A presentation on“Organization and Content of a

Long Formal Report”

Leading University,Sylhet

Prepared for:

Mohammad Awal HossenLecturer

Department of Business Administration Leading University, Sylhet.

 

Prepared by:

Poly AktherBhabna Roy

Sabyasachi BhattacharjeeAbdul Kahhar Md. JakiHimadri Talukdar Puja

Shuvro Das ShuvoMousumi Chowdhury Tonni

Introduction:

Writing an effective business report is a necessary skill for communicating ideas in the business environment. Reports usually address a specific issue or problem. Business reports are a type of assignment in which you analyze a situation. Basically there are three steps in a long formal report. These are:

1. Front Matters;2. Body;3. Back Matters.

Front Matter:Front Matter is an extremely important element to writing any report. Whether it’s for a specific company research or for other personal reports. The elements of front matter are:

1. Cover, 2. Title fly, 3. Title page, 4. Letter of transmittal, 5. Table of contents, 6. List of illustrations and 7. Foreward/preface.

Cover:A report cover is a piece of printed stock that goes over one’s business reports. Report covers allow these special documents to take the spotlight and make a larger impact.

Title Fly & Title Page:Some reports open with a page that includes only the report title. This page, often treated as optional, is commonly known as title fly. A title page is the front page of a report. It contains title and subtitle of the specific report. In a title page, there are two things. One is prepared for and another one is prepared by.

Letter of Transmittal:The transmittal letter provides the recipient with a specific context in which to place the larger document and simultaneously gives the sender a permanent record of having sent the material. Transmittal letters are usually brief. The first paragraph describes what is being sent and the purpose for sending it.

Letter of Transmittal TemplateAugust 22nd, 2015

ToMohammad Awal HossenLecturerDepartment of Business AdministrationLeading University, Sylhet. Subject: Submission of the report as an assignment. Dear Sir, Here is the report of our assignment named as Organization and Content of a Long Formal Report given by you. We are truly enjoyed the days while preparing the report. I tried to reflect the practical operational aspects of the study, which is complementary to the theoretical lessons.We are very glad that you gave us the opportunity to prepare the assignment.So, we therefore pray and hope that you would be kind enough to accept our report as an assignment and oblige thereby.…………………………………..Sabyasachi Bhattacharjee(On behalf of the members of the group crescendo)ID No – 1421010005Batch – 37th

Department of Business AdministrationLeading University, Sylhet.

Table of Contents:A table of contents usually headed simply "Contents" and abbreviated informally as TOC, is a list of the parts of a book or document organized in the order in which the parts appear. The contents usually includes the titles or descriptions of the first-level headers, and often includes second-level or section titles (A-heads) within the chapters as well, and occasionally even third-level titles (subsections or B-heads).

Title Page NumberIntroduction and

Summary3

Scope and Objective 4Applicable Documents

5 – 7

Body of the Report 8 – 10Conclusion 11 – 12Reference 13Appendix 14

List of Illustrations: The figures and tables that are included in the document appear on a separate page immediately following the table of contents. In list of illustration title and page number of every illustration must be included. And lists all figures and pictures also to be included.

Illustrations

1.1 Vulva on horseback (modern replica) 3

1.2 Ambulant phallus (modern replica) 4

1.3 Woman pushing a phallus- filled wheelbarrow (modern

replica)

4

1.4 Phallus-vulva pair (modern replica) 5

1.5 Bulbous bottom, crypt console 18

Foreward/Preface: A preface is a brief introduction written by the author, as opposed to a foreword, which is an introduction written by another person that usually comes before the preface.

Body:

The body section expands and develops the material in a logical and coherent manner, reflecting the structure outlined in the Introduction. It contains a description of the findings and a discussion of them. It should also relate the findings to any theory of relevance. It includes

1. Executive summary;2. Introduction;3. Text discussion;4. Ending summary; 5. Conclusion;6. Recommendation and 7. Reference.

Executive Summary:An executive summary, or management summary, is a short document or section of a document, produced for business purposes, that summarizes a longer report or proposal or a 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. For example: “When business readers pick up a long formal report, they expect to see certain elements arranged in a specific manner. There are three parts in a long formal report. These are front matters, body, back matters. These three parts have so many elements. On them some are mandatory and some are optional.  In chapter one, we discussed about the front matters of a long formal report. We also discussed about the elements of the front matters. In chapter two, we discussed about the body of a report. In body there are some elements which a report maker must have to include. These elements were discussed. And finally in chapter three, we discussed about the back matter of the report. The elements were included here.”

Introduction:

The introduction is certainly the most read section most delicate part of the writing of a report. It includes such topic as:

1. Authorization: The first part of the introduction might include a review of the facts of authorization that is when, how and by whom the report was authorized.

2. Purpose: It also called objective of a report. It focuses on the goal, aim of the report.

3. Scope: It is closely related to purpose. It indicates the boundaries of the problem.

4. Limitations: It means anything that create obstacle while making the report.

5. Research method: The writer has to clarify the research method followed. That is how he collected the report information. There are two types of research method. One is primary method, and another one is secondary method.

6. Literature review/Definitions: A literature review is a text of a scholarly paper, which includes the current knowledge including substantive findings, as well as theoretical and methodological contributions to a particular topic. 

7. Report preview: In this section the writer should tell the reader how the report will be presented, what topic will be taken first, second, third and so forth.

Text Discussion: It follows the introduction and consists of major sections or chapters that present, analyze, and interpret the findings gathered as part of writer’s investigation. Normally, it comprises the bulk of the reports content. As of fact, this part is the report. With the exception of the conclusion or recommendation section that follows, the other parts of the report are attached parts.

Ending Summary:

Unlike executive summary ending summary reviews only highlights of facts. It may be stated as the key findings of the report, prefaced from the body and stated or listed in the order in which they appear in the body. The reports that do little more than present information, an ending summary of the major findings may be included.

Conclusions:

A conclusion is the last part of something, its end or result. When you write a paper, you always end by summing up your arguments and drawing a conclusion about what you've been writing about. In another words conclusion means "finally, to sum up," and is used to introduce some final comments at the end of a speech or piece of writing.

Recommendations: Recommendation should be written concisely; any reason for recommendation should only be given if necessary. It should be ambiguous and the suggestion should be implemented. A vague recommendation usually results from insufficient research.

References:Reference is a relation between objects in which one object designates, or acts as a means by which to connect to or link to, another object. The first object in this relation is said to refer to the second object. The second object – the one to which the first object refers – is called the referent of the first object.

Back Matter: The parts of the report that follow the body of the report may be treated as back matters. A long formal report usually may contain:

1. Appendixes, 2. Index, 3. Glossary and 4. Bibliography.

Appendixes: It supplements materials presented in the report text and includes statistical tables, questionnaires, and texts of legal statues. An appendix is back matter that provides supplementary information about the book, providing details, updates, and corrections to earlier material.

Index: An index is used to find terms in the text. This back matter is composed of an alphabetized list of terms, and indicates where in the text these terms are used. The index is like a travel guide to the book itself.

Glossary: A glossary (sometimes known as an idioticon, vocabulary, or clavis) is a collection of terms, typically alphabetized, from the book. The task of this back matter is to explain new, uncommon or specialized terms, providing a clear definition for the reader—think of it like an attached and personalized dictionary.

Bibliography:

A bibliography (also called a works cited or reference list) is a list of books or sources that have been used in the book at hand, or are relevant in some way. There are varying types of bibliographies, and varying levels of detail. The annotated bibliography, for example, provides publishing information as well as a description of the text and its relevance.