STRUCTURE OF FORMAL REPORT

What is report?
A report is a structured written document in which a specific issue is examined for
the purpose of conveying information, in order to report findings, to answer a request, to
put forward ideas and make recommendations or offer solutions. An effective report is
one that is written appropriate to its purpose and audience, accurate, logical; clear and
concise; and is well organized into clear section headings. These sections enable readers
to find and focus on specific pieces of information.

Types of report
There are numerous types of reports that are widely used in business. These range
from short informal or semi-formal reports to longer formal reports. The format is
determined by the purpose of the report, the amount of detail required, and the audience
for whom it is intended.

FORMAL REPORT
Formal reports are rarely less than ten pages long and can often run into hundreds
of pages. They are commonly written for a large audience who do not know the writer,
and are sent outside an organization.

STRUCTURING YOUR REPORT

Reports generally contain introductory material followed by a number of sections or
chapters (depending on length) and ending with references and appendices. Page
numbers in roman numerals (e.g. i, ii, iii…) often distinguish introductory material
from the main text. To do this in word, insert a section break in your document. You
will then have two footers, one for section 1 and one for section 2. You can then
format the page numbers differently for section 1 (i.e., i, ii, iii) and section 2 (1, 2, 3).

In longer reports, the body of the text should all be in chapters, and the material
should be organised in the appropriate chapter. Material included should be directly
relevant to the report. Incidental material padding the report will only confuse, if not
irritate, the reader.

 Cover letter/memorandum
 Cover
 Title page
 Summary
 Table of contents
 Table of illustrations, figures, tables, etc. (if applicable)
 Introduction
  Body of the report methodology, findings and discussion
 Conclusions
 Recommendations
 Bibliography
 Appendices (if applicable) Glossary or list of abbreviations (if applicable) Index
(optional)

Cover Letter/Memorandum
We can write a cover letter if the report is to be sent to a reader outside the organisation
and write a cover memo if the report is to be sent to a reader inside the organisation.

Cover
A report may be bound into a folder or professionally produced as a book. The cover
should be attractive. The report title should be on the cover and spine.

Title
The title should be complete and comprehensive, without being so long that it is difficult
to grasp.

Title Page
The report should commence with a title page. This should contain the title which should
be clear and concise, including only essential words. All words in the title should be
chosen with care, paying attention to syntax.
The title page should also contain details, including:
• Full title of the report;
• Name(s) of the author(s);
• Purpose for which the report is prepared;
• Name of the institution for which the report is prepared;
• Month and year of report.

Summary
The summary is a quick overview of the aim, conclusions and most important aspects of
the report. The summary is designed to be read by people who are too busy to read the whole
report. It is therefore essential that it be brief, comprehensive and interesting. The summary is
usually written last.

Table of Contents
There should be a table of contents. The table of contents should reflect exactly the
content of the report (e.g., the headings should be word-for-word the same).
It is important to structure the content of the report in a logical manner, appropriate to
your topic. Within reason, your report will be more readable the more headings and sub-
headings you use (provided they are in a logical progression, i.e., A to B to C, not A to C
to B).

Table of Illustrations, Figures, Tables, etc. (if applicable)

Include separate tables of illustrations, figures (i.e. graphs and diagrams) and/or tables if the
report is four or more pages long and contains a number of graphics, figures or tables.

Introduction
The introduction is the beginning of the major part of the report. Its aim is to provide
all the necessary information so that the reader can understand the main discussion
and the body of the report. It is the place for a broad, general view of your material.
Avoid details that belong properly to the body of the report or the appendices.
 Authorisation or terms of reference:
What is the problem or issue being reported on? Who asked for the report?
 Purpose:
Why is the report being written?
 Background information:
What was the sequence of past events leading to the present problem or issue?
 Scope:
What aspects of the topic will be dealt with? What will be excluded? What kind of
information will be presented?
 Definitions of technical terms and words that you intend to use in a special sense.

Methodology
 Outline the method of investigation or research:
 When and how was the information obtained?
 Outline the sources of information:
 Where was the information obtained?

Findings
Present the facts and results that were obtained through the investigation or research. Restrict
the content of this section to factual information of high credibility. Opinions should be located in
the discussion section of the report. Divide the section into sub-topics and use sub-headings.
Arrange the sub-topics in accordance with a basic plan or logical progression. For example:
Order of time Order of location Order of importance

Discussion
 Analyse and evaluate the facts already presented.
 Present your expert opinions.
 Avoid emotional statements or opinions expressed in a “parent” tone.
 Based on the results of your research, argue the case for and against various courses of
action, estimate the possible effects, and then recommend a suitable course of action.
 Throughout the discussion, refer to any appendices you have attached to supplement the
information in the body of the report.

Conclusions
 Summarise the discussion.
 Summarise your findings and inferences.
 Emphasise the significance of your subject matter.
  Refer briefly to any wider consideration, outside your terms of reference, on which your
report may have a bearing.

!) and print the table of contents.