Formal Reports

Contents cover title page letter or memo of transmittal table of contents list of illustrations executive summary or abstract introduction main body appendix bibliography index

Cover title of report professional looking paper

Title Page title – be specific about contents It may also contain name of writer(s) name of intended audience date of completion name and logo of writer’s company

Letter or Memo of Transmittal A type of “cover letter” which refers to title of project and why it was done comments about content, esp. what may interest the reader acknowledges any help received closes by offering to provide further assistance

Table of Contents items match headings in report subheadings used only for very long reports

List of Illustrations directs reader to graphics in report includes table or figure number includes name of illustration includes page number Figure 1 2002 Sales by Month 13 Table 1 Price Comparison 15

Executive Summary or Abstract Both give a brief summary of what is in the report. They are written last and read first. Abstracts tend to be for academic or professional readers and are usually one paragraph. Executive Summaries used more for business and technical writing. They may have a particular ‘spin’ for promotional purposes.

Introduction The introduction says “Here’s what you’re going to be reading about and why.” It may include background (situation leading to the report) purpose (writer’s outcome) significance (why is it important) scope (range of the study) arrangement (how the report is put together) acknowlegements (who funded or contributed)

Body content and length will vary use appropriate headings

Appendix contains material of interest but not vital can include “back-up” data should not contain graphics that are not optional

Index The index is like the table of contents except it is at the back and is organized alphabetically instead of sequentially.