Fillable Printable Formal Report Writing Format

Formal Report Writing Format

Report writing: Formal

There are many different types of reports. This information is a basic outline only. Before you

attempt to write a report, you should check the particular requirements for the subject.

A formal report should have the following arrangement.

1. TITLE PAGE — The Title Page must include the subject of the report, who the report is for, who

the report is by and the date of submission.

2. ABSTRACT — An Abstract is usually 100 to 200 words and should include the following:

• why the report has been written (i.e. what question or problem is it addressing?)

• how the study was undertaken

• what the main findings were

• what the significance of the findings is.

Be specific and precise so that the reader can get a good understanding of the main points without

having to read the whole report.

The abstract should be on a separate page with the centred heading ABSTRACT in capitals. It is

usually written in a single paragraph with no indentation.

3. TABLE OF CONTENTS — The Table of Contents should be on a separate page. It helps the

reader to find specific information and indicates how the information has been organised and what

topics are covered. The table of contents should also include a list of figures and a list of tables

if any are used in the report.

4. INTRODUCTION — The Introduction has three main components.

1. The Background which describes events leading up to the existing situation, what

projects have been done previously, and why the project or study is necessary.

2. The Purpose which defines what the project or study is to achieve, who

authorised it and the specific terms of reference.

3. The Scope which outlines any limitations imposed on the project such as cost,

time etc.

5. BODY — The Body varies according to the type of report. Basically, it answers the questions —

Who? Why? Where? When? What? How? In an investigative report, it would consist of all the

information required to convince the reader that the conclusions and recommendations are

valid/reliable. This information must be presented in a systematic way.

6. CONCLUSION — The Conclusion should be as brief as possible. They should be presented in

descending order of importance and should not suggest action. Conclusions should be free from

speculation (i.e. ideas for which you have presented no evidence), have no new thoughts or

references introduced and contain no further discussion of points raised.

7. RECOMMENDATIONS — The Recommendations should follow naturally from the conclusions.

They should be offered in descending order of importance and may be in point form when several

recommendations are being made.

8. REFERENCES — The list of References is an accurate listing, in strict alphabetical order, of all

the sources referred to.

9. APPENDIX/APPENDICES — The Appendix/Appendices contain important data, explanatory

and illustrative material not included in the text.

Fonts and Spacing

In general, use a ‘serif’ font (such as ‘Times New Roman’). They are more comfortable to read.

Fonts should be a minimum of 12 point and 1.5 line spacing is recommended unless otherwise

specified. Titles and headings may be in a bold ‘sans serif’ font (such as ‘Ariel’). A blank line, but

no indentation, is used between paragraphs.

Tables and figures

Tables, graphics and photos are placed immediately after where they are first referred to in the

text. The reader should also be referred (by number) to the diagrams at the appropriate time in the

text and the most important features pointed out to them. Tables, and graphics and photos (called

figures), should be sequentially numbered. In large reports with many chapters, they are

sequentially numbered in each chapter (i.e. for Chapter 2 you will begin from Table 2.1, Figure

2.1). Titles for tables are centred above the table. Titles for figures are centred below the graphic.

The source of the table or figure should also be included. The source is usually in a smaller font

(e.g. 10 point) and aligned on the left hand margin under a table, and under the title of a figure.