Parts of a Formal Report

 

Parts of a Formal Report

When you are ready to begin writing your report, formal reports utilize the following structural outline:

Title Page

A title page is the first page of a report and includes the title, names of the authors, organization name, and the date of publication. Additional information such as the organization's address, website, or telephone number may also be included if relevant to the context.

Table of Contents

The table of contents is the page in between the title page and the start of the report. A table of contents lists the headings, subheadings, and corresponding page numbers for each section. It may also include a brief description of sections found within the report.

Abstract or Executive Summary

An executive summary—also known as an abstract—is a brief description summarizing the report. It is placed before the introduction of the report to provide readers a quick overview of what is to come. For readers who may not read the entire report, the executive summary provides the most pertinent information.

Body

The report body includes an introduction, body paragraphs, and a conclusion. The introduction should provide readers with a clear understanding of the report's purpose and intended audience. It should also provide any necessary background information readers need to have to understand the report, as well as definitions of unfamiliar key terms. Since most reports utilize primary and secondary research, a brief overview of how information was collected may also be included in the introduction. Depending on the situation and report requirements, the structure and sections within an introduction may vary.

The body of the report contains all the critical details supporting the report's main idea. This is where writers incorporate tables, charts, and figures to guide readers in understanding key concepts. Writers also present key research findings in the body paragraphs, offer analysis if producing an analytical report, and incorporate references to additional sources of information if needed.

The final section of a formal report is the conclusion. Formal reports may offer a summary or recommendation. A summary conclusion reviews the main points succinctly, while a recommendation conclusion suggests a course of action to take place after the report.

References and Bibliography

References are the sources of information used for research. If a report directly quotes a journal article, for example, the publication would be a reference. References must be cited at the end of a report to indicate where information originated. Depending on an organization, the style for formatting references may vary. However, common details in most references include the author's name, title of the work, title of the publication, publisher, and publication date. An example of a reference looks like the following:

Smith, John. The Business Writer's Handbook. New York: Penguin, 2017.

A bibliography resembles a reference page in that both are made up of entries arranged alphabetically by the author. Like a reference page, a bibliography contains all the works cited in a paper, but it may also include other works that the author consulted for research or background, even those not mentioned in the text.

Appendix

An appendix is supplementary material attached at the end of a document. Reports may utilize a variety of primary research methods such as interviews, surveys, and observations. Details about the methods used to gather research, such as the interview questions asked, may be added for readers who wish to seek out additional information.