FORMAL
REPORTS
8 PARTS of
FORMAL REPORTS
2
V. 8 PARTS
1.
2.
3.
4.
5.
6.
7.
3
8.
Cover/Title Page
Letter or Memo of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Introduction
Discussion Sections
Conclusions and Recommendations
COVER PAGE/
TITLE PAGE
4
(1) COVER/TITLE PAGE
COVER:
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Attractive & Informative
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Illustrations
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To attract attention
To persuade
Perhaps 1 or 2 of these –
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“1st impressions”!
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Project title
Your client’s name
Your name and/or organization’s name
Date of submission
(1) COVER/TITLE PAGE
TITLE PAGE:
 We will use this for our project
 Everything centered
1. Project title
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larger, bolder font
clear, specific title
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we should know exactly what the project is
from this title
(1) COVER/TITLE PAGE
TITLE PAGE:
2. Your client’s name
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3.
Your name and/or organization’s name
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4.
“Prepared by…”
Date of submission
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“Prepared for…”
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Month (unabbreviated)
Day (followed by comma)
Year (complete year - 2010)
(1) COVER/TITLE PAGE
TITLE PAGE:
Proposal for a Writing Center
at Luzerne County Community College
Prepared for: Mr. Thomas P. Leary, President
Prepared by: Dr. Stephen A. Housenick, Professor
Date:
July 25, 2011
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LETTER or MEMO
of TRANSMITTAL
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(2) LETTER/MEMO of TRANS.

Like an “appetizer,” they give the reader a
taste of what is ahead.
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GUIDELINES:
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Immediately after the Title Page
Include a MAJOR POINT from the report
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a finding, conclusion, recommendation
Follow letter & memo format
(2) LETTER/MEMO of TRANS.
LETTER:
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
External
Single-spaced
Ragged-edged copy
Only 1 page
Include project number with the letter date
Correctly spell reader’s name
Inside address = mailing address
Only use last names
Include the project title as a main heading
Closing = “Sincerely”
Indicate copies with cc, pc, bc
(2) LETTER/MEMO of TRANS.
MEMO of TRANSMITTAL:
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Internal
Single-spaced
Ragged-edge copy
Only 1 page
Subject Line =
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clear description of the project
Include distribution lists of those who receive
copies
(2) LETTER/MEMO of TRANS.
MEMO of TRANSMITTAL:

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Follow the typical memo format we have been
employing all semester
If for LCCC,
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If for another company
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then use the “LCCC Memo Template”
(from employee to employer within the company),
make your own Company Template
Don’t forget to initial it!
TABLE
of CONTENTS
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(3) TABLE of CONTENTS

OUTLINE:
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Acts like an outline for readers
Comes from your outline (for headings)
START:

Gives readers a glimpse of the overall structure of the
report
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RETURN:

Allows readers to find what they are looking for – fast!
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Most readers go HERE first, to grasp the structure of the report
Readers return HERE to locate sections of interest
(3) TABLE of CONTENTS
GUIDELINES:
 Make it readable
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Space items
Indent to draw attention to headings
Include page numbers for every heading &
subheading
(3) TABLE of CONTENTS
GUIDELINES:
 Use Contents Page to reveal report emphasis
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Consider leaving out low-level headings
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Headings = indication of section contents
Headings = specific yet brief (concise)
Don’t clutter this page with subheadings
(3) TABLE of CONTENTS
GUIDELINES:
 List appendices
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Listed at the end of the TOC
Descriptions of Tables & Procedures
Internal pagination
(3) TABLE of CONTENTS
GUIDELINES:
 Maintain parallel form in all entries
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Proofread carefully!
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Parallel structure – same type of phrase
Correct page numbers
Correct headings
Perhaps write last

after all additions, revisions
(3) TABLE of CONTENTS
GUIDELINES:
 WORD 2007 has templates to help writers
build TOC pages
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under the “References” tab
LIST of
ILLUSTRATIONS
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(4) LIST of ILLUSTRATIONS
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A list of Illustrations within the Body
Listed on a separate page
Immediately after the Table of Contents
Exception:
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When you have only a FEW illustrations,
Merely list them at the bottom of the TOC
EXECUTIVE
SUMMARY
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(5) EXECUTIVE SUMMARY

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Short section
A generalized account of the report’s contents


For decision-makers
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A “summary” of the report
The most important readers!
Provides them with a capsule version of the
report
Free of technical jargon
(5) EXECUTIVE SUMMARY
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GUIDELINES:
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Put it on ONE page
Avoid technical jargon
Avoid references to the report Body
Write your Executive Summary last
(5) EXECUTIVE SUMMARY
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GUIDELINES:

Include MAJOR points only
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Use PARAGRAPH form
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Include only important conclusions &
recommendations
The most essential information (for them)
1-3 highlights bout the report
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No lists
A series of short paragraphs
Perhaps numbered list with detailed explanations
INTRODUCTION
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(6) INTRODUCTION

Prepares ALL readers for the discussion
ahead
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DO NOT summarize the report –
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You already did this in the Executive Summary
What’s the report’s
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Both technical & non-technical readers
Purpose?
Scope?
Format?
Give a project description
(6) INTRODUCTION
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GUIDELINES:
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State your purpose & lead-in to subsections
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Purpose Statement comes immediately after the main
heading
“This report presents…”
Mention next the Introduction subheadings that
follow
(6) INTRODUCTION

GUIDELINES:

Include a project description

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Include scope information
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Describe a physical setting, set of problems,…
Precise objectives of the study
Bulleted or numbered lists
Parallel the order of the Body
DISCUSSION
SECTIONS
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(7) DISCUSSION SECTIONS
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This is the longest part of Formal Reports
The “Body” of the report
Readers = technicians
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Generally, the most technically oriented members
of your audience
(7) DISCUSSION SECTIONS
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GUIDELINES:
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Move from facts to opinions
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Collect data
Verify & test data
Analyze all information (+ experience)
Develop recommendations based on conclusions
(7) DISCUSSION SECTIONS

GUIDELINES:

Incorporate your research

and when you do
CITE
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(7) DISCUSSION SECTIONS
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GUIDELINES:
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Use frequent headings & subheadings
Use listings to break up long paragraphs
Use illustrations to clarify or explain
Use appendices for excessive details
CONCLUSIONS &
RECOMMENDATIONS
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(8) CONCLUSIONS

CONCLUSIONS & RECOMMENDATIONS:
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A comprehensive description of all conclusions &
recommendations
Lists, generally

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Be sure to label

“Conclusions”
“Recommendations,”

“Conclusions and Recommendations”
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Like an expanded version of the Executive Summary
V. 8 PARTS
1.
2.
3.
4.
5.
6.
7.
38
8.
Cover/Title Page
Letter or Memo of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Introduction
Discussion Sections
Conclusions and Recommendations