An overview of the how, what, and why in organizing different types of reports

How do you select a format and use it?

Purposes and types of report formats
Parts of a report

Specific advice for writing reports

What is format?

A plan of organization
A means of structuring material

A framework for arranging information

Why should you use a format?

To present your report as clearly and as concisely as possible to one reader or to a variety of audiences
To signal the type of information being presented

To enhance the presentation

Your readers:

Before you write a report, first consider your readers. How you format your report will depend on your readers’ goals and needs. Ask yourself the following:
Who are my readers? Remember there may be more readers than you expect. For example, a feasibility report for your boss may be given to someone higher up in the company and a research report may be used by another researcher years later.

Why is the report needed?
What information do they need to get from this report?

General report format guidelines:

When you write a report, you will want to make it easy to read and understand. Here are some guidelines to apply to any report you write:

Use lists: Whenever you can, help your reader by using lists. Give your lists visual emphasis by bullets.
Use headings and subheadings: Use headings and subheadings to guide your reader through the organization of the report and list them in the table of contents. Each section should have a clear topic statement to let the reader know what will be included in the section.
Use clear typefaces, such as Times New Roman or Arial: Avoid using more than one typeface in a document. Bold section headings for emphasis.
Use white space to enhance your information: Dense blocks of text are difficult to read and will make it more difficult for your readers to find the information they need. For further information on this topic, see the OWL resource on document design, HATS.

Other guidelines for writing reports:

Write the body of your report first—before you write the abstract: Most report writers prefer to save the mechanical elements, such as the title page and the table of contents, for the last step.
Maintain consistent structure: once you determine the structure you will use, keep using it consistently throughout the report. This will make it easier for your readers to understand your report.
Choose carefully the voice, mood, and tense: These depend on the rhetorical situation. Consider the expectations of your readers and the needs of your readers. For lab reports and long formal reports, most companies and most teachers prefer that you use the third person passive: "A test was run..." NOT "I ran the test..."

Past tense is used for explaining procedures, and present tense is used for generalizations and for stating what the results show.

Questions to ask yourself before handing your reports to your readers

General checklist

Did you begin by asking yourself: Who will read the report?; What do they want to know?; How should the report be structured?
Have you planned and prepared the report with the reader in mind?
Did you follow the format specified in your course or by your company?
Did you use enough headings and make them in a clear hierarchy?

Is the important information easy to follow?
Does the document use the most appropriate typefaces, sizes, styles or alignments?
Does the document have enough white space?
Would you be willing to have your competence in your field judged on the basis of how you presented this report?

Informal lab report

Has the introduction explained the problem you worked on and the purpose of your work?
Did you adequately describe your apparatus and procedures if you were asked to do so or had a reason to do so?
Does the body clearly indicate the data obtained, and have you discussed and evaluated your data?
If you were asked to do so, did you include useful, clear conclusions and recommendations?

Short memo report

Does the heading contain all the relevant information such as to, from, date, subject, and so on?
Is your subject stated clearly and concisely, with the most important words at the beginning of the subject line?
Does your introductory statement include the general problem (the “big picture”), the specific question or task being dealt with in your memo, a clear explanation of why the report is being submitted or what it is intended to do, and how significant it is to the reader?
Have you tried to persuade the reader of the reliability of your methods?
Have you presented your findings or results clearly and concisely with the most important results first?

Have you put less important matter separately in an attachment or appendix?
Have you discussed the significance of the results from the reader’s viewpoint?
If your report is supposed to include your conclusions and recommendations, are they emphasized and stated clearly (e.g. numbered list)?
Have you suggested some specific steps the reader could take to act on your recommendations?
Have you used headings to help your reader survey and locate information on the page?

Have you marked key points?
If your purpose was to persuade, have you placed your strongest argument first? Is the report as concise as you can possibly make it?

Abstract

Does it summarize the main points and include specific results?
Is it clear and concise?

Is it self-sufficient? (Can it be read without having to refer to the body of the report?)
Is there any recommendations you can supply here?

Figures and tables

Are the figures located wherever readers would find them easily helpful or persuasive?
Do all the figures and tables have numbers and captions?

If the figures and tables are referred to in the text, are page numbers included?
Are the figures and tables correctly labeled?
Are the figures and tables explained or interpreted adequately?
Are the figures and tables listed in the table of contents or in separate lists following the table of contents?
Do the figures look attractive and easy to read?

Are all units in the figures and tables clearly indicated?

Source:

Cember, E., Heavilon A., Seip, M., Shi, L., Brizee, A. (2010) Handbook on Report Formats. The OWL at Purdue. Purdue: Purdue University. http://owl.english.purdue.edu/owl/resource/726/01/ ; http://owl.english.purdue.edu/owl/resource/726/04/