Letter reports are a concise form of reports. A letter report is a report presented in letter form (Lesikar and Pettit, 2002:442). It is primarily used to convey information to individuals outside the organization, especially when it needs to be sent by mail.
Components of Letter Reports
A letter report typically includes the following components:
- Date
- Inside address
- Salutation
- Body
- Complimentary close
- Signature
- Reference section
The letter report often features a subject line, usually positioned a line or two below the salutation. Its length can vary from two to five pages and may serve either an informational or analytical purpose.
Features of a Letter Report
Letter reports are designed for shorter problems that can be adequately covered in two to five pages. However, there are no strict rules on this point, and longer letter reports, i.e., 10 or more pages, have been successfully used in many instances.
Letter reports are typically written in a personal style, often using pronouns like I, You, or We for a more informal tone.
These reports can be organized in either direct or indirect order.
The structure of letter reports resembles that of longer reports.
Letter reports typically conclude with a goodwill note, which should convey a friendly sentiment appropriate for the occasion.
Guidelines for Writing a Letter Report
- Start by writing the date of the report.
- Include the inside address of the recipient.
- Use an appropriate salutation.
- If the letter report follows the direct order, begin with a subject line. The subject line consists of descriptive words placed at the top of the letter, usually immediately after or before the salutation. Alternatively, you can omit the word “subject” and the colon and type the entire subject description in capital letters.
- Organize the body of the report as follows: a) The first paragraph may contain elements such as a pleasant greeting and authorization, the date, the name of the person making the request, the purpose or aim, the problem or issues to be discussed, conclusions or results, and a layout or plan. b) The middle paragraphs should present information objectively, without emotional appeals. Include all relevant facts, both favorable and unfavorable, in a neutral manner. Mention sources or methods and emphasize findings or results. Use headings, visual aids, and transitional sentences as needed. c) The last paragraph should provide a friendly and pleasant conclusion to the report. If you need to make conclusions or recommendations, do so just before the last paragraph. If appropriate, offer to discuss the matter further or suggest a meeting at the reader’s office.
- Close the report with your signature in a courteous manner.
- Include references if necessary.
Structure of a Letter Report
The Letter Text Combination Form for long and formal reports includes three major parts: Introductory parts (Title Page, Authorization Letter, Letter of Transmittal, Acknowledgment, Table of Contents, List of Illustrations and Graphs, Executive Summary or Abstract), the body of the report (Introduction, Description, Conclusion, Recommendations), and Appended parts (List of References, Bibliography, Glossary, Appendix, Index).
The structure of a report can be organized in three distinct ways, each serving a specific purpose and context:
Letter Form
Utilized for brief and informal reports, the Letter Form comprises several essential components including the Heading, Date, Address, Salutation, Body, Complimentary Close, and Signature.
The body is further segmented into Introduction, where the problem is stated; Findings, presenting the results of the investigation; and Recommendations, concluding the body with suggested courses of action. Below is a representation to illustrate the structure of a report in Letter Form.
| Sample Report in Letter Form |
|---|
| To: [Receiver’s Name] From: [Sender’s Name] Date: [Date of the Memorandum] Subject: [Subject/Topic of the Report] [Main Text] The main text of the memorandum provides a detailed account of the subject matter. It begins with an introduction, outlining the purpose and context of the report. This is followed by the main content, which presents the findings, data, or information relevant to the topic. The text is organized in a logical manner, ensuring clarity and coherence for the reader. Conclusion The conclusion summarizes the key points discussed in the main text, drawing inferences and providing a concise overview of the findings. It may also include recommendations or suggestions based on the information presented. Attachments (if any): Documents, charts, graphs, or any supplementary material related to the report. Note: This is a generic sample of a memorandum form. Specific details, content, and format can vary based on the organization’s requirements and the nature of the report. |
Memorandum Form
The Memorandum Form is a straightforward method for report presentation, where formalities are minimal. It begins with the Date, followed by the Receiver’s Name, Writer’s Name, and the Subject of the Report. Subsequently, the main text and conclusion are presented.
| A Sample of the Memorandum Form |
|---|
| [Your Company/Organization Name] [Your Company/Organization Address] [City, State, Zip Code] Date: [Date of the Report] To: [Receiver’s Name] [Receiver’s Position/Title] [Receiver’s Company/Organization Name] [Receiver’s Address] [City, State, Zip Code] Dear [Receiver’s Name], Subject: [Subject/Topic of the Report] Introduction: The purpose of this letter is to address [specific problem or topic]. Over the past [specific time frame], we have conducted a thorough investigation into [brief description of what was investigated]. Findings: Our investigation has revealed the following key points: [Finding 1] [Finding 2] [Finding 3] … and so on. Recommendations: Based on our findings, we recommend the following courses of action: [Recommendation 1] [Recommendation 2] [Recommendation 3] … and so on. We believe that implementing these recommendations will address the issues identified and lead to [specific positive outcome]. Please review the findings and recommendations presented in this report. We are available to discuss this further and provide any additional information you may require. Sincerely, [Your Name] [Your Position/Title] [Your Contact Information: Email/Phone Number] Attachments (if any): Documents, charts, graphs, or any supplementary material related to the report. Note: This is a generic sample of a report in letter form. Specific details, content, and format can vary based on the organization’s requirements and the nature of the report. |
Letter Text Combination Form
For long and formal reports, the Letter Text Combination Form is employed. This comprehensive form consists of three major sections:
Introductory Parts
These include the Title Page, Authorization Letter, Letter of Transmittal, Acknowledgment, Table of Contents, List of Illustrations and Graphs, and an Executive Summary or Abstract, providing an overview of the report.
Body of the Report
The body encompasses the Introduction, detailing the authorization, purpose, scope, problem statement, hypothesis, methodology, and definitions; Description, organizing and explaining the collected data with charts, graphs, and tables; Conclusion, drawing results based on facts and data; and Recommendations, offering realistic and fact-based opinions.
Appended Parts
These comprise the List of References, Bibliography, Glossary, Appendix with additional data, and Index for easy navigation.
Each section of the Letter Text Combination Form serves to convey detailed information, facilitate understanding, and provide a comprehensive view of the subject matter, making it a versatile structure for extensive reports.
Conclusion
The main components of a letter report structure include the heading, date, address, salutation, body, complimentary close, and signature. The body of the report is further divided into introduction, findings, and recommendations.
A letter report can be organized in three ways: Letter form, Memorandum form, and Letter Text Combination form. Each form has its unique structure and is used based on the nature of the report.