A report is a document that gives information about a situation in a well-organized format. It targets a specific audience, and it is purposeful. Reports present facts and sometimes analyze them to provide a meaningful conclusion. The process of writing a report should involve research. In that context, one needs to identify a topic, collect data, organize it so that someone else can understand the message.
The Structure of a Report
To whom do we write the reports, why do we write them, and how do we relay the information?
Target Audience
Reports are written by researchers, students, learning institutions, companies, financial institutions, and other profit-based organizations.
The Layout of a Report
A good report is clear and professional. Reports have sections as portrayed in the following context.
• Title
You can include any relevant information on the cover page. The cover can have the title of the report, the company’s logo, the name of your organization, and contact information.
• Table of Content
If the report is long, it is vital to include a table of content. That helps the readers to track and find information in the report. Most of them are too long.
• Executive Summary
In summary, this section outlines an overview of the report. It includes the main elements, conclusions, and recommendations of the report. A summary can have 400 to 500 words that amount to a page.
Do not write everything on the summary page; present the most relevant points. More details can feature in the subsequent sections of the report.
• Introduction
The introduction part of the report explains the background of the problem. It tells the reader why you wrote it. The section presents the objectives of the writing in detail. In the report, you need to highlight the methods used and the results found.
• The Body
It presents the main content of the report, and this section includes technical terms. The body captures all the procedures or methods used to write it. It is essential to include the materials and indicate the steps the entire process took.
The body contains the results (also known as findings) that summarize the investigation. The information can appear on graphs, tables, or any crucial statistical diagram. If you want to prepare an annual financial report, attach the cash flow statements and balance sheets. Bar graphs, line graphs, and pie charts are easy to interpret. An impressive document should have such graphical content to reinforce the evidence.
Once the findings are in order, the main body can wind up with a discussion. The discussion explains how you gathered the facts and evidence for the report.
• Conclusion
The report ends with a convincing conclusion. It should put everything together and state the significance of writing it. Without introducing any new idea, conclude by summarizing the critical points.
• Recommendations
Why do we write reports? Well, the core reason is to promote business efficiency. An impactful report will end by providing positive insights. Those ideas help corporations in decision-making and planning for the future. The recommendations ensure that organizations improve and correct past mistakes.
• References
If the report relies on some external information, it is ethical to include them on the reference page. References provide proof of the data. They also help curious readers track and reach the original sources of data.
• Appendix
Any extra technical information can appear in the appendix section. Those may include images, statistical charts, questionnaires, and other materials not cited in the body.
Why Do We Write Reports?
The two main categories of reports are Informational and Analytical Reports. Informational Reports include facts, and it lacks analysis or recommendations. An analytical report provides data and its analysis. Effectively, it should recommend something.
It is vital to identify the type of report you want to write. There are different types, and the list includes departmental reports, progress reports, internal reports, annual financial reports, management reports, periodic reports, and compliance reports.
Regardless of the topic, ensure your report writing adheres to the standards.