A report can be described as a document that presents data in an organized configuration for a particular aim or group of people and can either be oral or written.
Reports are important in our everyday lives as they are used in almost every industry. Moreover, they are advantageous to progression in business as it provides a backbone to the decision-making process contributing to an effective and efficient work environment. Most of the skills and information of experts are conveyed through the use of reports.
They can be used in providing solutions to problems that arise in the workplace and commune policies and planning in an organization. They normally use features such as graphs, tables, pictures or audio to convince a certain crowd to perform the required actions or notify the reader on what the subject matter is. Reports should be accurate and transparent to avoid any confusion or catastrophic outcomes. The major sectors of a standard report writing format are:
- Title: this section has the name of the writer plus the date the report was prepared
- Summary: the section contains all the main points, conclusions, and recommendations that are discussed in the report. It serves as the abstract. The summary should be short with a general outline of the report. Most people normally read this section then skim through the report so it is necessary to include every chief point. It should be recorded last to ensure that every important objective is taken into account.
- Introduction: this section explains the issue at hand and the purpose of the report and is the first part. Definition of key terms should be exhausted at this point and an explanation of the report’s organization.
- Body: this is the main part of the report since it contains what is being discussed. The data should be recorded in descending order of importance from the most important to the least. Information should be arranged properly with each section with its own subtitle.
- Conclusion: this section is also one that is mostly read with the summary as it is where the writer discusses or simplifies the body. It should be free of any slang or technical language to be easily understood by the reader.
- Recommendations: the section discusses what should be done to solve the problem arising in the conclusion. The recommendations should be explained and arranged in an orderly manner, the first being the one with the most priority.
- Appendices: This section includes the technical features that back up the conclusion and any relevant information that the field professionals will read.
Report format writing guidelines
Pronouns should be incorporated so as to maintain integrity and avoid use of a lot of words. Each sentence should be limited to only one idea and they should be easy to comprehend, short and straightforward to save time and avoid any errors.
Vagueness should be avoided by using clear and specific words. The language used should be simple and should stick to observable facts. The report should be organized in paragraphs to make it easier and more logical to the readers.