Formal Report

What is a Formal Report?

A formal report is an official document that presents information, findings, or recommendations on a specific topic. It is structured, objective, and used in professional, academic, or business settings.

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Key Features of a Formal Report:

✔ Formal tone and language – Uses clear, professional, and concise language.

✔ Structured format – Includes headings and subheadings.

✔ Factual and objective – Based on evidence and research.

✔ Purpose-driven – Presents findings and recommendations clearly.

✔ Clear and logical flow – Organises information systematically.

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Structure of a Formal Report

1. Title Page

• Title of the report
• Author's name
• Date of submission
• Recipient's name and designation (if applicable)

2. Introduction

• States the purpose of the report.
• Provides background information on the topic.
• Outlines the scope and structure of the report.

3. Findings

• Presents facts, data, and research on the topic.
• Uses subheadings for clarity.
• Includes examples, statistics, and observations.

4. Conclusion

• Summarises the main findings.
• Restate the significance of the information presented.

5. Recommendations

• Provides suggested actions based on findings.
• Uses bullet points for clarity and emphasis.

6. References (if applicable)

• Lists of sources of information used in the report.
• Uses a consistent referencing style.

7. Appendices (if needed)

• Includes graphs, tables, or additional data.

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Steps to Writing a Formal Report

Step 1: Identify the Purpose

• Define why the report is being written.
• Understand the target audience.

Step 2: Gather Information

• Conduct research or collect relevant data.
• Organise information logically.

Step 3: Draft the Report

• Follow the structured format.
• Use clear headings and subheadings.
• Maintain an objective tone.

Step 4: Edit and Proofread

• Check for grammar, punctuation, and spelling errors.
• Ensure clarity, accuracy, and logical flow.

Step 5: Finalise and Submit

• Make necessary revisions.
• Ensure it meets the required word limit (250–300 words).
• Submit a well-formatted final copy.

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Example Formal Report Topic

"Report on the Impact of Social Media on High School Students"

• Title Page: Report for the School Governing Body.
• Introduction: Purpose of report—examining social media effects.
• Findings: Includes student survey results and expert opinions.
• Conclusion: Summarises main observations.
• Recommendations: Suggests digital well-being workshops.
• References: Cites research articles and statistics.

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Checklist for a Well-Written Formal Report

✔ Is the report structured with clear headings?

✔ Does the introduction provide context and purpose?

✔ Are findings factual, well-organised, and relevant?

✔ Does the conclusion summarise key points?

✔ Are recommendations practical and based on findings?

✔ Is the tone formal and objective?

✔ Are grammar, punctuation, and spelling correct?

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Tip: Use formal language and back up your findings with facts to maintain credibility!