The structure of reports

Effective reports are well structured so that they can be easily used. This presentation explains the structure and content of an effective report.

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Gauge Capability The Structure of Reports

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Report structure
1.Title and front pages
2.Table of contents
3.Glossary and acronyms
4.Executive summary
5.Introduction
6.Methodology
7.Results
8.Analysis
9.Discussion
10.Conclusions and Recommendations
11.Acknowledgements
12.References
13.Appendices

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Report
Front matter
Title page
Table of
contents
Definitions
Acronyms



Body Introduction Methodology
Results
Analysis
Discussion
Conclusions
Recommendations

Back matter
References
Appendices

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Title and front pages
•Include the following in the title and front pages
•Title of the report
•Client / organisation who the report is for
•Date of the report
•Version of the report
•Author(s) of the report
•Contact details for the authors
•Copyright and liability notices
•Document version control record (below)

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Executive summary
Should be short, 1 - 2 pages and include:
•Purpose of the report and key questions and issues
addressed.
•Who the report is for, who wrote the report and who
generated the data for the report.
•The methodology followed in compiling the report.
•Key findings from the analysis.
•Interpretation and discussion of the key findings
•Conclusions of the report to key questions and issues
identified in the brief (purpose of the report) based on
findings.
•
Recommendations based on findings, further work to address new issues identified (if applicable)

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Introduction
Should be short (1 – 2 pages) and include:
•Purpose of report - refer to the original terms of
reference or brief.
•Who the report is for and how it will be used.
•Who developed the report.
•What information the report is based on and how this
was sourced.

•An introduction to the report and how it is laid out as a ‘roadmap’ for the reader.
•
A brief introduction to each part, or chapter, of the report may also be provided. This enables the reader to quick select the parts of the report they wish to read.

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Methodology
•The methodology describes how the information for the
report was sourced and analysed.
•Methodologies (and reasons for their selection) taken to
select, gather and analyse data should be provided.
•It should draw on relevant theoretical framework,
standards or protocols.
•Ensure pertinent information (information that may
affected data) such as dates, personnel,
instrumentation etc) is gathered.
•Be explicit and detailed so processes can be replicated.
•For instance: If personnel are interviewed, provide the
survey and interviewee contact details and dates.
•
Methodologies in short reports may be included in the Introduction.

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Results
•Present the data without analysis or interpretation.
•If the data is too extensive include a summary and
locate the detail in an appendix.
•Present the data in a range of ways, for instance as
tables and as graphs.
•Include both detail and the big picture so reader has a
view that is comprehensive and balanced.
•Where appropriate, standardise data or use tables so
data can be compared more easily.
•Provide a narrative explaining the results.
•
Explain anomalies or issues with data in clear notes ‘Rainfall from 12:00 to 13:30 interrupted observations, so no data was collected’.

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Use figures: www.tableau.com

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Use diagrams: Flourish.studio

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Use the right graphs: Visual vocabulary
How do you know which graph to use?


https://raw.githubusercontent.com/ft -interactive/chart -doctor/master/visual-vocabulary/poster.png

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Analysis and representation
•Describe how analysis has been carried out and show
the results in tables, descriptions and figures..
•Indicate the significance (statistical or other) or the
results.
•
Indicate levels of parameters (see figure below.



https://www.comptia.org/content/research/it -industry-trends-analysis

How do you reflect uncertainty?

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Discussion
•Compare and contrast your findings with what other
people have found.
•Do your results confirm or contrast with their results.
Why might this be?
•
Use previous studies to provide evidence to help explain your findings.


http://www.sussex.ac.uk/skillshub/?id=372

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Conclusions & Recommendations
•Confirm the purpose and methodology of the report
•Outline key findings of the report
•Draw conclusions based on the findings. Qualify these
where necessary.
•Make recommendations based on conclusions. Include
recommendations for further studies and reports, if
these are necessary.

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Acknowledgements
•List all support you have received.
•For instance, acknowledge funding support. Also
acknowledge expert advice, reviews and editing by
other people.

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References
•List all references in APA, Harvard or recognised
format.
•Google Scholar can generate these for you:

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For more information
and to access the
full online course on

Effective Reports

go to
www.gaugecapability.co.za