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4. CHAPTER -12
LONG, FORMAL REPORTS

5. A. Prefatory Parts: B. Body of the Report C. Supplemental Parts
formal report has many formalities, embellishments, and requirements, which must be completed. The embellishments, formalities, and requirements of a formal report may be divided in three major divisions
A. Prefatory Parts:
B. Body of the Report
C. Supplemental Parts

6. The prefatory section of the report
Title fly
Title page
Authorization message
Transmittal message
Table of contents
Executive summary

7. Title fly
Title fly is the cover of the report containing (1) the title of the report, (2) the name of the receiver of the report, and (3) the name of the writer. You should use a sturdy, light cardboard or paperback cover. The cover should bear the title of the report in the upper center, the name of the receiver in the middle center, and the name of the writer in lower center.

8. Title Page
The title page is next to title fly. It has more information than the title fly. It bears: 1. Title of the report, name of the receiver, his designation, and the name of his company. 2. The name of the writer, his designation, and the name of his company, and 3. The date of the submission of the report.

9. Letter of Authorization
It is also known as letter of commissioning. In it the individual or management authorizes the report writer to prepare the report. It also serves as appointment letter issued to the writer.

10. Letter of Transmittal
This letter comes immediately after the letter of authorization and is bound as part of the letter. It is a covering letter because it transmits the report

11. The transmittal letter may include the following
1. Authorization of the receiver. 2. Acknowledgement to those who helped with the report. 3. Unexpected findings, major conclusions, and special suggestions. 4. Emphasis on follow up research, if need be. 5. Personal comments not included in the body of report. 6. Urging the reader to take action.

12. Table of Contents
The table bears major and subdivisions of the report and then respective appearance in the report. The numbering of the contents is marked by Roman number (I, II, III), alphabet (A, B, C) and Arabic numbers (1, 2, 3)

13. Executive summary
Executive summary is a term used in business for a short document that summarizes a longer report, proposal or group of related reports in such a way that readers can rapidly become acquainted with a large body of material without having to read it all. It will usually contain a brief statement of the problem or proposal covered in the major document(s), background information, concise analysis and main conclusions. It is intended as an aid to decision making by business managers.

14. The body of a formal report has the following parts
a) Introduction b) Text c) Terminal Section

15. Introduction part of the report
Introduction acquaints the reader with the better understanding of report. It is important part for a report

16. Text
The text contains the actual details of the report. It is the main and crucial part of the body. This part explains findings and data. The content, organization, language, style, and visual aid should be trimmed to the type of the reader.

17. Terminal Section
Terminal section of the body of the report may comprise one or all of the following elements : Summary 2. Conclusions 3. Recommendations.

18. SAMMERY
This section summarize the findings of the investigation. In total body part what is write by summarize we can easily understand.

19. Conclusions
It interprets facts explained. It does not give the writer’s personal opinion. The opinion should be unbiased and, should not base on personal likes and dislikes.

20. Recommendations
This section suggests a plan of action based on findings and conclusions. If recommendations run through the report, it will include only summary of recommendations. Now it is up to management whether to follow suggested course of action.

21. Appendix Bibliography Glossary Index
The following is some information about the supplemental parts of the formal business report.
Appendix
Bibliography
Glossary
Index

22. Appendix
In the appendix you may include tables, pictorials, graphs, charts or some additional information. It appears immediately after the last page of the body.

23. Bibliography
It refers to the sources from where the data have been collected. The sources may be books, newspapers, magazines, government publications or its statistical departments, public associations, chambers of commerce and yearbooks.

24. Glossary
A glossary is an alphabetic listing of special terms and words with their meaning and definitions. It is useful for both technical and non technical readers. You should mention glossary in the table of contents.

25. Index
It includes the list of topics, their divisions and subdivisions with their location in the report. The order of the items listed in the index is alphabetical.

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