Creating Professional Reports

It is very important for anyone assigned the responsibility of report production to create a document that is clear, concise and effectively serves the purpose for which it is meant. Considering that most people today are too busy to wade through a lengthy report crammed with facts, figures, details and interpretations, it is essential that you keep your report crisp and to the point.

Report Writing Conventions

Most readers need to be able to quickly zero in on the information they want, so make sure the report has headings and subheadings that will allow for quick assimilation of the information and the report's structure. Organisations follow certain established conventions as to how any report must be drawn up and the way in which data must be presented. It is of course important to ahdere to corporate standards, improvising wherever standards are absent and using your discretion as appropriate.

Standard Sections in a Report

Title Section
The title usually appears on the front cover, printed in suitable font type and size. If your report is lengthy, it may include sections such as the Terms of Reference and in all cases should contain a Table of Contents.

Executive Summary
This section is very important and must contain a concise description of the main points, the conclusions and recommendations that make up the report. Keep the summary as brief as possible and free from jargon so it is easily comprehensible to all concerned. Bear in mind that senior executives of the company may have just enough time to read the executive summary and draw their own conclusions from the contents therein.

Introduction
You can give a brief explanation of the background, the context and explain why the report is important. The terms of reference may be included here if not already covered in the Title section.

Main Body
It is here that the main theme of the report is developed, stating the problem if any, relevant facts and figures, explanation and interpretation of the data, likely impact of the changes under consideration. The topics covered must be organised and arranged in a logical manner.

Conclusions and Recommendations
Present the logical conclusions of your investigation of the issues at hand. A brief discussion with your recommendations can be included here.

Appendices
Put the technical details, detailed analysis and numbers breakdowns here. Only the specialists are likely to go through this section. If you feel that some important detail will add weight to your argument, it may be included in the main body of your report, otherwise you should present it in the appendix and a reference to it may be made in the main narrative.

Conclusion

The crucial factors in creating a good report include clarity of purpose and addressing the requirements and subject matter comprehension of your audience. Follow the prevailing conventions when drawing up the report but make sure at all times that the content is concise, yet covers all the points, is well organised and executed with the ideas set out in a logical sequence.

Article Source: http://www.articlemonk.com

Noa Flint is a researcher and writer on financial and business topics.

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