Cover Letters for Reports
Guidelines and Alternate Phrases
Mention the report you are enclosing.
I’ve enclosed our activity report for….
Enclosed is the feasibility study you requested on the possibility of….
I’ve attached my conclusions about the work to be done on….
Summarize the key conclusions and recommendations. This overview may be the only part of your report the executive decision-maker reads.
After careful study of the area, we have concluded that extending the gas lines to this Keystone development would not be economically advantageous.
Our audit shows a serious problem with inventory control; our calculations suggest an excess of $250,000 in out-of-season inventory.
Our analysis of the staffing needs reveals a shortage of at least four field engineers and two equipment operators.
Our primary recommendation is to terminate the contract.
My suggestion is to begin study immediately on the feasibility of….
Give your opinion, if appropriate, about the work undertaken and its benefit to the organization.
I think we should hire the staff necessary to complete the project by year’s end. With that information, we should be able to budget more accurately for the coming nine quarters.
With this information in hand, I think we are in a superior position to make an offer on the Haverty property.
The results of this study should minimize considerably the risk in our moving ahead with the marketing plans.
With this latest data, we should have solved our processing problems for the Ohio regions.
Suggest a next action step, if appropriate.
If you think these preliminary results are inconclusive, I suggest we contract with Belton Associates to complete a brief study of….
I suggest your office draft a letter to the would-be buyers to make them aware of the extenuating circumstances.
If you think more work should be done in this area, we can always…before making a final decision.
If you agree with these assumptions and conclusions, I suggest we seek budget allocations of $10,000,000 to….
Thank a client for the opportunity to conduct the work. If you’re submitting an internal report, you may want to acknowledge help from other sources within your own organization.
Thank you for the opportunity to be involved in this project.
I appreciate your seeking our expertise before making the final decision.
Thank you for funding this study—the results should be far-reaching for our employees and the community at large.
I also want to take this opportunity to make you aware of the help our Marketing Department (John Turner and Kay Tibbs) provided in gathering this information.
Mark Fritz also contributed valuable insights on these figures and the related issues. Both he and I have appreciated the opportunity to look into this situation further.
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