Most readers must be able to find the information they want quickly, so make sure the report has headings and subheadings that will allow for quick assimilation of information. Organisations follow specific, conventional standards for report compilation and data presentation. Adhere to corporate standards, improvise wherever standards are absent and use discretion as necessary.
Standard Report Structure
1. Title
The title appears on the front cover, printed in suitable font type, style and size. In all cases a contents page must be included.
2. Executive Summary
This section is vital and must contain a concise description of the report's main points, conclusions and recommendations. Keep the summary as brief and free from jargon, so it is easily understood. Senior executives may have only enough time to read the executive summary and will draw their conclusions from its contents.
3. Introduction
Give a brief explanation of the background and context, explaining why the report is important. Include the ?Terms of Reference? here.
4. Main Body
Develop the main subject matter, stating the problem, relevant data and the explanation / interpretation of such data. Discuss the expected effect of the changes under deliberation. The topics must be arranged in a logical manner. Number paragraphs and sub-paragraphs in a hierarchical fashion, i.e. 1, 1.1., 1.1.1., 1.1.2, etc.
5. Conclusions and Recommendations
Give the logical conclusions of your investigation. Include a brief discussion of your proposals.
6. Appendices
Appendices appear at the back of the report. Put the technical details and detailed analysis here, as only specialists are likely to read this section. If you feel that some technical detail will add weight to your argument, include it in the main body of your report; otherwise, you should present it in an appendix and make reference to it in the main narrative.
Conclusion
Clarity of purpose is a crucial factor of creating a good report. Also important is addressing the requirements of your audience, ensuring the report content can be understood. Follow standard conventions when drawing up the report. Ensure the content is concise and well organised, with the ideas set out in a logical sequence.
