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Report structure


Report structure

While there are different ways to structure a business report, a basic report structure consists of a number of main sections. You may be asked to include all or some of the sections below:

A cover letter (NOT REQUIRED)

When a report is going to a recipient outside the writer's work environment a cover letter is required. The cover letter introduces the writer to the recipient and reiterates the understandings for the report. Its function is to pass the report over officially from writer to reader, remind the reader of the terms of reference agreed upon for the report and indicate a willingness to supply more if help is required. Keep remarks brief. In the opening, explain what is being sent and why. Further information could include points of particular interest. Suitable content for a closing paragraph is any acknowledgements, offering more assistance and expressing hope that the report satisfies the reader's needs.

An executive summary

The executive summary is a concise summary of the contents of the report that enables the recipient, as a busy time short Manager, to get a quick overview of the major points and conclusions of the report. Summarise the key findings and points so that a clear overview of the report's content can be conveyed without the Manager reading the report in its entirety.
TIP: Write the Executive Summary after you have written the report.

 

A Table of contents (NOT REQUIRED)

By giving page numbers, the table of contents directs the reader to the key sections in the report and shows the contents of the report in logical order.
TIP: Ensure that the headings of the Table of Contents match the headings in your report.

 

Report body

1.1 Introduction – this includes
  • Why the report was requested.
  • The purpose of the report.
  • The scope of the subject matter of the report and what is covered.

1.2 Discussion – This main part of the report body includes detailed information to support your ideas.
  • It should include an explanation of the conclusions that were reached and detail that supports why you make the recommendations if you do.
  • It is arranged in logical order.
  • Headings are used where possible.

1.3 Conclusions – The conclusion section should be written in paragraphs like your discussion section but here you will be summarising and bringing your report to a conclusion rather than introducing any new material. Your recommendations section should then be written as a list of numbered list.

1.4 Recommendations – If you have been asked to provide recommendations, these are actions for the future and represent the writer's opinion, based on the environmental research undertaken. They suggest a course of action for the recipient to follow.
  • They relate to information presented in the discussion section of the report.
  • They are set out in numbered paragraphs.
  • They should flow on from the conclusion.
  • This section may include options or alternative actions, if discussed already in the report.
  • The recommendations section should contain no new material.

 Reference list
APA referencing format requires that information or sources cited in your report are entered in a Reference List at the end of the report which gives full details of the sources.
TIP: Only include in the Reference List sources that have been cited in the introduction and the discussion sections of the report.
Appendices
This includes material that may be supplementary or too detailed to include in the body of the report because it breaks up the flow. Such material might be raw data, interview transcripts, maps, or graphics. Material in the appendices are referred to in the body of the report such as “Refer to Appendix I for NZ wine exports for 2007 by volume”.

Each appendix is on a separate page and each one should be numbered or lettered (A,B,C or I,II,III) and given a title.
TIP: You do not need to include an appendix, if you do not have any additional material to include in your report.

What does a Reference List achieve?

  1. The full details of information sources given in the Reference List enable the reader to locate the original source.

  2. The Reference List acknowledges that ideas and information have been used from other sources.

  3. It enables you to show that your views and recommendations have been formed through researching ideas and information from reputable sources.

Click here to view the answer to the question above

All of these are correct

Write up the first draft

You are ready to write a draft when you are:
  • Clear on your purpose
  • Understand your client's requirements
  • You have undertaken research on the topic
  • You have a scope and outline for your report

In writing the first draft expand your notes into paragraphs, making sure that you get your ideas down on paper rather than at this stage attending to mistakes and sentence construction.

Remember: What you write at this stage will not necessarily be what the readers see.
Very few of us can write a flawless first draft!
You should expect to do at least a second draft.
It's good to allow time between drafts for reflection.
The more drafts the better.
   
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