A Promise to Lead.

Assignment
ON
Organization and Content of a Long Formal Report and C.V
Writing
Course Code: BUS-220
Course Title: Business Communication

Submitted To:

Mohammad Awal Hossen

Senior Lecturer
Dept. of Business Administration
Leading University, Sylhet

Submitted by
Group
Name: Avengers
(BE GooD and Do GooD)

Group Member:
Name
Jabir Ahmed Fahim
Syeda Naznin Ahmed
Silvi
Mariam Begum

ID No
1511010035
1511010008
1511010009
Section: A
4 th Semester
39 th Batch
1

Dept. of Business Administration

Leading University, Sylhet
Date of Submission: 19.04.2016

Table of Contents:
Chapter: 01................................................................................................3
1.1What is a CV?..................................................................................................... 3
1.2 Different Types of C.V:....................................................................................... 3
1.2.1 The Chronological C.V:........................................................................................ 3
1.2.2 The Functional CV:............................................................................................. 9
1.2.3 - The Combined CV:......................................................................................... 13
1.3 Common CV mistakes:.................................................................................... 18
1.4 Factors to be Considered While Preparing C.V:................................................21
Chapter:02..............................................................................................24
2.1 Content of a Long Formal Report:....................................................................24

Front Matter:.................................................................................................... 24

Body Of The matter:.......................................................................................... 32

Back Matter:.................................................................................................... 35

References:..............................................................................................39

Chapter: 01
1.1What is a CV?
The term Curriculum Vitae (CV for short) is short for a Latin term which means the story of
your life. In the USA and Canada it is known as a rsum - this is the French word for summary.
It is a short list of facts about you, your skills, qualifications, and experience and career history.
When looking for a new job, is it essential that you spend time creating a good quality CV, as this
will not only form the basis of many of your applications, but it is also a useful tool for
understanding your key strengths and skills when completing applications or applying via
telephone.
Think of it as your own personal marketing tool that provides you with the chance to sell
yourself to any potential future employers. Be sure to highlight all your key achievements and
successes to place create the best possible chance of securing that all important interview.
CVs are also commonly used to set the agenda for an interview. It is therefore very important
that you study your CV and know the facts in detail, as you may be questioned on the contents.

1.2 Different Types of C.V:

The three types of C.V:

1.2.1 The Chronological C.V:

A chronological CV focuses on presenting the candidate's experience on an employer-byemployer basis, with the posts being listed in reverse chronological order. Chronological CVs
should also contain a brief personal statement at the front which sets out the key skills and
strengths of the candidate. This is the most common type of CV.

How to Structure a Chronological C.V:

A chronological CV typically uses the following structure:

Personal Details (i.e. name and contact details)

Personal Profile

Career History in reverse chronological order unless you are a graduate or you have very
little work experience, in which case, it may be best to start with your Education and
Qualifications

Education and Qualifications

Professional Memberships

Other Information

Interests

Advantages:

Particularly useful for those applying within the same industry as it will demonstrate your
career progression

It is the favorite format for most employers, who simply want to easily identify the roles
and responsibilities in each job

If you do not have many achievements or significant highlights across your career, taking
a job-by-job approach can detail your main responsibilities and take the emphasis away from
key achievements which is more expected in a functional CV

Disadvantages:

If you have gaps in your employment which you would rather not highlight, a
chronological CV will make them more obvious

If you are changing career direction, a chronological CV may not be so relevant to a

recruiter who will be more concerned about the transferable skills that you are bringing
rather than the detail of your experience in an unrelated sector

Example:
MICHAEL THOMPSON
1 Career Road, Career Town, Career County XX1 4BE
Tel: 01234 555 666 (Home) / 07951 123 456 (Mobile)
Email: michaelthomson@career.co.uk

ACCOUNTS MANAGER
Skilled Account Manager with an excellent record of achievement spanning 15 years. Broad
accounting knowledge base including responsibility for departmental procedures and operational.
Proven expertise in driving efficiency and productivity through evaluation of financial
management systems and implementation of process improvements. Supervision of highly
skilled financial management teams to support achievement of overall goals and objectives.
CORE STRENGHS

Quickly able to get up and running on new projects and systems

Strong analytical accounting and finance knowledge base
Attention to detail, quickly able to synthesise data to solve complex issues
Natural talent for numeracy, process and deadline-driven
Streamlines processes and creates efficiencies, significantly impacting P&L across
divisions

AREAS OF EXPERTISE
Accounting Management

Forecasting

Financial Analysis

Cash Management

Budgeting

Cost Reductions

Regulatory Compliance
Project Management

Efficiency Improvements
Working capital management

SAP/SAGE
Inter-unit

reconciliation
PROFESSIONAL EXPERIENCE
ABC DEVELOPMENTS
Date 2002 - present
Accounts Payable Manager
May 2008 - present
Group own 26 property development sites across the UK and France
Responsibilities include management of Group Accounts Payable division and all associated
personnel management duties; authorization and payment run for between 700 900 vendors per
month, in excess of 2M, liaison with Group Accountants to ensure smooth running of office and
payment of vendors across all sites; monitors cheek payments, consolidates, submits and pays
VAT returns for group (turnover in excess of 300M); runs UK pension scheme ensuring
payments are made on time, monthly reporting to Head Office; maintains SAP system for
Accounts Payable; provides SAP support to all sites; team management and training

Built and trained a productive and successful team, led team to consistently hit targets
Reduced monthly closing cycle by three days with recommendation of enhanced closing

procedures
Created central processing office improving efficiency and effectiveness across the

group, including setting up systems, developing departmental procedures and policies

Tailored SAP system to meet needs of evolving organisation; forged strong relationships
with IT

Implemented realistic KPIs across AP department reduced cheques raised from 600 to

250
Completes regular and complex VAT returns for 26 sites to deadline and 100% accuracy
Transformed business rate payments from late fines to absolute compliance
Developed 6-month cheque register designed to eliminate duplicate payments
Re-wrote comprehensive accounting procedures in group manual to tight deadline

SAP Project Accountant

Jan 2006 - May 2008
Project managed the Accounts Payable and Accounts Receivable elements of SAP accounting
package implementation across all sites in the group from conception to post go-live; wrote
technical training manuals; tailored SAP operational procedures; tested all finance areas of
system before go live; provided ongoing operational support post go live.

Uploaded all general ledger and debtor opening balances for each individual site from

original system to SAP prior to go live to schedule

Ensured smooth launch of AP and AR components in high visibility SAP implementation
Trained 12 finance staff group-wide on SAP to high level standards (across number of

sites)
Ensured seamless project management and integration of new accounting solution

Accounts Manager
Feb 2002 Dec 2005
Reporting to FC, role encompassed full range of operational accounting including: reconciliation
and control of accounts; management and reconciliation of intercompany accounts; bank account
management; handling of fixed asset registers; preparation of month end accounts to P&L and
balance sheet; monthly account consolidation authorisation and processing of credit card
refunds.

Supported FC in creating Head Office Accounts Department and in establishing HQ

accounting procedures and policies along with consolidating monthly accounts; built,

trained and led high calibre team

Prepared monthly accounts for Head Office, consolidating group accounts and

transforming efficiency company-wide

Accomplished meticulous clean-up of complex historic accounts
Formed strong working relationships, gaining firm-wide reputation for working

collaboratively
Developed deep understanding of accounting principles, demonstrated through business
recommendations

Accounts Assistant, A&B ACCOUNTING

1999 - 2002
Bookkeeping and payroll functions; handled accounts payable and receivable; assisted the
Accounting Manager, helped in preparing financial reports and statements; compiled and
analyzed data; handled accounts payable and receivable transactions; responsible for
reconciling accounts records; prepared various financial reports and statements
Accounts Assistant (temping through a number of agencies)
1997 - 1999
EDUCATION AND TRAINING
MBA Greenwich University, London
BSc (Hons) Accounting and Auditing, Nottingham University
ADDITIONAL INFORMATION
I.T Skills: SAP, Sage 50, Sage Payroll, Advanced Excel, Word, Outlook. Experienced in
implementing and maintaining a supporting financial system
Interests: Plays rhythm guitar in band, plays football in local tournaments, keen runner
8

1.2.2 The Functional CV:

Unlike a chronological CV, a functional CV places the emphasis on your skills and expertise
rather

than

the

chronology

of

your

employment

to

date.

Although not generally the preferred choice by most recruiters, some senior executive positions
would require that a functional CV accompany a chronological one so that their key skills and
achievements can be clearly identified.

How to structure a functional CV:

A functional CV typically starts with a personal profile which highlights the achievements, skills
and personal qualities that you possess. This is then followed by a succession of sections, each
relating to a different skill or ability. These should be ordered in decreasing order of importance.
Instead of focusing on any particular job, you should describe your experience in its entirety.
Since you are not detailing any specific role, this means you can include any skills or experience
gained in voluntary or unpaid work.

Advantages:

If you have changed jobs frequently, or your experience is a combination of seemingly

unrelated posts or if you have several career gaps, a functional CV will help place the
emphasis on what you have to offer as a whole rather than your career progression

If you are changing industry, a functional CV will help the recruiter focus on your
transferable skills

If you are a more mature applicant, a functional CV will take the spotlight away from
your age

Disadvantages:

If you do not have much work experience, you may struggle to highlight achievements in
a separate section

Most employers do not like this type of CV as they prefer to clearly see what the
candidate has done and it also raise questions around whether the candidate is trying to hide
something

A functional CV will not enable you to highlight consistent career progression. If you
wish to convey career progression, you should adopt a chronological format

Example:

SUSAN BARKER
1 Career Road, Career Town, Career County XX1 4BE
Tel: 01234 555 666 (Home) / 07951 123 456 (Mobile)
Email: susanbarker@career.co.uk
______________________________________________________________________________
_____________
PROFESSIONAL PROFILE
A multi-skilled, part-qualified HR professional with excellent all-round HR advisory skills and
experience. Proven leadership skills, including managing and motivating others to achieve
company objectives. Possesses exceptional interpersonal and relationship management skills.
Experienced in providing timely and up-to-date HR advice to both managers and employees.
Extensive knowledge of working practices, recruitment and retention, compensation and benefits
and training and development. Currently studying towards full CIPD status. Now seeking next
challenging role with a blue chip company.
10

SKILLS AND EXPERIENCE

Reward Management

Implemented company incentive schemes which have reduced absenteeism and increased
production levels by 15% at A&B Insurance

Increased participation and managed the company's share ownership scheme

Facilitated regular reviews and benchmarking of salaries to ensure compensation is

consistent within industry sectors

Human Resource Planning

Assessed companies future staffing requirements over the short, medium and long-term
and made recommendations concerning re-organisations to senior management

Produced a comprehensive Human Resources plan for the company's expansion over the
next five years whilst at C&D Insurance

Employee Relations

Extensive handling of managing redundancies and displacements

Re-wrote policies on gross misconduct, disciplinarians and grievance procedures

supported and coached managers in the resolution of ER issues

Offered advisory service on all aspects of employee performance management and
development

Recruitment & Selection

Conducted competency-based interviews for candidates across all levels including senior

positions
Re-wrote job specifications and designed job adverts utilising most cost-effective method
of advertising
11

Supervised HR Assistant in co-ordinating job interviews and conducting pre-employment

checks
Made recommendations to hiring managers regarding candidate selection

Process and Procedure

Supervised HR teams in managing and maintaining accurate and up-to-date staff

personnel records

Attendance at employment law updates and advised senior HR staff on policy and
procedure changes

Training and Development

Designed and delivered Induction programmes for new employees

Appointed and monitored external training organisations for specialist training courses
Implemented company-wide training needs analysis and advised on most productive

learning methods
Managed a training budget and produced reports for senior management
Led lunchtime learning opportunities for managers in Understanding Policies and how
they should be implemented for managing their teams

CAREER SUMMARY
2011 - 2012

A&B INSURANCE, Staines, HR Officer

2008 - 2009

C&D INSURANCE, Staines HR Advisor (contract)

2007 - 2008

E&F INSURANCE, Staines, HR Advisor (contract)

2003 - 2006

G&H INSURANCE, Staines, HR Assistant

2000 - 2003

I&J INSURANCE, Staines, Office Manager

1998 - 2000

K&L INSURANCE, Staines, Receptionist

EDUCATION AND TRAINING

12

Intermediate Diploma in Human Resource Management (CIPD), HR College, Staines, 2011

Certificate in Personnel Practice (CIPD), HR College, Staines, 2008
BTEC in Business Studies, Staines, 1998
8 GCSEs (including English & Maths), Staines, 1996

FURTHER COURSES
Managing Teams, 2010
Performance Management for HR Professionals, 2009
Coaching and Feedback for HR Professionals, 2009
Communication Skills in the Workplace, 2008
Time Management and Organisational Skills, 2008
Advanced Excel, 2008

PROFESSIONAL MEMBERSHIPS
Associate: Chartered Institute of Personnel and Development (CIPD)
ADDITIONAL INFORMATION
IT Skills: Advanced Word, Excel and Powerpoint
Languages: Intermediate Spanish
Qualified First Aider
INTERESTS

13

Swimming, member of local badminton club, playing piano, cooking Thai & Indian Food

1.2.3 - The Combined CV:

A combined CV follows both the chronological and functional format, which makes the CV
slightly longer than normal. However, it does offer the best of both types of CV and is becoming
a more popular structure to use.

Advantages:

Perfect format if you have a strong career progression with many achievements

Enables you to sell your strengths as well as your experience

Disadvantages:

Lengthier than a functional or chronological CV so may put off some employers

Not suitable for those with little experience or achievements

Not suitable for those with employment gaps

Example:

PATRICIA LEWIS
1 Career Road, Career Town, Career County XX1 4BE
Tel: 01234 555 666 (Home) / 07951 123 456 (Mobile)
Email: patricialewis@career.co.uk

14

______________________________________________________________________________
_____________
PROFESSIONAL PROFILE
A results-focused, quality driven professional Senior Buyer and Merchandise Planner with
extensive experience in buying, merchandise planning with excellent forecasting and analysis
skills. Advanced presentation skills at CEO and board level with relationship-building abilities
with a track record of improving sales performance to ensure profit turnarounds. High level
interpersonal and negotiation skills.
______________________________________________________________________________
_____________________
SKILLS AND EXPERIENCE
Buying

Responsible for purchasing all furniture supplies (over 500skus) for over 80 stores with

an annual turnover of 25M

Built and developed a group of six assistant buyers and junior buyers, conducting bi-

annual performance reviews

Launched ethnic range of furniture under my own initiative leading to an incremental

2M sales in 3-month period

Led on the implementation of a new buying structure at Real Wood Furniture, involving
substantial operational change, new systems and processes to implement best practise,
receiving commendation from board level

Negotiation skills

Negotiated licensing deal for an exclusive range of childrens wear, beating sales
forecasts by 45%, resulting in further repeat orders the range is on track to turnover

3.5M in international sales

Chaired a committee that negotiated with the union representing shop-floor staff to
enable more flexible working hours vital to attracting our target purchaser (Cute Kids)
15

Successfully negotiated improved pricing from our two major suppliers which resulted in

a 11% contribution to bottom-line profitability (Cute Kids)

Negotiated no-returns discounts with top ten suppliers worth 200,000 profit (Real Wood
Furniture)

Merchandise Planning

Implemented strategic organisational goals by communicating financial strategies to

vendors and departmental heads, resulting in increased cohesiveness and improved

efficiency
Increased annual profits by 2.4M by analysing merchandise performance within
department and initiating adjustments to increase profitability for in-season sales, and

inventory performance (Cute Kids)

to monitor statistical objectives and increase sales volume resulting in cost-savings of

1.5M in first financial quarter

Reviewed historical data and joined forces with the buying team to ensure the right

collections were placed in store at the right time (Cute Kids)

Created seasonal financial plans to guarantee optimal inventory investment, increase
merchandise flow and reduce markdowns, resulting in ROI of 0.32 to 0.40

Communication Skills

Moved a large proportion of the furniture business from using a UK agent to direct
sourcing and developing close relationships with three key Indian vendors, leading to
better quality products and more control over the final product both cost and quality

directly impacts our consumers

Exceptional networking skills ensure that all our products receive appropriate
promotional support in high profile publications (including Home and Garden and

Ideal Home) and in-store and external advertising campaigns

Excellent relationship-building skills developed through working cross-functionally
across different divisions (supply chain, trend and design, marketing) to ensure successful
launches of product ranges and promotions

16

CAREER HISTORY
REAL WOOD FURNITURE
2009 - Present
Senior Buyer

Forecasting consumer sales patterns based on sales trends and economic conditions
Successful turnaround of a fragmented supplier base to established and loyal supplier

relationships
Sole responsibility in new buying areas and markets
Developed and executed strategies for merchandise assortment and vendor relationships

management
4 years of sourcing FOB and buying trips involving extensive travel to Far East, Europe

and India
Played integral role in recent major launch into the general merchandise category,

boosting sales by 30%

Recruited, trained and motivated new buyers in to the business

CUTE KIDS
2004 2009
Senior Buyer and Merchandise Planner

Streamlined processes by creating a buying scale and leveraging the international

business
Established direct procurement from European manufacturers to facilitate delivery of

direct sourcing strategy

Responsible for 120M sales across the group with a team of buyers based in the UK,

France and Italy

Delivered increased product quality and reduced costs in accordance with customer

expectations as a direct result of developing capability within the team and supply base
Estimated and bought for each season ensuring seasons successful launch and exit
Negotiated a reduction in prices of raw materials from our three major supplier

17

Reduced the number of reject garments from our suppliers by tackling quality issues at

source
Oversaw five store openings in four months

2000 2004

A&B RETAIL, London, Buyer

1999 2001

C&D RETAIL, Hertfordshire, Assistant Buyer

1995 1998

E&F RETAIL, Hertfordshire, Graduate Buyer

EDUCATION AND TRAINING

Fashion Buying and Merchandising BSc (Hons), Manchester University, 1995
3 A Levels, (History, Art, French), West Herts Sixth Form, Hertfordshire,1991
PROFESSIONAL TRAINING

Advanced Buying Diploma

Advanced Negotiation & Relationship Strategies
Ethical Buying
Seven Stages of Selling
Performance Management
Presentation skills

INTERESTS
Photography (particular interest in wildlife and nature), competitive tennis in local tournaments

1.3 Common CV mistakes:

Getting your CV right is an important part of a job application.
Its often the first point of contact a recruiter has with you, so its essential to making the right
first impressions. But, with so many applicants falling down at this first hurdle, what are the
18

common CV mistakes you should be avoiding? Take a look at our checklist and ensure your CV
is up to the job.

1. Using an unsuitable email address

So

you

got

your

email

account

when

you

were

13

and

youre

still

using

pinkfairydust@hotmail.com? Get a new one, now. Fun and jokey email addresses will make
recruiters think youre unprofessional. Even if you only use a professional email address for job
application, the 5 minutes it takes to set-up a new email account is worth the time investment.

2. Making spelling errors

Simple mistakes, like incorrect spelling and grammar, suggest that you have poor attention to
detail. While spell-check is a useful tool, it shouldnt be relied on, as its easy for errors to slip
through. Before submitting your CV, give it a final read through and get someone else to read it
too to make sure youve caught any mistakes.

3. Listing everything youve ever done

Your CV is not the place to list every achievement youve ever had. If its not relevant to your
job, then theres no need to include it. Before putting anything down on your CV, you should ask
yourself if it is connected to the job youre applying for.

4. Lying on your CV

19

You might think that one or two over-exaggerations will help you in the job search, but youre
likely to get caught out during an interview. This is a common CV mistake that will leave
recruiters less than impressed, while youll still be left still hunting for a job.

5. Making your CV too long

Recruiters are busy people, who dont have the time to read through lengthy documents. Keep
your CV to two pages at most. This is enough space for even the most seasoned professional to
provide all the essential information.

6. Not including industry keywords

Some companies, especially large organizations, are turning to technology to help with the initial
sift through CVs. If the job is for an Event Organizer position and you fail to mention events in
your CV, then youre less likely to make the cut.

7. Writing lots, but not saying much

While it can be tempting to reach for the thesaurus when drafting your CV, over-the-top
statements are a turn-off. Keep it short, sharp and to the point. Recruiters should be able to
understand your skills and experience, without getting lost in descriptions.

8. Not tailoring it to each position

A one-size fits all approach will lead to a one-size fits none CV. Recruiters from different
organization will be looking for different skill and experience, so tailoring your CV to their
requirements will make it much more likely that you get an interview.
20

9. Using clichs
Including vague phrases, like works well in a team and good communicator, is a common CV
mistake. Instead, give examples in your CV, which show how you applied your skills. This will
give recruiters a much better idea of what you have to offer.

10. Including incorrect contact details

Double check youve put the right number and address on your CV, as a simple typo mistake
could mean you miss out on the opportunity for an interview

11. Using an unclear file name

As many CVs are now submitted by email, ensure it has a clean and easy-to-read file name, such
as AnnaSmithCVEventPlanner, because it makes it easier to find and suggests your CV is
specific for the role youre applying for. Calling it something like MyCVVersion5 or, even
worse Untitled016.doc, will make it harder for your CV to stand out.

12. Putting CV as the title on the document

Theres no need to put Curriculum Vitae or CV at the top of your document. A recruiter will
know what it is and all youll be doing is wasting space. Instead, its a good idea to put your
name as the title at the top of your document, as that is what you want a recruiter to remember.

13. Over-formatting your document

21

You want your CV to look as good as possible. But trying to do too much to your document is a
common CV mistake. The best way to do this is to keep the formatting clean and simple, using a
traditional font, such as Arial. That way, theres less risk of your CV not formatting properly on a
recruiters screen. It also means that it will be easy to read.

14. Including your referees

Theres no need to put your referees on your CV, as it just takes up precious space on you CV
that can be better used listing your skills and experience. If a recruiter wants these details, theyll
ask you directly.

15. Not including a personal profile

This should be a short summary (probably 3 to 4 sentences) that outlines the type of job you are
looking for and why you are interested in that particular role. Its a great opportunity to capture a
recruiters interest and introduce the document as a whole.

1.4 Factors to be Considered While Preparing C.V:

A Resume does state everything that your future employer needs to know about you, but it
cannot beat the flexibility of a well-crafted cover letter.
Now that we know the basic components of a cover letter, it will help to list down the elements
of an effective Cover Letter:

Customize your cover letter for each job application.

22

Address the letter to a real person, wherever possible. Watch the spelling of the name, and
make sure you get his/her job title right. If you are not sure of the sex of the person, it is safer to
stick to the traditional "Dear Sir/Madam."

Open with an interesting sentence something sure to grab the reader's attention. Your
aim is to get the person to continue reading. Prospective employers usually have a whole load of
resumes and cover letters claiming their time. Make sure they want to spend time on yours!

Specify why you are contacting the company - identify the particular job you are
targeting. Don't leave the reader guessing. Respect the reader's time.

Give a summary of your qualifications and experience, and tell them why you are right
for the job. Avoid repeating the information in the resume. Use different words and phrases,
express the information in a way that gives them a complete picture of you, and why they ought
to hire you. Don't forget to say what is in it for them if they decide to take you on!

Display some knowledge of the organization slip it in when you are telling them why
you will be good for them. Let them know you've done your homework.

End with a specific action request Ask for a personal interview. Mention that you'll
follow up, and sound positive, that you expect them to call you.
Also remember:

Keep your voice positive and enthusiastic, without going OTT.

Be polite and courteous, and at the same time, friendly. If in doubt, imagine you are
writing a letter to a friend, or assume that you are saying all this face-to-face. It will then be easy
for you to frame your sentences appropriately.

Use action words, and quantify your achievements when you mention them.

23

Use simple language that is easy to understand. You don't want the reader yawning in the
first paragraph.

Don't use jargon or acronyms. You have to assume that the reader has no idea what you
are talking about.

Keep the letter short; let it fit into one page.

Don't cram everything into one paragraph, split the letter into multiple paragraphs. Let
there be a lot of white space. If in doubt, look at your document with new eyes; look at it as if
you are reading it for the first time. Will the look of the letter be pleasing to your eye?

Spellcheck. Proofread. Then get it checked again by someone good with the language,
someone who is not a machine!

Use the same kind of paper as that of the resume. Let it be of good quality.

Sign the letter in blue or black ink.

Other things a cover letter can do -

If you have had breaks in your career, this is the place to explain it.

If you have been let go, take this opportunity to explain why. Be honest.

This is the place where your personality can come shining through. Show them your
positivity, enthusiasm and attitude.

24

Chapter:02

2.1 Content of a Long Formal Report:

Formal reports are divided into many parts to make information comprehensible and accessible.
Although there are many different kinds of formal reports, the only distinction to make is the
different methods to place the information on the page (APA, MLA), and some optional extra
components for long formal reports. You will see the best components of business formal reports
below, and also several different samples of each part that will assist you in the progress of your
report.
Dividing the entire element; into three categories- front matter, body matter and back matternow we describe each details:

Front Matter:

The parts of s formal report that appear before the body are known as the front matter. Although
front matter is places before the body, some of its parts such as table of contents, list of
illustration, and synopsis, are prepared only after the text is completed.
Cover: Report Cover Page is the first page of a document, and it displays its title. It is a
page that tells reader main information about the document: what it is about, who wrote
it, when, etc. The format will vary depending on the purpose and the audience, but you
usually will want to include the author, file name, file version, and the date.
Example of a cover page:

25

26

 Title Page:
The title page provides the audience with the:

Name of the report

o

This should appear 2 inches from the top margin in uppercase letters.
Name, title, and organization of the individual receiving the report

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.

Name of the author and any necessary identifying information

o

Type "prepared by" on one line, followed by the name(s) of the author(s) and their
organization, all on separate lines.

Date of submission
o

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.

An index is a useful communication technique used when your writing is too long for your
readers to skim through quickly. An index gives your readers a quick path to certain words or
phrases that are easily accessible. When creating an index for a professional document, identify
the kind of information that your readers will want to locate. This may also require you to look
up words that mean the same thing. This work is compared to that of search queries online.
These search queries provide results for a number of search able words. For example, if two
people from different backgrounds are looking in the index for an answer, you must take into
account that the people may be looking under different words. Indexes need to take into account
its readers and the words choices they may be looking for.

27

Desktop publishing programs also can help you create an index by making a alphabetized list of
words used throughout your publication. From these lists, you can see commonly used words and
provide other words alternatives that your reader may be searching for.

Letter of Transmittal:
A letter of transmittal announces the report topic to the recipient(s).

28

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 readers eye from the headings to
their page numbers.

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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

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spacing between them. Secondary headings should be indented and single spaced, using a
combination of upper- and lowercase letters.
The List of Illustration:

Foreword/Preface:
Foreword:
If you're writing a foreword, congratulations! Generally, it's because you've accomplished
something, you are already published, and your name is well known. Your purpose is to
introduce an author/work to the world, which can be accomplished in a variety of ways. You
could, for example, write about a chapter in the book, the book as a whole (assuming you've read
it!), or the author's work in general. If you know the author personally, talk about this
relationship; if you don't, you could discuss how the author's work has affected your life or the
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importance of the work you're introducing. If you are writing a foreword for a new edition of a
book, it's common to talk about what's different in the current edition. If you're lucky enough to
be writing a foreword for a re-released classic, you could discuss the historical impact of the
book. Overall, there are no hard and fast rules about forewords, so there's room to be creative and
have fun!

Preface:
On the other hand, if you're writing a preface, it's for your own book. A preface, which is
included in the front matter of a book, is your chance to speak directly to your readers about why
you wrote the book, what it's about, and why it's important. Many books don't require one,
especially works of fiction, but if you're wondering how to write a preface, here's an overview.
As it is an introduction to a book, a preface should include information about the book. Consider
including a few or all of the following ideas:

Discuss how the book came about. Why did you write it? Why did you choose the
particular subject? What was your motivation? You could also discuss what your
inspiration was (especially if it is a work of fiction).

Give a brief description of the book, the main characters, or themes. Give just enough to
get the reader interested in reading more; don't give anything away.

State the purpose of the book, especially if the work is non-fiction. For example, if your
book is intended to educate the reader about famous African scientists in the
20th century, you may want to state this in the preface. You could also describe what the
reader can hope to learn by reading the book.

Describe the journey of writing the bookwhat you learned, how you felt, and any
insights into real life situations gained through the writing. You may also want to
include how you've changed as an author or as a person during the process.

Talk about any problems that came up during the writing and how you dealt with these
trials and tribulations.

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If it is a non-fiction book, discuss your research process. Talk about your sources. Why
are they unique? Why is this particular biography of Nixon, for example, special
compared to others?

Include acknowledgements. Thank the people who were instrumental in the writing of
your book. Depending on the level of formality of the writing, these could range from
colleagues to editors to family members.

Talk about how long it took you to write the book, if it's relevant. For example, if you've
been researching Nixon and writing the book for 10 years, you may want to mention
this fact to give the reader an idea of the thought and effort you put into the project.

Include any suggestions about how to read the book if there is a special structure.

Body Of The matter:

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.

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An executive summary is usually ten percent of the length of the report. For example, a tenpage report should offer a one-page summary. A 100-page report should feature a summary
that is approximately ten pages.
This is a GOOD example of an executive summary from a marketing report.

Executive Summary:

Background

to

Every time a business or consumer Problem:

purchases products or services they display Reports

aims

forms

what

of

buyer

behavior

that

are Outlines

influenced by many factors. The following information

the

report looks at the fast food industry and report deals with but
will

analyses

four

McDonalds

key FAILS to provide a

products and services. It highlights what summary

of

type of consumer buying or a business results

the

gained,

buying behavior is displayed in the conclusions

drawn

purchase of a product or service and and

explains why each behavior may occur. recommendations
This enables a conclusion to be drawn made. These are the
from applying theory to reality. Although a functions
full comprehension of buying behavior is executive
impossible,

since

everyone

is

of

an

summary

an and are absent in this

individual, it is useful to reflect on example.

common behaviors and attempt to divide The information in
behaviors in types and stages. Even this

executive

McDonalds, a leader in marketing cannot summary is vague

always predict consumer behavior.

rather

than

summarizing

what

the report found.

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 Introduction:

Background
Describe

events

leading

up

to

the

problem

or

need.

Many report writers make the mistake of giving too much background. Include only the
information needed to put the report in perspective. If explaining the reasons for the
report, a total history is rarely needed. Focus on those conditions that have influenced the
purpose and design of the report. If you do have to include a lot of material, you should
probably have a separate section on background.

Problem Or Purpose
Explain the report topic and specify the problem or need that motivated the report.

Significance
Tell why the topic is important. You may wish to quote experts or cite newspapers,
journals, books, and other secondary sources to establish the importance of the topic.

Scope
Here you define the topic precisely and reveal any assumptions you have made affecting
the direction or boundaries of your investigation. If there are constraints or difficulties
that limit the study in some way, say what they are. By doing so, you will help forestall
criticisms that you didnt cover the area properly.

Method
If your findings are based on a questionnaire or survey of some sort, outline the steps you
took. Reports with a heavy scientific emphasis often include an explanation of the
technical processes used in the investigation. The process of information-gathering is
especially relevant when the data is softthat is, open to dispute. Again, if the
explanation is lengthy, consider putting it as a separate section.

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Body (findings and discussion)

o Discuss, analyse, interpret, and evaluate the research findings or solution to the
initial problem
o Show the evidence that justify your conclusions
o Contain clear headings that explain each major section.
o Headings may be functional or talking.

This is the largest section in most formal reports, and discusses the details of your investigation,
the

facts

on

which

you

have

based

your

conclusions

or

recommendations.

In choosing the best arrangement for findings, remember that the most effective order is the one
that most easily leads the reader to the conclusions or recommendations. As with informal
reports, you can arrange findings by category or topic, by geographic or chronological order, or
by order of importance.
How many subsections should a report have? Its a matter of judgment. Dont have so many that
the section is more like a long shopping list than a discussion. On the other hand, dont have so
few that theres a thicket of information in each one.

Conclusions and/or Recommendation

o Tell what the findings mean

o Long reportsummary of findings
o Evolve from the findings and conclusions
o No new information
o Require an appropriate introductory sentence
o Number them and phrase each as a command

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o If there are several recommendations or conclusions, separate them in a list or in

subsections.

Back Matter:
Back Matter is an important part of a professional business document, and any other long
document. It may contain one or more of the following: appendices, bibliography, works cited,
reference list, end notes, glossary, list of symbols, or indices. These elements are used for citing
sources, giving definitions to uncommon words, and giving the reader a list of topics and where
they are in the document. All may not be read by every reader, but they are still important parts
to include. Back Matter is for the reader that wants to know more. You may decide to add more
or less to a document depending on the situation.
How back matter strengthens a document:

Guides readers to the information they need

Expands on the information in the document
Leads readers to other documents on the topic

Appendixes:
Appendixes are used to give more detailed information about a specific topic that was not
included in the main body of the paper. Appendices are for giving extra information to your
reader that doesn't need to be in the main body of the document. This is not necessary
information, but some readers may find it interesting or useful depending on their profession or
context for reading your report. In the body of the documents there will be a reference that will
lead interested readers to the added information. Appendices can also be an easy way to find
reference materials in a more direct fashion. A series of titles that correspond to the references in
the body are listed at the back of the document. Other uses of an appendix sometimes
accompanies a figure located the paper. Also, appendices may contain calculations used for
derivations given in the body of the document.

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The appendix should be given its own section in a document and should be labeled "Appendix"
at the top. Each appendix should be included in the table of contents. If there are multiple
appendices they should be arranged in such a way that they correspond with the order they
appear in the text of the paper. Each new appendix should start on a new page. The appendices
should also be labeled in a way that shows order. For example, they can be labeled: Appendix A,
Appendix B, Appendix C or Appendix I, Appendix II, Appendix III, also Arabic numerals are
acceptable. This way, when finding information, it should be easy to navigate from the body of
the paper to the appendix, and vice versa.
Example of what can be found in an appendix:

Calculations

Data analysis

Graphs

Figures

Photographs

Maps

Surveys

Personal reflection

Interviews

Index:
An index is a useful communication technique used when your writing is too long for your
readers to skim through quickly. An index gives your readers a quick path to certain words or
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phrases that are easily accessible. When creating an index for a professional document, identify
the kind of information that your readers will want to locate. This may also require you to look
up words that mean the same thing. This work is compared to that of search queries online.
These search queries provide results for a number of search able words. For example, if two
people from different backgrounds are looking in the index for an answer, you must take into
account that the people may be looking under different words. Indexes need to take into account
its readers and the words choices they may be looking for.
Desktop publishing programs also can help you create an index by making a alphabetized list of
words used throughout your publication. From these lists, you can see commonly used words and
provide other words alternatives that your reader may be searching for.

Glossary:
In writing, especially professional documents, you will be using words that are unfamiliar with
your reader. If an unfamiliar word in your text is used a minimal amount of times you can
describe the meaning right next to the usage. When you use unfamiliar words throughout the
entire text, you must place a definition in the glossary because it can get quite repetitious to
continue to state the definition throughout the entire text. In professions, ie: the sciences, your
readers may not understand the definition to fancy scientific terms. Using a glossary enables you
to provide a definition that readers can easily locate if they need to.

Bibliography:
Bibliographies are used to reference the sources used in document. They are found at the end of
any document. Any reference used in the document should be documented in the bibliography.
They are written in the form of a list, some being numbered while others are in alphabetical
order. This allows readers to look up more information on the topic and shows that the
information used is credible. All types of work can be in a bibliography, including: websites,
books, articles, magazine, newspapers, speeches, interviews, videos, blogs, and many more.
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There are many different formats that can be used when creating a bibliography. One of the most
common styles used in scientific documents is APA, which is discussed later on this page.
However, all documentation styles require some of the same information. Bibliography citations
should include:

Author

Title

Publisher

Date of publication

Citations can be easily inserted into documents with the reference tool included in Microsoft
Word and many other word processors. This tool allows you to insert information about a source
into a simple form and insert a bibliography. The tool will automatically format the information
according to the style chosen by the user.

References:

http://www.nijobfinder.co.uk/advice/cvs-and-applications/what-is-a-cv/
http://www.businessdictionary.com/definition/curriculum-vitae.html
http://www.interview-skills.co.uk/free-information/successful-cv-writing/different-types-ofcvs.aspx
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http://writingcommons.org/open-text/genres/business-professional-writing/business-writing-inaction/report/1027-front-matter-components
http://unilearning.uow.edu.au/report/4bi1.html

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