Formal reports can be categorized as informational or analytical, as indicated by the purpose stated at the beginning of the report. Informational reports do not provide recommendations but data or facts. A policy and procedure manual, for example, only provides information about guidelines and rules for a given company. Since it does not provide recommendations for improvement or an analysis of how successfully the policies have been executed, the policy and procedure manual is considered an informational report. Analytical reports also provide data and facts but will analyze and interpret information to give recommendations. A company seeking to update a policy and procedure manual might create an analytical report, which would include data on employee adherence to policy, the impact of the procedures on manufacturing, and a review of current industry practices and government regulation, followed by recommendations for updated policies and procedures.
| Informational | Analytical | |
|---|---|---|
| provides facts | X | X |
| provides data | X | X |
| provides information | X | X |
| provides analysis | X | |
| provides recommendations | X |
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The goal of a formal report is to provide information and analysis, usually to a team who will use this report in decision making. Each section of a formal report should be easily identifiable to allow readers to find relevant sections easily. Writing should be clear and concise, adhering to industry standards for the organization of headings, page numbers, and headers.
Front Section of a formal Report
The front section, also called front matter, of a formal report will vary in style and requirements depending on the industry and purpose of the report, but the front matter will always include a title page and table of contents. Other items included in the front section include:
- Purpose: An explanation of the report's topic, how it is organized, and a clear statement of the report's purpose.
- Title page: Contains the full title of the report, name of the party for whom the report was prepared, company, date, and name of the author.
- Table of contents with page numbers: Small Roman numerals should be used for this section.
- Abstract: A 250-300 word summary of the report.
A transmittal letter, while not technically a part of the report, is included as the first item in the front section of a formal report. It states the topic and provides a brief, clearly written explanation of the report. Also called a cover letter, the transmittal letter briefly explains the importance of the report and follows the format of a business letter, with an introduction, body paragraph, and a conclusion.
Main Section of a formal Report
Also called the body, the main section of a formal report will include an executive summary, introduction, analysis of findings, and conclusion with recommendations. The body of a report should be numbered using Arabic numerals.
The executive summary provides a more comprehensive overview of the report than the abstract and should be ten percent of the report's length. Formal in tone, the executive summary should be free of acronyms, abbreviations, and jargon. Results and descriptions of figures in the report should be summarized for the reader, but specific references are not mandatory in this section. As indicated by the title, the audience for the executive summary is executives and managers, and the purpose of the executive summary is to persuade decision-makers and leaders to read the entire formal report or proposal. As such, the executive summary would be placed as the first document in the body of a report and should make sense when read separately from the report itself.
- The introduction provides general information and is intended for an audience of managers and other stakeholders. Three paragraphs are sufficient for the introduction, with paragraph one introducing the content, paragraph two providing additional detail, and paragraph three summarizing major findings. A final section may be added to the introduction to preview the contents of the remainder of the report.
- Following the introduction, the analysis of findings uses headings and subheadings to present information in a logical order, explaining complex information. Place any tables and figures after mentioning them in the text with titles and explanations. The analysis of findings is the longest section of the report and contains data with a thorough explanation of the research and investigation.
- The conclusions and recommendations section pulls the report together and flows from the analysis of findings in the body. When drawing conclusions, identify and analyze trends and patterns and support recommendations for action based on the report.
- References should cite all sources used in the compilation of the report and follow the industry or company's citation style. In shorter reports, the references section should be included at the end of the body. For longer reports, the references may be included at the end of sections or chapters.
Back Section of a Formal Report
The final section of a formal report is the back section and should contain, at a minimum, any appendices and references.
- Appendices: They provide additional information to strengthen the report. This information may be too extensive to include in the body of the report but may still be of interest to decision-makers. The appendix may include charts, surveys, graphs, data tables, and resumes of the report writers.
- Bibliography: It is an alphabetical listing of all sources used to compile the report. The bibliography differs from the reference page as it includes all sources examined while researching the report. The reference page lists only the sources actually used to write the final report.
- Glossary and Index: Optional for inclusion in the back section are a glossary and an index. A glossary provides simple definitions of terms used in the report. An index may be used as a reference document for extensive reports and should include page numbers for major topics.
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Formal reports can disseminate information, provide an analysis of data, and make recommendations across a wide range of topics and industries. Some common formal reports include:
- Research reports: Usually informational, these reports simply serve to explain data.
- Proposals: These may be internal and address a specific need within a company or external, often regarding sales.
- Feasibility reports: Analytical in nature, feasibility reports explore new or innovative ideas prior to big investments.
- Business plans: It outlines what a business or company plans to accomplish in a given time. These reports are usually informational but may take on an analytical or persuasive tone when they include funding requests.
- Investigative report: It assesses potential risks and opportunities, like an assessment of a proposed new product line.
- Compliance report: This demonstrates accountability and adherence to industry or regulatory standards.
- Periodic report: Informational in nature, this type of report includes accounting, sales, or other reports produced on a regular basis, for example, monthly sales reports.
Some types of formal reports may overlap. For example, an entrepreneur can use a proposal, a feasibility report, and a business report for proposing a new business venture. On the surface, these reports would appear to cover much of the same information, but each report serves a specific purpose when examined in detail. A formal proposal would be appropriate when seeking funding, as proposals generally detail project costs. If decision-makers or investors are interested in a proposal, they may request a feasibility study to outline potential problems and provide a cost/benefit analysis of the idea. Feasibility reports provide sufficient detail to determine a project's potential but usually provide less detail than a business plan and can be completed in less time. A business plan provides details, including timelines, production, marketing, and profitability.
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Writing a formal report begins with planning, sometimes called prewriting. Planning before writing helps the writer establish the purpose of the document, identify the audience, and determine stakeholders whom the report will impact. Each formal report is unique, and while some periodic reports will follow a template, others require rhetorical awareness and an understanding of the purpose, audience, stakeholders, and context. Regardless of the nature of the report, the following steps are helpful once the prewriting step is complete:
- Check for a required format for the report. Formatting requirements vary from one industry to the next or from one company to another.
- Create a title page. The title of the report and authors' names should be included.
- Write the table of contents. A draft table of contents may serve as an outline, but the final table of contents should be written after the report is complete and should note section headings and page numbers.
- Write the summary or abstract. Both summary and abstract serve to summarize key points of the report. For short reports or periodic reports, this section may not be necessary. Ensure that it contains all key points addressed in the report.
- Write the introduction. This section establishes the purpose of the report and provides background information.
- Outline the methodology. The methodology section explains what research methods were used and how the data was obtained, justifying why specific methods were chosen.
- Present findings. Using headings, subheadings, charts, tables, and other graphics, state the outcomes of the research logically and concisely.
- Write the conclusion and recommendations. This section demonstrates how the research outcomes will affect the organization. Any goals and measurable objectives should be included in the conclusions and recommendations.
- Add appendices and, when appropriate, a bibliography. Appendices should include supporting details, for example, maps, data, or additional charts and tables. Resumes of the authors can also be included in appendices. A bibliography may not be necessary for short or periodic reports, but when included, it should alphabetically list all sources consulted.
- Proofread the report. Proofreading is the final step in the writing process and ensures the document is free from spelling and grammatical errors. Also, proofreading should assess that the document is written in a formal business tone that is clear and concise.
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A formal report is used to assist in the decision-making process by presenting an analysis of data and offering conclusions and recommendations to solve an identified problem. Formal reports can be either informational reports, which simply present data and report facts, or analytical reports, which examine and interpret information to provide recommendations.
Formal reports are organized into three sections, with each section serving a specific purpose.
- The front section will include a transmittal letter and provide a concise explanation of the report. It will also include a title page, a table of contents, and an abstract or summary of the report.
- The main section of the report is the body. It includes
- an executive summary to provide a complete overview of the report,
- an introduction to familiarize the content and summarize major findings,
- an analysis of findings to provide a detailed explanation of the research and findings,
- conclusions and recommendations to establish goals based on the report, and
- references to cite sources used in writing the report.
- The back section contains appendices and references.
Planning is the first step in writing a formal report, and rhetorical awareness (understanding the purpose, audience, stakeholders, and context) is key to successfully writing a formal report. Each formal report is unique, and while some periodic reports will follow a template, others require rhetorical awareness and an understanding of the purpose, audience, stakeholders, and context.
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Video Transcript
Formal Report
A formal report is an official report that contains detailed information, research, and data necessary to make business decisions. This report is generally written for the purpose of solving a problem.
Some examples of formal reports include:
- Inspection Report
- Safety Report
- Compliance Report
- Audit
- Incident Report
- Annual Report
- Situational Report
There are two categories of formal reports: informational and analytical reports. The informational report gathers data and facts used to draw conclusions. The analytical report contains the same information as the informational report, but it also offers recommendations to solve a problem.
Now let's take a look at the format and parts of a formal report. Think of the formal report as divided into three sections: front section, main section, and back section.
Front Section of a Formal Report
The front section contains the title page, transmittal letter, and the table of contents. The title page should contain:
- Company name
- Name and title of the party for whom the report was prepared
- Name and title of the preparer
- Date
The transmittal letter is a letter informing the recipient that a report has been included in the packet. It may also state the purpose of the report. The letter also identifies any other documents that may be included.
The last part of the front section is the table of contents so that the reader can locate information by page number.
Main Section of a Formal Report
The main section contains an executive summary, introduction to the problem, analysis of findings, and conclusions and/or recommendations:
The executive summary is a summary of the formal report. It should contain the basic facts without being too wordy. Think of it as a condensed version of the entire report.
The introduction statement states the purpose of the report, identifies the problem, its scope, and the method the writer plans to employ to solve the problem. The method may be to provide conclusions only as with an informational report, or it may be to provide conclusions and recommendations as with an analytical report.
An analysis of findings is probably the longest section. This section will reveal what facts you discovered and the details of the investigation. When drafting this section, remember to present information in the easiest and clearest way that points your reader to your conclusions or recommendations.
At the end of the main section, you will include a conclusions section in an informational report or a conclusions and recommendations section in an analytical report. Conclusions are findings based on your research data, such as emerging trends or patterns. Recommendations are directives or advice based on the research and conclusions. Remember, only an analytical report contains this section.
Back Section of a Formal Report
We end the formal report with the back section. Here you will place references and the appendix.
References are any document that you believe strengthens the findings, conclusions, or recommendations. These can be citations from journals, periodicals, websites, and studies.
The appendix contains any additional information needed that supports your ideas. If you conducted a survey, a copy of the document and the results would be placed here. Resumes, bios, charts, and graphs may be included here, too.
Now that we know the format and parts of a formal report, just how can we be sure the report we produce is effective?
Effective Formal Report Tips
The most important take-away for the formal report is that it must address the issue and provide conclusions or recommendations for a solution. Consider these tips:
- Be sure the report identifies the real issue
- Keep your information organized so that it flows directly to the conclusions or recommendations
- Define any technical language so the content is clear to the reader
- Always speak with an active voice
- Cite sources; avoid plagiarism
If you follow the format and pay careful attention to your research methods and word choices, you will have a proper formal report that will be both compelling and convincing.
Lesson Summary
A formal report is an official report that contains detailed information, research, and data necessary to make business decisions. Some examples are annual reports, expense reports, incident reports, and even safety reports.
The format to follow includes front, main, and back sections. Each section contains several parts. The front section contains the title page, transmittal letter, and table of contents. The main section contains the executive summary, introduction to the problem, an analysis of findings, and conclusions and/or recommendations. The back section contains references and the appendix.
Keep in mind that your formal report should be clear and free of distracting language. Write in an active voice and always cite your sources. In the end, you will have a professionally drafted report.
Learning Outcomes
After viewing the lesson, you should be able to:
- Recognize a formal report
- Describe the uses of a formal report
- Classify formal reports into two categories
- Explain the three sections of a formal report
- Recall some tips on creating an effective formal report
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