Understanding the Essential Sections of a Report: A Comprehensive Guide for Effective Writing

Sections of a Report

A report is structured according to the following sections:

1. Title page

2. Executive summary

3. Table of contents

4. Introduction

5. Discussion

6. Conclusion

7. Recommendations

8. Bibliography

9. Appendices

1. Title Page

The title page is the face of a report. It should be clear and proper both in terms of content and formatting so that the reader may form a good idea of what the report is about. Four basic components should be present in the title page:

1. It should have a clear title.

2. It should have a date of submission.

3. It should have the details of the person who has prepared the report, that is, the addresser’s name.

4. It should have the addressee’s name.

Figure 1: Sample title page

2. Executive Summary

The next section is an executive summary, also known as the Abstract. This section provides the gist of the whole report. Findings, objectives, and recommendations in the report are put in a nutshell in this section. The following six points are to be considered for structuring the executive summary:

1. You should be clear about your aims and objectives. Identify them by keeping in view the environment (business/organizational/academia) and the person by whom you have been assigned the task of composing the report.

2. The design and methodology comes next.

3. The findings of the report that you have found after carrying out the analysis should be provided.

4. The conclusion should cover all the important points covered in the main body.

5. A set of recommendations is outlined based on a conclusion.

6. Limitations of the report may also be given at the end. As the findings of any report cannot be considered absolute, the limitations may be identified so that other people know the areas where they may work further in the future.

Figure 2: 2 Sample Executive Summary, covering purpose, method, result, conclusion, and recommendation

2.1 Points to Consider when composing an Executive Summary:

1. It is always written at the end when the report is complete in all respects.

2. It should be written in a manner that grabs the reader’s attention.

3. Keep in mind the nature of the target audience. The language used to compose the executive summary may be modified according to the audience’s background and level of knowledge.

4. The central idea or theme must be presented in the executive summary.

5. It should clearly define your main aim and purpose when writing the report.

6. Prepare a mind map/business plan so that you can compose the report in an orderly manner and within the given time limit.

3. Table of Contents

The Table of Contents is a sequential list of the report’s organizational structure. It is important because it gives reference to the scope of the report and provides references with page numbers. The decimal system for numbering and differentiating different levels of headings should be used. Such numbering also shows that there are subsections of a section.

Figure 3: Sample Table of Contents

3.1. Level of headings

The first degree of heading is written using whole numbers; for example,

1. Introduction to Economics

The second degree of the heading is written using one decimal place:

1.1 Debit and Credit

The third degree indicates a sub-sub-section and is written as follows:

1.1.1 Expenditure and Finances

4. Introduction

Introduction gives the big picture of the overall report. It builds up the context and sets the scenario in which the study/analysis will be carried out for the targeted reader. In the Introduction, the subject matter should be explained in a way that is clear and explicit. For example, in a report about the behavioral problems of teenagers from Rawalpindi, the general behavioral problems of these teenagers should be your subject matter. The problem description follows; the main problem/issue to be investigated/explored must be stated clearly and concisely in this subsection. For the investigation of the main problem, you set some aims and objectives. These aims and objectives are your research questions whose answers you will try to find through analysis. However, in the introductory section, you indicate the probable answers and your expected results. Defining the scope of your report comes next. It gives the reader a clear idea of the areas your study covers; it makes your study specific and the reader can limit his perception in a certain area. Report preview follows scope. This heading informs readers about what is coming ahead in the report. The last heading in the introduction part is Limitations. It indicates the boundaries within which the study shall be carried out; it also mentions the time constraints and specifies the sample.

4.1. Example 1

Today, many organizations and employees are experiencing the effects of stress on work performance. The effects of stress can be either positive or negative. What is perceived as positive stress by one person may be perceived as negative stress by another, since everyone perceives situations differently. According to Barden (2001), negative stress is becoming a major illness in the work environment, and it can debilitate employees and be costly to employers. Managers need to identify those suffering from negative stress and implement programs as a defense against stress. These programs may reduce the impact stress has on employees' work performance.

4.2 Example 2

This is a Report on the rise of computer gaming addiction among teenagers.

1. Introduction

1.1 Purpose

The purpose of this report is to investigate the reasons behind the rise in computer gaming addiction among teenagers. The report will also recommend preventive measures for computer gaming addiction.

1.2 Background

A recent study on game technology (Tan, 2010) shows that nearly 75% of teenagers in Singapore play computer games regularly and the majority of them show signs of addiction. The rise in computer gaming addiction among teenagers is a growing concern and the Ministry of Media Development (MDD) would like to find out the reasons behind this trend. The report was commissioned by the Director of Corporate Communications, Ms Julie Sim, on 31 May 2010.

1.3 Method of Investigation

Questionnaires were issued to 100 teenagers from 25 educational institutions on 25 June 2010. Three teenagers who were former addicts were also interviewed to get more in-depth views. References were also made to books and newspaper articles.

1.4 Scope

Besides respondents’ profiles, this report looks into four possible reasons for the rise in gaming addiction among teenagers: boredom, stress, societal influence, and addictive game features.

5 Discussion

This section goes into the detail of the process through which you have collected your data. When you structure this section, provide all the details of your results and findings. The discussion section varies according to the type of report.

5.1 Status Report

In the discussion part of a Status Report, discuss the problems that were encountered while conducting the study.

5.2 Trip report

Record your observation and course of action when you are required to compose a trip report in which a survey has been conducted.

5.3 Lab report

After performing an experiment in the lab, state all findings and overall learning in detail here.

5.4 Proposal

When composing a proposal report, discuss in detail all the feasible solutions, of all the given problems that are going to be investigated in the study.

The overall design of research, methodology, and tools should be discussed in detail in this section, as it was just touched upon in the Introduction section. At the end, offer recommendations based on the findings.

Moving on to the second part of the Discussion section, reflections and insight on the subject matter can now be included along with the problem that was investigated. However, the opinion of the writer of the report should be well-informed, and logical and should show an in-depth understanding of the solution and problem that was posed in the study.

A lucid and comprehensive prose style should be observed while composing this section.

If findings include any generalizations, be cautious to support them with facts and statistics of the findings.

5.5 Characteristics of Discussion

Section The following features must be present in your write-up of the Discussion section:

1. Critical thinking about a problem

2. Creative solutions of the problem

3. In-depth understanding of the problem

6. Conclusion

Conclusions are logical deductions based on the data in the findings section. They are a comprehensive summary of the findings and sum up the main points of the report along with highlighting the significant elements. They relate to the objectives and end with a statement which will lead to the recommendations section.

6.1. Example

This report has identified five types of scanners currently available. Some are primarily used for professional purposes such as the drum scanner; others are used more broadly in the workplace and home such as flatbed scanners and, to a lesser extent, sheet fed scanners. Specialized scanners are currently being incorporated into other types of technologies such as digital cameras, printers and photocopiers

7. Recommendations

Recommendations are useful for researchers who want to work in the same area as the author. Thus, the author should ensure to give only those recommendations that can be implemented by researchers in a practical way. Purely imaginative recommendations are just a waste of space. Moreover, they should be based on the findings. For instance, what more could be done in the same area may be stated from a certain point of view. Do not give general recommendations; it only shows you want to fill space. Rather, suggest topics for further research so that others may benefit from them.

7.1. How to write Recommendations?

Brief – write concisely; any reason for recommendation should only be given if necessary. Clear – do not be ambiguous as to how the suggestion should be implemented. Precise – vague recommendations usually result from insufficient research/analysis.

8. Bibliography or Work Cited

Keep in mind the following points while composing bibliography:

1. All the sources of information are included in the report.

2. Use the standard format: APA/MLA or whichever style the work demands

3. Ensure that all the work cited in the body of the report is listed in the reference list.