formal research report

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Chapter 10: Writing Reports

Elements of Formal Reports

While you may write much shorter, more casual reports, it’s helpful to go into a bit of detail about formal reports. Formal reports are modular, which means that they have many pieces. Most audience members will not read every piece, so these pieces should stand on their own. That means that you will often repeat yourself. That’s okay. Your audience should be able to find exactly what they need in a particular section, even if that information has been repeated elsewhere.

While it’s fine to copy and paste between sections, you will likely need to edit your work to ensure that the tone, level of detail and organization meet the needs of that section. For example, the Executive Summary is aimed at managers. It’s a short, persuasive overview of everything in the report. The Introduction may contain very similar information, but it focuses on giving a short, technical overview of everything in the report. Its goal is to inform, not to persuade.

Let’s take a look at some of the parts of the report in greater detail.

The title page provides the audience with the:

• This should appear 2 inches from the top margin in uppercase letters.
• Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name and then the city and state. Some reports may include an additional line that presents the name of a specific person.
• Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.
• This date may differ from the date the report was written. It should appear 2 inches above the bottom margin.

The items on the title page should be equally spaced apart from each other.

A note on page numbers:

The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. You can then utilize two different types of numbering schemes. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase roman numerals for all front matter components. Utilize arabic numbers for the other pages that follow. Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right.

Letter of Transmittal

A letter of transmittal announces the report topic to the recipient(s).

If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Use the concluding paragraph to offer to discuss the report; it is also customary to conclude by thanking the reader for their time and consideration.

The letter of transmittal should be formatted as a business letter. Some report writers prefer to send a memo of transmittal instead.

When considering your audience for the letter or memo of transmittal, make sure that you use a level of formality appropriate for your relationship with the reader. While all letters should contain professional and respectful language, a letter to someone you do not know should pay closer attention to the formality of the word choice and tone.

Table of Contents

The table of contents page features the headings and secondary headings of the report and their page numbers, enabling audience members to quickly locate specific parts of the report. Leaders (i.e. spaced or unspaced dots) are used to guide the reader’s eye from the headings to their page numbers.

The words “TABLE OF CONTENTS” should appear at the top of the page in all uppercase and bolded letters. Type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single spaced, using a combination of upper- and lowercase letters.

Executive Summary

An executive summary presents an overview of the report that can be used as a time-saving device by recipients who do not have time to read the entire report.

The executive summary should include a:

• Summary of purpose
• Overview of key findings
• Identification of conclusions
• Overview of recommendations

To begin, type “EXECUTIVE SUMMARY” in all uppercase letters and centered. Follow this functional head with paragraphs that include the above information, but do not use first-level headings to separate each item. Each paragraph of information should be single-spaced with double spacing between paragraphs. Everything except for the title should be left-aligned.

An executive summary is usually ten percent of the length of the report. For example, a ten-page report should offer a one-page summary. A 100-page report should feature a summary that is approximately ten pages.

The executive summary is usually seen as the most important part of the report, and it should be written last. When you’re writing the executive summary, imagine that you’re sitting across from your most important audience member. If you only have a few minutes to talk to them, what do you want them to know? What would be most persuasive?

Introduction

The body of a formal report begins with an introduction. The introduction sets the stage for the report, clarifies what need(s) motivated it, and helps the reader understand what structure the report will follow.

Most report introductions address the following elements: background information, problem or purpose, significance, scope, methods, organization, and sources. As you may have noticed, some parts of a formal report fulfill similar purposes. Information from the letter of transmittal and the executive summary may be repeated in the introduction. Reword the information in order to avoid sounding repetitive.

To begin this section, type “BACKGROUND” or “INTRODUCTION” in all uppercase letters. This functional head should be followed by the information specified above (i.e., background information, problem or purpose, etc.). You do not need to utilize any first-level headings in this section.Because this section includes background information, it would be the appropriate place to address the needs of audiences that may need additional knowledge about the topic. Provide definitions of technical terms and instruction about the overall project if necessary. If you are uncertain if your audience needs a particular piece of information, go ahead and include it; it’s better to give your reader a little bit too much background than not enough.

Discussion of Findings

The Discussion of Findings section presents the evidence for your conclusions.

This key section should be carefully organized to enhance readability.

Useful organizational patterns for report findings include but are not limited to:

• Best Case/Worst Case
• Compare/Contrast
• Journalism Pattern

Use a Best Case/Worst Case organizational pattern when you think that the audience may lack interest in the topic. When examining a topic with clear alternatives to your proposed solution, consider using a Compare/Contrast pattern. Geographical patterns work effectively for topics that are discussed by location.

When describing the organization of the report in the first paragraph, broadly identify how the material in the report is organized rather than state that the report uses a specific pattern (e.g. Chronology, Geography). For example, write, “The research findings address curriculum trends in three provinces: (a) British Columbia, (b) Alberta, and (c) Ontario,” not, “This report uses a geographical organizational pattern.”

Follow the first paragraph with a first-level heading. Use first-level headings for all other major parts of this section. First-level headings should appear in bold, uppercase letters. Center first-level headings, but align any second-level headings with the left margin. Type any second-level headings in bold, upper- and lowercase letters.

As you present, interpret, and analyze evidence, consider using both text and graphics. Take into account what will be easiest for your audience to understand.

Include citations for all quoted or paraphrased material from sources as well; check with your organization as to whether they prefer parenthetical citations or footnotes.

Integrating Graphics

Formal report authors use graphics to present data in different forms. Paragraphs of text and complex or numerical data tend to bog readers down, making graphics a beneficial enhancement. Graphics also make data easier to understand, so they sometimes make a stronger impact on the audience.

Knowing when—and how—to effectively employ graphics is the key to successfully integrating them. Keeping the audience in mind is also critical.

Conclusions and Recommendations

The conclusions and recommendations section conveys the key results from the analysis in the discussion of findings section. Up to this point, readers have carefully reviewed the data in the report; they are now logically prepared to read the report’s conclusions and recommendations.

Type “CONCLUSIONS AND RECOMMENDATIONS” in all uppercase letters. Follow this functional head with the conclusions of the report. The conclusions should answer any research questions that were posed earlier in the report. Present the conclusions in an enumerated or bulleted list to enhance readability.

Recommendations offer a course of action, and they should answer any problem or research questions as well.  Think back to the expectations of your audience.  Have all of their requirements been addressed?

Works Cited

All formal reports should include a works cited page; his page documents the sources cited within the report. The recipient(s) of the report can also refer to this page to locate sources for further research.

While some of the formatting rules may seem tedious at first, they are necessary in order for your audience to better understand the report. Using a regulated format allows for a more universal organization that everyone will understand. Being aware of your audience’s needs and expectations will allow for a strong report that will satisfy your employee and demonstrate your competence in your field.

Test Your Knowledge

Understanding the parts of the report can be challenging, so test your knowledge by dragging the part of the report to its definition.

Image Description

Figure 10.1 image description: This is a diagram of a report title page. Leave 2 inches between the top and the title of the report (which should be in uppercase letters), then write in the middle of the page who the report was prepared for. 3/4 of the way down the page, say who the report was prepared for. Then write the date submitted. [Return to Figure 10.1]

Figure 10.2 image description: A sample table of contents and List of Figures. Use uppercase letters for major parts and use leaders to guide the reader’s eye to the page numbers. The list of figures should be separate from the table of contents. [Return to Figure 10.2]

Figure 10.3 image description: A sample body page of an introduction. This one is separated into ‘PROBLEM’ (all in uppercase letters, bold, and in the center) and BACKGROUND. Each paragraph is single spaced with double spacing between paragraphs. [Return to Figure 10.3]

Elements of Formal Reports Copyright © 2024 by Loyalist College Pressbooks is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.

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Home » Research Paper Format – Types, Examples and Templates

Research Paper Format – Types, Examples and Templates

Table of Contents

Research Paper Formats

The format of a research paper is essential for maintaining consistency, clarity, and readability, enabling readers to understand the research findings effectively. Different disciplines follow specific formats and citation styles, such as APA, MLA, Chicago, and IEEE. Knowing the requirements for each format ensures that researchers present their work in a professional and organized manner.

Why Research Paper Format is Important

• Consistency : A standardized format ensures that each paper has a similar structure, making it easier for readers to locate information.
• Credibility : Following a professional format enhances the credibility of the work, making it look polished and reliable.
• Guidelines for Citations : Proper format helps in organizing references and citing sources accurately, which is crucial for avoiding plagiarism.
• Reader Comprehension : An organized format improves readability, enabling readers to follow the research arguments and findings effortlessly.

Types of Research Paper Formats

1. apa format (american psychological association).

• Discipline : Commonly used in social sciences, psychology, education, and business.
• Title Page : Includes title, author’s name, affiliation, course, instructor, and date.
• Abstract : A brief summary of the research, usually around 150-250 words.
• Main Body : Contains sections such as introduction, method, results, discussion, and conclusion.
• References : Lists all sources cited in the paper in APA style.
• Double-spaced, Times New Roman 12-point font.
• One-inch margins on all sides.
• In-text citations include author’s last name and year (e.g., Smith, 2020).

2. MLA Format (Modern Language Association)

• Discipline : Commonly used in humanities, literature, and cultural studies.
• Header : Author’s name, instructor’s name, course, and date.
• Title : Centered on the first page, no separate title page required.
• Main Body : Sections for introduction, body paragraphs, and conclusion.
• Works Cited : Lists all references in MLA style.
• One-inch margins, with in-text citations including the author’s last name and page number (e.g., Smith 45).

3. Chicago Format (Chicago Manual of Style)

• Discipline : Used in history, business, fine arts, and sometimes social sciences.
• Title Page : Includes the title, author’s name, and institutional affiliation.
• Abstract (Optional) : Brief summary, sometimes included depending on requirements.
• Main Body : Includes introduction, main sections, and conclusion.
• Footnotes/Endnotes : Citations are either in the form of footnotes or endnotes.
• Bibliography : Lists all sources in Chicago style.
• One-inch margins, with footnotes or endnotes for in-text citations.

4. IEEE Format (Institute of Electrical and Electronics Engineers)

• Discipline : Primarily used in engineering, computer science, and technical fields.
• Title Page : Includes title, author’s name, affiliations, and acknowledgment.
• Abstract : Brief summary, typically 100-150 words.
• Main Body : Sections such as introduction, methodology, results, discussion, and conclusion.
• References : Numbered list of references, with citations in brackets (e.g., [1], [2]).
• Double-column layout, single-spaced, Times New Roman 10-point font.
• One-inch margins, with citations indicated by numbers in brackets within the text.

5. Harvard Format

• Discipline : Widely used in academic publications, particularly in the UK.
• Title Page : Title, author’s name, date, and affiliation.
• Abstract : Summary of the research.
• Main Body : Sections such as introduction, literature review, methodology, results, discussion, and conclusion.
• References : Alphabetized list in Harvard style.
• One-inch margins, with in-text citations including the author’s last name, year, and page number if applicable (e.g., Smith, 2020).

General Template for Research Paper

Here is a general template applicable across various formats, especially useful if a specific format isn’t required. Researchers can adjust sections based on the format style guide they need to follow.

• Paper Title
• Author’s Name(s)
• Institutional Affiliation
• Brief summary of the research, key findings, and significance.
• Typically 150-250 words.
• Background of the study and research questions.
• Purpose and significance of the research.
• Summary of existing research relevant to the topic.
• Identification of gaps in the literature.
• Detailed explanation of research methods and procedures.
• Description of sample, data collection, and analysis techniques.
• Presentation of findings, often with tables, charts, or graphs.
• Clear and objective reporting of data.
• Interpretation of findings.
• Comparison with other studies, implications, and potential limitations.
• Summary of the research and its contributions.
• Suggestions for future research.
• Complete list of all sources cited in the paper.
• Follow the specific citation style format (APA, MLA, etc.).
• Appendices (if required)
• Additional information, data, or materials relevant to the study but not included in the main text.

Tips for Formatting a Research Paper

• Check Formatting Guidelines : Each journal or institution may have specific requirements, so always refer to the official guidelines.
• Use Consistent Citations : Ensure all in-text citations and references follow the same format, matching the required style.
• Use Headings and Subheadings : Organize sections with clear headings to improve readability and structure.
• Proofread for Formatting Errors : Small formatting errors can detract from the professionalism of the paper, so carefully review layout and style.
• Use Templates in Word Processors : Many word processors offer built-in templates for APA, MLA, and other styles, helping streamline the formatting process.

Example of Research Paper Formatting in APA

Title Page Impact of Social Media on Adolescent Mental Health Author Name University Name Course Name, Instructor Name Date

Abstract This study explores the impact of social media use on adolescent mental health, focusing on levels of anxiety and depression. Data were collected from high school students through a survey. Results suggest a positive correlation between social media use and anxiety, highlighting the need for guidelines on healthy social media habits. (Word count: 150)

Main Body Introduction Discusses the background of social media’s popularity and its psychological effects on teenagers.

Methodology Details the survey process, sample selection, and data analysis techniques.

Results Presents survey findings on the levels of anxiety and depression associated with social media usage.

Discussion Interprets findings in light of previous research and discusses potential implications.

Conclusion Summarizes the key findings, suggesting areas for future study.

References Lists all references in APA format, alphabetically by author.

A research paper’s format is essential for presenting information clearly and professionally. By following specific guidelines, such as APA, MLA, or IEEE, researchers ensure that their work is accessible and credible. Using templates and formatting tips, researchers can structure their papers effectively, improving readability and impact.

• American Psychological Association. (2020). Publication Manual of the American Psychological Association (7th ed.). American Psychological Association.
• Gibaldi, J. (2016). MLA Handbook (8th ed.). Modern Language Association of America.
• University of Chicago Press. (2017). The Chicago Manual of Style (17th ed.). University of Chicago Press.
• IEEE Standards Association. (2020). IEEE Citation Reference . IEEE.
• Pears, R., & Shields, G. (2019). Cite Them Right: The Essential Referencing Guide . Red Globe Press.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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