report writing format

INTRODUCTION

The main purpose of a report is to provide information so that others can make a decision or take action. Examples of written reports include: - A company’s annual report - A community centre’s funding report detailing how a grant of money was spent - A report to management summarising customer feedback HOW LONG IS A REPORT? Reports can vary in length, as long as they meet the required outcomes. A report of one or two pages may be presented in memo format, providing a brief summary of activities. Longer reports will need to follow the structure outlined below. Before preparing a report, it is important to clarify what information is required, and how much detail the person requesting the report needs.

PARTS OF A REPORT

FRONT MATTER Suggested Segment name and order in report Segment description and tips order when writing 1. Title Page Title of report 7 [Example] Author & author's title Person/organisation who requested the report Date of completion 2. Letter of transmittal [Example] Is set out as a formal business letter addressed to the person requesting the report 6 Explains on whose authority the report was written May summarise or draw attention to specific material in a report Acknowledges assistance in researching and compiling the report 3. Table of contents Includes from summary through to appendices 10 [Example] Does not include title page and table of contents page Uses the decimal numbering system (DNS) Indents each layer of the DNS Identifies appropriate page numbers 4. Summary Represents 10% of the written report, and includes:- 5 (also known as synopsis, executive summary and precis) Why (the purpose of the report) Scope (what issues are covered and what issues are not covered) How (brief details of research methods) What (important results and findings) So what (major conclusions and recommendations) All covered in the same order as the report BODY OF THE REPORT 5. Introduction What is the report about? 2 Why it is being written? Who is conducting the research? Any background information relevant to the report Scope (what will and will not be covered) 6. Discussion Break your information up into sections and sub-sections using Decimal Numbering System 1 Confine yourself to the facts Present your information clearly 7. Conclusions This section answers the question “what does all this stuff mean?” 3 Relate your answers back to the original purpose of the report Includes a clear summary of the main points Outlines the findings of the research Do not introduce new information in the conclusion 8. Recommendations Should be written in descending order of importance 4 Emerge from the conclusions They are the honest, justified opinions of the writer and include:- What is to be done Who is to do it How/when it is to be done END MATTER 9. Bibliography 9 10. Appendices Contains supplementary material too detailed for the main body of the report May include photographs, tables, charts, maps, statistics, questionnaires etc Any inclusions must be clearly labeled and referred to in the body of the report 8 The Title Page The title page identifies the report. It should include the title, the author, the person or organisation which requested the report, and the date of completion. The title itself should be short and concise, but let the reader know exactly what the report is about. If the meaning is not clear a sentence explaining the content of the report may follow (as in the example below): DEATH OF THE LOCAL A Report on the effects of recent changes in licensing legislation on small public hotels in rural NSW Prepared for Outback Business Enterprises By Tom Smith 12 January 1999 Sample letter of transmittal The Prime Minister Parliament House Canberra Dear Sir: We are pleased to present our final report, "Information Technology Research: Investing in Our Future," on future directions for Commonwealth support of research and development for information technology. This report adds detail to the findings and recommendations in our interim report dated August 1998, and strengthens our previous recommendations regarding the importance of social and economic research on the impacts of information technology to inform key policy decisions. We hope that our recommendations will be helpful as you consider the priorities for Commonwealth investments. We look forward to discussing this report with you, with members of your government and with members of Parliament. James White Senior Project Manager Helen Murray Project Officer

Sample table of contents

TABLE OF CONTENTS Page 1. INTRODUCTION 1 2. AN OVERVIEW OF THE RACING HORSE 1 2.1 Typical injuries sustained 1-2 3. MASSAGE APPLICATIONS 2 3.1 Massage for the sprinter and stayer 2 3.1.1 Pre-racing 3.1.2 Post-racing 3.1.3 Training 2-3 3-4 4 3.2 Massage for the Yearling 4-5 3.3 Massage for the Foal 5 4. MASSAGE TECHNIQUES 4.1 Stress Point Therapy 5-6 4.2 Shiatsu 6 5. CONCLUSIONS 6 6. RECOMMENDATIONS 6 BIBLIOGRAPHY 7 APPENDICES A. Superficial Muscles B. Stress Points i-iv v