The letter of transmittal should be formatted as a business letter. Use the concluding paragraph to offer to discuss the report it is also customary to conclude by thanking the reader for their time and consideration. ![]() The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Provide the purpose of the report in the first paragraph as well. If applicable, the first paragraph should identify who authorized the report and why the report is significant. Letter of TransmittalĪ letter of transmittal announces the report topic to the recipient(s). Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right. Utilize arabic numbers for the other pages that follow. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase roman numerals for all front matter components. You can then utilize two different types of numbering schemes. The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. The items on the title page should be equally spaced apart from each other.įigure 11.1 Report Title Page Components It should appear 2 inches above the bottom margin. This date may differ from the date the report was written.Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.Name of the author and any necessary identifying information.Some reports may include an additional line that presents the name of a specific person. Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name and then the city and state.Name, title, and organization of the individual receiving the report.This should appear 2 inches from the top margin in uppercase letters.The title page provides the audience with the: Let’s take a look at some of the parts of the report in greater detail. The Introduction may contain very similar information, but it focuses on giving a short, technical overview of everything in the report. It’s a short, persuasive overview of everything in the report. For example, the Executive Summary is aimed at managers. While it’s fine to copy and paste between sections, you will likely need to edit your work to ensure that the tone, level of detail and organization meet the needs of that section. Your audience should be able to find exactly what they need in a particular section, even if that information has been repeated elsewhere. ![]() That means that you will often repeat yourself. Most audience members will not read every piece, so these pieces should stand on their own. Formal reports are modular, which means that they have many pieces. While you may write much shorter, more casual reports, it’s helpful to go into a bit of detail about formal reports.
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