Reports vary by size, format, and function. You need to be flexible and adjust to the needs of the audience while respecting customs and guidelines. Reports are typically organized around six key elements:
- Whom the report is about and/or prepared for
- What was done, what problems were addressed, and the results, including conclusions and/or recommendations
- Where the subject studied occurred
- When the subject studied occurred
- Why the report was written (function), including under what authority, for what reason, or by whose request
- How the subject operated, functioned, or was used
Pay attention to these essential elements when you consider your stakeholders, or those who have an interest in the report. That may include the person(s) the report is about, whom it is for, and the larger audience of the business, organization, or industry. Ask yourself who the key decision makers are who will read your report, who the experts or technicians will be, and how executives and workers may interpret your words and images. While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function in its own way, playing an important role in the representation and transmission of information.
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Page |
Element |
Function |
Example |
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1. Cover |
Title and image |
Likfe the cover of a book, sometimes a picture, image, or logo is featured to introduce the topic to the reader. |
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2. Title Fly |
Title only |
This page is optional. |
Feasibility Study of Oil Recovery from the X Tarpit Sands Location |
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3. Title Page |
Label, report, features title, author, affiliation, date, and sometimes for whom the report was prepared |
Feasibility Study of Oil Recovery from the X Tarpit Sands Location Peak Oilman, X Energy Corporation Prepared for X |
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4. Table of Contents |
A list of the main parts of the report and their respective page numbers |
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5. Abstract |
|
This report presents the current status of the X tarpit sands, the study of oil recoverability, and the findings of the study with specific recommendations. |
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6. Introduction |
Introduces the topic of the report |
Oil sands recovery processes include ways to extract and separate the bitumen from the clay, sand, and water that make up the tar sands. This study analyzes the feasibility of extraction and separation, including a comprehensive cost/benefits analysis, with specific recommendations. |
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7. Body |
Key elements of body include:
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8. Conclusion |
Concise presentation of findings |
This portion clearly indicates the main results and their relation to recommended action or outcome. |
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9. References |
Bibliography or Works Cited |
This part contains a list of citations. |
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10. Appendix |
Related supporting materials |
This may include maps, analysis of soil samples, and field reports. |
Here is a checklist for ensuring that a report fulfills its goals.
- Report considers the audience’s needs
- Format follows function of report
- Format reflects institutional norms and expectations
- Information is accurate, complete, and documented
- Information is easy to read
- Terms are clearly defined
- Figures, tables, and art support written content
- Figures, tables, and art are clear and correctly labeled
- Figures, tables, and art are easily understood without text support
- Words are easy to read (font, arrangement, organization)
- Results are clear and concise
- Recommendations are reasonable and well-supported
- Report represents your best effort
- Report speaks for itself without your clarification or explanation
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