Formal reports

Formal reports are official files that contain comprehensive information, interrogations, and data necessary for managerial decisions. In most cases, this report is written to solve a problem.

Formal report example:

  • Situational Report
  • Safety Report
  • Incident Report
  • Inspection Report
  • Annual Report
  • Compliance Report
  • Audit

Types of formal report

Here are a few of the most common types of formal report designated by a purpose:

Recommendation report

You can use this report to pitch an idea to the administration. The body would include portions such as risks, costs, and benefits. A proposal to buy a machine for your workplace is an example of the sort of report. You would write this report to persuade the judgments to buy the machine.

Investigative report

This report can introduce the potential risks of a few of. This report can assist business owners in anticipating any issues that may arise when making an investment or purchase. You could also write a formal business report to evaluate a proposed merger.

Compliance report

Use this report when the organization wants to demonstrate responsibility and create a compliance report. It is a report that allows an organization to demonstrate that it adheres to regulations and spends money wisely. For instance, an accountant could create a compliance report to demonstrate that the company complied with federal spending laws.

Feasibility report

You can use this report to analyze the results of a proposed idea. The report could include potential issues, associated costs, and benefits of the ideas and theories. With this report, you can ascertain if the proposal will be lucrative, if the deadline is workable, and if it has the potential to exceed the budget.

Research studies report

This report will assist you in analysing a problem. The report would include suggestions for resolving the issues.

A periodic report

This report assists a company in improving its products, services, procedures, or policies. Profit and loss knowledge, for example, may include in the report, as well as an examination of efficiency. A retail store, for example, would have a monthly sales report.

A situational report

Use a situational report to explain a specific topic, such as conference information.

A yardstick report

You can use this report to display several solutions as alternatives to a specific situation.

formal report format

Formal report writing can be difficult sometimes, but don’t worry. This formal report writing format will help you learn how to write formal reports.

Before you write, make a plan.

Handle the formal business report as you would a project. Before you begin collecting research and writing sections, make a plan of what you want to achieve. As a result, you will have a good chance of producing a clear and simple report.

Check for an in-house format

Your company may already have a standard format for formal business reports. Check your company guidebook or ask the person who will receive the report if you should follow a formal structure. Using a standard format will make your report appear more professional.

Add a title

You may be given the title of the report along with the brief, or you may write it yourself. Make sure the heading is clear and visible at the beginning of this study. You should also include:

  • Your name.
  • The identities of others who worked on the report.
  • The date you wrote it.

Write a table of contents

The table of contents should come after the title and authors. A table of contents page is require for a lengthy and complex formal report. Although it appears at the beginning of the report, it should be written last when the report is completed. Make a note of the section headings as they appear in each section of the report, and double-check that the page numbers match.

Add a summary or abstract

The summary summarises the main points of a professional business report. This section can be beneficial to the reader, but it is not require, especially if your report is brief. It is best to ask the individual who requested the business report whether they prefer a summary or an abstract. Although the summary appears at the beginning of this study, you must write it last, along with the table of contents, so that you can involve notes from your overview and recommendations section.

The summary should inform the reader about your findings and may even include points from your conclusion. It is also necessary to briefly summarize what the reader will find in the report. Because your supervisor may only have a few minutes to read the review, it must highlight the main points from the report.

Write an introduction

This section will explain why you're writing the report. The introduction should include the purpose of the report as well as background information about the topic. Include any meanings and a summary of the main point.

Outline your methodology

The method section should explain to the viewer the research methods you used to create this report, such as whether you used a qualitative approach, a quantitative method, or a combination of the two. It should be a clear explanation of why you chose certain methods.

Present your findings

This is the section in which you should present your research findings. It is critical to present your findings logically and succinctly while including enough information to demonstrate that you have thoroughly researched the subject.

Using headings, subheadings, and numeric sections to organize everything can help make the findings easier to read. You can either present your research results in bullet points or in a table. You could also present your findings with illustrations and graphics, such as graphs and charts, but make sure these graphics are appropriate for the report.

Finally, provide a conclusions and suggestions.

This section will introduce your analysis of the findings, followed by analysis and recommendations. Measurable actions should accompany any goals you add. Each aim, method, or option proposed should explain how it will affect the organisation.

Include a bibliography as well as appendices.

Include a list of all of the source materials you used to create the report. Periodicals, online articles, and books are examples of these. Sort the sources alphabetically. You should also include all corroborating evidence. Questions, maps, notes, overviews, charts, tables, illustrations, and other materials may include. Label each note, map, as well as other document with a letter so you can clearly reference them in the report.


Once you've finished writing your report, proofread it to ensure it's free of spelling and grammatical errors, which will increase the credibility of your report. Furthermore, when writing, be clear and concise. Slang and complex words should avoid. It is acceptable to use industry-specific jargon and technical terms, but avoid overusing them. Check that the writing flows from one section to the next, especially if the report had more than one author.

Benefits of a Formal Report

1. Clarity: A formal report focuses on the most important aspects of any given project. Such clearly defined sections and parts make it easier for the reader to understand what is being said. A formal report contains no jargon or extraneous writing elements that could misinform the reader and improves clarity.

2. Decision-Making Tool: Modern business organisations deal with a plethora of information on a daily basis. Formal reports divide massive quantities of information into portions that can be used to make informed decisions faster and more accurately.

3. Provides accuracy: Formal reports contain a large number of facts and figures. It contains concrete information that is devoid of ambiguity. And it is because of this, a formal report is a totally accurate and reliable document.

4. Objectivity: A A formal report is objective and neutral. And, if an evaluation is presented, it is clearly supported by hard-hitting facts and figures. As a result, the formal report is an excellent citation for use in other reports!

5. Information from a Reliable Source: Formal reports are a reliable source of information that could be used in the long term. They are evidence of everything that happened in an organisation and how they dealt with it.

The advantages of formal reports are numerous, which is why it is critical that you create one in the best way possible. So, without any further ado, let's get started learning how to make formal reports!

Short report definition

A short report is a formal document written to inform a specific audience about a topic that impacts their lives. This sort of work is more common in business, news reporting, and science than as a university assignment. They differ from regular ones not only in size, but also in writing purpose and structure.

Short report format

The great thing about the short report writing format is that it has no set rules. The main thing to remember is that short report writing is more focused and, as a result, divided into fewer sections.

  • Summary
  • Background
  • Procedure
  • Discussion
  • Conclusion
  • Recommendations

If you have been assigned a brief book report, this outline will not apply to your paper. Such a structure is more appropriate for business and scientific reports; however, it may not be appropriate for all of them. To learn more, look up an example of a short formal report.

If you try to find a short report template, you will notice that each one is unique. Some papers will also include a title page with general information and attachments with tables, graphs, or sources. However, many parts are rarely included, such as a glossary or a reference list. As a result, you must shape your paper in accordance with the data you include and the needs of your company.

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