This document outlines the key components of a report and how to structure one effectively. It discusses that a report presents specific information in a clear format to address a problem or issue. The standard structure includes an introduction, main body with sections, conclusion, recommendations, references, and appendices. Using a template can save time when creating multiple reports with similar elements.
2. Introduction to Report Writing
A report is a short, sharp, concise document which is written for
a particular purpose and audience.
Specific information and evidence are presented, analyzed and
applied to a particular problem or issue.
The information is presented in a clearly structured format
making use of sections and headings so that the information is
easy to locate and follow.
3. Structure of a Report
1. Title Section
2. Contents (Table of Contents)
3. Executive Summary (Abstract)
4. Introduction
5. Main body
6. Conclusions
7. Recommendations
8. References
9. Appendices
4. Title Section
If the report is short, the front cover can include any information that
you feel is necessary including the author(s) and the date prepared.
In a longer report, include a table of contents and a definitions of terms.
Contents (Table of Contents)
A list of the major and minor sections of your report.
It should list the different chapters and/or headings together with the page
numbers.
You may want to number chapter headings and subheadings in addition
to providing page references.
5. Executive summary
It includes a summary of the major points, conclusions, and
recommendations. It needs to be short as it is a general overview
of the report.
Some people will read the summary and only skim the report, so
make sure you include all the relevant information.
It would be best to write this last so you will include everything,
even the points that might be added at the last minute.
6. Introduction
The first page of the report needs to have an
introduction.
You will explain the problem and show the reader
why the report is being made.
You need to explain how the details of the report are
arranged.
7. Main body
This is the main section of the report.
This section needs to include several
sections, with each having a subtitle.
Information is usually arranged in order of
importance with the most important
information coming first.
8. Conclusion
In the conclusion you should show the overall significance of what has
been covered.
Include the most important points that have been made in the report or
highlight what you consider to be the most central issues or findings.
No new material should be introduced in the conclusion.
This is what needs to be done.
This section is for your suggested solution to the problem and/or what
you think should happen next, i.e. the action(s) you recommend.
Explain your recommendations, putting them in order of priority.
Recommendations
9. References
This is a list giving the full details of all the sources to which
you have made reference within your text.
Appendices
This includes all the information (graphs, charts, tables or
other data) you used in your report but did not include in the
body.
10. Using a Template to Write Reports
When you create a report that is based on an existing report template, you
build the report on a template that already contains objects.
This can save you time designing a new report.
Templates are particularly useful when you want to create several reports
that require one or two of the same objects.
A report can be created containing one or two common objects, and saved
as a template.
Then you can build reports based on the template and simply add individual
objects required by each report.