Organization is the way to begin the report format. Forming an outline of the information is completed by picking the supporting ideas, developing the details and eliminating the unimportant concepts. This outline is the foundation for your report. A report can be presented as a memo report, a standardized report or a formal report. Write a rough draft of this outline. Start at the beginning and work through the outline. Do not skip around because it causes confusion.
The title section in a short report could be merely the front cover. In a long report, it could consist of terms of reference and a table of contents. In the summary section, provide a precise account of the main points, main conclusions and suggestions. Keep it brief. Make sure the terms are clear and concise so that anyone can understand it and grasp the main points. Do not copy from the report. It must be reworded. The introduction is the first section of the report. Use it to create the foundation of the issue and explain to the reader why the report is crucial to him.
Write the facts in the main body section. Create sections and subsections, each with its own title. These should be unique to the report and explain what has been discovered about the issue. The sections will most likely be studied by experts, so use appropriate terms, but explain as they are written. Display the information in a logical order, placing things in order of priority. Present the rational conclusions of the investigation of the issue. Bring it all together, and suggest options for better decision making. In the suggestions section, note what should be done in order of priority. Place specific details in the appendices section, the section that specialists study.
Readers expect specified information to be in specified places. They do not want to search for what they need. Make sure to follow the guidelines for a report: summary, introduction, main body, conclusions, suggestions and appendices. Organize the information in each section with the reader in mind, placing things in order of priority. Use charts and graphs to organize data because it can make the report easier to read. Write all sections in simple terms so everyone can understand. Remain objective throughout the report.