Review of Report Structure (Student: Connie)

Report structure

Formal reports are read by many levels of managers, along with technical specialists and financial consultants. Therefore, breaking a long, formal report into small segments makes its information more accessible and easier to understand for all readers. Depending upon the level of formality, reports, typically, include some or all of the following eleven parts:

1. Title (optional)
2. Abstract (optional)
3. Letter of Authorization (optional)
4. Letter of Authorization (optional)
5. Table of Contents (optional)
6. Introduction
7. Body
8. Conclusion
9. Recommendations
10. References (optional)
11. Appendices (optional)

Here I only talk about the four main parts in brief: Introduction, Body, Conclusion and Recommendations.

Introduction

Formal reports begin with an introduction that sets the scene and announces the subject. Because they contain many parts serving different purposes, formal reports have a degree of redundancy. The same information may be including in the letter of transmittal, summary, and introduction. Such as: background, problem or purpose, scope, sources and methods, authorization and so on.

Body

The principal section in a formal report is the body. It discusses, analyzes, interprets, and evaluates the research findings or solution to the initial problem. This is where you show the evidence that justifies your conclusions. Organize the body into main categories following your original outline or using one of the patterns described earlier (such as time, component, importance, criteria, or convention)

Conclusion

This important section tells what the findings mean, particularly in terms of solving the original problem. Some writers prefer to intermix their conclusions with the analysis of the findings—instead of presenting the conclusions separately. Other writes place the conclusions before the body so that busy readers can examine the significant information immediately. Still others combine the conclusions and recommendations. Most writers, though, present the conclusions after the body because readers expect this structure. In long reports this section may include a summary of the findings. To improve comprehension, you may present the conclusion in a numbered or bulleted list.

Recommendations

When requested, you should submit recommendations that make precise suggestions for actions to solve the report problem. Recommendations that make precise suggestions for actions to solve the report problem. Recommendations are most helpful when they are practical and reasonable. Naturally, they should evolve from the findings and conclusions. Don’t introduce new information in the conclusions or recommendations. As with conclusions, the position of recommendation is somewhat flexible. They may be combined with conclusion, or they may be presented before the body, especially when the audience is eager and supportive. Generally, though, in formal reports they come late.