in the report, they should be well defined.
This can be done in two ways:define each term in the text or as a footnote when it is
first used in the report or you can define all unfamiliar terms in a separate part of the
introduction.

8. Report Preview
This part is like a map of the report.

 This part will explain the strategy of the report.

This part tells the readers how the report will be presented what topics will be taken
up first, second, third, and so on.

The Report Body

The information collected is presented and related to the problem.
This part of the report comprises most of its content.
Discuss, analyze and interpret the research findings or proposed solution to the
problem.

The Report Findings/Ending Summary

The purpose of a report is to present information,and the ending is logically a
summary of the major findings.
The ending summary reviews only the highlights of the report.
The ending summary is not as complete as the executive summary.

Conclusion
Explain what the findings mean in relation to the problem.
The structure of the conclusion varies by problem.

Recommendation
Recommendations will include when the readers want or expect them.
Suggest actions for solving the problem.

References
The sources from which writer cites materials are listed in a references section.
The sources are listed according to a consistent documentation style.

Supplementary Parts
The part of the report that follows the report proper may be treated as supplementaryparts.It
usually contains appendixes, bibliography and glossary.

Appendixes
The appendix contains information that indirectly supports the report.
Appendix contents are questionnaires, working papers, summary tables, additional
references, and other reports.

Bibliography
Bibliography will include if the investigation makes heavy use of published sources.
Bibliography is usually arranged in alphabetically.

Glossary
A glossary is an alphabetized list of relevant words and phrases accompanied by
definitions.

References
1. Final / Formal Report Guidelines
Dr. Brian W. Gastle
Western Carolina University
Time-10:20pm. 29 April, 2014.
2. LesikarFlatleyRentz
11th Edition
Business Communication: Making Connections in a Digital World.
Part-IV: Fundamentals of Report Writing
Chapter-12: Long, Formal Reports
Page No.:374-384
Time-10:23pm. 29 April, 2014.
3. Chapter-12: Proposals and Formal Reports
Made by Microsoft Power Point
Time-10:25pm. 29 April, 2014.
4. Dr. Abdul Awal Khan & Dr. M.A. Taher
3rd Edition
March, 2013
Business Communication And Report Writing
Chapter-13: Business Report Writing
Page No.:230-235
Time:08:45pm. 30 April, 2014.