Reporting is one of the essential ways organizations opt to not only communicate within the organization but also to the outside world. Keeping in the mind the basic purpose of preparing a report, different report formats are used in order to effectively convey one’s message. Reports need not be too lengthy or too short, it should be based on the factual representation of data based on facts and figures.
Secondly, the usage of words is another essential thing which should be carefully exercised. Your choice of words communicates a lot about what you are about to convey to the reader. Words used should be simple rather than being complex which will naturally make the understanding of concept difficult.
Two types of report formats are:
- Formal report
- Semi-formal report
- Formal Report: This format is used for communicating with a large number of internal as well as external readers. Formal reports may be published for public viewing depending upon the purpose for which it is written. Formal reports typically include the title page, table of contents, cover letter, main body, executive summary and references(generally stated at the end of the report). The title page will mention the name of the report along with the name of author and date of completion of the report.
Table of contents will highlight the key areas which have been discussed in detail in the report with page numbers. It might include any subsections if any under the specific heading. An executive summary which highlights the purpose of the report. In the end, you will find conclusions made and any further recommendations. References are also mentioned.
- Semi-Formal report: It is as specified by its name, a much smaller version of the formal report. It includes a title page, an introductory page, main body, and references.
The choice of the report format depends on the concept need to be delivered. Formal reports can be given a shape of a book as well by publishing the information while semi-formal ones are limited to the surroundings of the organization itself.
Book Reports Template
Executive Summary Report
Semi-Formal Report Template