Formal Reports

Covers complex projects

Directed to readers, inside or outside your
organization at different technical levels
Usually contains 6-10 pages of text

The parts of a Formal Report

Cover/title page

Letter/memo of transmittal

Table of Contents

List of Illustrations

Executive Summary

Introduction

Discussion sections

Conclusions and Recommendations

To write a formal report

Understand your purpose

Grasp the needs of your readers

Design a report that responds to these needs

Organizing Formal Reports

Write different parts for different readers

Place important in formation first

Repeat key points when necessary.

Follow the ABC format

Abstract

Cover/title page

Letter or memo of transmittal

Table of contents

List of illustrations

Executive summary

Introduction

Body

Discussion sections
[Appendices appear after text but support Body
section]
Conclusion

Conclusions

Recommendations

Cover/Title page

Should be attractive and informative and

include these four pieces of information:
Project title (exactly as it appears on the
letter/memo of transmittal)
Your clients name (Prepared for/
Your name and/or the name of your
organization ( Prepared by/)
Date of submission

For B.Tech Project Report

Project title

Submitted by (Name and Roll No.)

Under the guidance of

Date of submission

Letter/Memo of Transmittal

Place letter/Memo Immediately after the title

page
Include a major point (finding, conclusion, or
recommendation) from the report
Follow Letter and Memo Conventions

Table of contents

It acts as an outline. Space items well on the

page
Use indenting to draw attention to
subheadings
Include page numbers for every heading and
subheading
Use the contents page to reveal report
emphasis. It

contd

Consider leaving out Low-Level Headings

List Appendices

Use parallel grammatical form in all entries

Proofread Carefully

List of Illustrations

Should give:
Number, title, and page number of every table
and figure within the body of the report.
In case of many illustrations, separate the list
into tables and figures.

Executive summary

Capsule version of the report for decision

makers
Put it on one page (If it is bigger, then write a
brief abstract which is placed right before the
executive summary)
Avoid technical Jargon
Include only important Conclusions and
Recommendations
Avoid References to the Report Body

contd.

Use Paragraph format

Write the Executive Summary Last

Introduction

State your purpose, project description, scope,

and format
Purpose (Gives purpose of report and
overview of introduction)
Project Description (Describes the task the
writer was given)
Scope of Activities (Denotes the major
activities that were accomplished)
Report Format (Provides reader with a

Discussion sections

Move from facts to opinions

Collect data (samples, interviews, records, etc.)

Subject the data to verification (lab tests,
computer analysis, etc.)
Analyze all the information using your
professional experience & skills to form
conclusions
Make recommendations that flow directly from
the conclusions

Use Frequent Headings and Subheadings

Use Listings to Break up Long Paragraphs

Use Illustrations for Clarification and

Persuasion
Place Excessive Detail in Appendices

Conclusions and
Recommendations

Conclusions (convictions or beliefs based on

the findings of your study)
Recommendations (actions suggested based
on your conclusions)
Conclusions and Recommendations