{"id":328,"date":"2023-09-20T16:25:34","date_gmt":"2023-09-20T16:25:34","guid":{"rendered":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/chapter\/formal-reports\/"},"modified":"2024-07-23T21:30:48","modified_gmt":"2024-07-23T21:30:48","slug":"formal-reports","status":"publish","type":"chapter","link":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/chapter\/formal-reports\/","title":{"raw":"Learn It 6.3.1 Formal Reports","rendered":"Learn It 6.3.1 Formal Reports"},"content":{"raw":"<section class=\"textbox learningGoals\">\r\n<ul>\r\n\t<li>Recognize the differences between types of formal reports and how they can be shared<\/li>\r\n\t<li>Understand what each section of a formal report is for<\/li>\r\n\t<li>Understand how to structure a formal report according to what your audience needs<\/li>\r\n\t<li>Learn how to write a formal report<\/li>\r\n<\/ul>\r\n<\/section>\r\n<h2>Types of Formal Reports<\/h2>\r\n<p>Formal reports are much more detailed than informal reports. The label \"formal\" may intimidate some writers, but the formal report is another form of business writing. You'll use the same skills in all of your business communications. While you may not need to write a formal report early in your career, you will most likely see one and need to understand its components to effectively contribute to your team.<\/p>\r\n<p>There are many different kinds of formal reports that you may encounter throughout your career. Here are a few of the more common kinds:<\/p>\r\n<ul>\r\n\t<li><strong>Research reports<\/strong> gather and explain data; these reports are informational.\u00a0<\/li>\r\n\t<li><strong>Proposals<\/strong> may be internal to a company in addressing a business situation, or they may come from a solicited or unsolicited sales situation. Formal proposals will include details of the proposed solutions and costs.<\/li>\r\n\t<li><strong>Feasibility reports <\/strong>are a specific type of analytical report. When an entrepreneur or business manager has a new idea, it's wise to fully explore the idea before making major investments. Some think of this report as a preliminary step to developing a full business plan. While a business plan may take many months to develop, a feasibility report can be developed in much less time, and it still provides excellent direction for decision-makers.<\/li>\r\n\t<li><strong>Business plans<\/strong> are typically informational reports about what a new or existing company plans to do over the next period of time. A business plan may take on a bit more of an analytical tone rather than a strictly informational tone when it is shared with potential investors. In some cases, the business plan may be presented with a request for funds. In those cases, the writing is intentionally more persuasive.<\/li>\r\n\t<li><strong>Other complex recommendations<\/strong>\u00a0may also come in the form of a formal report. These recommendations result from a business problem that an individual or team has been asked to solve.<\/li>\r\n<\/ul>\r\n<h2>Sharing Formal Reports<\/h2>\r\n<p>Formal reports may have internal or external audiences. Formal reports will be significantly larger than informal reports and often include many references and [pb_glossary id=\"2273\"]appendices[\/pb_glossary].<\/p>\r\n<p>Formal reports may be delivered in a variety of formats: documents, letters, digital postings to a website, and so forth. The reader\u2019s comprehension is of utmost importance in selecting the delivery method. No user wants to receive an email with the equivalent of a 40-page report in the body text. Avoid letting the delivery method hold back the meaning of the report.<\/p>\r\n<ul>\r\n\t<li>Memos are less likely to be used for formal reports, since memos are typically used for short messages, and formal reports are generally lengthy.<\/li>\r\n\t<li>Letters are for external use, and perhaps infrequently used for a document of this type. However, a letter or an email may be used to introduce an accompanying report.<\/li>\r\n\t<li>Web postings are generally external in nature, but companies may have private networks for internal use. Depending upon the organization, this may be a suitable transmittal method.<\/li>\r\n<\/ul>\r\n<p>Remember, just as with informal reports, your delivery method should not change the content or structure of your formal report.<\/p>\r\n<h2>Sections of Formal Reports<\/h2>\r\n<p>Depending upon the situation, the institution you're working for, and the audience, some or all of the following sections may be required in a specific formal report. Some guides to formal reports will indicate specific sections that are recommended for each type of formal report. However, writers will need to be sensitive to the organization\u2019s requirements or expectations and the needs of the information, then use that knowledge to determine the contents of their report.<\/p>\r\n<p>The next few pages describe a large number of these section types so you, as a writer, may pick and choose what is appropriate to each situation. It is important to the report\u2019s impact and the writer\u2019s professional credibility to understand the purpose of each of these sections.<\/p>\r\n<p>In a formal report, there are three major sections.<\/p>\r\n<section class=\"textbox keyTakeaway\">\r\n<h3>formal report sections<\/h3>\r\n<ol>\r\n\t<li>The <strong>front part<\/strong> includes sections that come before the report itself to establish various items such as the authority of the report and the intended audience.<\/li>\r\n\t<li>The <strong>body<\/strong> of the report has many sections of key information and possible analysis. It is the meat of the report.<\/li>\r\n\t<li>The <strong>back matter<\/strong>\u00a0contains sections of material that support the body.<\/li>\r\n<\/ol>\r\n<\/section>\r\n<section class=\"textbox example\">\r\n<p>Take a look at Figure 1. In this figure, we see an example of the many potential sections in a sales proposal. This example models a response to an RFP (request for proposal), and each section was required by the customer requesting the bid. The sections show what an RFP report may contain and the author will determine which specific sections are needed based on the report's purpose, company policy, and audience.<\/p>\r\n\r\n[caption id=\"attachment_3430\" align=\"aligncenter\" width=\"500\"]<img class=\"wp-image-3430\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/2785\/2018\/04\/26203745\/parts-of-a-proposal.png\" alt=\"sections of a proposal. There are thirteen rectangles representing pages found in a report. The pages laid in an accordion fashion, one on top of each other. The pages the following text starting with the first page: &quot;Copy of RFP (optional), letter of transmittal, abstract or summary, title page, table of connects, list of figures, introduction, background, problem, purpose, schedule, staffing, budget, authorization, appendix.&quot;\" width=\"500\" height=\"503\" \/> Figure 1. Sections of a Sales Request for Proposal[\/caption]\r\n<\/section>\r\n<section class=\"textbox tryIt\">[ohm2_question height=\"500\"]14760[\/ohm2_question][ohm2_question height=\"500\"]14761[\/ohm2_question]<\/section>","rendered":"<section class=\"textbox learningGoals\">\n<ul>\n<li>Recognize the differences between types of formal reports and how they can be shared<\/li>\n<li>Understand what each section of a formal report is for<\/li>\n<li>Understand how to structure a formal report according to what your audience needs<\/li>\n<li>Learn how to write a formal report<\/li>\n<\/ul>\n<\/section>\n<h2>Types of Formal Reports<\/h2>\n<p>Formal reports are much more detailed than informal reports. The label &#8220;formal&#8221; may intimidate some writers, but the formal report is another form of business writing. You&#8217;ll use the same skills in all of your business communications. While you may not need to write a formal report early in your career, you will most likely see one and need to understand its components to effectively contribute to your team.<\/p>\n<p>There are many different kinds of formal reports that you may encounter throughout your career. Here are a few of the more common kinds:<\/p>\n<ul>\n<li><strong>Research reports<\/strong> gather and explain data; these reports are informational.\u00a0<\/li>\n<li><strong>Proposals<\/strong> may be internal to a company in addressing a business situation, or they may come from a solicited or unsolicited sales situation. Formal proposals will include details of the proposed solutions and costs.<\/li>\n<li><strong>Feasibility reports <\/strong>are a specific type of analytical report. When an entrepreneur or business manager has a new idea, it&#8217;s wise to fully explore the idea before making major investments. Some think of this report as a preliminary step to developing a full business plan. While a business plan may take many months to develop, a feasibility report can be developed in much less time, and it still provides excellent direction for decision-makers.<\/li>\n<li><strong>Business plans<\/strong> are typically informational reports about what a new or existing company plans to do over the next period of time. A business plan may take on a bit more of an analytical tone rather than a strictly informational tone when it is shared with potential investors. In some cases, the business plan may be presented with a request for funds. In those cases, the writing is intentionally more persuasive.<\/li>\n<li><strong>Other complex recommendations<\/strong>\u00a0may also come in the form of a formal report. These recommendations result from a business problem that an individual or team has been asked to solve.<\/li>\n<\/ul>\n<h2>Sharing Formal Reports<\/h2>\n<p>Formal reports may have internal or external audiences. Formal reports will be significantly larger than informal reports and often include many references and <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_328_2273\">appendices<\/a>.<\/p>\n<p>Formal reports may be delivered in a variety of formats: documents, letters, digital postings to a website, and so forth. The reader\u2019s comprehension is of utmost importance in selecting the delivery method. No user wants to receive an email with the equivalent of a 40-page report in the body text. Avoid letting the delivery method hold back the meaning of the report.<\/p>\n<ul>\n<li>Memos are less likely to be used for formal reports, since memos are typically used for short messages, and formal reports are generally lengthy.<\/li>\n<li>Letters are for external use, and perhaps infrequently used for a document of this type. However, a letter or an email may be used to introduce an accompanying report.<\/li>\n<li>Web postings are generally external in nature, but companies may have private networks for internal use. Depending upon the organization, this may be a suitable transmittal method.<\/li>\n<\/ul>\n<p>Remember, just as with informal reports, your delivery method should not change the content or structure of your formal report.<\/p>\n<h2>Sections of Formal Reports<\/h2>\n<p>Depending upon the situation, the institution you&#8217;re working for, and the audience, some or all of the following sections may be required in a specific formal report. Some guides to formal reports will indicate specific sections that are recommended for each type of formal report. However, writers will need to be sensitive to the organization\u2019s requirements or expectations and the needs of the information, then use that knowledge to determine the contents of their report.<\/p>\n<p>The next few pages describe a large number of these section types so you, as a writer, may pick and choose what is appropriate to each situation. It is important to the report\u2019s impact and the writer\u2019s professional credibility to understand the purpose of each of these sections.<\/p>\n<p>In a formal report, there are three major sections.<\/p>\n<section class=\"textbox keyTakeaway\">\n<h3>formal report sections<\/h3>\n<ol>\n<li>The <strong>front part<\/strong> includes sections that come before the report itself to establish various items such as the authority of the report and the intended audience.<\/li>\n<li>The <strong>body<\/strong> of the report has many sections of key information and possible analysis. It is the meat of the report.<\/li>\n<li>The <strong>back matter<\/strong>\u00a0contains sections of material that support the body.<\/li>\n<\/ol>\n<\/section>\n<section class=\"textbox example\">\n<p>Take a look at Figure 1. In this figure, we see an example of the many potential sections in a sales proposal. This example models a response to an RFP (request for proposal), and each section was required by the customer requesting the bid. The sections show what an RFP report may contain and the author will determine which specific sections are needed based on the report&#8217;s purpose, company policy, and audience.<\/p>\n<figure id=\"attachment_3430\" aria-describedby=\"caption-attachment-3430\" style=\"width: 500px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-3430\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/2785\/2018\/04\/26203745\/parts-of-a-proposal.png\" alt=\"sections of a proposal. There are thirteen rectangles representing pages found in a report. The pages laid in an accordion fashion, one on top of each other. The pages the following text starting with the first page: &quot;Copy of RFP (optional), letter of transmittal, abstract or summary, title page, table of connects, list of figures, introduction, background, problem, purpose, schedule, staffing, budget, authorization, appendix.&quot;\" width=\"500\" height=\"503\" \/><figcaption id=\"caption-attachment-3430\" class=\"wp-caption-text\">Figure 1. Sections of a Sales Request for Proposal<\/figcaption><\/figure>\n<\/section>\n<section class=\"textbox tryIt\"><iframe loading=\"lazy\" id=\"ohm14760\" class=\"resizable\" src=\"https:\/\/ohm.one.lumenlearning.com\/multiembedq.php?id=14760&theme=lumen&iframe_resize_id=ohm14760&source=tnh&show_question_numbers\" width=\"100%\" height=\"500\"><\/iframe><iframe loading=\"lazy\" id=\"ohm14761\" class=\"resizable\" src=\"https:\/\/ohm.one.lumenlearning.com\/multiembedq.php?id=14761&theme=lumen&iframe_resize_id=ohm14761&source=tnh&show_question_numbers\" width=\"100%\" height=\"500\"><\/iframe><\/section>\n<div class=\"glossary\"><span class=\"screen-reader-text\" id=\"definition\">definition<\/span><template id=\"term_328_2273\"><div class=\"glossary__definition\" role=\"dialog\" data-id=\"term_328_2273\"><div tabindex=\"-1\"><p>An appendix is a supplementary section at the end of a document containing additional information, references, or data relevant to the main text but not essential to its understanding.<\/p>\n<\/div><button><span aria-hidden=\"true\">&times;<\/span><span class=\"screen-reader-text\">Close definition<\/span><\/button><\/div><\/template><\/div>","protected":false},"author":9,"menu_order":13,"template":"","meta":{"_candela_citation":"[{\"type\":\"original\",\"description\":\"Formal Reports; Sections Used by Many Formal Reports\",\"author\":\"Susan Kendall\",\"organization\":\"Lumen Learning\",\"url\":\"\",\"project\":\"\",\"license\":\"cc-by\",\"license_terms\":\"\"}]","pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"part":317,"module-header":"learn_it","content_attributions":[{"type":"original","description":"Formal Reports; Sections Used by Many Formal Reports","author":"Susan Kendall","organization":"Lumen Learning","url":"","project":"","license":"cc-by","license_terms":""}],"internal_book_links":[],"video_content":null,"cc_video_embed_content":{"cc_scripts":"","media_targets":[]},"try_it_collection":null,"_links":{"self":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters\/328"}],"collection":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/users\/9"}],"version-history":[{"count":11,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters\/328\/revisions"}],"predecessor-version":[{"id":4186,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters\/328\/revisions\/4186"}],"part":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/parts\/317"}],"metadata":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapters\/328\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/media?parent=328"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/pressbooks\/v2\/chapter-type?post=328"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/contributor?post=328"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/content.one.lumenlearning.com\/businesscommunication\/wp-json\/wp\/v2\/license?post=328"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}