The Format of the Long Report

The Format of the Long Report: All of the types of reports listed above follow the same

format. The elements of this format are as follows:
„h Letter of transmittal: the letter of transmittal introduces the report. It cites the
authorization, purpose, limitations, and sources of information for the study. In
some cases,, the research findings also may be referred to briefly in this letter, and
there may also be acknowledgement of assistance received.
„h Title page: the title page of the report contains the report title, the name(s) of
author(s), the date of the report, and the name(s) of the individual or organization
to whom the report is directed. All individuals listed should have their titles and
affiliations noted.
„h Letters of authorization and acceptance: letters that authorized the report and
approved the study may be included if appropriate.
„h Table of contents: this lists the section titles and page numbers for easy reference.
„h Summary: A long report usually has a summary placed before the main body of
the report. This allows the busy reader to quickly review the problem, objectives,
and solutions so that he or she can make informed decisions.
„h Body: the body of most long reports is divided into four sections:
o Introduction: this section provides background information. If it is
preceded by a summary section and a letter of transmittal, this section may
be shortened. The topics covered could be a brief history of the problem, a
review of the literature search, methods used in analyzing the problem,
and references to data and forms presented in later sections.
o Discussion: This section should be the largest part of the report. Findings,
interpretations, and implications are presented here. Whenever possible,
topic headings should be used. Tables and figures aid the reader in
interpretation.
o Conclusions and recommendations: Using the objective data presented in
the discussion section, the writer should present carefully substantiated
conclusions and thoroughly justified recommendations. Because the reader
often is an executive who wishes to grasp the .big picture. quickly,
conclusions and recommendations appear immediately after the
introduction.
o Addendum: this section includes all supplemental information:
appendixes, examples of measurement instruments used, calculations and
statistics, supporting data and/or visuals, and the bibliography.