1.

Prefatory Parts of a Report

Prefatory parts are closely related to the formality and length of the report. These parts provide key preliminary information so that readers can decide whether to and how to read the report. Many authors named the prefatory parts as preliminary parts. These parts are placed before the text of the report and are generally prepared after writing the report body. The prefatory section consists of the following parts:

Cover page:

The very first part of a formal report is the cover page that simply writes the title of the report. The cover should stand the title of the report in the upper center, the name of the receiver in the middle center, and the name of the writer in the lower center.

Title page:

As the name indicates, the title page contains the title of the report along with some other information as the identification of the report. Following this is the title page, which, in addition to the title, carries the names of the writer and the person who authorized the writer to submit the proposal, along with his designation, official address and contact details. In general, the title page lists the following standardized information:

(i) The title of the report.

(ii) The name, position, and address of the person or group whose report will be submitted.

(iii) The name, position, and address of the person or group no prepared the report.

(iv) The date of submission of the report.

Letter of authorization:

The letter of authorization is a letter through which someone is requested or authorized to write a report. The main objective of this letter is to authorize the researcher to conduct the study and investigation. It is a covering letter because it transmits the report. This is followed by the transmittal or cover letter written by the person writing the proposal. This letter specifies the research problem, scope of the study, objectives, time allowed and money sanctioned, etc. Such a letter may be authorized orally or written. In the case of written authorization, a copy of the authorized letter should be included after the title page. If the report is authorized orally, the writer may mention it in the preface.

Letter of transmittal:

The letter of transmittal is a letter that transmits the report to the reader. It informs the readers about the reported problem and summarizes the findings, conclusions, and recommendations. It also acknowledges anyone who helped during the study and thanks to the person who authorized the study. In a book, this section is called preface. The letter of transmittal usually appears right before the table of contents.

Table of contents:

The table of contents is the list of various headings and subheadings of the report contents along with the corresponding page numbers. It provides an outline of the structure of the proposal. The table of contents is very important in a long report because it enables the readers to locate their desired topics quickly. The headings should be worded exactly as they are in the text of the report. It is vital to align these headings with adequate gaps and leaders to give a clear presentation of information. In many long reports, separate tables for graphs and diagrams are provided.

Executive Summary/ Abstract:

Executive summary as a brief overview of the report. It reviews the entire report from beginning to end. This portion contains brief information about the contents that come into view in the proposal. The main purpose of an executive summary is to give readers a quick preview of the contents. The reason of this summary is to provide a bird’s eye view of the topic for fast inspection by busy executives. It highlights the contents discussed in the body of the report and includes a brief description of the problem, procedures, findings, conclusions, and recommendations.

 

2.

A letter of transmittal is a type of short cover letter or business letter that accompanies a document to explain the purpose or importance of it. This letter clarifies correspondence by putting the documents sent into context, to keep confusion at a minimum. Recipients understand what they received and why they received it. For larger documents, a transmittal letter may also include details of important elements. Transmittal letters also clarify requirements or instructions regarding the attached documents.

For example, if you submit a report explaining why sales dropped significantly over the last quarter to company headquarters, you would attach a letter of transmittal to briefly explain what the report is for. This tells recipients what to expect in the attached document, so they understand it's importance. Here are some examples of how a transmittal letter is used:

When you need to explain requirements or instructions regarding an attached document

When sending contracts or drafts that require review or approval

When you need to explain why an attached document should be read and considered

When important points of a document need emphasis

When a project has deviated from original plans

When an attached report reflects decisions made after a submitted proposal

When unanticipated challenges occurred, pushing back a project

When a project yielded unexpected outcomes

When to use a letter of transmittal

A transmittal letter is normally used to communicate information in writing to recipients outside of your organization who are not fully involved in your project. Here are the most common uses for letters of transmittal:

Scientific and technical reports

Financial reports or information

Project proposals or specific details

Confidential and sensitive documents

How to write a letter of transmittal

There is no specific way to write a transmittal letter, but most will follow a standard business letter format and be typed on letterhead. Here is the general format to follow when writing your letter:

Include heading with the date and recipient's address.

Greet the recipient appropriately.

Write the letter body.

Include a short closing paragraph.

1. Include heading with the date and recipient's address

Include a heading with your full name and company address, located in the top left corner of the page. One line below your name and address put the date you wrote the letter. Then, one line below the address put the recipient's full name, official title, organization and address.

2. Greet the recipient appropriately

Begin your transmittal letter with a short greeting addressed to the recipient of the letter.

3. Write the letter body

The body of the letter will normally include four sections:

The purpose of the letter: This section introduces the accompanying document and gives the reader context. Explain what the document is and why you sent it, so the recipient can respond and handle the document appropriately.

Details about the attached document: This section contains an overview of important details or highlights of the attached document the reader should know prior to reading it. Make sure to state the name of the document you have attached.

Request for follow-up or further instructions: This section may offer a suggestion to the recipient to contact the sender for more information or provide instructions on what to do with the attached document such as to review and sign it.

Contact information: Provide this information to the recipient so they can follow-up to ask questions or get clarification on details in the document.

4. Include a short closing paragraph

In the conclusion, include final remarks about the attached document, a thank you to the recipient and a closing salutation such as "Sincerely, [your name]".

Related: 5 Steps for Great Business Writing

Tips for writing a letter of transmittal

The following tips will help guide you in writing a well-received transmittal letter:

Be clear. Your recipient should be able to easily read and understand exactly what the document attached is for. Keep the flow of the letter logical and use non-technical language unless necessary.

Be concise. The purpose of a transmittal letter is to simply provide important information about the accompanying document. Keep your letter to less than a page with sentences briefly outlining only the specific details the recipient needs to know prior to opening your document.

Be friendly. A more conversational tone is acceptable for transmittal letters, though they are still formal letters. Establish goodwill and maintain a positive tone throughout the letter.

Send with the document. A letter of transmittal should be treated as a separate document, but always sent at the same time as the document it introduces. This will ensure the recipient knows exactly what document the letter is referring to because it is directly attached.

Keep a copy. Along with the original letter you mail or email to your recipient, keep a copy for your files in case you need it for future reference.

Proofread. Always proofread your letter prior to sending it to check for errors and make sure you have communicated information clearly and fully.

 

3.

Since the message is being transmitted to only one person, you should work to make that message be personal. That way the reader feels like you have an understanding about what they are trying to learn.

4.

You construct the executive summary by summarizing the parts of the reports in order and in proportion. You should clearly identify the topic, purpose, and origin of the report; state at least briefly what kind of research was conducted; present the key facts, findings, and analysis; and state the mina conclusions and recommendations.

5.

That way the reader can understand the main talking points of the report that they will get. This will allow them to know which parts are more important that others that they might read during the report.