Formal report writing

Formal report writing

Writing Example


From : David Koman
To : The principal of Holy Family School
Date : February 11, 2013
Sub : Plastic Awareness CampaignYou recently asked me to submit a short report on “The Plastic Awareness Campaign” that I have been conducting in the neighborhood. You asked that I submit a report within three weeks of the start of the campaign.

The Plastic Awareness Campaign has been held in 12 schools till now. Workshops, interactive sessions are well as pamphlets are an integral part of the campaign.

Students have demonstrated a keen interest in our campaign. More than a hundred students have come forth to join the campaign and encourage people to use plastic wisely. Students enroll in workshops conducted by Mr. Denilson and other students of Holy Family School. They are asked to explore alternatives other than plastic to both the environment and man.

The response to “The Plastic Awareness Campaign” has been positive. Students show a lot of interest in pursuing this campaign, even outside of school grounds.

I would like to recommend that the Campaign continue for another two months. This will make it possible to educate several schools in the city. It would also be helpful if students are taught how to make simple paper bags using old magazines and books.

We can make “The Plastic Awareness Campaign” a running success in the city. Another more detailed report will duly be presented to you, in the event that the plastic campaign is extended.

David Koman
Campaign leader


Learning Points

A formal report is a five-section composition, suitable for investigations, case studies, experiments, etc., that are reported to one’s seniors. It can be submitted in schools, colleges, universities, organizations and companies.

Here are some basic features of a formal report :

– The report always starts with “From“, “To” and “Date“. It states the name of the writer, the name of the person the report is being addressed to and the date of the report.

– The report must have a title or a subject. This indicates what the report is about.

– The first section of the formal report is the introduction. It outlines what the writer was asked to do as well as names the person who ordered the report. It also states the date by which the writer must submit the report.

– The second section shows the steps taken by the writer. This may include visits to places, interviews, surveys, etc.

– The third section of the formal report consists of the findings. This forms the core part of the report. If the information is lengthy, it is often presented under sub-headings.

– The fourth section is the conclusion of the report. The writer arrives at a conclusion based on the findings.

– The fifth section contains the recommendations and suggestions of the writer.

– The report may also contain a section that provides further information for the person to whom the report is addressed.

– The formal report ends with the writer’s name and designation. They are written on the left hand corner of the page.

– Formal reports that are very long often have a table of contents. They may also contain a list of references.

Leave a Reply

Your email address will not be published. Required fields are marked *