How-to
How to structure and format a report in a Word document
The short answer
Start with a report template, set up Heading 1 and Heading 2 for your sections, and write the summary last. Add page numbers and a table of contents, check the pages, and export a PDF to share. The structure matters more than the styling.
A good report is easy to navigate. A reader should be able to open it, find the answer, and leave. That comes from structure, not decoration, and a template gives you the structure for free.
Start from a report template
- Open the Wrdio home page and press New document.
- On a computer choose File, New, Report. On a phone tap File, New document, Report.
- The template has a title, a subtitle, and headings for summary, background, findings and recommendations.
A structure that works for most reports
- Title and subtitle. What the report is about, and for whom.
- Summary. The answer in a few sentences, for readers who stop here.
- Background. The question being answered and why it matters.
- Findings. What you found, with evidence. Split into subsections.
- Recommendations. What should happen next, in order of priority.
- Appendices and sources. The extra detail that would clutter the main text.
Write the summary last
It goes first in the document, but write it after everything else. Then it reflects what the report actually says, not what you planned.
Set up the headings properly
Use Heading 1 for the main sections and Heading 2 for subsections. Keep titles short and meaningful: "Findings: delivery times" tells a reader more than "Section 3". Real heading styles are what make a table of contents possible. See how to make a table of contents.
Make it easy to read
- Short paragraphs. Three to five lines.
- Lists for steps and options, and real list formatting rather than typed dashes.
- Tables for comparisons, with a clear heading row.
- Pictures and charts with a caption and a sentence saying what to notice. See how to insert pictures.
- Page numbers in the footer. See how to add page numbers.
Before you send it
- Update the table of contents.
- Scroll through every page. Fix a heading stranded at the bottom of a page.
- Check names, numbers and dates against your source.
- Export a PDF and read the first and last page again. See saving as PDF.
Questions people ask
What should a report include?
A title, a short summary, the main sections with headings, conclusions or recommendations and, if needed, appendices and sources.
How long should a report be?
As long as it needs to be to make its point clearly. Busy readers prefer a one-page summary and details after it.
Is there a free report template?
Yes. Wrdio's editor has a report template under File, New, with a title, headings and sections already set up.
How do I make the headings consistent?
Use heading styles rather than formatting each one by hand.