D. Haugli, Lecturer Aer E 161 Aerospace Engineering
9/9/2004 Letter Report Format, Page 1 Iowa State University
Letter Report Format
A letter report is a brief report that summarizes progress on an experiment, or the results from an
experiment that is part of a larger (or ongoing) project. The report includes results, analyses and
conclusions from the experiment, and may also include preliminary analyses and/or conclusions
for the larger project. The report is typically addressed to a supervisor, to colleagues on the
project team, or to clients.
The report is a form of formal business letter. Include the date, a return address (or be printed on
letterhead with the return address), and the address(es) of the intended recipient(s); a greeting
(such as “Dear John:” or “Dear Dr. Doe:” is optional. Include a salutation (such as “Sincerely,”)
followed by the signature(s) and typed name(s) of the author(s) at the end of the letter. If the
report is more than two pages long, include page numbers.
Begin the letter with a paragraph that describes the purpose and layout of the letter. For
example,
“This letter summarizes the results and analyses of thrust measurements preformed
on Estes C6-3 and C6-5 model rocket engines. The letter begins with a brief
description of the purposes and background for the experiment, followed by
experimental objectives, equipment, procedures, results, analyses and conclusions.”
Include the following headings/sections as described below. (More than one heading/section
may appear on the same page.)
1. Purpose, Background & Theory. This section is optional, depending on the intended
recipient. For example, a supervisor might already be familiar with the background and
may not need (or want) the information; in contrast, a client might be confused without it.
Describe why the experiment was conducted and how it fits into the larger project.
Provide background such as research into past experiments, results found by other
researchers, and theoretical equations.
2. Objectives. List specific objectives of the experiment. For example:
“The objectives of this experiment were to:
• Test fire three C6-3 engines and three C6-5, obtain thrust curves, and
compute burn times and total thrust;
• Analyze the data statistically (including an error analysis); and,
• Compare computed results with expected performance for these engines.”
3. Equipment. Include a complete list or table of equipment with model numbers, serial
numbers, or other identification information. Include diagrams and instructions for
assembling the equipment.
