Formatting guides for Report

Business reports are documents that are used internally and externally.

Managers often delegate the preparation of internal reports to subordinates;

therefore, most reports go up to higher ranks in the organization. External

reports often are Formatting guides for Report Business reports are

documents that are used internally and externally. Managers often delegate

the preparation of internal reports to subordinates; therefore, most reports go

up to higher ranks in the organization. External reports often are used to

secure business or to report on business that has been conducted for a client.

Since reports can have a significant impact on an organization’s business and

on an individual’s upward career mobility, they are usually prepared with a

great deal of care. The following factors must be considered in formatting

reports:

 Placement-spacing, margins and pagination

 Heading

 s-main, secondary, side and paragraph

 Documentation-internal citations, endnotes, and references

 Report assembly-preliminary pages, body of report, and appendices

Placement

Effective report design requires many decisions about each of the factors just

enumerated. The software and the type of printer usually determine which
features can be used to enhance the format of a document. A few basic guides

can be applied to assist in making good formatting decisions.

Spacing

Reports may be formatted using either single or double spacing. Commercially

prepared reports are generally single-spaced using many typesetting features.

The desktop publishing capabilities available in most word processing software

enable employees to prepare reports similar to those prepared professionally.

Therefore, the trend is to single-space reports, use full justification, and to

incorporate desktop publishing features in the report.

Margins

Reports are formatted with one-inch top, side, and bottom margins. A half inch of

extra space is provided in the top margin (1.5”) for the first page of the report and

for major sections that begin on a new page. A half inch of the report and for the

first page of the report and for the major sections that begin on a new page. A

half inch of extra space is provided for the binding when the report is bound. Most

reports are bound at the left (1.5” left margin): a few are bound. Most reports are

bound at the top (1.5” top margin)

Pagination

The way a report is paginated depends on the binding. A left bound or an

unbound report usually is paginated at the top, right margin. A top bound report is

paginated at the center, bottom margin. Arabic numerals (1,2,3) are used for the

body of the report and the appendix: lowercase Roman Numerals (ii, ii., iii) are

used for the prefatory (preliminary) pages. The body of he report starts with page

1 even though several preliminary pages precede it. The first page is counted but

it is not numbered. Normally, the preliminary pages are prepared after the report

is written; therefore, they are handled as a separate document and numbered with

lower case Roman Numerals to avois duplicate numbers.

Headings

Topical headings or captions introduce the material that follows and provide

structure in a report. Position, capitalization: font size, and attributes, such as bold

and underlining indicate levels of importance. Heading also set segments of copy

apart and make the copy easier to read_ The spacing before and after headings

depends on the type and size of font used_ With regular typewritten copy, spacing

(a quadruple space after the main heading and a double space before and after

side headings) is important for emphasis. If a large type of commands attention;

therefore, additional space to set the heading apart from the report is not

necessary.
Most writers give credit when they use the work of others_ Quotes or

extensive use of published material should be referenced. In business,

many employees feel that the internal reports they use as references

belong to the company; therefore, referencing is not necessary. Employees

should keep in mind, however, that referencing also helps the reader locate

more complete information that the report contains. Documentation can be

provided in several ways.

Endnotes.

A superior number keyed at the point of reference serves as an indicator

that the source is provided at the end of the document. All sources are

placed on a separate page at the end of the report in numerical order.

Tile endnotes come before

the bibliography or list of complete references_ The page is numbered in

sequence with the preceding page_ Endnotes are single-spaced with a

double space between notes; the first line of each entry is indented five

spaces.

Internal citations.

Internal citations provide the source of information within the body of the

report_ The name(s) of the author(s). publication date, and the page

numbers are separated by commas and enclosed in parentheses before

the terminal punctuation as illustrates in this sentence (VanHuss, 1994,

10-12). When the authors name is used in context, only the date and

page numbers are included in the citation.

References.

The reference list at the end of the report contains aii references whether

quoted or not in alphabetical order by author name. The name of authors,

titles of publications, the name and location of the publisher, and the

publication date make up the reference. References are single-spaced with a

double space between items. Book and periodical titles are generally

indicated by underlining_ The trend today : when the printer can

accommodate it, is to use italics_

Report Assembly

The components of a business report vary depending on the formality of

the report. Reports generally are assembled in three separate segments_

Generally : the body of the report is prepared first; then, the material to be

apprehended; and finally, the front matter.

Preliminary pages. A title page. letter of transmittal, table of contents, and

executive summary are often placed at the beginning of a report. Other

pages, such as a list of figures, may be added. Th e ti tl e p ag e ma ke s th e

i n impression for the report; therefore, it deserves special attention. An

effective title page is formatted attractively and contains the title of the

report, who the report was prepared for, who the report was prepared by,

and the date_

Body of the report. The body of the report varies widely depending on the type

of report. Reports frequently contain enumerated items, tables, charts,

and graphics_ Many organizations have styre guides for the various types

of reports commonly used in the organization.

Appendices. Materials that support a report, such as questionnaires,

biographical sketches, and large computer printout tables, are often

placed at the end of the report in a section called appendix. Often the

material is segmented into several different appendices_ Printed items in

the appendix such as questionnaires usually are preceded by a page

naming the appendix_

REFERENCES

Chung. Olin. Reports and Formats. Cedar Rapids: Gar Press, Inc., 1994.

Estevez. Ted. "The Art of Communicating in Business." New Age Magazine,

July 1994_
Hull, Brenda: and Muriel Myers_ Writing Hunter : Dale R. Business

Reports and Dissertations. 5:h ed. Communications Today. Fort Worth:

New York: Benjamin Lakey Press, Big Bend Publishers, Inc., 1993.

1994_