Report format

A report format (hereinafter, the Format) is the physical or digital manifestation of a report. This manifestation include:

1. Media-type that identifies the software or hardware needed to display and/or operate the report;
2. Layout that organizes various sections of the report; and/or
3. Appearance of the metadata and report content that is known as formatting.

Description

The ANSI/NISO Scientific and Technical Reports standard details,

Reports produced in digital format should provide easily-accessible metadata describing the programs used in producing the report. Creators of reports should also consider the original and on-going accessibility of items requiring unique or specialized hardware or software not normally used by their primary audience.

Information

The Format information is a conditional part of report's front matter; the Format is included when the original is created in digital format. When the Format information is included, it functions as a part of report's administrative metadata.

Dublin Core element

The Format is an element of the Dublin Core Set. Format may be used to identify the software, hardware, or other equipment needed to display or operate the resource. Examples of dimensions include size and duration. Recommended best practice is to select a value from a controlled vocabulary (for example, the list of Internet Media Types [MIME] defining computer media formats).

Appearance

According to the ANSI/NISO Scientific and Technical Reports standard,

The physical appearance of a report, both text and graphics, constitutes format. The goal of any format is to enhance readability and comprehension by providing visual uniformity and a consistent subordination of ideas. Decisions about report formats should be based on principles of graphic design, keeping in mind format choices may be limited by contract specifications, in-house requirements, or the equipment used for publication or display.

Line Length

Ragged right margins make reading easier. Avoid excessively ragged right margins by using a standard and a minimum line length. The minimum line length is 2 to 3 12-point characters (8 to 13 mm) shorter than the standard line length. A line ends with the word falling nearest the standard length, but does not exceed the standard length by more than two characters. For example, a single column of text intended for continuous reading (as opposed to reference material) may be presented in standard lines equivalent to 40 to 43 picas (169 to 182 mm) wide. To minimize ragged right margins, a recommended minimum line length is equivalent to 38 picas (161 mm). If a report is presented in double-column format, the image area includes the space necessary to separate the columns, 1 to 2 12-point characters (4 to 8 mm). A recommended minimum line length for double columns is 20 12-point characters (85 mm) per column with 2 additional 12-point characters (8 mm) between each column, a total of 42 12-point characters (178 mm).

Font Choice

A font size and style should be clearly legible.

For report text, including mathematical notations, a 10- or 12-point (4- or 5-mm) serif font is the most comfortable font for readers. Smaller sizes can be used for non-text matter (for example, footnotes and indexes); however, 8 points (3 mm) is the smallest acceptable size for non-text matter.

The availability and appearance of specialized characters for symbols, formulas, and equations are important considerations in selecting a font.

Layout

Formats for organizing a scientific or technical report vary. According to the ANSI/NISO Scientific and Technical Reports standard,

The way a scientific or technical report is organized has evolved over the past 30 years from a content-based organization pattern to a user-based organization pattern. What follows are three outlines typical for reports that solve problems, make recommendations, etc., presented in historical order. These patterns are included for illustration; they do not necessarily conform to all of the requirements and recommendations in this Standard.

Traditional Pattern

Front matter

Title page

Table of Contents (includes list of appendix materials)

List of Illustrations/Figures

Abstract

Body of report

Problem/background

Methodology to solve

Results

Discussion

Conclusion/Summary/Recommendations

Back matter

References

Index

Appendix materials

Modified Traditional (intermediate pattern)

Front matter

Title page

Table of Contents (includes list of appendix materials)

List of Illustrations/Figures

Executive Summary (approximately 10% of body of report)

Body of report

Problem/background

Methodology to solve

Results

Discussion

Conclusion/Summary/Recommendations

Back matter

References

Index

Appendix material

Modern

Front matter

Title page

Table of Contents (includes list of appendix materials)

List of Illustrations/Figures

Executive Summary (ranges from 3-15 pages)

Background/Problem

Methods

• Rarely appear
• Reader assumes writer is competent professional
• Executives typically do not care about details
• At most, 1-2 sentences
• Used to make your results credible

Solutions, recommendations, conclusions

Implications

• Political
• Fiscal

Appendix materials -- for example

Background/Statement of problem/Assignment

Methods used to solve problem

Results

Discussions

Conclusion

Indices (usually more than one)