Report: Content and Structure

A report will provide a documented account of findings from an analysis, investigation, survey, or similar. A field survey can be used to illustrate the general content and structure of a report as follows.

The content of any report will reflect the nature of the survey and is the final stage of presenting the outcome of a survey to the client.

The report should provide an overview of the survey purpose, the summary results from the survey and an interpretation of the results and findings.

What is a field survey report?
A field survey report is typically a technical report (ranging from a small to a large document) which could be read by a range of people who might include:
• The client.
• Planners.
• Statutory consultees.
• Regulators.
• Scientists.
• Other researchers.
• Specialists.
• Environmentalists,
• Ecologists.
• Consultants.
• Funding bodies.
• Project manager.
• Work colleagues.
• Line manager.
• Employer.
• Other stakeholders (for example, interested user groups or members of the public).

A report may also be produced for an individual's own interests, which might be to influence a decision in their work-place or even support an application for a pay rise or job promotion.

Report structure
A typical structure for the content of a comprehensive technical report will include the following headings:
1. Title.
2. Contents.
3. Abstract.
4. Acknowledgements.
5. Introduction.
6. Methods.
7. Results.
8. Recommendations.
9. Conclusions.
10. References.
11. Appendices.

Descriptions for each of these headings might be:

1. Title: make it relevant and concise.

2. Contents: this will list the headings / chapters in the report.

3. Abstract: this summarises key aspects of the survey report.

4. Acknowledgements: especially of people or organisations who have helped and/or funded the survey.

5. Introduction: this will 'set the scene' for the report and provide necessary background information so the reader can understand the context in which the survey was undertaken.

The aim and objectives will be stated. You may also wish to include in this section any existing information and knowledge which may have been used to influence the aim and objectives. The aim is usually a general outcome for the survey, whilst objectives are more specific outcomes which contribute to achieving the aim. Include details of any consultations with other organisations.

6. Methods: identify the method/s (e.g. a survey) and technique/s (e.g. observation, analysis of secondary material) used.

State the sampling design/s used. Give suitable reasons why you chose the particular methods, techniques and designs.

A detailed description of the field surveying site, including geographic location, habitat category, relationship to other features or factors outside its boundary, importance of any features, species or biodiversity, soil type and other significant factors. The use of selected photographs and/or maps can be appropriate to complement the text.

Describe the sequence of when and how the survey was carried out, the statistical analysis/analyses chosen and why.

7. Results (or Findings or Analysis and Interpretation; this depends on what you want to call it): summarise the data that was collected; provide well-worded sentences and paragraphs supported by graphs, tables, figures and maps to help better understand the data.

Do not include the uninterpreted raw data in the body of the report but put them in the Appendices.

Don't forget that you will have objectives for this survey; make sure that the results you include provide appropriate answers to show these objectives have been met.

Discuss the results of the survey: Are there any links or associations that you can make between the data that you have collected and also with any secondary information that you may have researched in preparing for and to support this survey?

If you develop an argument throughout the text, then make sure it follows a logical sequence as you work your way through it: This will make it more understandable to the reader.

Be clear about what is a fact, an inference from the data or your own opinion (which might be a prediction of what could typically occur if a certain management or maintenance regime is implemented, or continuing, or discontinued).

8. Recommendation: this will pull together the recommended outcomes form the findings of the survey. for the client to consider.

9. Conclusions: this will provide the stated outcome for the survey and will link to the aims of the survey. It will describe what has been achieved and what the next stage may need to be, especially if the survey did not entirely satisfy the survey aim.

10. References: this will clearly identify any sources of information that you have acknowledged or referred to in the survey report.

A reference is not a bibliography; the latter is a list of books, web sites or other material that may have been used in helping you to think about the design of the survey or could support further reading around the survey subject. It is generally not necessary to include a bibliography. Make sure that referencing is cited correctly. The Harvard System is a recognised method for citation, and this is recommended for field survey reports.

11. Appendices: these can include raw data, lists of species, codings used, examples of record forms/sheets, maps or photographs.

General Field Survey Report
The contents that have just been described would be considered suitable for a large-scale survey and detailed report. A report for a smaller, brief, and general field survey might take about 6 to 12+ hours to complete and would be suitable for many grounds management requirements. The contents for a more general survey might be:

1. Title.
2. Contents.
3. Introduction.
4. Survey findings.
5. Conclusion.
6. Appendix.

This would provide an ideal type of survey report from which management decisions could be made as to whether it is appropriate on its own, or whether a more detailed and extensive survey is required.

Timescales
When a field survey is commissioned there will typically be a timescale within which the survey, report production and presentation of the report should take place. The timescale may be set by the requirements of the client and this would be given within the brief.

If a proposal for funding is being made to a funding body then it will be necessary to ensure that any dates that the body sets are strictly adhered to. Failure to comply with these deadlines would result in being unable to be considered for funding.

If a report is for an Environmental Impact Assessment, for example, which is to be submitted to a local authority planning department, then there will be deadlines, or periods in which submissions need to be made. Failure to comply with deadlines may result in a planning application being refused or delayed until the next planning cycle.

A field survey report may be needed by a national organisation as part of an overall survey of a larger area. Failure to provide your survey on time may result in the delay of a publication or your data being missed from a report.

The management hierarchy of an organisation may have several options to consider in making a decision. If one option is reliant on the presentation of a survey report, then failure to meet the deadline for the presentation could easily jeopardise the relevant options' chance of success. This could be the difference between your team or department being able to improve some of their facilities, or not.