Report Format: Formal Report
Formal reports are a sophisticated presentation. They are more complex and longer than the other formats due to the content. A formal report may include all of the following elements, which are often described in company policy in order to keep reports consistent throughout an organization .
Cover
Includes the title and author's name, and may be on a label attached to the cover if the cover is not a printable material. (Colored or clear plastic are often used.)
Flyleaf
A blank page following the cover. There can also be one at the end of the report, where people can write comments if they want.
Title Page
Title of the report, who the report was prepared for (name and title of recipient), author's name, position, department and/or address, and date.
Letter of Authorization
If the writer received written authorization to undertake the report, the letter or memo may be inserted here. If authorization was verbal, then a note describing who provided authorization can be part of the letter of transmittal or the introduction (described on the next page).
Letter of Transmittal
Explains how, why, and under what circumstances the report was prepared. This may also be a preface to the report. This document outlines the purpose of the report, its scope, any limitations to the report, and the research methods used. This letter often ends with a thank you for the assignment and openness to answer any questions about the report. This letter is printed on letterhead and signed by the author.
Foreword or Preface
Often completed by someone other than the writer (such as a department head or other stakeholder).
Synopsis or Executive Summary
An informative summary covering the purpose of the report as well as key findings, conclusions, and recommendations.
Table of Contents
Contains main divisions with page numbers.
List of Figures or Illustrations
Needed only if there are many illustrations and graphs.
Introduction
Includes whatever the reader needs in order to understand the report, such as background, scope and limitations; details about your approach or method; and criteria used in making your evaluation.
Body
The meat of the report.
Summary
Tells your reader what you set out to do and what your findings are.
Conclusions
Summarizes the facts in the report and spells out the conclusions.
Recommendations
Offers recommendations based on the conclusions.
Appendix
May include statistics, tables, and other information of interest. This is information that would only be useful to some readers and would therefore not be appropriate in the body of the report.
Glossary
Helpful if your readers are not familiar with vocabulary used in the report.
Index
Not required, but helpful in extensive reports.
References
Very extensive reports may also contain footnotes or endnotes and a bibliography.