Many people dread report writing.  Not knowing where to start can be a source of this dread.

So, here’s a guide on what you should include in your report. The items that are in bold are what you’d expect to find in a standard report. The others are optional, so these will depend on the subject, purpose and contents of your report.

1. Title/Title page
   Show:  the title of the report, who it is written by, who it is written for, the date when the report was prepared and sometimes a reference number.
2. Circulation list
   Include everyone who is to receive the report unless it’s for a large number of people, in which case, use a collective name such as ‘all senior managers’.
3. Notes and Acknowledgements
   Your notes should include any information that is relevant to the production of the report such as: who has funded it, requested it, naming conventions etc.  You should also acknowledge anyone who has made a significant contribution to the contents of the report.
4. Table of contents
   Remember to keep the section headings and page numbers the same as they appear in the report itself. This also reflects the report structure.
5. List of Illustrations
6. Abstract/Summary
   The summary enables busy people to get the gist of the report without having to read through the whole lot. It is normally less than one page long and is prepared after the report has been completed.
   In it you should include something about: The purpose and scope of the report; what has been examined, investigated or observed; the findings, conclusions and recommendations.
7. Introduction
   The Introduction is written once you have gathered all your information and planned your report. Include the method of approach, the limitations of investigation and the current state of the situation or item being examined.
8. Body of the Report
   This is the main part of your report and includes all the facts for understanding the problem. Include: theories if relevant; material and methods; results.
9. Conclusions
   Here you will sum up your main points and give an unbiased and balanced judgement.
10. Recommendations
    This is where you can put forward proposed solutions to a problem.
11. Appendices
    Here you show supporting documentation and evidence that you have referred to, but not included, in the main body of your report.
12. Bibliography/References
    This is the list of books, periodicals, articles and websites that you consulted or recommend for further reading. From this, the reader can see how widely you have researched the material.
13. Glossary
    If your report contains technical terms consider including a glossary.
14. Index
    An index is only necessary in very long reports. It will help people find specific items quickly.

As I’ve said, this is a guide only.  If your company has its own way of laying out a report then you should follow that.

Here are some more tips on report writing and presenting reports:

Ten Tips for Writing Reports that Impress

Giving a Verbal Report

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