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Writing Formal Reports
While you may write much shorter, more casual reports, it’s helpful to go into a bit of detail about formal reports. Formal reports are modular, which means that they have many pieces. Most audience members will not read every piece, so these pieces should stand on their own. That means that you will often repeat yourself. That’s okay. Your audience should be able to find exactly what they need in a particular section, even if that information has been repeated elsewhere.
While it’s fine to copy and paste between sections, you will likely need to edit your work to ensure that the tone, level of detail and organization meet the needs of that section. For example, the Executive Summary is aimed at managers. It’s a short, persuasive overview of everything in the report. The Introduction may contain very similar information, but it focuses on giving a short, technical overview of everything in the report. Its goal is to inform, not to persuade.
Let’s take a look at some of the parts of the report in greater detail.
The title page provides the audience with the:
- This should appear 2 inches from the top margin in uppercase letters.
- Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name and then the city and state. Some reports may include an additional line that presents the name of a specific person.
- Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.
- This date may differ from the date the report was written. It should appear 2 inches above the bottom margin.
The items on the title page should be equally spaced apart from each other.
A note on page numbers:
The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. You can then utilize two different types of numbering schemes. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase roman numerals for all front matter components. Utilize arabic numbers for the other pages that follow. Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right.
Letter of Transmittal
A letter of transmittal announces the report topic to the recipient(s).
If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Use the concluding paragraph to offer to discuss the report; it is also customary to conclude by thanking the reader for their time and consideration.
The letter of transmittal should be formatted as a business letter . Some report writers prefer to send a memo of transmittal instead.
When considering your audience for the letter or memo of transmittal, make sure that you use a level of formality appropriate for your relationship with the reader. While all letters should contain professional and respectful language, a letter to someone you do not know should pay closer attention to the formality of the word choice and tone.
Table of Contents
The table of contents page features the headings and secondary headings of the report and their page numbers, enabling audience members to quickly locate specific parts of the report. Leaders (i.e. spaced or unspaced dots) are used to guide the reader’s eye from the headings to their page numbers.
The words “TABLE OF CONTENTS” should appear at the top of the page in all uppercase and bolded letters. Type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single spaced, using a combination of upper- and lowercase letters.
Executive Summary
An executive summary presents an overview of the report that can be used as a time-saving device by recipients who do not have time to read the entire report.
The executive summary should include a:
- Summary of purpose
- Overview of key findings
- Identification of conclusions
- Overview of recommendations
To begin, type “EXECUTIVE SUMMARY” in all uppercase letters and centered. Follow this functional head with paragraphs that include the above information, but do not use first-level headings to separate each item. Each paragraph of information should be single-spaced with double spacing between paragraphs. Everything except for the title should be left-aligned.
An executive summary is usually ten percent of the length of the report. For example, a ten-page report should offer a one-page summary. A 100-page report should feature a summary that is approximately ten pages.
The executive summary is usually seen as the most important part of the report, and it should be written last. When you’re writing the executive summary, imagine that you’re sitting across from your most important audience member. If you only have a few minutes to talk to them, what do you want them to know? What would be most persuasive?
Introduction
The body of a formal report begins with an introduction. The introduction sets the stage for the report, clarifies what need(s) motivated it, and helps the reader understand what structure the report will follow.
Most report introductions address the following elements: background information, problem or purpose, significance, scope, methods, organization, and sources. As you may have noticed, some parts of a formal report fulfill similar purposes. Information from the letter of transmittal and the executive summary may be repeated in the introduction. Reword the information in order to avoid sounding repetitive.
To begin this section, type “BACKGROUND” or “INTRODUCTION” in all uppercase letters. This functional head should be followed by the information specified above (i.e., background information, problem or purpose, etc.). You do not need to utilize any first-level headings in this section.Because this section includes background information, it would be the appropriate place to address the needs of audiences that may need additional knowledge about the topic. Provide definitions of technical terms and instruction about the overall project if necessary. If you are uncertain if your audience needs a particular piece of information, go ahead and include it; it’s better to give your reader a little bit too much background than not enough.
Discussion of Findings
The Discussion of Findings section presents the evidence for your conclusions.
This key section should be carefully organized to enhance readability.
Useful organizational patterns for report findings include but are not limited to:
- Best Case/Worst Case
- Compare/Contrast
- Journalism Pattern
Use a Best Case/Worst Case organizational pattern when you think that the audience may lack interest in the topic. When examining a topic with clear alternatives to your proposed solution, consider using a Compare/Contrast pattern. Geographical patterns work effectively for topics that are discussed by location.
When describing the organization of the report in the first paragraph, broadly identify how the material in the report is organized rather than state that the report uses a specific pattern (e.g. Chronology, Geography). For example, write, “The research findings address curriculum trends in three provinces: (a) British Columbia, (b) Alberta, and (c) Ontario,” not, “This report uses a geographical organizational pattern.”
Follow the first paragraph with a first-level heading. Use first-level headings for all other major parts of this section. First-level headings should appear in bold, uppercase letters. Center first-level headings, but align any second-level headings with the left margin. Type any second-level headings in bold, upper- and lowercase letters.
As you present, interpret, and analyze evidence, consider using both text and graphics. Take into account what will be easiest for your audience to understand.
Include citations for all quoted or paraphrased material from sources as well; check with your organization as to whether they prefer parenthetical citations or footnotes.
Integrating Graphics
Formal report authors use graphics to present data in different forms. Paragraphs of text and complex or numerical data tend to bog readers down, making graphics a beneficial enhancement. Graphics also make data easier to understand, so they sometimes make a stronger impact on the audience.
Knowing when—and how—to effectively employ graphics is the key to successfully integrating them. Keeping the audience in mind is also critical. You will learn more about creating charts and graphs in the chapter on Visual Communication Strategies .
Conclusions and Recommendations
The conclusions and recommendations section conveys the key results from the analysis in the discussion of findings section. Up to this point, readers have carefully reviewed the data in the report; they are now logically prepared to read the report’s conclusions and recommendations.
Type “CONCLUSIONS AND RECOMMENDATIONS” in all uppercase letters. Follow this functional head with the conclusions of the report. The conclusions should answer any research questions that were posed earlier in the report. Present the conclusions in an enumerated or bulleted list to enhance readability.
Recommendations offer a course of action, and they should answer any problem or research questions as well. Think back to the expectations of your audience. Have all of their requirements been addressed?
Works Cited
All formal reports should include a works cited page; his page documents the sources cited within the report. The recipient(s) of the report can also refer to this page to locate sources for further research.
It is acceptable to follow MLA (Modern Language Association), CMS (Chicago Manual of Style), or APA (American Psychological Association) documentation style for entries on this page. Arrange all sources alphabetically. Refer to the latest edition of the appropriate style handbook for more information about how to format entries for print and electronic sources on the Works Cited page
While some of the formatting rules may seem tedious at first, they are necessary in order for your audience to better understand the report. Using a regulated format allows for a more universal organization that everyone will understand. Being aware of your audience’s needs and expectations will allow for a strong report that will satisfy your employee and demonstrate your competence in your field.
Test Your Knowledge
Understanding the parts of the report can be challenging, so test your knowledge by dragging the part of the report to its definition.
Image Description
Figure 11.1 image description: This is a diagram of a report title page. Leave 2 inches between the top and the title of the report (which should be in uppercase letters), then write in the middle of the page who the report was prepared for. 3/4 of the way down the page, say who the report was prepared for. Then write the date submitted. [Return to Figure 11.1]
Figure 11.2 image description: A sample table of contents and List of Figures. Use uppercase letters for major parts and use leaders to guide the reader’s eye to the page numbers. The list of figures should be separate from the table of contents. [Return to Figure 11.2]
Figure 11.3 image description: A sample body page of an introduction. This one is separated into ‘PROBLEM’ (all in uppercase letters, bold, and in the center) and BACKGROUND. Each paragraph is single spaced with double spacing between paragraphs. [Return to Figure 11.3]
Business Writing For Everyone by Arley Cruthers is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.
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Business Communication - How to Write a Powerful Business Report
Business communication -, how to write a powerful business report, business communication how to write a powerful business report.
Business Communication: How to Write a Powerful Business Report
Lesson 8: how to write a powerful business report.
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How to write a powerful business report
When a company needs to make an informed decision, it can create a business report to guide its leaders. Business reports use facts and research to study data, analyze performance, and provide recommendations on a company's future.
Watch the video below to learn how to write and format a business report.
The basics of a business report
Business reports are always formal , objective , and heavily researched . Every fact must be clear and verifiable, regardless of whether the report focuses on a single situation or examines the overall performance of an entire company.
Because objectivity is crucial in a business report, avoid subjective descriptions that tell the reader how to feel. For instance, if sales were down last quarter, don’t say “Sales were terrible last quarter,” but rather let the sales data speak for itself. There should also be no personal pronouns, such as “I think we should invest more capital.” A business report should remain impersonal and framed from the company’s perspective.
The structure of a business report
Although the size of a report can range from one page to 100, structure is always important because it allows readers to navigate the document easily. While this structure can vary due to report length or company standards, we’ve listed a common, reliable structure below:
- Front matter : List your name, job title, contact information, and the date of submission. You can also create a title for the report.
- Background : State the background of the topic you’ll be addressing, along with the purpose of the report itself.
- Key findings : Provide facts , data , and key findings that are relevant to the purpose stated in the background. Be clear and specific, especially because the entire report depends on the information in this section.
- Conclusion : Summarize and interpret the key findings, identify issues found within the data, and answer questions raised by the purpose.
- Recommendations : Recommend solutions to any problems mentioned in the conclusion, and summarize how these solutions would work. Although you’re providing your own opinion in this section, avoid using personal pronouns and keep everything framed through the company’s perspective.
- References : List the sources for all the data you've cited throughout the report. This allows people to see where you got your information and investigate these same sources.
Some companies may also require an executive summary after the front matter section, which is a complete summary that includes the report’s background, key findings, and recommendations. This section lets people learn the highlights quickly without having to read the entire document. The size of an executive summary can range from a paragraph to multiple pages, depending on the length of the report.
As mentioned in Business Writing Essentials , revision is key to producing an effective document. Review your writing to keep it focused and free of proofreading errors, and ensure your factual information is correct and presented objectively. We also recommend you get feedback from a colleague before submitting your work because they can spot errors you missed or find new opportunities for analysis or discussion.
Once you’ve revised your content, think about the report’s appearance . Consider turning your front matter section into a cover page to add some visual polish. You can also create a table of contents if the report is lengthy. If you’re printing it out, use quality paper and a folder or binder to hold the report together. To diversify the presentation of your data, try using bulleted lists, graphics, and charts.
Example of a business report
To demonstrate the principles of this lesson, we’ve created a brief business report for you to review.
Let's start by looking at the first page of this two-page report.
The layout of the front matter is simple and effective, while the background sets the stage in a quick, specific manner. The key findings provide the main takeaways that warrant further investigation, along with a chart to add emphasis and visual variety.
Now let's look at the following page.
The conclusion features a little of the writer's opinion on the key findings, although the writing is still centered around the company's perspective. The recommendations are clear and supported by the data, while the references are thorough.
While business reports may seem intimidating, you have the ability to create a thorough, informative document through practice and careful research. Collect the facts and present them in an organized, objective manner, and you’ll help your business make informed decisions.
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Business Report Writing - Step-By-Step (With Examples)
When it comes to business, a lot is riding on your reports. Whether presenting to clients, investors, or upper management, a business report can make or break opportunities for your business or organization. After all, that's the whole point of writing one—to convince your reader to see things from your perspective and make decisions accordingly.
If you're not sure how to get started, don't worry. This guide will show you how to write a formal business report step by step, complete with tips and examples. Let's get started.
What is a formal business report?
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A formal business report is a document that presents information or data in a structured, organized way. It's typically used to communicate research findings to decision-makers or organizational stakeholders, such as your manager, colleagues, or clients.
If you're wondering when you might need to write a formal business report, the answer is: pretty much any time you want to convincingly present information or data. This could be when:
- You're communicating the results of an investigation or analysis you conducted
- You're trying to make a case for a decision that needs to be made (by providing background information on the topic)
- You're informing others about changes or trends in your industry to keep them up to date (for instance, if there's an increase in regulation coming down from regulators)
- You're sharing best practices with your team (based on research, white papers , observations, or case studies )
Components of a business report
Typically, business reports contain three sections: an introduction, body paragraphs (or sections), and a conclusion that provides recommendations for future action. That's the basics of any report, which include a title page, table of contents, and appendices (if needed). Let's take a closer look at each section.
The title page is the first page of your report and should include:
- The title of the report
- Your name and contact information (as the author)
- The date the report was completed or submitted
- The name and contact information of the recipient (if applicable)
Table of contents
If your report is long (5+ pages), you might want to include a table of contents. This will help readers quickly find the information they're looking for instead of having to flip through the entire document.
To create a table of contents, start by looking at the headings and subheadings in your report. Then, list each heading and subheading along with the page number where it appears. Today's word processing software programs can automatically generate a table of contents for you—just be sure to update it if you make any changes to your report.
Some reports will begin with a summary, which is a brief overview of the main points in the report. This is useful if your reader only has time to skim the report (or if they need to quickly get up to speed on its contents).
If you decide to include a summary, ensure it's no more than a few sentences to a paragraph in length. You can think of it as an executive summary for your report—it should concisely give your reader a general idea of what the rest of the document will cover.
Introduction
The introduction is where you'll set the stage for your report by providing background information on the topic. This could include:
- The objective of your report
- The main points you'll be covering
- Your chosen report structure
Essentially, the introduction is your chance to explain what your reader can expect from the rest of the document. It should be clear and concise—after all, you don't want to lose your reader's attention before you even get to the meat of your report.
Next comes the body of your report. This is where you'll present the points you want to make in detail.
Depending on the type of report you're writing, the structure of the body will vary. It could be organized chronologically, by topics, or in another way that makes sense for your project. Some projects require a deep dive into data analysis, while others might be lighter on research.
The important thing to remember is that each section of the body should flow logically from one to the next. You'll want to use headings and subheadings to break up your text and help guide your reader through the information you're presenting. Here are some example headings you might use in a business report:
- Research Objectives
Recommendations
In this section, you'll state your recommendations or suggestions and provide justification for why the company should implement them. Remember to back up your points with data from your research and analysis in earlier sections, and always link your recommendations to the company's goals.
For instance, if your report is about increasing sales, your recommendations might focus on strategies for boosting marketing efforts. The justifications for these recommendations should be based on data that proves that marketing and sales are related (for example, increased marketing leads to more sales).
Next, you'll wrap up your report with a conclusion. This is where you'll summarize the main points of your findings (in the same order as the body) and reiterate your recommendations.
Your conclusion should provide a clear next step for the company (a call-to-action), as well as what will happen if they don't consider your recommendations. Will they miss out on opportunities? Lose market share? Make it clear what's at stake if they don't take action and the potential benefits.
As with any formal document, don't forget to include a references section if you've used any sources in your report. Cite any data, research, or other information you've used.
Finally, you'll include any additional information in the appendix section. This could be:
These are meant to supplement the information in your report and provide additional context or background for your reader.
Formal business report example
If you're still unsure how the final output should look, take a look at this formal business report example. This sample report looks at customer complaints from an automobile company and makes recommendations for improving customer satisfaction.
How to write a business report
Now that we've gone over the different parts of a formal business report and looked at an example. Let's dig a little deeper into how you can write one yourself. Here are the steps you'll need to take:
1. Create an outline for your report
Like you would with any project, it's important to start by creating an outline for your business report. Don't go straight into research and writing immediately; instead, take some time to think about what you want to achieve with your report.
What are your objectives? What kind of information do you need to gather? Once you have a good understanding of your goals, you can start mapping out the structure of your report.
That way, you'll organize your thoughts more efficiently and ensure you don't forget any important points. It'll also put things into perspective and help you see the "big picture" of your report. Maybe there are elements you can leave out or streamline if they're not directly related to your objectives, or maybe you need to address some gaps or missing points.
An example outline would look something like this:
- Introduction (the purpose of the report)
- Background information (informative context for readers)
- Problem identification/analysis (what is the problem/challenge being addressed?)
- Solution identification/recommendation(s) (your recommended solutions and why they're appropriate)
- Conclusion (a summary of your findings and recommendations, with a call-to-action)
Remember that this is just a general guide—you can (and should) adjust it as needed to fit the specific requirements of your report.
Pro Tip: If you need help putting together an outline, try Copy.ai's Essay Outline tool . It'll help you build a basic structure for your business report in minutes and save you precious time in writing.
2. Check for an in-house format
Before you start writing, checking whether your company has a standard format for formal business reports is important. This will usually be outlined in your company handbook. Alternatively, you can ask the person who's commissioning the report to see if there's a specific format they want you to use.
An established format will help give your report a more professional look. You won't have to start from scratch when putting together the final document.
3. Gather the data and prep your research
Now, it's time to start collecting the information you need for your report. This will involve reading relevant articles and papers, interviewing experts in your field, and contacting companies who have experience with similar issues (if applicable).
It's important to be thorough in your research—you want to ensure you have all the relevant information before you start writing.
To tick this off your list quickly and easily, the most important thing is to identify what your audience is actually looking for. Ask yourself:
- What kind of information will the reader want to see?
- How much detail do they need/expect?
- Is there anything else they should know about this topic or subject?
Answering these questions will help you focus your research and ensure you're on the right track. It may seem like a lot of work at first, but trust us—it'll be worth it in the end. The worst thing is to think you've finished your report only to realize you've left out some crucial information!
4. Craft your executive summary
This is probably the most important part of your report. Why? Because it's what readers will see first, it'll determine whether or not they actually continue reading. So you need to make sure it's clear, concise, and engaging—everything a good executive summary should be. And let's not forget short!
The executive summary describes the report in as few words as possible. Use strong verbs and active language to get your point across. Make sure you include the most important information: the problem being addressed, why it's important, your recommendation(s), and why those are the best solution(s).
For instance, let's say you're writing a report on customer complaints about your product packaging. Your executive summary might look something like this:
"Our company has seen increased customer complaints regarding our product's packaging design. As a result, we conducted a study to identify the root cause of the problem and propose a solution. Our findings indicate that the current packaging design is confusing and difficult to open, causing customer frustration. We recommend switching to a more user-friendly design that will be easier to open and reduce the number of customer complaints."
See how that gives a brief overview of the issue, the research conducted, and the proposed solution. That's what you're aiming for with your executive summary.
5. Format your main sections
After you've written your executive summary, it's time to move on to the rest of your report. The main sections will depend on the type of report you're writing, but they should all be clearly labeled and easy to read using headings and subheadings.
As mentioned earlier, the three main sections of a business report are the introduction, body, and conclusion. Here's a quick overview of what each section should include:
- The introduction : This is where you'll set the scene for the rest of the report by providing an overview of the report's main points and purpose.
- The body : This is the meat of your report, and it's where you'll present all the information you've gathered to support your findings and recommendations. Be sure to organize it in a way that makes sense and is easy to follow.
- The conclusion: This is where you'll summarize the main points of your report and stress the importance of your findings or recommendations.
No matter how many sections or subsections your report has, make sure each one flows smoothly into the next. You want your readers to follow along easily without getting lost or confused. Also, take care of too much jargon or technical language—simple is always better for business reports.
6. Add a strong conclusion and appendix
The conclusion is just as important as the executive summary, so don't skimp on it! You want to give your readers a strong sense of what your report was about and why it matters. When done right, it'll leave them with a lasting impression and entice them to take further action.
However, avoid using complex language, repeating yourself too much, or giving away too much information, as that will dilute the impact of your findings. Ensure all major findings are included so readers don't needlessly slog through portions of the report they already know about. Additionally, you should always provide a clear call to action for what you want the reader to do next.
You might also want to include an appendix at the end of your report, which is a great way to include additional information or data that supports your findings without taking up space in the main body of the report. This is especially useful if you have a lot of data or charts and graphs that would make the report cumbersome.
It also works well for including information that might interest some readers but not others, such as the detailed methodology used in your research. That way, people interested in that sort of thing can easily find it, while those who aren't can skip over it without having to wade through irrelevant information.
7. Have someone else proofread your final draft
Finally, once you've written, edited, and formatted your report perfectly, it's time to have someone else look at it. This is an important step that should never be skipped, as it's all too easy to miss your own mistakes.
When choosing someone to proofread your work , pick someone who is detail-oriented and has a good eye for grammar and spelling. It might sound like overkill, but if there are any typos or grammatical errors in your final draft, it will be a huge distraction from your overall message and make readers question whether they can trust anything else in the report.
If possible, have someone who wasn't involved in writing the report read it over, as they'll be able to provide a more objective perspective, especially on clarity. Your readers should be able to understand what you're trying to say without too much effort or outside research, so if your proofreader is struggling, that's a sign that something needs to be rewritten or clarified.
Lastly, you want to ensure that all the information you present is accurate and up to date. This might require doing additional research or checking your data against other sources.
Suppose you find any statements that don't seem factual enough or don't support other details provided earlier on in the document. In that case, you might have written something incorrectly or overlooked some crucial data when putting your report together. That's when it's time to go back and make the necessary changes before calling it quits.
In conclusion
Writing a formal business report isn't an easy task. Still, take the time to learn the proper format and put in the effort to gather accurate and reliable information. You'll be able to produce a professional, impressive, and useful document. It gets easier with practice, so don't be discouraged if your first few attempts aren't perfect. Just keep at it, and you'll eventually get the hang of it!
Also, don't forget that Copy.ai can help you with any writing project, big or small. From outlines to finished drafts, their artificial intelligence writing generators will help you every step of the way. So if you ever need a little help or inspiration, be sure to give it a try!
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Formal Report: What is it & How to Create it!
If you run a business, we’re sure you have to take AT LEAST one decision every day.
It’s definitely a stressful thing to do…but what if we tell you that there’s something that can make your decision-making process easier? We’re talking about formal reports!
Formal reports are a part and parcel of every industry. They are written to provide information, analyze an issue, or make recommendations.
Formal reports are similar to your regular reports but they delve a little deeper into the details and format. They’re basically a fine-tuned version of regular reports.
Confused? Don’t worry, in this blog, we’ll cover everything from what formal reports are to how you can create them easily. So let’s get started!
What is a Formal Report? (Definition)
A formal report is an official report that includes detailed information, research, and other data necessary to make business decisions.
A formal report includes specific sections and divisions. These sections might be according to the rules of the company, or the requirements of the organization to which the report is being sent.
This report is generally written for outlining the details of some project, documenting the results of an experiment, solving a problem, and advocating a course of action.
Depending on the topic, formal reports can be pages long and super-extensive. Some examples of formal reports include:
- Feasibility Report
- Safety Report
- Compliance Report
- Recommendation Report
- Annual Report
Now let’s understand why we need a formal report in the first place…
Read more: Business Report: What is it & How to Write it? (Steps & Format)
Benefits of a Formal Report
1. Clarity: A formal report focuses on key aspects of any given project. Such defined sections and parts help the reader to easily comprehend what’s being said. A formal report contains no jargon or unnecessary writing aspects that could mislead the reader and helps boost clarity.
2. Decision-Making Tool: Modern business organizations operate with a multitude of information daily. Formal reports deduce large pieces of information into sections that can be used to make decisions more quickly and aptly.
3. Offers accuracy : Formal reports contain plenty of facts and figures. It has concrete information that leaves no room for ambiguity. And this is what makes a formal report a completely reliable and accurate document.
4. Objectivity: A formal report is neutral and unbiased. And if an analysis is put forth, then it is clearly backed up with hard-hitting facts and figures. This makes the formal report a great citation to be used in other reports!
5. Valuable Source of Information : Formal reports act as a valuable source of information that can be used in the future. They are pieces of evidence of everything that happened n an organization and how they tackled it.
The benefits of formal reports are endless and that is why it is pivotal that you create one in the most perfect way possible. So without further ado, let’s dive straight into learning how to create formal reports!
How To Create a Formal Report? (Step By Step)
Step 1. start with a plan .
It’s crucial that you know what you want to achieve with this report. Think of it as a project that you would handle. This way your report has a better chance of being clear and concise.
Also, if you are writing a formal report for your organization, make sure you check if there is an established format that needs to be followed. With such specified formats, your reports have a better chance of looking all the more professional.
Step 2. Title
The first part of a formal report is an introductory page that includes all the basic details of the report. Follow this order for your report:
- Name of the report
- Name, title, and organization of the individual receiving the report
- Name of the author and any necessary identifying information
- Date of submission
Keep in mind that all these parts are equally spaced and clearly visible as it offers the first impression for what’s to come.
Step 3. Letter Of Transmittal
The transmittal letter is a letter that informs the recipient of the topic and purpose of your report. The letter also specifies what other documents are included in the report.
The letter of transmittal should be formatted as a business letter. Some people also prefer a memo over a letter.
Make sure that you use a certain level of formality depending on your relationship with the reader. Although, it’s crucial that all your letters are professional when you’re writing to someone who you don’t particularly know, closer attention to detail will go a long way!
Step 4. Table Of Contents
Next in line is a table of contents. This part helps the reader to easily locate parts of your formal report, especially if it’s a long read.
Include headings, sub-headings, and also mention the corresponding page numbers. Write the heading exactly like it’s written within your report.
If you are using Bit.ai for your documents and reports then this will be automatically created based on your headers and sub-headers.
Read more: Performance Report: What is it & How to Create it? (Steps Included)
Step 5. Executive Summary
An executive summary is a complete overview of your formal report. It’s very useful especially if the reader doesn’t have the time to read the entirety of your report.
The executive summary should include a:
- Summary of purpose
- Overview of Key Findings
- Conclusions
- Overview of Recommendations (If Mentioned)
Although an executive summary comes early on in your report, it’d be wise to write this part only after you’ve completed the rest of your report. Also, keep it as condensed as possible.
Step 6. Introduction
The body of a formal report starts with an introduction.
Mention the details of why you are writing the report in the first place. Include the purpose, set the stage for what’s to come, and mention any vital background information on the topic.
Provide definitions for technical terms and other definitions about your overall project, if necessary.
Read more: Grant Proposal: What, Why & How to Write it?
Step 7. Present Your Findings
This part will probably be the lengthiest part of your report. Present the results of your study succinctly with enough information to back it up.
These findings will form the foundation for your conclusion. Use bullet points, headings, and subheadings to make sure everything is clearly understood and organized.
As you present all key evidence, make sure you include graphics and illustrations for easier comprehension. Long paragraphs filled with numbers and data tend to bore most audiences, and graphics offer much-needed relief and enhance the overall look of your formal report.
Keep in mind that you only use graphics when needed and employ them effectively. Too many graphics are just as bad as none. Strike the perfect balance between text and graphics, and your report will work wonders!
Step 8. Conclusion And Recommendations
This section simply conveys the key results from your findings.
Along with a proper conclusion, you need to mention recommendations too, that offer a course of action to resolve the issue highlighted in your report.
If you add any goals, make sure they are measurable!
Step 9. Bibliography Or Citations
If you are sourcing information from other sources in your formal report then you should include a bibliography. Basically, include all the sources that have been used in the report. Label each of these sources clearly and also refer to the pages where they’ve been used.
…and that is all! We understand that taking time off your crammed schedule to create a power-packed formal report may seem distressing.
So how do you do it in the most efficient way possible? Let us tell you!
Create Mind-Blowing Formal Reports With Bit.ai
If you want your formal report to be awesome, you need to make sure that it has the perfect format and that it has stunning visuals in it.
And all this can be a hassle….BUT NOT ANYMORE!
Check out how you can woo your readers by using Bit as your helping hand…
1. All Your Teams Under One Single Roof
Creating a report all alone is a daunting task. You have to research content, dig up the numbers, collect and organize a lot of data, come up with an outline, and so much more. That is why Bit allows you to bring all your relevant teams together for report creation!
Here, you can create as many workspaces as you want around different teams and collaborate with them on your report in real-time. You can finally say goodbye to emails for communicating across teams!
2. Rich Media Integrations
To engage your readers, you need to add a variety of graphics and other media in your report. Most documentation platforms let you add only static images which can also be pretty dull after a certain point.
But, Bit.ai integrates with over 100+ popular applications (YouTube, Typeform, LucidChart, Spotify, Google Drive, etc.) so you can add any type of rich media in their reports beyond just text and images.
3. Live Analytics For Your Report
Bit allows you to share your documents with your clients via a “trackable link”. This link provides you with awesome insights and analytics. You can see who viewed your report and how much time they spend on your report.
You can also see how far down your readers have scrolled your report and where your reader lost interest. This way, you can make the changes accordingly the next time around.
4. Design Automation
Bit.ai has a plethora of stunning templates that you can use for creating documents that are fully responsive. Just put your content and let Bit take care of the formatting. That’s not it! Bit offers design automation which makes every document that you create eye-catching. You can change the layout and color theme of the document with one click.
5. Client Portal
Let’s say you wanted to share your formal report with your clients but you don’t want them to see or edit anything else. Well, with Bit’s client portal all of that is possible!
You can invite your clients into your workspaces through guest access. You can give them access to the document and everything else will be removed from their view and access. Guests can get two types of access to documents: read-only or comment-only.
This way you can communicate in a hassle-free manner with all your clients!
And There Is More To It…
With many intriguing templates and a myriad of features , Bit is an all-rounded tool for all your reporting needs. Trust us, your data is secure here and your work will become more efficient than ever with Bit!
When it comes to formal reports, it’s all about the details!
Yes, we know that creating reports is not the most enticing and glamorous job but no one said it needs to be boring!
With Bit.ai, creating formal reports will not only become an easy task but your reports will be a refreshing change from those dull black and white ones.
Don’t wait any longer – the next time a formal report shows up on your to-do list, no more whining, use Bit, and woo your teams with intriguing formal reports!
Did you enjoy our blog on creating formal reports? Let us know by tweeting us @bit_docs, we’d love to hear from you!
Further reads:
Project Timeline: What is it & How to Create it? (Step By Step)
Annual Report: What is it & How to Create it?
Formal Letter: What Is It & How to Create it?
How to Write a Business Case: Step By Step Guide
Progress Report: What is it & How to Write it? (Steps & Format)
KPI Report: What it is & How to Create a Perfect One?
Survey Report: What is it & How to Create it?
Marketing Report: Definition, Types, Benefits & Things to Include!
Sales Report: What is it and How to Create One?
Technical Report: What is it & How to Write it? (Steps & Structure Included)
Consulting Proposal: What is it & How to Create it? (Steps Included)
10 Best Customer Retention Strategies for Startups!
Complaint Letter: What is it & How to Create it? (With Examples)
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Module 6: Reports
How to write a formal report, learning outcomes.
- Discuss how to write a formal report
Writing formal reports, like informal report, and that of any other writing task follows the same three steps. First is the planning. Second is the writing. Third is the revising.
Planning Your Formal Report
In all business writing, the first step is to check and see whether there is a prescribed structure for the document that is about to be created. If so, follow that. Many formal reports have specific formats that must be followed exactly. For example, some sales proposal requests and responses become part of a contract; therefore, you should ensure documents such as these have a legal review both in the planning of the document and as a part of the final review step.
Other steps in preparation of a formal report follow in the same way as those for an informal report. In an informal report, however, it is less likely there will be multiple writers. With a formal report, there may be many contributors. If so, it is important to meet as a group to divide the work, talk about style, and plan how the final document will be assembled and edited to ensure a common voice or tone throughout. You may wish to consider some of the strategies discussed in Module 12: Collaboration in and Across Teams.
Next you’ll complete any data gathering needed. A formal report likely requires extensive planning and data gathering: some proposals may require weeks or months in researching and preparing. For example, think about a proposal for the next three years of new store locations or construction. The author (likely a team of authors) will need primary and secondary research, which takes a great deal of time to gather and analyze.
You will use knowledge of that data to create the report’s outline. In constructing that outline, again consider the depth of understanding of the reader and the likelihood the reader’s views align with that of the report’s determination.
With group writing, there may be several coordination meetings at each stage of the document’s creation.
Writing Your Formal Report
Writing the formal report is a much easier task once you have created a detailed outline in the planning process. This outline is what helps the writing move along, as you already know exactly what is to be provided where and when. When writing a formal report as a team, a carefully constructed outline facilitates assigning sections of the report to different authors from the team. The writer or writers can then focus on paragraph structure, wording, and phrasing using the lessons found in Module 2: Writing in Business.
With a formal report, it is extremely rare to see the casual phrasing that might be found in a short message or informal report. Formal reports rarely use personal pronouns, contractions, or passive verb structures. However, this does not mean the language should be stilted or use excessively long words. You’ll continue to use the same clarity of wording as in all business communications.
Formatting Your Report
Formal reports implement many of the formatting skills you learned earlier. Usually formal reports are single spaced with double spaces between paragraphs. Usually paragraphs are not indented, but this may vary from organization to organization. The right hand side of paragraphs are left ragged.
Section headings are always provided in a formal report. It is acceptable to use labels to match the section’s purpose (e.g., Introduction, Findings, Research Methods). The headings may also use terms directly related to the report’s purpose such as “Fruit Spoilage Problem,” “Facts about Fruit Spoilage,” “Suggestions to Improve Fruit Freshness.” You may also have specific subheadings within more general section titles.
Formal reports of all types use page numbers.The pages may be numbered in a format such as 1–50, or they may be numbered by the section, such as Methods 1–Methods 50. The material in the front part of a report is generally numbered in lowercase roman numerals (i–ix).
Revising Your Formal Report
Because of the length and possible subject complexity of formal reports, the final review takes more time than you might expect and involves more people. As mentioned in the start of this section, some reports may require additional legal review.
The most effective way to ensure a professional document is to have a team of individuals independently read the document, marking changes, corrections, and questions as they go. This team then meets as a group with one individual charged with collecting all corrections. This person ensures continuity across the entire document. If such a formal process cannot be completed, then you should work to ensure there are at least two reviewers who review work they themselves did not write.
As mentioned before, the final revision must consider both grammar and style issues as well as revisiting the primary purpose of the document.
Practice Question
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- Plan, Write, Revise Formal Report. Authored by : Susan Kendall. License : CC BY: Attribution
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11.2 Writing a Formal Report
Report organization.
Reports vary by size, format, and function. You need to be flexible and adjust your report to the needs of the audience. Reports are typically organized around six key elements:
- Who the report is about and/or prepared for
- What was done, what problems were addressed, and the results, including conclusions and/or recommendations
- Where the subject studied occurred
- When the subject studied occurred
- Why the report was written (function), including under what authority, for what reason, or by whose request
- How the subject operated, functioned, or was used
Pay attention to these essential elements when you consider your stakeholders. That may include the person(s) the report is about, whom it is for, and the larger audience of the organization. Ask yourself who the key decision-makers are, who the experts will be, and how your words and images may be interpreted.
While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function, playing an important role in the transmission of information. There are several different organizational patterns that may be used for formal reports, but all formal reports contain front matter (prefatory) material, a body, and back matter (supplementary) items. The prefatory material is therefore critical to providing the audience with an overview and roadmap of the report. The body of a formal report discusses the findings that lead to the recommendations. The back matter provides additional information. Some common elements in a report are shown in Activity 11.1 below.
Activity 11.1 | Report Cover and Letter of Transmittal Binding Cover and Letter of Transmittal
Front Matter
Front matter includes all the information preceding the body of the report.
The title page provides the audience with the:
- This should appear 2 inches from the top margin in uppercase letters.
- Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name. Some reports may include an additional line that presents the name of a specific person.
- Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.
- This date may differ from the date the report was written. It should appear 2 inches above the bottom margin.
The items on the title page should be equally spaced apart from each other.
A note on page numbers: The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. You can then utilize two different types of numbering schemes. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase Roman numerals for all front matter components. Utilize Arabic numbers for the other pages that follow. Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right.
A note on font: If there is no specific preference for serif vs. sans serif font, choose one and use it consistently throughout the report. Do not utilize anything besides a traditional serif (e.g., Times New Roman) or sans serif (e.g., Arial or Calibri) font.
Letter or Memo of Transmittal
A letter or memo of transmittal announces the report topic to the recipient(s).
If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Use the concluding paragraph to offer to discuss the report; it is also customary to conclude by thanking the reader for their time and consideration.
A letter of transmittal should be formatted as a business letter. Some report writers prefer to send a memo of transmittal instead. When considering your audience for the letter or memo of transmittal, make sure that you use a level of formality appropriate for your relationship with the reader. While all letters should contain professional and respectful language, you should pay closer attention to the formality of the word choice and tone in a letter to someone you do not know. Figure 11.1 illustrates a report with a letter of transmittal.
Table of Contents
The table of contents page features the headings and secondary headings of the report and their page numbers, enabling audience members to quickly locate specific parts of the report. Leaders (i.e. spaced or unspaced dots) are used to guide the reader’s eye from the headings to their page numbers.
The words “TABLE OF CONTENTS” should appear at the top of the page in all uppercase and bolded letters. Type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single-spaced, using a combination of upper and lowercase letters. Figure 11.2 demonstrates the organization of a typical table of contents and executive summary for a report.
List of Figures and Tables
The list of figures has many of the same design considerations as the table of contents. Readers use the list of figures to find the illustrations, diagrams, tables, and charts in your report. Complications arise when you have both tables and figures. Strictly speaking, figures are illustrations, drawings, photographs, graphs, and charts. Tables are rows and columns of words and numbers; they are not considered figures. For longer reports that contain dozens of figures and tables each, create separate lists of figures and tables. Put them together on the same page if they fit. You can combine the two lists under the heading, “List of Figures and Tables,” and identify the items as figure or table as is done in Figure 11.2.
Executive Summary
An executive summary presents an overview of the report that can be used as a time-saving device by recipients who do not have time to read the entire report.
The executive summary should include a:
- Summary of purpose
- Overview of key findings
- Identification of conclusions
- Overview of recommendations
If the executive summary, introduction, and transmittal letter strike you as repetitive, remember that readers don’t necessarily start at the beginning of a report and read page by page to the end. They skip around; they may scan the table of contents and they usually skim the executive summary for key facts and conclusions. They may read carefully only a section or two from the body of the report, and then skip the rest. For these reasons, reports are designed with some duplication so that readers will be sure to see the important information no matter where they dip into the report.
To organize this section, type “EXECUTIVE SUMMARY” in all uppercase letters and centred. Follow this functional head with paragraphs that include the above information, but do not use first-level headings to separate each item. Each paragraph of information should be single-spaced with double spacing between paragraphs. Everything except for the title should be left-aligned.
An executive summary is usually ten percent of the length of the report. For example, a ten-page report should offer a one-page summary. A 100-page report should feature a summary that is approximately ten pages.
The body is the main section of the report and includes the introduction, discussion or findings, conclusion (and recommendations, if appropriate).
Introduction
The body of a formal report begins with an introduction. The introduction sets the stage for the report, clarifies what need(s) motivated it, and orients the reader to its structure. Most report introductions address the following elements: background information, problem or purpose, significance, scope, methods, organization, and sources. As you may have noticed, some parts of a formal report fulfill similar purposes. Information from the letter of transmittal and the executive summary may be repeated in the introduction. Reword the information in order to avoid sounding repetitive.
To begin this section, type “BACKGROUND” or “INTRODUCTION” in all uppercase letters. This functional head should be followed by the information specified above (i.e., background information, problem or purpose, etc.). You do not need to utilize any first-level headings in this section.
Because this section includes background information, it would be the appropriate place to address the needs of audiences that may need additional knowledge about the topic. Provide definitions of technical terms and instructions about the overall project if necessary. If you are uncertain if your audience needs a particular piece of information, go ahead and include it; it’s better to give your reader a little bit too much background than not enough. The organization of a typical introduction is illustrated in Figure 11.3.
Discussion of Findings
The Discussion of Findings section presents the evidence for your conclusions. This key section should be carefully organized to enhance readability.
To begin, type “DISCUSSION OF FINDINGS” in all uppercase letters. Center this and all other functional heads. Follow “DISCUSSION OF FINDINGS” with a brief paragraph that previews the organization of the report.
Useful organizational patterns for report findings include but are not limited to:
- Best Case/Worst Case
- Compare/Contrast
- Journalism Pattern
Use a Best Case/Worst Case organizational pattern when you think that the audience may lack interest in the topic. When examining a topic with clear alternatives to your proposed solution, consider using a Compare/Contrast pattern. Geographical patterns work effectively for topics that are discussed by location. When describing the organization of the report in the first paragraph, broadly identify how the material in the report is organized rather than state that the report uses a specific pattern (e.g. Chronology, Geography). For example, write, “The research findings address curriculum trends in three provinces: (a) British Columbia, (b) Alberta, and (c) Ontario,” not, “This report uses a geographical organizational pattern.”
Follow the first paragraph with a first-level heading. Use first-level headings for all other major parts of this section. First-level headings should appear in bold, uppercase letters. Center first-level headings, but align any second-level headings with the left margin. Type any second-level headings in bold, upper- and lowercase letters.
As you present, interpret, and analyze evidence, consider using both text and graphics. Take into account what will be easiest for your audience to understand. Include citations for all quoted or paraphrased material from sources as well; check with your organization as to whether they prefer parenthetical citations or footnotes.
Conclusions and Recommendations
The conclusions and recommendations section conveys the key results from the analysis in the discussion of findings section. Up to this point, readers have reviewed the data in the report; they are now logically prepared to read the report’s conclusions and recommendations. Type “CONCLUSIONS AND RECOMMENDATIONS” in all uppercase letters. Follow this functional head with the conclusions of the report. The conclusions should answer any research questions that were posed earlier in the report. Present the conclusions in an enumerated or bulleted list to enhance readability. Recommendations offer a course of action, and they should answer any problem or research questions as well. Think back to the expectations of your audience. Have all of their requirements been addressed?
The difference between the conclusions and recommendation section is detailed in Chapter 12: Recommendation Report . All reports will contain a conclusion section, but not all reports will have a recommendation section. Whether a recommendation section is included or not depends on the type and purpose of the report.
Back Matters
Back matters contain all the supplementary materials and can include works cited, appendices, a glossary and an index.
Works Cited
All formal reports should include a works cited page; this page documents the sources cited within the report. Documenting your information sources is all about establishing, maintaining, and protecting your credibility in the profession. You must cite (“document”) borrowed information regardless of the shape or form in which you present it. Whether you directly quote, paraphrase, or summarize it—it’s still borrowed information. Whether it comes from a book, article, a diagram, a table, a web page, a product brochure, an expert whom you interview in person—it’s still borrowed information. Use the documentation style appropriate to your industry (e.g. APA, MLA, Chicago).
Appendices are those extra sections following the conclusion. What do you put in an appendix?—anything that does not comfortably fit in the main part of the report but cannot be left out of the report altogether. The appendix is commonly used for large tables of data, big chunks of sample code, fold-out maps, background that is too basic or too advanced for the body of the report, or large illustrations that just do not fit in the body of the report. Anything that you feel is too large for the main part of the report or that you think would be distracting and interrupt the flow of the report is a good candidate for an appendix. Notice that each one is given a letter (A, B, C, and so on).
Fundamentals of Business Communication Revised (2022) by Venecia Williams & Nia Sonja is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License , except where otherwise noted.
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The University of Sydney recommends that all companies request students write reports on their work experience during placement with companies. This practice allows both students and the companies to benefit from such arrangements.
A formal report presents details and makes recommendations that are based on the information that is presented in the document. There are various types of formal reports, such as research papers, problem-solving reports and feasibility stud...
The definition of report writing is creating an account or statement that describes in detail an event, situation or occurrence, usually as the result of observation or inquiry. The two most common forms of report writing are news report wr...
How to write a formal business report · 1. Plan before you write · 2. Check for an in-house format · 3. Add a title · 4. Write a table of contents.
How to write a work report · 1. Identify your audience · 2. Decide which information you will include · 3. Structure your report · 4. Use concise
Title Page · Name of the report. This should appear 2 inches from the top margin in uppercase letters. · Name, title, and organization of the individual receiving
The structure of a business report · Front matter: List your name, job title, contact information, and the date of submission. · Background: State the background
A formal report is an in-depth analysis used to assist leaders of business, industry, and government in the decision-making process. Formal
The main section contains an executive summary, introduction to the problem, analysis of findings, and conclusions and/or recommendations: The
How to write a business report · 1. Create an outline for your report · 2. Check for an in-house format · 3. Gather the data and prep your research.
Step 1. Start With A Plan · Step 2. Title · Step 3. Letter Of Transmittal · Step 4. Table Of Contents · Step 5. Executive Summary · Step 6. Introduction · Step 7.
Formal reports implement many of the formatting skills you learned earlier. Usually formal reports are single spaced with double spaces between paragraphs.
Business Reports– You'll write a lot of them throughout your career in business. So it's probably worth you knowing what they are
Key decision-makers in business, education, and government use formal reports to make important decisions. As opposed to informational reports that offer facts