The introduction
Every report should have an
introduction, which should normally include:
1.
A statement of the report’s purpose
2.
Key background information
3.
A brief outline of the contents
4.
Definition of technical or specialist terms
The Main Body of the Report
Ideally, the main body of the
report would be arranged to suit the specific need of the reader.
However, it can help working with a standard design, and the following 9
point structure offers a good starting point.
1.
Clarify the problem or situation. Briefly
outline the nature of the situation which has prompted the need for the
report.
2.
Reveal the relevant facts. Display in an
appropriate manner the facts which are essential for a complete
understanding of the report.
3.
Establish the root causes or key factors.
Ensure that your report distinguishes between the ‘vital few’ and the
‘trivial many’: Streamline the information you are presenting.
4.
Develop a variety of alternative solutions.
Offer a range of possible solutions, after having established
appropriate selection criteria.
5.
Evaluate alternatives against selection
criteria. Test each possible course of action against common criteria,
to choose the most suitable to implement.
6.
Conclusions and recommendations. Most
reports will require the writer to come to some form of conclusion about
an existing situation, or to recommend a suitable future course of
action.
7.
The recommendation should be very clearly
and simply written, and should state not only what is to be done, but
who should do it, when it should be taken and by whom. You may wish to
present the recommendation in the form of an action plan.
8.
Within each section the same logic and
order should apply, so that a clear presentation will be made of the
facts and their sources. At each stage these facts should be analysed
and explained, so that all implications are clear to the reader.
9.
By the end of the body of the report the
reader should possess all the necessary information, and be able to
understand all the alternatives which have been presented. Within this
part of the report it might be appropriate to consider any wider
implications which might have an impact on the implementation of the
recommendations.
The Summary
We all recognise that we
concentrate more at the start and end of any activity. So by providing a
short, punchy summary of the key points, you keep your reader’s interest
right up to the end.
Appendices
It may be desirable or
necessary for the reader to have access to much of the background
information used in the preparation of the report. This can best be
achieved by assembling such information in appendices to the report.
Be careful about what to
include in the main body, and what to make available in the appendices.
If the information is essential for the report to achieve its objective,
then the data should be in the main body.
If however the information is
more of a background nature, and might distract the reader from the flow
of the report, then it should be separated out and attached as an
appendix.
Synopsis
There are many occasions when a
synopsis is desirable, if the report is more than a few pages long, a
brief summary of the main points will quickly enable a potential reader
to grasp the key points. In some scientific or research circles a
synopsis is mandatory.
A synopsis should include the
following four points:
1.
A brief statement of the report’s
objective.
2.
A summary of the discussion included in the
main sections.
3.
A summary of the alternative courses of
action.
4.
A resume of the conclusions and
recommendations.
A good synopsis will interest
the reader in the whole report and for this reason, it is normally
placed right at the front of the report.
For General Reports
Typical structure template for writing a report:
§
Title, author, date.
§
Contents.
§
Introduction and Terms of Reference (or aims/scope for
report).
§
Executive Summary or Synopsis (1 page maximum) containing
main points of evidence, recommendations and outcomes.
§
Background/history/situation.
§
Implications/issues/opportunities/threats,
with source-referenced facts and figures evidence.
§
Solution/action/decision
options with implications/effects/results, including financials and
parameters inputs and outputs.
§
Recommendations and actions
with input and outcomes values and costs, and if necessary return on
investment.
§
Appendices.
§
Optional Bibliography and Acknowledgements.
Map out your structure before you begin researching and writing your
report.
Ensure the purpose, aims and the scope of the report are clearly
explained in your terms of reference.
The executive summary should be very concise, summarising the main
recommendations and findings. Provide interpretation of situations and
options. Show the important hard facts and figures. Your recommendations
should include implications, with values and costs where applicable.
Unless yours is a highly complex study, limit the executive summary to
less than one side of standard business paper.
The body of the report should be divided into logical sections. The
content must be very concise. Use hard facts and figures, evidence and
justification. Use efficient language - big reports with too many words
are not impressive. The best reports are simple and quick to read
because the writer has properly interpreted the data and developed
viable recommendations.
Do not cram lots of detail, diagrams, figures, evidence, references
etc., into the main body of the report. Index and attach these
references as appendices at the end of the report.
Where you state figures or evidence you must always identify the source.
Show figures in columns. Try to support important figures with a graph.
If it's appropriate to acknowledge contributors then do so in the
introduction or a separate section at the end.
Discuss and agree the report specification with the person requesting it
- if they aren't sure themselves, then help them to define the criteria
by asking helpful questions, such as:
-
Is
there a written specification or 'terms of reference' for this report?
-
Where did the original request for this report come from and what do
you think they expect and need?
-
Can
we find out more about what is expected from this report?
-
How
many words or pages?
-
Who
is this report for and what will they use it for?
-
What format do you (or they) prefer?
-
Do
you want recommendations and actions in the report? Or just a
conclusion?
-
Do
you want detail referenced and appended or available on request?
-
Is
this report really truly necessary? - might there be a better quicker
more effective way to give the person asking for it what they actually
need, whatever that is?