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Guidelines for preparing an effective, understandable and well-presented report

A report should have an orderly structure, expository clarity, effective drafting and brevity.


The report consists of an ordered concatenation of ideas that can be synthesized in three or four central points, where a thesis is defended that is completely clear in the first reading of it. The structure must allow retaining the main points of the same in a quick reading, almost diagonally. And, if the extension of the report does not allow it, the executive summary formula must be chosen.    

The most effective is the classic structure of all wording (introduction, node and outcome) in turn, crumbly in different steps. Therefore, select your ideas, the objective they pursue, assign the corresponding data (tables, graphs, boxes ...) and start writing according to the defined structure.    


There is no exact number of pages for each chapter or for the report. Each one contributes its own information and based on that, it must be written. The objective of being brief but explanatory must be constant.    

In the reports, the importance range of the information is from lowest to highest. You always start with a chronological and sequential order until you finish with spectacular results and conclusions.


The introduction. It presents the situation that is the subject of the report and provides the reader with the basic information to understand the rest of the document.    

Background. They reflect the reasons that led us to prepare this report. In short, it is about putting the reader in the background, providing the data, resources or previous methodologies that have influenced the topic to be treated. The relevant parts of the SWOT study (Weaknesses, Threats, Strengths and Opportunities) that were previously applied and that could be reviewed in this new report will also be highlighted.    

The methodology. In this section, we must include information about the method we have used or intend to use to address the topic proposed in that report. All the procedures that surround it are detailed, presenting them to the reader as suitable. If you have troubles with choosing a methodology than use additional help from as professional writer have more knowledge on which one is better for your report. It is also necessary to explain all the technical words used with parentheses and footers so that their meaning is clear to any reader profile and by using writing service you won't have troubles with hard terminology.    

The results. They point out "what there is", the positive or negative realities that have arisen as a consequence of the use of the proposed methodology and the exposed background. In this part, the graphs and tables can be very informative, but it is convenient to alternate them with text so as not to reload it with figures.    

The limitations. They mention the data or sources that could not be included or could not be consulted or contracted when writing it. These are the shortcomings of the solutions provided in that report.    

The conclusions. It is one of the most illuminating parts of the report. The author will present the conclusions reached in order to change the reality or situation under analysis.    

The recommendations. This section should be a useful tool for the company. Our vision of experts should be made clear by recommending guidelines and solutions so that they can be executed by those who take part. The author of the report addresses commitments resulting from his previous reflections and analyzes.    

Additional information. In the annexes we should always have some quotations from secondary sources, contrasts with other data, comparisons with companies and reliable sources to reinforce the central thesis that will be expressed in the report. In addition, the reader should be asked how to locate the original sources used in the report (documents or websites).    


At the time of presenting the report, both formats can be complemented. Word creates documents designed to be read and PowerPoint allows you to produce reports designed to be presented, not read.    

Therefore, in Word you can make a highly explanatory document loaded with arguments and defense of them and, also, an executive document in PowerPoint to be presented by the author or other addressees. It is convenient that those attending the meeting receive a copy of the report in digital format.

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