33.1 – Important points to remember
A report is divided into four or five areas:
- Terms of Reference- This section gives background information on the reason for the report. It usually includes the person requesting the report.
- Procedure- The procedure provides the exact steps taken and methods used for the report.
- Findings- The findings point out discoveries made during the course of the report investigation.
- Conclusions- The conclusions provide logical conclusions based on the findings.
- Recommendations- The recommendations state actions that the writer of the report feels need to be taken based on the findings and conclusions.
- Reports should be concise and factual. Opinions are given in the “conclusions” section. However, these opinions should be based on facts presented in the “findings”.
- Use simple tenses (usually the present simple) to express facts.
- Use the imperative form (Discuss the possibility …, Give priority …, etc.) in the “recommendations” section as these apply to the company as a whole
33.1.0.0.1 –
33.1.0.0.2 – Report format:
Title page – the subject of the report, author, date
Terms of reference – who ordered the report, when and why, any conditions
Contents page – all section numbers and titles, using exactly the same wording as in the report
Abstract – brief summary of the report – task, a summary of conclusions and recommendations
Introduction – background information
The main body of the report – findings, description, facts, opinions, etc. This must be well structured
Conclusion – summary of results
Recommendations – usually in the form of a list
Appendices (not always necessary) – additional details, tables, graphs, detailed analysis. These must be numbered and cross-referenced in the text
Glossary (not always necessary) -explanation of any specialist terms
Bibliography – References to any books, journals, etc. which were used either for background reading or directly quoted in the report.
They should be arranged alphabetically by the author’s name The reference should include: author, date of publication, title, edition, place of publication, and publisher.
Report writing is an essential skill for professionals.
A report aims to inform, as clearly and succinctly as possible.
Below are some general guidelines, but you should check on what is expected.
A report is similar to an essay in that both need:
- formal style
- introduction, body and conclusion
- analytical thinking
- careful proof-reading and neat presentation
A report differs from an essay in that a report:
- presents information, not an argument
- is meant to be scanned quickly by the reader
- uses numbered headings and sub-headings
- uses short, concise paragraphs and dot points where applicable
- uses graphics wherever possible (tables, graphs, illustrations)
- may need an abstract (sometimes called an executive summary)
- does not always need references and a bibliography
- is often followed by recommendations and/or appendices
Presentation and style are important. First impressions count, so consider these simple tips:
- use plenty of white space
- ensure the separate parts of your report stand out clearly
- use subheadings
- allow generous spacing between the elements of your report
- use dot points/ numbers/ letters to articulate these elements
- use tables and figures (graphs, illustrations, maps etc) for clarification.
- number each page
Avoid these:
- the inclusion of careless, inaccurate, or conflicting data
- the inclusion of outdated or irrelevant data
- facts and opinions that are not separated
- unsupported conclusions and recommendations
- careless presentation and proof-reading
too much emphasis on appearance and not enough on content