ELEMENTS OF FORMAL REPORT

Formal report sections

C Prefatory parts
B Body or text of a report
C Supplementary parts

A Prefatory parts:

1. The cover
2. Title fly
3. Title page
4. Letter of authorization
5. Letter of acceptance
6. Letter of transmittal
7. Table of content
8. List of illustration
9. Synopsis or Executive summary

1.The Cover
➢ Gives report a professional appearance.
➢ Includes title and sub title (author’s name and date are optional)

2.Title fly
➢ Contains only the report title and is optional, follows cover page

3.Title page
➢ A Title page is the front page of report
➢ Contains title and subtitle
➢ “prepared for” name, title, address of person for whom report is
intended
➢ “prepared by” author’s name, title, company, department, phone, fax
➢ Date of submission

4.Letter of Authorisation
 ➢ A document requesting for preparation of report
➢ Specifies problems scope and time, money special instruction and due
date.

5.Letter of Acceptance
➢ It confirms time, money, restrictions and other detail

6.Letter of Transmittal
➢ It explains the report directly to the reader
➢ It presents an overview to reader
➢ Written in informal tone
➢ Generally closed with goodwill messages

7.Table of Contrents
➢ Number and list of all section and subsection
➢ It includes heading and sub heading along with page number
➢ It reveals overall structure of report

8.List of illustration
➢ Appears on a separate page immediately following the table of contents
➢ Title and page number of every illustration must be included
➢ List all figures and pictures

9.Synopsis or Executive summary

➢ It is a condensed version of the report
➢ It includes important feature, results and conclusion

B Body or text of a report

1. Introduction
2. Discussion/body
3. Conclusion
4. Recommendations
1.Introduction
➢ It prepares the reader for discussion it contains
➢ Explanations of how the report is organized
➢ Description of the problem
➢ Purpose of the report
➢ Scope(boundary) and limitations of the report
➢ Sources and method of collection of information

2.Discussion/body
➢ It is the largest part of the report
➢ It contains all the data that reader need
➢ It contains information that support conclusion and recommentation

3.Conclusion
➢ It is drawn from main body of the report
➢ New ideas are not presented
➢ Logical results of the evidence presented in the report
➢ Must be linked to purpose and methods described in the introduction

4.Recommendations
➢ Specific actions you suggest as a result of information you have collected

C Supplementary parts:
1. Bibliography
2. Appendices
3. Glossary
4. Index

1.Bibliography
➢ It is list of sources e.g. Books, that are consulted during the preparation
of report
➢ A list of references used in researching the report

2.Appendices
 ➢ It contains any further material for understanding
➢ e.g. charts, pictures, tables etc.

3.Glossary
➢ An alphabetized list of words with definitions or explanations that are
unfamiliar or technical in nature

4.Index
➢ An alphabetized list of report topics that includes the page on which the
topic appears
➢ Usually reserved for long, complex reports

Submitted by,
Pranav Vijayakumar
S2 ME
Roll No. : 52