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Preliminary Section

Title Page

Letter of Transmittal*



Table of Contents

List of Abbreviations

List of Symbols

List of Tables

List of Figures

List of Appendixes

Main Section

1. Introduction

2. Literature Review

3. Methodology

4. Findings and Discussion

5. Conclusions

6. Recommendations

Supplementary Section




1. Background of the Study

2. Statement of Problem

3. Purpose

4. Objectives of Study

5. Research Questions

6. Significance of the Study

7. Scope

What is a Report

Oxford English dictionary: A report is a statement of the results of an investigation or of any matter on
which definite information is required.

Lesikar highlights the following aspects of business report:

1. Is an orderly communication

2. Objective in nature no scope for bias

3. Covers speaking, writing and drawing

4. Based on factual information, events, records, data etc

5. Finally serve a business purpose.

A report can be organised in three forms

1. Letter form 2. Memorandum form 3. Letter text combination form.

Importance of report writing

• Decision making: Organisations are large and involved in diversified activities unless reports
from various departments are submitted decisions cannot be taken by top management.

• Include finding and suggestions: Report are submitted after careful analysis of the information.
Proper statistical tools and decision making techniques are employed to support management

• Assist in Planning and change: Basing on the report suggestions various changes and strategic
plans are taken successfully.

• To solve problems: facilitate in providing the cause and effect for the problem. An insight into
the problem is deeply handled in the reports.

• For external communication: Government, Banks, Financial Institutes ask for reports as
required. It is essential to send to share holders

Structure of Formal Report

I. Front Section

1. Cover: Formal reports are usually bound in cover Protect the manuscript against damage. Only
essential information is printed on title page.

2. Title page: Identifies the report purpose. Relavant information like title of the report, writers
name, title of department / organization, logo, date of submission.

3. Forwarding letter: Letter introducing the report to reader. Some cases preface is used. This
should be concise and subjective.
4. Authorisation letter: Letter that shows that the report was originally requested by.

5. Acknowledgements: Writer to express thanks and show gratitude to all who helped in
preparation of report. Very courteous and sincere expressions are used.

6. Table of contents: List of major sections and resp. page numbers. Help quick location of topics.
Detailed format will be useful.

7. List of illustrations: Show tables, charts, graphs as separate category.

8. Executive summary: Important part of report. Purpose is to give a quick and complete overview
of the report. It must specify need for proposed work

II. Body of the Report

• Introduction: Background concerning the study so that readers understand the scope and
relevance of the report. Information about the

1. Purpose of the report: thesis and objective of study.

2. Problem statement: the main issues of the report, limitations

3. Research design: methodology of data collection and analysis, tools and techniques used are
briefly stated.

• Findings: This is the core of the report. Report data is disclosed, discussed with problem

• Conclusion and recommendations: conclusion is statement made by the researcher after

thorough investigation. Finding and analysis are the basis for conclusion.

• Recommendations are writers suggestions for an action to solve the specific problem.
Developed logically from the findings and analysis of the study.

Back Section

• Glossary: Alphabetical list of technical terms and jargons used with brief definition.

• Appendix: Material that to be included in the report. Relieve many body of the report from
voluminous information, but that is essential. Contain relevant letters, sample formats, exhibits,
questionnaire etc.

• List of references and bibliography: List of references are quotes, relavent text or any borrowed
definitions of concerned authors.

Bibliography: Books, journals, articles used for study purpose.