Three Components of Formal Reports

 Prefatory parts
 Text
 Supplementary parts

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Prefatory Parts of Report
 Cover
 Title fly
 Title page
 Letter of authorization
 Letter of transmittal
 Table of contents
 List of illustrations
 Synopsis or executive summary
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Letter of Transmittal
 Precedes table of contents
 May appear in only selected copies
 Follows routine, good-news plan
 Specifies methods, scope, limitations
 Highlights important points
 Provides background information
 Acknowledges contributors
 May take the place of synopsis
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Table of Contents

 Gives readers overview of report

 May list only top-level headings
 Gives page numbers of headings
 Mirrors wording of headings precisely
 Lists all prefatory, text, and supplementary
parts that follow
 May list limited number of visual aids

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Synopsis Versus Executive Summary
 Synopsis
• Is a one-page
overview of main
points
• Is common in long
technical/academic
reports
• May be distributed
separately from report
• May be informative or
descriptive
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 Executive Summary
• Is used in business
reports more frequently
than synopsis
• Is longer and more fully
developed than synopsis
• Provides mini report
• May contain headings,
transitions, visual aids
• Is organized like text
• Contains substantial
detail
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Text Parts of Report

 Introduction
 Body
 Summary
 Conclusions
 Recommendations
 Notes

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Introduction to Text
 Function  Includes
• Puts report in • Authorization for report
perspective • Problem and purpose of
• Indicates purpose report
• Previews contents • Scope
• Establishes tone • Background
• Sources and methods
• Definitions
• Limitations
• Report organization

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Body of Text

 Contains major sections or chapters

 Is long enough to do adequate job
• Support your position
• Respond to readers’ needs
 May or may not include conclusions

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Final Section of Text
 Summary: Paraphrases key findings
 Conclusions: Analyze what findings mean
 Recommendations: Give writer’s opinion of
what is needed
• Spelling out what should happen next
• Explaining difficulties
• Providing schedule
• Assigning responsibilities

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Supplementary Parts of Report

 Appendixes
 Bibliography
 Index

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 How Proposals Differ from Reports
 Prefatory Parts
• Copy of RFP replaces
letter of authorization
• Transmittal letter differs
in solicited and
unsolicited proposals
• Synopsis or executive
summary is replaced by
introduction or
transmittal letter
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 Introduction
• Background or statement
of problem reviews
client’s situation
• Overview of approach
highlights key selling
points
• Scope states what you
will and will not do
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Body of Proposal Includes
 Proposed approach
• Description of project
• Benefits and advantages of your approach
 Work plan
• Steps to be taken and their timing
• Methods and resources to be used
• Individuals responsible for the work
 Qualifications to perform work
 Costs
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