Main Structure
[Link] Summary
[Link] Paragraphs
[Link] Body of the Report
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[Link] Information
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Reports vary in technical levels, subject addressed, and purpose.
This structure guidelines are applied to report writing in
general.
1. Executive Summary—A Stand-Alone Chapter
The executive summary is a key element in any report of more
than 10 pages.
The executive summary
serves as a stand-alone
document that average,
non-technical readers can
use to determine if they
want to read the report.
Once the report is complete, create the executive summary by extracting
the main points from the report text. The summary must cover the content
in enough detail to reflect the meaning of the data.
Make an effort to keep the executive summary as short as possible.
Two to four pages are usually sufficient to
provide a summary of most technical reports.
Theexecutive summary should be clear and
meaningful independent of the report.
Therefore,do not refer to figures, tables, or
references contained elsewhere in the report.
The summary itself can contain figures, tables,
or footnotes, as long as the information is
integral to the summary and key to supporting
the recommendations.
Executive summaries are frequently read in
place of the full report, all uncommon symbols,
abbreviations, and acronyms should be spelled out
and, if appropriate, defined.
Executive summary is often the only chapter of a document
beneficiaries read.
Therefore:
The information presented here is key to the value of the
document as a whole.
It consolidates the principle points of the document.
It must state the purpose—the objectives or the problems it
addresses.
A summary of the findings, and the major conclusions and
recommendations, if there are any.
Although this chapter is the first one readers see, it should be the last one
authors write, because it is essential to draw the content for the summary
from the document itself.
Never add new data or conclusions in the executive
summary.
Every statement in the summary
is information already in the
report.
The summary should never
introduce information not
contained in or supported
by the report, and it should
not exceed the document’s
scope.
Summary Paragraphs
The summary paragraph provides an overview of
the chapter.
The function of the summary paragraph is to let
readers know whether to read this chapter or not.
A good summary uses present tense, active voice,
and clearly states what is in the section it
summarizes.
Write the summary paragraph of the chapter after
the chapter is complete. Draw only on the
contents
of the chapter to create the summary.
Main Body of the Report
The body of the report is where the author presents detailed
information. The contents should be organized as follows
to present information in a logical flow:
Introduction—Provide the background and origin of the
study, the location and study limits, an overview of the
problem or issues studied, and how the information is
organized.
Methodology (approach)—Discuss what the study
proposes, what the investigator is trying to learn, what data is
required and why. A work plan for the study or a discussion of
similar research is appropriate here. Document any
assumptions or constraints.
Data—Discuss the findings, the relevant data gathered, the
key information of the report. Put supporting or background
data not critical to the flow of the main report in appendices.
Reference data from other sources so readers can locate it.
Analysis—Provide an analysis drawn from
the data presented. Note any deficiencies or
unexplained data.
Conclusions—Present a professional
opinion as to the meaning of the data and your
analyses. Discuss options and limitations.
Conclusions build from the data presented; they
do not present new data or draw on other sources.
Recommendations: Are suggested actions or
policies based on the conclusions. Recommendations
move a step beyond the conclusion to recommend a
specific choice or decision.
Appendices: appendices contain materials that
supplement or clarify the data presented in the report.
Appendices are not a mandatory part of a report, an
appendix can be useful for explanations that are too
long or complex to include as a footnote or endnote,
appendix should support the information in the text.
Generally, each appendix contains only one type
of information.
When a report contains multiple appendices,
arrange them in the order to which they are
referred in the text.
Each appendix starts on a new page and is
identified with a title describing its contents.
An introductory paragraph describing the
context of the appendix is often helpful.
Headings
Select brief, descriptive headings to help readers navigate
easily through the document.
Typically, headings appear flush left, are a different font
from text, and are larger and in bold face.
Appropriate headings help readers quickly scan through
the document to find what they need.
Reference Information
However, writers should only refer to information
they have presented previously.
Do not refer to a table that appears in a following
chapter.
Present information in a logical sequence, so that the
supporting data appears with the discussion.
Charts or graphics that explain text should appear
with the text on the same page or a facing page, if
possible.
Detailed tables and complex technical information
usually belong in an appendix. In this case, refer to
the appendix when you first define the
information it supports.
Summary
A clear and logical
presentation of
information is key to
transferring knowledge to
the reader.
Outlining the points in a
logical sequence should be
the first step in preparing
a report.
Thank You
For Your Time
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