There are many different types of reports each with different formats and structures.
All reports are prepared after research has been conducted and conclusions have been reached.
During the research phase, the author should consult as many sources as are necessary to arrive at an outcome which will convince the target audience that the results, conclusions and recommendations are accurate and properly reflect a problem and the best or only solution.
At the very least, reports have an introduction where the purpose of the report is declared, there is a discussion section where points for and against a proposal are put forward which leads to the conclusions reached by the author.
Reports may contain recommendations which are taken under consideration at meetings. These recommendations may be rejected or accepted with or without amendments.
Planning is an essential element of report writing, it is important to define what is to be achieved remembering that the reader may be exposed to the information for the first time. Logic and sound reasoning must be used, while ideas must be presented in sequence in order to build up to a logical conclusion.
Reports should be written in a positive, clear, unambiguous fashion with good grammar and punctuation.
The objective of a report is usually to present recommendations to overcome or solve problems or make decisions.
Reports should be concise, could include information presented in tables or graphs, photographs, diagrams, charts or any other graphical means.
In some businesses, senior officials may be required to submit reports on a certain topic from their field of expertise, for example reports may be required from Finance, Engineering and Planning in order to reach a decision on where to build a road.