FORMAL REPORTS

Formal Report
A formal report is complied to report and present facts to a group of people or to one's superiors. In the following article, such a report, its format and an example have been discussed. To know more, read on... The style of a formal report or a business report principally depends on the matter for which a said report is being presented. The situation greatly influences the report and its contents. A formal report can demanded by you superior for various reasons and the report can be anything right from a general monthly progress report to a sales report or even a project report. Some other formal report topics include, show cause meeting proceedings, reporting of accidents and mistakes, etc. The size and the volume of facts would depend on the situation. The monthly progress report can for instance contain a single table showing the input, output, time dedication and any other contributing element to the production process. In short it is necessary to do the formal report writing as per situation. Irrespective of the situation, size or even the number of facts and elements that are to be included in the report, all the facts and figures can be presented in a specified and simple manner. Such a formal report format will ensure that the person reading the report can comprehend, understand and image the entire station and the contents of the report. How to Write a Formal Report? There are 3 primary elements that can be incorporated in such a report. Such elements include, the background of the situation, the actual execution of the projected situation and finally your own conclusions, suggestions and error points or rather the points where the error could have been avoided. Per se the last part of concluding the report is the challenging one as your own logic, skill understanding and knowledge are applied in such a situation. You may also refer to the answer to how to write a formal report. Formal Report Format: Here's brief explanation to the format of the entire report...

Part 1: In the first part, you will be required to present the background of the report, for example, a project report of a construction contract will carry the specifications that have been demanded by the client, plus you will need to include, governmental compliance that you would be fulfilling or have already fulfilled. In some cases you will have to quote price, cost projections, budgets and estimated time frame of completion of the project. You will have to of course back it with a logical explanation as well as some margins and remedies to possible risks. Part 2: The part two includes the detailed procedure that will come into the picture. This has to again backed by sufficient budgeting and time scheduling. Part 3: Part three as mentioned above is of course a report about the mistakes and conclusions from them. The remedies that are taken or are to be taken are mentioned in this part.

Formal Report The following is a brief sales and consultancy report given by a head of department, which has been assigned to procure adequate land and set up a supply facility to a restaurant chain. Note that this is just a glimpse of the actual report and is a formal report example.

To, The Vice President, XYZ Developmental and Construction Corporation.

Subject: ABC restaurants and hotels project report. Background: ABC restaurants and hotels project commenced on date, after the ABC restaurants and hotels company sanctioned their willingness for our quotation as of date. The requisites of the production and supply facility has been included page 1 of the attachments. Briefly, the total budget that was calculated was $400,000, whereas the actual amount spent was $309,000. The time frame located was 4 months while the project was completed in 3 months 2 weeks. The acquired land is located at address. The geographical terrain offered a good cultivation scope and ____sq km worth of land has been developed into regular agricultural lands. The presence of 18 hills has brought in the scope for 7 large pastures and 8 small ones. 33 orchards and vegetable gardens have also been set up. The exact area, mapping and development budget has been attached. There are 3 slaughter facilities that have been set up within the campus. 20 green houses for specialized cultivation have been also step up. Apart from these buildings, 3 animal husbandry centers have been also set up, and are comprehensively capable of housing 1500 chickens, turkeys and emus. Plus it can house 700 sheep and goats. Lastly it can also house about 500 cattle. The entire campus has a water facility of _______ liters including drip irrigation and cattle washer. The crew worked on schedule and there was no occurrence of accidents. The clients have audited the site and there were no recommendations. On my personal behalf, a better time allocation would prove to be beneficial as such a project when allocated 6 to 7 months would ensure a better setting in period for the site. You can use this very report as a formal report template. I hope that the elaboration on formal report is resourceful.

By Scholasticus K Last Updated: 9/26/2011

A formal report is a methodical presentation of a subject or an action which includes summaries of important points as well as appendices of tangential and secondary points. In simple words, a formal report is used to formally document the outcomes of an experiment, a design or an information which can provide the readers a clear understanding of why and how the experiment or action is done and what it concludes. Apart from readers understanding, a formal report is also prepared in order to record everything related to a particular experiment so that one can review and brush up his/her concepts for future use. A formal report can be used in various domains like academics, business report writing, government or federal investigations, medical reports, etc. So if you are trying to prepare a formal report but groping the dark for the right words and format, then below given is a simple and short formal report format example that contain the basic guidelines on how to write a formal report. For more information you can also refer to business writing and business report format. Formal Report Format Sample Below given is a formal report outline which you can refer while preparing your formal report. Cover Page: This is similar to the outer cover of a book which should contain the name of the experiment or subject, your name and other team members and date of report submission. The paper or material used for the cover paper is slightly thicker than the other report pages. Letter of Transmittal: The letter of transmittal is used to provide a brief insight about the context of the report and highlight specific sections of the report which should be studied properly by the reader. Title Page: This page mainly includes the complete report title, name of the person submitting it, names of the other team members, the organization publishing the report and date of report submission.

Table of Contents: The table of content is an outline of the content presented in the report. It serves as a complete guide which includes lists of figures and tables given in the report and specifies how various topics in the report are covered. Hence, ensure that the wordings of the content written in this section should be exactly similar to headings and the sub-headings of the report. Abstract: Abstract or summary is basically a brief insight about the entire report, hence, it should include points like the objective of the report, procedure, results and conclusion. The information should be clear and precise, and should not be very long. It can be just 1 or 2 paragraphs in length. Introduction: The next part of your formal report format is the introduction which provides the reader a basic knowledge about your project or experiment as well as background information or facts from the past research. Body of Report: This is the main part of your report which explains in detail about what you have mentioned in your introduction and provide necessary statistics, research, or information to support your research. Hence, this part of the report should be explained in detail so that the reader understands thoroughly what your report is trying to express or impart. Conclusion: Conclusion is nothing but the synopsis of your report which should include a summary of your work done, and the facts and results developed in the body of your report. Recommendations: The recommendations basically include some specific definite proposals for future work based on your research and conclusion. These recommendations need to be explained properly so that the reader gets enough information to evaluate them and draw a personalized conclusion. Appendix: This is the last part of your report which comprises the list of resources like books, articles, websites, publications, etc. that have helped you in your research work. To know more on formal report writing, you can also read business report templateand sales report template. This was just a basic formal report template that can be used for preparing report related to academics, business or any other work field. Keeping in mind what your readers expects from you, write your report and follow a writing style that explains your project in a simple way. I hope the information given in this article on formal report format proves to be helpful to you all.

By Kanika Khara Published: 6/15/2010

A formal report can be used as an official document for business communication or for academic purpose. Whatever the reason for writing a formal report, the basics are the same, it gives the reader an in-depth information about a particular topic, introduces a particular process and presents new results. It's a means to convey whatever you have found out after researching on a particular topic or task. So, it is important that you follow the correct formal report format and write it in clear concise English, so that, it can be easily understood by everyone. If you write a formal report in the correct format, it would give the readers a clear understanding of what you have done, the reasons for it being done and the inferences of the research or the current situation at the end of the task. While formal report writing you need to be careful and ensure that you don't use any material or reference without mentioning its origin. Here is a formal report outline which you can use once you are done with your research. Formal Report Design While writing a short formal report, you need to follow a formal report outline which includes certain things that are required in business writing or writing a formal report after an experiment. You should first get the title of the report clear. The title should give an idea of what the report is all about. It should also include your name and the course for which you have done the research. The date should also be included so that it gives a clear idea of when the research was done.

Next comes the summary or the abstract of the research. It should describe in brief, what the report is all about and should cover everything of what the report is about. The abstract should pay attention to the procedure, results, objectives, besides the conclusion. It's the focal point which holds the report together. Many a time people don't read the complete report but will only go through the abstract, so providing clear information is of utmost importance. It should not be too long, at the most a couple of paragraphs would do. Once the abstract is done, you need to create the table of contents. It includes the headlines and page numbers. Even though an outline is usually not included in a report, yet you can choose to include it as helps in giving your readers an idea of your thought process. It would also give your readers an idea of what to expect in the report. The outline is followed by the introduction, which prepares the tone of the formal report. It gives the reader the required information in brief, besides helping them to understand the report in the proper context. The introduction also includes an analysis of the theoretical aspect of the research. The basic principles which you want to study and the theory which you apply during the course of the research to get to a conclusion. The introduction is followed by the methods followed for the research. Here you need to explain the process which you have followed for getting the desired result. It also includes the details of the result, graphs and tables which shows the results (if any), and how the research relates to theory. Next comes the discussion, which in reality is the main body of the report. Here you need to give details of whatever you have written in the introduction. It should provide all supporting information, research, statistics which backs up the process of research which you have carried out. The discussion should give in-depth details and while writing it should make sure that the reader understands whatever you want to convey. The discussion is followed by the conclusion, which gives a summary of your findings. It should be a summary and analysis of your research. The appendix comes last and this would include all resource which you have used in the report. Here, you need to give mention the names of books, the publication and the author whose work you have referred to. Formal Report Template For your convenience, here is a formal report template so that you can understand how to write a formal report better. The Title page: The Title page includes:

Title of the report. Name of the author (i.e. your name). Name of the course for which the research is done. Date on which the research is done.

Abstract: It includes:

Brief of what the report is all about. The methods of the research. Procedure followed.

Table of Contents: It includes:

The appendices and heading Page numbers.

Introduction: It includes:

An overview of the research carried out. Objective of the research. Importance of the research.

Methods: The method includes:

Process followed. Details of the result. Equations followed. Graphs and tables. Relation between the research and theory.

Discussion: This includes:

Critique of the outcome. Trend of results.

Conclusion: This should include:

Summary and analysis of the findings. The numeric results of the research.

Appendices: This includes:

Names of references from where you have taken information. List of equipment used. Calculations applied.

Once you get an idea of a formal report outline, may be you would like to go through a formal report example to get a better idea, you can start writing the report. You need to remember the audience and their needs while writing the report. The style should be such that it can be easily interpreted.

By Madhurjya Bhattacharyya Last Updated: 9/28/2011

INFORMAL REPORT

MEMORANDUM REPORT

Business Memo Format

Business memorandum or simply business memos are used to communicate a significant bit of information to the employees. Read on to know what is the business memo format... In bigger organizations it is simply not possibly to go and communicate any notification personally. And as PA systems continue to be denounced because they create a racket and disturb everyone around, business memos are seen as the way to go. What are business memos? And what is the correct business memo format? This article will discuss these points in detail. Business Memo A memo is defined as a written proposal or a reminder. The point of the memo is to convey some instructions or notifications to the people at large. Business memos have come to be widely used because of their efficiency in the same regard as they communicate the instructions perfectly well. All you need to do is type out a business memo take a few prints and stamp it on to all the notice boards you have in your company and you can rest assured that the people will read it. It is smart, energy and time-efficient and yet, puts the point across with consummate ease. Read on for more on business writing. Business Memo Format So what is the format of a business memo? How does one make the thing? Well, writing a business memo is no big deal and perhaps takes less than 10 minutes. The business memo format contains the following details.

Date: The date of the business memo is given just to ensure to the employees when the memo has been released. It may so happen that some of the employees happened to be on leave when the memo was published or people failed to see it the day it was put up. Hence, by giving the date on which the memo is released, there is no ambiguity and the employees can take cognizance of it. Addressee: Often the notice may not be to the whole workplace at large but only to a small segment of it. Hence it becomes essential to specify just to whom the memo is addressed to so that they know it is for them. Addresser: A lot of people from the management may be authorized to release the business memo hence to avoid ambiguity in this regard, it is essential to specify who it is that has created the business memo. This way people will know who to report to for any problems or doubts. Subject:As is the case with any instrument of business communication, it is important to specify the subject. The subject line gives the reader a gist of what the memo is about. Content: We all know that the business memo more often than not deals with some sort of announcement, instruction, advice or request. Hence the content of the business memo should be perfectly slotted in, with precise details. Authorized Signatory: This one's pretty obvious that since the business memo is an official document, there needs to be a authorized person signing it.

Business Memo Template Here's a business memo sample help you better understand the business memo format. Date:______________ Addressee(s): Name of Addressee 1, Name of Addressee 2, Name of Addressee 3, Name of Addressee 4.

From: Name of Addressor. Subject:______________________________________________________________ Points of Discussion:

___________________________________________________________________________ ______________ ___________________________________________________________________________ ______________ ___________________________________________________________________________ ______________ ___________________________________________________________________________ ______________ ___________________________________________________________________________ ______________ ___________________________________________________________________________ ______________ ___________________________________________________________________________ ______________ ___________________________________________________________________________ ______________ ___________________________________________________________________________ ______________

Authorized Signatory (Name) Read on for a related article on meeting agenda template. So this was all about the business memo format. As you can see from the above template of a business memo example, writing business memos needs no special writing skills and almost anyone can do it.

By Arjun Kulkarni Published: 5/29/2010

Memoranda

Memoranda are brief, informal reports used to establish a record. They generalize thecommunication process by transmitting the message from one or more authors to one or morerecipients. E-mail messages typically take the form of memoranda. The memorandum is among the most versatile of organizational documents. From brief research reports and progress reportsto trip reports and thumbnail proposals, the memo form is widely used to communicate technicaland administrative information. Memoranda are written for numerous internal purposes--forexample, to request information, to make announcements, to outline policies, and to transmitmeeting

minutes. Thus, in most organizations, memos play a crucial role in establishing a record ofdecisions, requests, responsibilities, results, and concerns.
The Memo Heading

The distinctive element of the memorandum is its heading, which is used to frame the message ina very accessible and transparent manner.
The Memo Body

Generally, organize the topics of the memorandum in order of importance, with the key statementsfirst and the details further on. The memorandum should normally begin with a brief summarystatement, in one or two sentences, identifying the key topic and the scope of the memorandum.

From wiki:

Memorandum
From Wikipedia, the free encyclopedia

"Memoranda" redirects here. For the open source personal information manager software, see Memoranda (software). For the documentary of the same name, see Memorandum (film). For the record label, see Memorandum Recordings. A memorandum (abbrev.: memo) is from the Latin verbal phrase memorandum est, the gerundive form of the verb memoro, "to mention, call to mind, recount, relate",[1] which means "It must be remembered (that)...". It is therefore a note, document or other communication that helps the memory by recording events or observations on a topic, such as may be used in a business office. The plural form of the Latin nounmemorandum so derived is properly memoranda, but if the word is deemed to have become a word of the English language, the pluralmemorandums, abbreviated to memos, may be used. (See also Agenda, Corrigenda, Addenda) A memorandum may have any format, or it may have a format specific to an office or institution. In law specifically, a memorandum is a record of the terms of a transaction or contract, such as a policy memo, memorandum of understanding, memorandum of agreement, ormemorandum of association. Alternative formats include memos, briefing

notes, reports, letters or binders. They could be one page long or many. If the user is a cabinet minister or a senior executive, the format might be rigidly defined and limited to one or two pages. If the user is a colleague, the format is usually much more flexible. At its most basic level, a memorandum can be a handwritten note to one's supervisor. Dean Acheson famously quipped that "A memorandum is not written to inform the reader but to protect the writer". Charles Peters wrote that "bureaucrats write memoranda both because they appear to be busy when they are writing and because the memos, once written, immediately become proof that they were busy."[2]

Policy briefing note

A specific type of memorandum is the policy briefing note (alternatively referred to in various jurisdictions and governing traditions as policy issues paper, policy memoranda, or cabinet submission amongst other terms), a document for transmitting policy analysis into the politicaldecision making sphere. Typically, a briefing note may be denoted as either for information or for decision.

Origins of term
The origins of the term briefing lie in legal briefs and the derivative military briefings. [3]

Purpose
The primary purpose of a briefing note for decision is to support decision making to help (or sometimes influence) a decision-maker to make a better decision in a particular problem situation than he might otherwise have made without the analysis.[4] Using as reference in future Solving Problems Presenting informal report Providing Suggestions Providing Response Issuing orders and Instructions Making Request Informing Decisions Conveying Information

Structure
As the communication mechanism of the policy analysis process, the briefing note should provide a coherent synopsis of a policy problem, identify different policy options for addressing the problem, articulate opposing perspectives and advocate a recommended option. The typical structure for a briefing note includes: a description of the proposed policy; relevant background information; a discussion of key considerations (including implementation concerns, financial considerations, stakeholder impacts, and possible unanticipated consequences), a summary of arguments for and against the policy and a

recommended decision. Policy documents that start with a proposal and assemble an argument that position are more accurately referred to as a government white paper. A government green paperwhich raises a policy option and is meant to open a dialogue on the proposal is more similar in tone to a briefing note than is a white paper.

Quality criteria
There is no universal standard for a briefing note, but it is generally understood to be a concise, coherent summary of a public policy problem with a clearly articulated logic for following a recommended course of action. Next to a political nose, and a logical brain, the most important skill of the good treasury [person] resides in [their] fine drafting hand. The concise, coherent and penetrating note is the final expression of all other talents. [5] In many Westminster / Whitehall governance settings, policy analysts are expected to analyze the issue and write the briefing note from a neutral public service perspective. However, the briefing note for decision must contain a recommendation, acknowledging that to say anything of importance in public policy requires value judgments, which must be explained and justified.[6]

BULLETIN

1. a brief account or statement, as of news or events, issuedfor the information of the public. 2. Journalism . a. a brief, prominently featured newspaper account, basedupon information received j ust before the edition went to press. b. a similar brief account broadcast over radio or televisionpending further information . 3.

a pamphlet or monograph summarizing the pastachievements, existing conditions, and future plans of acorporation, educational institution, government agency,etc., e specially one cataloging the classes taught at acollege or university. 4. an official, special, or scholarly periodical, as of a learnedsociety.