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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 the business or to report on business that has been conducted for a client.
Since reports can have a significant impact 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

 Headings-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 other 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 extra space is provided for the
binding when a report is bound. Most reports are bound at the left (1.5” left margin); a
few 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 (I, ii, iii) are used for the
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prefatory (preliminary) pages. The body of the 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 lowercase Roman numerals to
avoid 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.

Documentation

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 reference 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. The endnotes come before
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 citation

Internal citations provide the source or 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 author’s name is used in context, only
the date and page numbers are included in the citation.

References
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The reference list at the end of the report contains all references whether quoted
or not in alphabetical order by author name the name of authors, titles or publications,
the name and location or 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

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. The title page makes the initial 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 style 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
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Hull, Brenda, and Muriel Myers. Writing Reports and Dissertations 5th ed. New York:
Benjamin Lakey Press, 1994

Hunter, Drake R. Business Communications Today. Fort Worth: Big Bend Publisher,
Inc., 1993