8+ Formal Report Template Examples – PDF

Most of us would get confused between reports and essays and would use these two words interchangeably. In the academe, there are teachers who would assign students to write a report when what they should be appropriately writing is an essay. And when these students will already be entering the real, corporate world, they will find themselves confronted with a task to write a report to their higher-ups, they will also get confused about what to write such as what they should include in their report, what writing style and the language they should use, and other factors. You may also see report writing examples.

Reports are most likely used and needed for business, in the workplace, and other scientific and technical matters. With that, we have provided formal report template examples that are aimed for any confused individual to understand the elements of a formal report as well as guidelines for anyone to easily follow when it comes to writing a good, formal report. You may also like investigation report samples and examples.

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What Is a Formal Report?

A formal report is a concise, factual, sharp, and well-structured document that contains important information, like any other kinds of a report, with a particular purpose and audience that aims to set out and analyze a particular situation or problem as well as some recommendation in the event of future actions. You may also see monthly report examples.

While the form and content of a formal report may vary depending on the organization, formal reports are generally used in making decisions and in coming up with solutions to certain problems. You may also like sample HR templates and examples.

There are myriad types of formal reports, and some of these are the following:

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

There are actually two categories of a formal report which is the informational formal report and the analytical formal report. The purpose of informational formal report mainly lies on the gathering of relevant data and facts that are used to draw conclusions while the purpose of an analytical report is similar to that of an informational report but with an addition of its recommendation to solve a particular problem. You may also check out recruitment report examples.

9 Formal Report Examples

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Final Formal Report Example

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Formal Audit Report Example

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Formal Report Format Examples

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How to Prepare a Formal Report

Writing a formal report can be quite tricky. Any mistake could affect the entire content and message of your formal report. This is why you should dedicate some time for you to be able to prepare for your formal report. You might be interested in performance report examples.

Here are the steps on how to prepare an effective formal report:

Analyze the audience of your formal report.

It is in analyzing your audience first that you will be able to determine what certain types of information you would need to supply first and how much of it should you use. Knowing and analyzing your audience first can also help you enter where you should be putting the information. You may also like consulting report examples.

For example, if you encounter an audience that is not yet knowledgeable enough, they might need more details in your formal report and you have to place those details within the body of the document and not in the appendices which will then enable your audience to understand your formal report more. You may also see visit report examples.

Analyze your purpose for writing a formal report.

Right after analyzing your audience, you should now analyze your purpose behind your formal report. Do not just think that your main purpose for writing a formal report is merely to present and analyze the information and make recommendation straight away without thinking why you are conducting or doing the research in the first place. You may also like medical report examples.

It is important that you should also know the reason why your readers (which could be your instructor or your manager) want a report and what are they going to do with your formal report once you hand it in and present it to them. You may also see work overtime report examples.

Identify the questions that need to be answered by your formal report.

Now that you know your purpose for writing a formal report, you can now easily identify the question that your formal report will be able to answer. Sometimes, when you get to be assigned to write a formal report, there is a possibility that the one who asked you to make a formal report may not be able to provide some guide questions or even a format for you to follow as you create a formal report—most of the time, you are on your own. You may also see incident report examples.

This is why it is important that you would know how to identify the questions that needed to be answered by your formal report. You have to make sure that you will be able to identify the questions that are specific and critical in order for you to succeed. You may also like employee report examples.

Carry out appropriate research for your formal report.

With the questions that you have already identified, you should now conduct an appropriate research in order to find out its answers. There are a lot of ways for you to be able to answer those questions through research such as consulting relevant company record, interviewing the important people who can help you with your research, distributing of questionnaires, performing necessary experiments and taking note of the observations and results, and consulting of relevant books, journals, and Internet resources. You may also see marketing report examples.

As much as possible, you should really do all the necessary research you can conduct and other resources permit because the lack of it will result to an ineffective report. You should try to do as much research as time and other resources permit. You may also like consulting report examples.

Draw conclusions from the result and formulate recommendations.

In drawing out conclusions from any data, there is no shortcut. You are dealing with relevant information that could influence the knowledge of an audience, this is why you should be able to analyze and think about the data as careful as you could. You may also see business report examples.

Right after doing so, recommendations will come fluidly after being able to formulate questions, carry out necessary research, and draw relevant conclusions. Make sure that you will be able to effectively rule out the appropriate recommendation that will fit and suit to the purpose of your formal report. You may also like management report examples.

Formal Reports and Proposal Example

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Model Document of a Formal Report Example

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Outline of Formal Report Template Example

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Sample Formal Report Example

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General Formal Report Writing Tips

Here are some general formal report writing tips you can make use to guide you in writing a formal report on your own:

  • Assigned with a deadline? Make sure to meet this.
  • Plan the formal report writing as careful as you could.
  • Know that the writing part of formal report writing is the challenging part, so you should be able to concentrate on this effectively.
  • Do not include any slang words and abbreviations unless it is what your formal report is all about or if you have already formerly and properly defined these.
  • Do not cite broad information in your formal report.
  • Be concise and observe brevity. It is not a creative write-up for you to add extra flowery words.
  • Avoid the usage of words that are not scientific or technical as this will be affecting your credibility.
  • Write using the past tense form of the verb.
  • When organizing the content of your formal report, you may use section numbers and subsection numbers
  • To make your formal report write-up effective, you may make use of label graphs, figures, and tables.
  • Always make it a point that you will be presenting a formal report that is presentable and well-organized.
  • For each section of your formal report, always make sure that it starts with an introductory paragraph and a summary paragraph before ending it.
  • Do not dare to personalize your formal report by using the first person “I” or mentioning the name of the people who may be involved in the creation of the formal report.
  • Make use of a title and heading that would grab the attention of your target audience.
  • Also, make sure that these titles and heading are brief enough to be easily understood without making the readers look for other references to be able to understand what you have written.
  • When organizing your formal report, do make use of dividers that would indicate separate main blocks of information or sections in your formal report.
  • Always use the correct and appropriate format when using citations for reference as well as in the bibliography.
  • Maintain a well-balanced, logical, and accessible manner of organization of the contents of your formal report.
  • Double-check the needs of your target audience and instructor for you to be able to determine whether the formal report you have created is something that is of relevance to them.
  • Look for other people who can help you when it comes to the revision and editing of your final draft because if you will only be the one who does all that, chances are, you might be able to miss identifying the parts where it needs editing since you have been working on it for a long time already.
  • When editing and revising the document on your own, ensure to take note the typographical errors, spelling mistakes, grammar errors, and punctuation errors.
  • Make use of a serif font, such as Times New Roman, for your formal report as these types of report, are easy and comfortable to read on the eyes. For the titles and heading of your formal report, do make use of a bold sans serif font, such as Arial.
  • The font size of your formal report should be no more or less than 12 point and should maintain a 1.5 spacing unless there is a specific instruction on how you should format your formal report.

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