To write a letter report, discuss the details of the report using a business letter format and formal tone. Unless the recipient asked for them, do not include the conclusions and recommendations. Keep your letter brief, and limit it to no more than one page.
- Use a business letter format and formal tone
Using a business letter format, begin the letter with a proper salutation. Keep the tone formal. Create a mental outline to follow in writing the details of the report. Incorporate that outline into the letter.
- Write the details
State the problems and specify the actions that have been taken to investigate these problems. Write about whether you were able to conduct your research successfully. Be sure to include all the statistics and pieces of evidence you have collected, and talk about the current status of the problems.
- Insert the conclusions and recommendations
If company policy requires you to include your conclusions and recommendations in your report letter, insert them before your closing salutation. Focus on the most significant conclusions and recommendations you have reached based on the results of your research.
- Review, edit and proofread your letter
Before sending your letter, be sure to review, edit and proofread it.