The importance of planning

Style and format of the report

Your brief should consider the style and format required for your final report.

The style of a report is generally described as:

informal

An informal report is one where the conventions of report structure and language are not strictly followed. Often this is the case when:

information is for a familiar audience, such as a report to fellow team members

the subject requires an informal approach, such as a review of staff leave preferences

the format for publishing the report requires informality, such as in a trade newsletter.

formal.

There are conventions to follow in preparing and presenting a formal report. A formal report:

is presented in a logical format and usually includes a summary, body and conclusion

may include citations and references for source material

is written in formal language which lends an element of dignity and seriousness

may contain recommendations directed to a specific person or body

may include supporting information in an appendix.

The style of the report is generally determined by the type of report being prepared and the intended audience.

A report may be presented:

as a memorandum
as an inclusion in another document, such as an organisational newsletter
as a stand-alone document
online
via individual or group presentation, often using technology.

There are no rules about the length of a report, except that you should attempt to cover the brief in the most efficient manner. Some of the best reports are the shortest, and this includes formal reports. This is something to decide on early, as you do not want to prepare a lot of information only to have it severely cut back later.

It is important to decide on the style and format early on, as these will influence the way the report is prepared.

Consider the table, available below in PDF and RTF formats, with parts missing, and indicate an appropriate report type, style or format by filling in the gaps. When you have finished, click Done and check possible answers.

PDF format
RTF format

Done

There is no one correct answer to each of these questions but here are some examples:

Report type

Style

Format

Arrangements for keeping the office kitchenette clean

Informal

Memo

Annual report

Formal

Hard copy report

A proposal for improving productivity within ValleyView

Formal

Memo or hard copy report

Recommendations for improving relations with booksellers within the publishing industry

Formal

Report in industry newsletter

Report to the Board on actual expenditures against income

Formal

PowerPoint presentation and hard copy report

Use the menu below to continue.

The importance of planning

123456