Report Components

Formal reports are comprised of several key elements that serve the purpose of aiding the reader to find and understand the information contained in them. These parts, include the front matter, report, and back matter. The front matter announces the subject and helps the reader navigate through the document. The report contains the key information, usually supported by research and visual aids. The back matter contains the appended materials that may not necessarily fit in the report itself but which offer added insights into the topic. When creating your formal report, include the following items in your report, in the listed order:

• Front matter
  • Title Page
  • Letter of Transmittal
  • Table of Contents and List of Figures and Tables
  • Abstract
  • Glossary (if required)

• Body of Report
  • Introduction/Background
  • Discussion (bulk of the report)
  • Conclusions (and Recommendations)
  • References
• Back Matter
  • Appendices (if required)

The purposes of each of these sections are described in the following sections.

Figure 1: Sample Title Page

3.1.2 Transmittal Document

The transmittal document not only introduces the report, but also explains its purpose and scope, as well as outlines the conclusions (and recommendations if included). Your contribution to the overall project and acknowledgments of others should also be included.

The transmittal document follows the title page—or it may appear before the title page—and as such, has no page number. For external reports, use a standard formal business letter format (full block format is the easiest), address the letter to one person, typically your professor (if it pertains to a report for a course assignment), and include your signature at the end. For internal reports, use a memo transmittal. See below for an example of the differences:

 

Figure 2 Sample Transmittal Documents: Letter and Memo Formats (Williams, 2020).

The transmittal document should contain the following information on one page:

• the transmittal statement and the title of the report; e.g., Please find attached the report entitled XXX completed as a requirement for TEC400.
• your project purpose and scope of work; i.e., the facets of the problem or topic that are discussed
• an overview of the main findings and conclusions; a reflection of your learning
• disclaimers, special problems encountered, or extenuating circumstances, if applicable
• a statement that the report is confidential, if it is
• acknowledgments of helpful people, groups or organizations
• any other features that may be of interest to the reader

Figure 3 shows a template for formatting your letter of transmittal. Figure 4 shows a sample letter.

Letter of Transmittal Template
[Left align for a full block format]

__________________________________________________________

Your own or the company’s return address

 

Date

Receiver’s name, title
Company name
Address

 

Salutation: Dear XXX:

Begin with a transmittal sentence: “Please find enclosed/attached the report entitled XXXX submitted following research into XXXXX for TEC400.

Mention the purpose of the research

Offer an overview of the report’s findings and the conclusions. This paragraph should cover the scope of work, main findings, and key conclusions. Add any important considerations. Body paragraphs should be in 11-12-point font. No indentations. Add a line space between paragraphs.

Add a reflection on your learning.

Include a paragraph to acknowledge the assistance of key people.

 

Close on a courteous note.

 

Sincerely,

 

Your name, role

 

Encl.

 

__________________________________________________________

Figure 3: Letter of Transmittal Template

Stu Dent
19-1742 Yonge St.
Toronto, Ontario M2J 5R6

September 4, 20XX

Mr. Bineshii Coutenay,
Co-op Coordinator Seneca College
1750 Finch Avenue, East
Toronto, M2J 2X5

Dear Mr. Coutenay:

Please accept the accompanying work term report entitled “Sensor Imaging Tool for Autonomous Vehicles.”

This report is the result of work completed during an experiential learning unit at the Tesla Institute. During my second work term as a Seneca College student, I was engaged to assist in field sensor data collection and the subsequent computer processing of this data. In the course of this work, I developed innovative colour sensor imaging software in an effort to process the data more efficiently and accurately. It is this new method of processing the data which is the subject of this report.

Through the course of the term, I was given the opportunity to learn much about electronics repair, digital signal processing, computerized data acquisition, and sensors. I feel that this knowledge will be helpful in future work terms, and in my career.

I would like to thank my manager, Jane Cordent, for her patience and good judgment, as well as the technologists at Tesla Institute who were always willing to help.

 

Sincerely,

Stu Dent Stu Dent

Encl.

Figure 4: Sample Letter of Transmittal. Adapted from University of Victoria, n.d/2017.

3.1.3 Table of Contents and List of Figures

The table of contents is a navigation tool that allows the reader to find a specific section or illustration in the report.  It is constructed from the major headings used in the report.  Note that the appendices are listed at the end of the Table of Contents and that a List of Tables and Figures follows. Do not list the heading of “Table of Contents” as an item in the table itself. This error is often created by word processing software that creates the table of contents from the header contents of each section. For an example, check out the table to contents of any textbook on your shelf. Note how this tool helps you find specific topics covered in the text and leads you to navigate through the text to find them. Tables of contents in reports serve the same function. In electronic versions of reports, the table of contents may contain linked headings, allowing you to click on any topic listed to be immediately directed to the corresponding page.

MS Word includes features that allow you to auto-create the table of contents and list of figures. Use heading and caption styles to enable this function. First, use the Styles functions to “code” each of the document’s headings and subheadings. When your document is complete, create your table of contents page by inserting a new page after your letter of transmittal. Place your cursor on that new page then click on the References tab in the main MS Word toolbar at the top. Then click on Table of Contents and select the desired table style. The software will then automatically create your table of contents.

3.1.4 Abstract

Technical reports typically contain an abstract that summarizes the content of the report in a specific manner. The abstract appears on a separate page after the Table of Contents and List of Figures and Tables. In brief, the abstract consists of the following: (1) a statement of the problem or opportunity, (2) a purpose statement, (3) a description of methods, (5) an overview of findings, and (5) the conclusion. (Sentences in an abstract are never numbered, but the example below shows the sentences the correspond to the numbered element mentioned above.)  The abstract is written after the main report has been completed. Items in the main report such as tables, figures, or sections, are not referred to in the abstract. The abstract is normally presented centered on its own page, and is less than one page in length; see Figure 5 for an example.

Figure 5: Sample Abstract. Adapted from University of Victoria, n.d/2017.

3.1.4.1 Glossary (optional)

If your report contains acronyms, symbols, or terms that may not be familiar to your audience, include a glossary explaining these terms. If included, the glossary precedes the introduction to provide an easy reference for the reader. Formerly, the glossary was situated in an appendix; you may still place it there but consider that it may be of more use before the introduction.

The glossary defines specialized technical terminology including acronyms, listing them in alphabetical order, while the list of symbols defines the mathematical symbols used in the report. Any mathematical symbols or constants included in the report should be defined since most mathematical usage is not standardized. Glossaries and lists of symbols are useful when a large number of terms must be introduced in the report. (As a guideline, if you are defining more than five terms, a glossary should be used.) Refer to the Sample Glossary (Figure 6) for the recommended format. Note: If you are using published definitions, you must indicate your sources.

Glossary

Figure 6: Sample Glossary (University of Victoria, n.d/2017)

3.2 Main Body

The main body of your report includes everything from the Introduction to the References. Pagination for the main body begins with Arabic numeral 1.

3.2.1 Introduction

The introduction is an important component as it sets the context and announces the subject and purpose of the report. The introductory material may be presented in several subsections to cover the scope of the report and should provide the background information necessary for understanding the rest of the report. In the sample table of contents (see Figure 4), sections 2 and 3 consists of the background information. If the report addresses a specific problem, your introduction will provide a thorough problem definition that the described solution(s) must address.

The introduction introduces the report to the reader by

• introducing the subject to be discussed and its importance,
• including an overview of the report topics,
• describing the scope of the report, and
• offering background information describing circumstances leading to the report.

Introductions should never be longer than the discussion. If a significant amount of background information is required, consider creating a separate section for it or moving some of the material to the appendices. Click here to view an example obtained from Hamlin and Rubio (2016).

3.2.2 Discussion

The discussion is the foundation of a report. It presents evidence in the form of referenced facts, data, and analysis upon which the conclusions are based.  It offers research-based evidence to support claims and contains concrete and specific information illustrated by visual aids that will enable decision-makers to understand how the conclusion is achieved. A well-written discussion flows logically from idea to idea to lead the reader to the appropriate conclusions. Depending on the complexity of the information presented, the discussion may contain several sections if several concepts are presented. In the sample table of contents, the discussion is contained in sections 4 through 5.5.

3.2.3 Conclusions

Conclusions are the results derived from the evidence provided in the discussion. No new material is presented in the conclusion. Rather, recap the key ideas from the discussion and connect them to the initial problem statement or the purpose for your report. When presenting more than one conclusion, state the main conclusion first followed by the others in the order of decreasing importance, to ensure the maximum impact on the reader. Your conclusion overall should sum up ideas such as to give the reader a sense of direction.

3.2.4 Recommendations

Recommendations are usually actionable steps for the work that needs to be done based solidly on the information you previously presented in the report. They have the greatest impact when written using action verbs and are listed in chronological sequence when more than one or two are included. Again, do not introduce new material or concepts here. You want to create recommendations that follow immediately on the conclusions drawn from the discussion. Recommendations are not included in every report; rather, they usually appear in problem-solving reports and in recommendation and justification reports, specifically.

3.2.5 References

Any information quoted, paraphrased, or summarized must be cited and documented using APA Style. Citing references acknowledges the work of others who came before you, assists the reader by indicating where further information can be found, and lends credibility to your analysis. Please note: Wikipedia may be an accurate reference; double-check the information you obtain from this source. “Definition by popular consensus” does not constitute a suitable reference. Instead, use original published source material from reputable established sources.

Any material introduced in the report that is not your original work should be followed by an in-text citation in parentheses, which cross-references to an item fully documented in the list of references. The material cited may be tables or figures from other sources, equations that you did not derive, technical specifications, or facts used to support your claims.

3.2.5.1 In-text Citations

When citing a reference within the report using the APA style, the corresponding citation may be included in parentheses in the following places:

• at the end of a sentence just before the period; e.g., (last name, year).
• directly after the reference to the author or source (last name, year), if necessary to avoid confusion over attribution of the source material
• after figure captions and after table titles; e.g., Figure 1: Network Design (last name, year)
• after the appendix title if the entire appendix is copied from another source; e.g.,

Appendix A (last name, year)

• at the right-hand margin beside a mathematical equation

3.2.5.2 Making Your Reference List

Note that each listed reference includes the following information:

• the name(s) of the author(s): last name, followed by initial(s) for each if more than one
• the title of the document
  • for book and journal titles, the title of each is italicized; capitalize only the journal title
  • for articles in journals, only the first letter of the title of the article is capitalized
  • for web pages, the page title is italicized; use lower case letters (the first letter is capitalized); only the site name is capitalized
  • for reports, italicize the report title; use lower case
• other information
  • for books, the publisher’s name and location, and the publication year
  • for articles, the title of the journal (italicized and capitalized), the volume number and the date of issue
  • for reports, the report number, the name and location of the issuer and the date of issue
  • for web documents, all the above and the url
  • add the page number, when applicable

For other types of documents, social media, or internet sites, see the Seneca College Libraries APA Citation Guide (2021) or the APA Style references examples.

In the list of references, list the cited references in alphabetical order using the approved APA conventions.  See Figure 7 and the Resources and References section of this guide for formatting examples. Be sure to take note of the punctuation.

Note: If the information has been unethically used in your documents, you could be subject to academic integrity penalties. For information on actions to avoid, see Appendix A: Important Information on Academic Integrity Offences.

Figure 7: Sample Reference Page. Adapted from University of Victoria, n.d/2017.

3.3   Back Matter

Back Matter includes anything attached to the end of your report following the References. These are usually called appendices.

3.3.1 Appendices (optional)

Any data supplementary to the main ideas of the report may be placed in an appendix. The information may be a description of the processes involved, analytical proceedings, computer printouts, technical specifications, mathematical equations, data, code, or excerpts from other reports. Any type of information may be placed in an appendix if it is relevant but does not fit in the discussion, provided it is referred to in the body of the report (see Appendix A for an example).

An appendix refers to one set of information. If several sets of information are to be included, several appendices may be used. Appendices should be referred to by letter (Appendix A, Appendix B, etc.).

Following the examples posted by The Ontario Association of Certified Engineering Technicians and Technologists (OACETT), page numbers in appendices continue from the report. In the table of contents, appendices are listed at the bottom with page reference (OACETT, n.d.).

References

American Psychological Association (APA). (2020). Use of italics. APA Style.  https://apastyle.apa.org/style-grammar-guidelines/italics-quotations/italics

Global Campus Writing Centre. (n.d.). Writing executive summaries. University of Arizona.  https://writingcenter.uagc.edu/writing-executive-summary

Williams, V. (2020). Business proposals. Fundamentals of business comm