Formal Reports : Formal reports are often produced as the result of an investigation or request for information required by management. A formal report can be similar in layout and content to the informal report but may contain five sections instead of two. Each section might require a heading. Examples of these headings could include:
1. Terms of reference. These outline who gave the instructions for the investigation or whatever, the nature of the investigation, the extent of the enquiries and the nature of the information required. This helps you to clarify in your own mind exactly what you are meant to be considering.
2. Proceedings, Procedure or Action Taken. This should consist of a list of actions, with dates and times, when they took place. Actions could include examination of sites, equipment and processes and visits to other places, etc. No information is given at this stage.
3. Findings. In this section, all the facts are listed - as in the first section of the informal report. If more than one item or situation is being investigated, this section can be divided up by appropriate sub-headings with numbered or lettered details.
4. Conclusion. This section is for the writer to express husker conclusions and/or opinions and must refer to the findings. They should express the - result of logical reasoning and deduction from the facts.
5. Recommendations. You might not be asked to make suggestions as to what action should be taken but, if you are, there are some do's and don'ts to be considered:
a) DO be practical. Consider the effect your recommendations could have on your colleagues if they were adopted. Be precise.
b) DON'T suggest that further investigations should be made (unless there are good reasons why your investigations were not adequate or sufficient).
c) DON'T let your wishes dictate your recommendations when all the facts point to a course of action that you would find unwelcome. Be anxious about making important recommendations.
Major decision is not likely to be made on the basis of your report alone! Writing a report after collecting facts and drawing conclusions ought to be at least a two-day process. Once your report is written, keep it for twenty-four hours and then read it again. It is surprising how many alterations and/or corrections you will wish to make after you have "slept on it".
Finally, as with the informal report, the final draft of your formal report should be signed and your status added, with the date that you produced the report.