writing a report table of contents

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6.4: Formal Report—Table of Contents and List of Figures

Learning objectives.

• Identify the role and format of a table of contents and list of figures

What Is a Table of Contents?

The table of contents shows readers what topics are covered in the report, how those topics are discussed (the subtopics), and on which page numbers those sections and subsections start.

In creating a  table of contents, you have a number of design decisions:

• Levels of headings to include: In longer reports, consider including only the top two levels of headings. This keeps the table of contents from becoming long and unwieldy. The table of contents should provide an at-a-glance way of finding information in the report quickly.
• Indentation, spacing, and capitalization: Notice in the illustration below that items in each of the levels of headings are aligned with each other. Although you can’t see it in the illustration, page numbers are right-aligned with each other.
• Vertical spacing: Notice that the first-level sections have extra space above and below, which increases readability.

Using the automatic table of contents creator in Word can help you produce a clean, professional document. Make sure the words in the table of contents are the same as they are in the text. As you write and revise, you might change some of the headings—don’t forget to change the table of contents accordingly.

Example: Table of Contents

What Is a List of Figures?

If your document has more than two figures or tables, create a separate list of figures. The list of figures has many of the same design considerations as the table of contents. Readers use the list of figures to quickly find the illustrations, diagrams, tables, and charts in your report.

Complications arise when you have both tables and figures. Strictly speaking, figures are illustrations, drawings, photographs, graphs, and charts. Tables are rows and columns of words and numbers; they are not considered figures.

For longer reports that contain dozens of figures and tables each, create separate lists of figures and tables. Put them together on the same page if they fit, as shown in the illustration below. You can combine the two lists under the heading, “List of Figures and Tables,” and identify the items as figure or table as is done in the illustration below.

Example: List of Figures

References & Attributions

Attributions

Content is adapted from  Technical Writing  by Allison Gross, Annemarie Hamlin, Billy Merck, Chris Rubio, Jodi Naas, Megan Savage, and Michele DeSilva, which is is licensed under a  Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Original content for this page was derived by Annemarie Hamlin, Chris Rubio, and Michele DeSilva, Central Oregon Community College from  Online Technical Writing  by David McMurrey –  CC: BY 4.0

Writing in a Technical Environment (First Edition) Copyright © 2022 by Centennial College is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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How to Write a Table of Contents

Last Updated: February 16, 2024 Fact Checked

This article was co-authored by Stephanie Wong Ken, MFA . Stephanie Wong Ken is a writer based in Canada. Stephanie's writing has appeared in Joyland, Catapult, Pithead Chapel, Cosmonaut's Avenue, and other publications. She holds an MFA in Fiction and Creative Writing from Portland State University. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,048,563 times.

The Table of Contents in a document acts as a map for the reader, making it easier for them to find information in the document based on title and page number. A good Table of Contents should be organized, easy to read and simple to use. You can write a Table of Contents manually on your computer or have a word processing tool create it for you. Make sure the Table of Contents is formatted properly in your final document so it is as accurate and accessible as possible.

Sample Tables of Contents

Creating the Table of Contents on a Word Processor

• The Table of Contents should be on its own page. Do not include the introduction or a dedication on the same page as the Table of Contents.

• For example, you may write down main headings like, “Introduction,” “Case Study 1,” or “Conclusion.”

• For example, under the main heading “Introduction” you may write the subheading, “Themes and Concepts.” Or under the main heading “Conclusion” you may write, “Final Analysis.”
• You can also include sub-subheadings underneath the subheadings, if applicable. For example, under the subheading “Themes and Concepts” you may have the sub-subheading, “Identity.”
• Some papers do not have subheadings at all, only main headings. If this is the case, skip this step.

• For example, if the “Introduction” section begins on page 1, you will attach “page 1” to the Introduction heading. If the “Conclusion” section begins on page 45, attach “page 45” to the Conclusion heading.

• Check that the subheadings are located underneath the correct headings, indented to the right.
• Make sure there are page numbers for the subheadings listed as well.
• You can center the content in the table using the table options if you want the content to appear a few spaces away from the lines of the table. You can also leave the content indented to the left if you'd prefer.

• You can put the title above the table or in a separate row on the top of the rest of the content.

Using a Word Processing Tool

• You should also confirm the page numbers are correct in the document. Each page should be numbered in order. Having the correct page numbers will ensure the Table of Contents is created correctly when you use the word processing tool.

• If there are subheadings in your document, label them “Heading 2.” Highlight each subheading and click on “Heading 2” in the Styles tab.
• If there are sub-subheadings in your document, label them “Heading 3.” Highlight each subheading and click on “Heading 3” in the Styles tab.
• The text and font for each main heading may change based on the settings for “Heading 1,” “Heading 2,” and “Heading 3.” You can choose your preferred text and font for each main heading so they appear as you like in the Table of Contents.

• You can choose the built-in Table of Content options, where the tool will automatically choose a font size and style for you.
• You can also go for from a list of custom Table of Contents, where you choose the font color and size based on your preferences.

Polishing the Table of Contents

• You should also check the subheadings or sub-subheadings in the Table of Contents, if applicable, to ensure they match those in the document.

• If you created the Table of Contents manually, do this by going in and adjusting the headings and/or the page numbers when they change.
• If you created the Table of Contents with a word processing tool, update it by clicking the Update option by the Table of Contents option on the Reference tab. You can side clicking on the Table of Contents and choosing “update” that way.

Community Q&A

You Might Also Like

• ↑ https://edu.gcfglobal.org/en/word-tips/how-to-create-a-table-of-contents-in-word/1/#
• ↑ https://examples.yourdictionary.com/reference/examples/table-of-content-examples.html
• ↑ http://bitesizebio.com/21549/using-word-to-write-your-thesis-making-a-table-of-contents-inserting-captions-and-cross-referencing/
• ↑ https://guides.lib.umich.edu/c.php?g=283073&p=1886010
• ↑ https://nsufl.libguides.com/c.php?g=413851&p=2820026

About This Article

To write a table of contents, open a new document and list the major headings, titles, or chapters of the project in chronological order. Next, insert subheadings or subtopics if your project has those. Fill in the page number where each heading starts, then format the content in a table with 2 columns. Place the headings and subheadings in order in the first column, then put the page numbers in the second column. Don't forget to add a "Table of Contents" title at the top of the document! To learn more about polishing your Table of Contents, read on! Did this summary help you? Yes No

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How to Write a Report (2023 Guide & Free Templates)

You have a report due in a few days, but you’re still procrastinating like a pro.

Sounds familiar?

If you’ve been staring at a blank page, wondering how to write a report the best way possible, you’re not alone. For many, writing a report, especially for the first time, can feel like rolling a giant boulder uphill.

The good news is that from a first draft to creating reports that people love to read is a skill you can develop and polish over time.

Whether you’re a student, a professional, or someone who wants to up their report-writing game, keep reading for a 2023 guide and step-by-step instructions on how to write a report. Plus, learn about the basic report format.

You’ll also get access to report templates that you can edit and customize immediately and learn about a tool to make reports online (no need to download software!). You can also jump right into customizing templates by creating a free account .

What is report writing?

Report writing is a way of communicating information, data, insight, or analysis. It’s an essential skill that will come in handy in various settings, from academic research or diving into historical events to business meetings.

But creating a report can be a bit intimidating at first.

In its simplest form, report writing starts with researching and gathering all the information, analyzing your findings, and presenting it in a way that’s easy for your audience to understand.

Sounds easy enough, right? 

Well, there’s a bit more to it than that. We’ll guide you through every step of the process to write an entire report from a rough draft and data in the next section. 

But first, let’s get to know the different types of reports.

Types of reports

Reports come in all shapes and sizes, and the type of report you write will depend on your specific goals and audience. Each type of report has its unique purpose, format, and style.

The most common types of reports are: 

• Academic report – These include school reports, book reports, thesis reports, or analytical reports between two opposing ideas.
• Business report – Business reports range from annual reports to SWOT analyses . The goal of business reports is to communicate ideas, information, or insights in a business setting.
• Research report –  Research reports are often more scientific or methodological in nature. They can take the form of case studies or research papers. 

Learn more : 20 Types of Reports and When to Use Them (Plus Templates)

How to write a report without feeling overwhelmed

Breaking down the report writing process into three stages can make it much more manageable for you, especially if it’s your first time to create one. 

These three stages are: 

• Pre-writing stage
• Writing stage
• Post-writing stage

Let’s take a look at the steps for each stage and how to write a good report in 2023 that you can be proud of.

Stage 1: Pre-writing 

The pre-writing stage is all about preparation. Take some time to gather your thoughts and organize your main idea. Write a summary first.

Here are important steps to help you deal with the overwhelm of creating an insightful report. 

Understand the purpose of your report

Knowing your purpose will help you focus and stay on track throughout the process. Dig into the why of your report through these questions:

• Who is your intended reader? Are you familiar with your audience’s language and how they think?
• What are you trying to achieve with your report? Are you trying to inform, persuade, or recommend a course of action to the reader? 

Research your topic

It’s time to gather as much information as you can about your topic. This might involve reading books, articles, and other reports. You might also need to conduct interviews with subject matter experts.

Pro tip on how to write a report : Pick reputable sources like research papers, recently-published books, and case studies by trustworthy authors. 

Make a report outline

An outline is a roadmap for your report. It covers your title, introduction, thesis statement, main points, and conclusion. Organizing your thoughts this way will help you keep focus and ensure you cover all the necessary information.

While you can create a report without creating an outline, you could write a better report with an outline. An outline helps you organize your facts and important points on paper. 

Stage 2: Writing

Once you have completed the pre-writing stage, it’s time to write your report. 

Follow the proper report writing format

You will feel a lot of resistance at this point because this is where most of the tedious work of report writing happens. However, the process can be a breeze if you follow a proper structure and report writing format.

The structure of your report can vary depending on the type of report you’re creating, but the report writing format below can serve as a guide for anyone.

• Title page. This is the first page of your report and should include the report’s title, the author’s name, the date of presentation or submission, and any other relevant information, such as your name or the organization’s name.
• Table of Contents (TOC ). This section contains subsections of your report and their corresponding page numbering.  A well-written TOC will help readers navigate your report easily and find the information they need.
• Brief summary . This part provides an overview of the report’s particular purpose, subject, methodology, key findings, and recommendations. This section is often called the executive summary in corporate reports.
• Introduction . The introduction should provide background information about the topic and explain why the report was written. It should also state the aims and objectives of your report and give an overview of the methodology used to gather and analyze the data. Make sure you include a powerful topic sentence.
• Main body. The main body of the report should be divided into subsections, each dealing with a specific aspect of the topic. These sections should be clearly labeled and organized in a logical order. In most reports, this is also the part where you explain and present your findings, analysis, and recommendations.
• Conclusion. Summarize the main points of your report and provide a final summary, thought, or suggestions. Review your thesis statement. The conclusion also includes any limitations of the study and areas for further research or future action.
• References . This section should include a list of all the sources cited in the report, like books, journal articles, websites, and any other sources used to gather information on your subject.
• Appendices . In the appendices section, you should include any additional information relevant to the report but not in the article’s main body. This might consist of raw data, event details, graphs, charts, or tables.

With all these key report elements, your readers can look forward to an informative, well-organized, and easy-to-read report.

Pro tips: Remember to use clear and concise language in your essay. It is also required to follow a specific type of formatting set by your organization or instructor.

Plus, use the active voice when you can because it helps improve clarity. To write a report essay in a passive voice makes it sound less concise.

Reports should usually be written in the third person.

Edit and proofread the article

Once you have completed your first essay draft, take some time to edit and proofread your work. Look for spelling mistakes and grammar errors, as well as any areas where the flow of your article could be improved. Review your topic sentence.

If hiring a professional editor isn’t possible, have a colleague or someone else read your rough draft and provide feedback. You can also use tools like Grammarly and the Hemingway App . 

Stage 3: Post-writing

You’re almost there! This stage is about finalizing your report and ensuring it is ready to be shared. 

Format your report

Ensure your report is formatted correctly, with clear and easy-to-read fonts, headings, and subheadings.

Incorporate visuals

Adding visuals to your report article is another great way to help your audience understand complex information more easily.

From charts to illustrations, the right visual can help highlight and explain key points, events, trends, and patterns in your data, making it easier for the reader to interpret the information.

Want to check out more templates? Get access to the template gallery today .

However, it’s important to use visuals sparingly and ensure they are relevant and effectively support the texts. You will learn more about effectively incorporating visuals into your report as you scroll down below to the next sections. 

Share your report

Once your report is complete, share it with your audience. This might involve submitting it to your boss, presenting it to a group, or sharing it online.

A final note for this section: Remember to take your time, stay organized, and most importantly, have fun! Writing a report can be a rewarding experience, especially if you get positive feedback when you present.

How to add visuals to your report

Adding visuals to your report is more than just putting a graph or chart for every piece of information.

There are no hard and fast rules but use the pointers below as guidelines:

• Each visual in your report should have a purpose. Don’t just add a pie chart or bar graph for the sake of adding one. Your visual of choice should offer clarity to readers that’s impossible to achieve with words alone. Piktochart’s report maker lets you search for free stock images and illustrations to add to any page with drag and drop.
• Add captions, legends, or arrows to your visuals when possible. For more technical reports, graphics are either Tables or Figures. Number them in order of appearance (Figure 1, Figure 2, Table 1, etc.) and give each a descriptive title.
• Place the visual close to the relevant text on the page.
• Document the source of the visual, citing it in both the caption and references section if necessary.
• Make the graphic stand out with colors, borders, boxes, spacing, and frames.

Learn more : How to Improve Your Data Visualization Design in 6 Steps 

Write reports like a pro with Piktochart’s easy-to-edit report templates

Creating reports from scratch can be time-consuming. The great news is you don’t have to make reports from scratch like how it used to be in the 90s and early 2000s. Organizations of all shapes and sizes now understand that you can also create the perfect report with the help of templates.

For example, Piktochart offers a variety of fully customizable templates, allowing you to easily add your branding, colors, and text within the online editor. You can visualize your thesis statement and first draft in less than an hour. It’s also possible to start writing directly in the tool, adding graphics page by page.

These templates range from reports for school presentations to sales reports. By editing them, you can create professional-looking reports without the hassle of formatting and design.

Here are some examples of Piktochart’s professionally-designed templates. If you can’t pick one that matches your report writing format and needs, create a free Piktochart account to get access to more templates. 

Survey report template 

This survey report template includes clear visualizations, making your report findings easier to understand. From customer surveys to employee satisfaction reports, this template is quite versatile. 

Research report template 

This research report template is perfect for anyone looking to create a thorough and professional research report. The template includes all the necessary sections to help you easily organize your research and present your findings in a concise document.

Corporate report template 

Looking for a corporate report template example with an editable table of contents and foreword? This template is the perfect fit!

Whether you’re presenting to investors or sharing information with your team, this corporate report template will help you create a polished and informative executive summary for any corporate organization.

Case study report template

Whether you’re conducting a business case study or an academic case study, this case study report template can help you earn your readers’ trust. This template is specifically designed with fashion as its main theme, but you can edit the photos and details to make it more on-brand with your niche.

Marketing report template

Use this template to create comprehensive marketing reports. The template includes editable sections for social media, data from search engines, email marketing, and paid ads. 

Financial report template 

With this customizable finance report template, you don’t need to make a financial report from scratch. Once you’ve written your content, save your report in PDF or PNG formats.

Annual report template 

This annual report template is the right template for creating a professional and informative executive summary of your organization’s performance over the past year. This template was designed for HR annual reports, but you can also repurpose it for other types of yearly reports. 

See more report templates by creating a free Piktochart account . 

Quick checklist for better report writing

Before you submit or present your report, use the quick checklist below to help ensure that your report is well-structured, accurate, clear, and properly cited. Most of all, you must ensure that your report meets your audience’s expectations and has all the information and details they need. 

Purpose and audience

• Does the report address its purpose and meet the needs of the intended audience?

Structure and organization

• Is the material appropriately arranged in sections?
• Have irrelevant details been removed?

Accuracy and analysis

• Has all the material been checked for accuracy?
• Are graphs and tables clearly labeled? Check the page numbers too.
• Is the data in graphs or tables analyzed and explained in words?
• Does the discussion or conclusion show how the results relate to the objectives mentioned in the introduction?
• Have the results been compared with existing research from the literature survey?

Writing style and clarity

• Is the report written in a tone that’s indicated in the brand style guide (for corporate reports)? Does it avoid colloquialisms or contractions? 
• Does it follow the organization’s specific guidelines for writing style? 
• Is it jargon-free and clearly written? Have you translated technical terms into simpler words?
• Use the active voice when you can because it helps improve clarity. A written report in a passive voice may make it sound less concise. 

Acknowledgment and citation

• Have all ideas and event data taken from or inspired by someone else’s work been acknowledged with a reference?
• Have all illustrations and figures taken from someone else’s work been cited correctly?

Proofreading

• Has the report been carefully proofread for typos, spelling errors, and grammatical mistakes?

Make engaging and effective reports quickly with Piktochart

Writing a report is a must-have skill for anyone looking to communicate more effectively in their personal and professional lives. 

With the steps we’ve provided in this guide, anyone can learn how to write a report that is informative, engaging, and comprehensive.

Plus, the free templates we highlighted are valuable for individuals looking to create reports quickly and efficiently. They can also be used to transform a longer report filled with texts into something more engaging and easy to digest.

Sign up for a free Piktochart account today, and look forward to writing reports with its library of modern, customizable report templates. 

Piktochart offers professionally designed templates for all your visual communication needs. It is your one-stop shop for presentations , posters , logos , email signatures , infographics , and more. Customize all templates according to your brand assets in seconds. Get started for free today.

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7 Captivating Report Design Ideas And Tips (With Templates and Examples)

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The table of contents for a formal report is placed after the executive summary and directly before the body of the report, which begins with the introduction.

The table of contents includes everything in the report package except the transmittal letter. The table of contents does not list itself. The table of contents also includes the location of major headings, subheadings and any appendices.

One of the keys to an effective TOC is the use of leaders (. . . . . . . . ) that connect the content to the page that content begins on. The video below illustrates one simply method to ensure that the row of page numbers of the right side of the TOC are aligned vertically.

Word Table of Contents: How to Manually Align Page Numbers

For some, Word's tool for generating a table of contents page can be confusing or too much trouble for shorter papers. Here is a simple trick for aligning page numbers in a vertical line for a table of contents created in Microsoft Word.

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Writing 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. You will learn more about creating charts and graphs in the chapter on Visual Communication Strategies .

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.

It is acceptable to follow MLA (Modern Language Association), CMS (Chicago Manual of Style), or APA (American Psychological Association) documentation style for entries on this page. Arrange all sources alphabetically. Refer to the latest edition of the appropriate style handbook for more information about how to format entries for print and electronic sources on the  Works Cited page

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 11.1 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 11.1]

Figure 11.2 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 11.2]

Figure 11.3 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 11.3]

Business Writing For Everyone Copyright © 2021 by Arley Cruthers is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.

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Table of Contents – Types, Formats, Examples

Table of Contents

Definition:

Table of contents (TOC) is a list of the headings or sections in a document or book, arranged in the order in which they appear. It serves as a roadmap or guide to the contents of the document, allowing readers to quickly find specific information they are looking for.

A typical table of contents includes chapter titles, section headings, subheadings, and their corresponding page numbers.

The table of contents is usually located at the beginning of the document or book, after the title page and any front matter, such as a preface or introduction.

Table of Contents in Research

In Research, A Table of Contents (TOC) is a structured list of the main sections or chapters of a research paper , Thesis and Dissertation . It provides readers with an overview of the organization and structure of the document, allowing them to quickly locate specific information and navigate through the document.

Importance of Table of Contents

Here are some reasons why a TOC is important:

• Navigation : It serves as a roadmap that helps readers navigate the document easily. By providing a clear and concise overview of the contents, readers can quickly locate the section they need to read without having to search through the entire document.
• Organization : A well-structured TOC reflects the organization of the document. It helps to organize the content logically and categorize it into easily digestible chunks, which makes it easier for readers to understand and follow.
• Clarity : It can help to clarify the document’s purpose, scope, and structure. It provides an overview of the document’s main topics and subtopics, which can help readers to understand the content’s overall message.
• Efficiency : This can save readers time and effort by allowing them to skip to the section they need to read, rather than having to go through the entire document.
• Professionalism : Including a Table of Contents in a document shows that the author has taken the time and effort to organize the content properly. It adds a level of professionalism and credibility to the document.

Types of Table of Contents

There are different types of table of contents depending on the purpose and structure of the document. Here are some examples:

Simple Table of Contents

This is a basic table of contents that lists the major sections or chapters of a document along with their corresponding page numbers.

Example: Table of Contents

I. Introduction …………………………………………. 1

II. Literature Review ………………………………… 3

III. Methodology ……………………………………… 6

IV. Results …………………………………………….. 9

V. Discussion …………………………………………. 12

VI. Conclusion ……………………………………….. 15

Expanded Table of Contents

This type of table of contents provides more detailed information about the contents of each section or chapter, including subsections and subheadings.

A. Background …………………………………….. 1

B. Problem Statement ………………………….. 2

C. Research Questions ……………………….. 3

II. Literature Review ………………………………… 5

A. Theoretical Framework …………………… 5

B. Previous Research ………………………….. 6

C. Gaps and Limitations ……………………… 8 I

II. Methodology ……………………………………… 11

A. Research Design ……………………………. 11

B. Data Collection …………………………….. 12

C. Data Analysis ……………………………….. 13

IV. Results …………………………………………….. 15

A. Descriptive Statistics ……………………… 15

B. Hypothesis Testing …………………………. 17

V. Discussion …………………………………………. 20

A. Interpretation of Findings ……………… 20

B. Implications for Practice ………………… 22

VI. Conclusion ……………………………………….. 25

A. Summary of Findings ……………………… 25

B. Contributions and Recommendations ….. 27

Graphic Table of Contents

This type of table of contents uses visual aids, such as icons or images, to represent the different sections or chapters of a document.

I. Introduction …………………………………………. [image of a light bulb]

II. Literature Review ………………………………… [image of a book]

III. Methodology ……………………………………… [image of a microscope]

IV. Results …………………………………………….. [image of a graph]

V. Discussion …………………………………………. [image of a conversation bubble]

Alphabetical Table of Contents

This type of table of contents lists the different topics or keywords in alphabetical order, along with their corresponding page numbers.

A. Abstract ……………………………………………… 1

B. Background …………………………………………. 3

C. Conclusion …………………………………………. 10

D. Data Analysis …………………………………….. 8

E. Ethics ……………………………………………….. 6

F. Findings ……………………………………………… 7

G. Introduction ……………………………………….. 1

H. Hypothesis ………………………………………….. 5

I. Literature Review ………………………………… 2

J. Methodology ……………………………………… 4

K. Limitations …………………………………………. 9

L. Results ………………………………………………… 7

M. Discussion …………………………………………. 10

Hierarchical Table of Contents

This type of table of contents displays the different levels of headings and subheadings in a hierarchical order, indicating the relative importance and relationship between the different sections.

    A. Background …………………………………….. 2

      B. Purpose of the Study ……………………….. 3

      A. Theoretical Framework …………………… 5

             1. Concept A ……………………………….. 6

                    a. Definition ………………………….. 6

                     b. Example ……………………………. 7

              2. Concept B ……………………………….. 8

       B. Previous Research ………………………….. 9

III. Methodology ……………………………………… 12

       A. Research Design ……………………………. 12

             1. Sample ……………………………………. 13

               2. Procedure ………………………………. 14

       B. Data Collection …………………………….. 15

            1. Instrumentation ……………………….. 16

            2. Validity and Reliability ………………. 17

       C. Data Analysis ……………………………….. 18

          1. Descriptive Statistics …………………… 19

           2. Inferential Statistics ………………….. 20

IV. Result s …………………………………………….. 22

    A. Overview of Findings ……………………… 22

B. Hypothesis Testing …………………………. 23

V. Discussion …………………………………………. 26

A. Interpretation of Findings ………………… 26

B. Implications for Practice ………………… 28

VI. Conclusion ……………………………………….. 31

A. Summary of Findings ……………………… 31

B. Contributions and Recommendations ….. 33

Table of Contents Format

Here’s an example format for a Table of Contents:

I. Introduction

C. Methodology

II. Background

A. Historical Context

B. Literature Review

III. Methodology

A. Research Design

B. Data Collection

C. Data Analysis

IV. Results

A. Descriptive Statistics

B. Inferential Statistics

C. Qualitative Findings

V. Discussion

A. Interpretation of Results

B. Implications for Practice

C. Limitations and Future Research

VI. Conclusion

A. Summary of Findings

B. Contributions to the Field

C. Final Remarks

VII. References

VIII. Appendices

Note : This is just an example format and can vary depending on the type of document or research paper you are writing.

When to use Table of Contents

A TOC can be particularly useful in the following cases:

• Lengthy documents : If the document is lengthy, with several sections and subsections, a Table of contents can help readers quickly navigate the document and find the relevant information.
• Complex documents: If the document is complex, with multiple topics or themes, a TOC can help readers understand the relationships between the different sections and how they are connected.
• Technical documents: If the document is technical, with a lot of jargon or specialized terminology, This can help readers understand the organization of the document and locate the information they need.
• Legal documents: If the document is a legal document, such as a contract or a legal brief, It helps readers quickly locate specific sections or provisions.

How to Make a Table of Contents

Here are the steps to create a table of contents:

• Organize your document: Before you start making a table of contents, organize your document into sections and subsections. Each section should have a clear and descriptive heading that summarizes the content.
• Add heading styles : Use the heading styles in your word processor to format the headings in your document. The heading styles are usually named Heading 1, Heading 2, Heading 3, and so on. Apply the appropriate heading style to each section heading in your document.
• Insert a table of contents: Once you’ve added headings to your document, you can insert a table of contents. In Microsoft Word, go to the References tab, click on Table of Contents, and choose a style from the list. The table of contents will be inserted into your document.
• Update the table of contents: If you make changes to your document, such as adding or deleting sections, you’ll need to update the table of contents. In Microsoft Word, right-click on the table of contents and select Update Field. Choose whether you want to update the page numbers or the entire table, and click OK.

Purpose of Table of Contents

A table of contents (TOC) serves several purposes, including:

• Marketing : It can be used as a marketing tool to entice readers to read a book or document. By highlighting the most interesting or compelling sections, a TOC can give readers a preview of what’s to come and encourage them to dive deeper into the content.
• Accessibility : A TOC can make a document or book more accessible to people with disabilities, such as those who use screen readers or other assistive technologies. By providing a clear and organized overview of the content, a TOC can help these readers navigate the material more easily.
• Collaboration : This can be used as a collaboration tool to help multiple authors or editors work together on a document or book. By providing a shared framework for organizing the content, a TOC can help ensure that everyone is on the same page and working towards the same goals.
• Reference : It can serve as a reference tool for readers who need to revisit specific sections of a document or book. By providing a clear overview of the content and organization, a TOC can help readers quickly locate the information they need, even if they don’t remember exactly where it was located.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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• Writing Tips

How to Structure a Business Report

5-minute read

• 14th March 2019

The content of a business report will depend on what you are writing about. Even the writing style may depend on who you are writing for (although clear, concise and formal is usually best). However, there is a general structure that most business reports follow. In this post, then, we’ll look at how to structure a business report for maximum clarity and professionalism.

1. Title Page

Every business report should feature a title page . The title itself should clearly set out what the report is about. Typically, you should also include your name and the date of the report.

Most business reports begin with a summary of its key points. Try to include:

• A brief description of what the report is about
• How the report was completed (e.g., data collection methods)
• The main findings from the research
• Key conclusions and recommendations

A paragraph or two should suffice for this in shorter business reports. However, for longer or more complex reports, you may want to include a full executive summary .

3. Table of Contents

Short business reports may not need a table of contents, especially if they include a summary. But longer reports should set out the title of each section and the structure of the report. Make sure the headings here match those used in the main text. You may also want to number the sections.

4. Introduction

The introduction is the first part of the report proper. Use it to set out the brief you received when you were asked to compile the report. This will frame the rest of the report by providing:

• Background information (e.g., business history or market information)
• The purpose of the report (i.e., what you set out to achieve)
• Its scope (i.e., what the report will cover and what it will ignore)

These are known as the “terms of reference” for the business report.

5. Methods and Findings

If you are conducting original research, include a section about your methods. This may be as simple as setting out the sources you are using and why you chose them. But it could also include how you have collected and analyzed the data used to draw your conclusions.

After this, you will need to explain your findings. This section will present the results of your research clearly and concisely, making sure to cover all the main points set out in the brief.

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One tip here is to break the findings down into subsections, using headings to guide the reader through your data. Using charts and illustrations , meanwhile, can help get information across visually, but make sure to label them clearly so the reader knows how they relate to the text.

6. Conclusions and Recommendations

The last main section of your report will cover conclusions and recommendations. The conclusion section should summarize what you have learned from the report. If you have been asked to do so, you should also recommend potential courses of action based on your conclusions.

If you are not sure what to suggest here, think back to the objectives set out in your brief.

7. References

If you have used any third-party sources while writing your report, list them in a bibliography after the main report. This could include other business documents, academic articles, or even news reports. The key is to show what you have based your findings and conclusions upon.

8. Appendices (If Applicable)

Finally, you may have gathered extra documentation during your research, such as interview transcripts, marketing material, or financial data. Including this in the main report would make it too long and unfocused, but you can add it to an appendix (or multiple appendices) at the end of the document. It will then be available should your reader need it.

Summary: How to Structure a Business Report

If you are writing a business report, aim to structure it as follows:

• Title Page – Include a clear, informative title, your name, and the date.
• Summary – A brief summary of what the report is about, the data collection methods used, the findings of the report, and any recommendations you want to make.
• Table of Contents – For longer reports, include a table of contents.
• Introduction –Set out the brief you were given for the report.
• Methods and Findings – A description of any methods of data collection and analysis used while composing the report, as well as your findings.
• Conclusions and Recommendations – Any conclusions reached while writing the report, plus recommendations for what to do next (if required).
• References – Sources used in your report listed in a bibliography.
• Appendices – If you have supporting material (e.g., interview transcripts, raw data), add it to an appendix at the end of the document.

Don’t forget, too, that a business report should be clear, concise, and formal. And if you would like help making sure that your business writing is easy to read and error free, just let us know .

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Report Components

Formal reports are comprised of several key elements that serve the purpose of aiding the reader to find and understand the information contained in them. These parts include the front matter, report, and back matter. The front matter announces the subject and helps the reader navigate through the document. The report contains the key information, usually supported by research and visual aids. The back matter contains the appended materials that may not necessarily fit in the report itself but which offer added insights into the topic. When creating your formal report, include the following items in your report, in the listed order:

Components of Formal Reports

1. Front Matter

• Letter of Transmittal
• Table of Contents and List of Figures and Tables
• Glossary (if required)

2. Body of Report

• Introduction/Background
• Discussion (bulk of the report)
• Conclusions (and Recommendations)

3. Back Matter

• Appendices (if required)

The purposes of each of these report parts are described in the following sections.

3.1 Front Matter

The front matter of your report consists of everything that comes before the Introduction. Except for the title page and letter of transmittal, all pages included in the front matter are numbered using Roman numerals.

3.1.1 Title Page

The title page announces your report to the reader. As an announcement, the title should be descriptive of the report’s content and understandable to the general reader. Terminology specific to your company and uncommon acronyms should be avoided in the title. Your title page should not be numbered. It must include the following information:

1.     a report title no longer than 120 characters that is narrow and specific

2.     name of the person to whom you are submitting the report, their position, and company

3.     the course code in full (when applicable)

4.     name(s) of report authors

5.     the date you submitted the report

If you include an image, be sure to indicate the source right below. Refer to the sample title page (Figure 1) for the overall layout.

Title of the Report

Submitted to: [add the professor’s name] course code, submitted by: list name(s) of authors.

Figure 1: Sample Title Page

3.1.2 Transmittal Document

The transmittal document not only introduces the report, but also explains its purpose and scope, as well as outlines the conclusions (and recommendations if included). Your contribution to the overall project and acknowledgments of others should also be included.

The transmittal document follows the title page—or it may appear before the title page—and as such, has no page number. For external reports, use a standard formal business letter format (full block format is the easiest), address the letter to one person, typically your professor (if it pertains to a report for a course assignment), and include your signature at the end. For internal reports, use a memo transmittal. See below for an example of the differences:

Figure 2 Sample Transmittal Documents: Letter and Memo Formats (Williams, 2020).

The transmittal document should contain the following information on one page:

• the transmittal statement and the title of the report; e.g., Please find attached the report entitled XXX completed as a requirement for EAC594.
• your project purpose and scope of work; i.e., the facets of the problem or topic that are discussed
• an overview of the main findings and conclusions; a reflection of your learning
• disclaimers, special problems encountered, or extenuating circumstances, if applicable
• a statement that the report is confidential, if it is
• acknowledgments of helpful people, groups or organizations
• any other features that may be of interest to the reader

Figure 3 shows a template for formatting a letter of transmittal. Figure 4 shows a sample letter.

__________________________________________________________

Your own or the company’s return address

Receiver’s name, title Company name Address

Salutation: Dear XXX:

Begin with a transmittal sentence: “Please find enclosed/attached the report entitled XXXX submitted following research into XXXXX for EAC594.

Mention the purpose of the research

Offer an overview of the report’s findings and the conclusions. This paragraph should cover the scope of work, main findings, and key conclusions. Add any important considerations. Body paragraphs should be in 11-12-point font. No indentations. Add a line space between paragraphs.

Add a reflection on your learning.

Include a paragraph to acknowledge the assistance of key people.

Close on a courteous note.

Your name, role

_________________________________________________________

Figure 3: Letter of Transmittal Template

19-1742 Yonge Street Toronto, Ontario M2J 5R6

September 4, 20XX

Mr. Bineshii Coutenay, Co-op Coordinator Seneca College 1750 Finch Avenue, East Toronto, M2J 2X5

Dear Mr. Coutenay:

Please accept the accompanying work term report entitled “A Sales Prediction Tool for Tesla Electric Vehicles.”

This report is the result of work completed during an experiential learning unit at the Tesla Institute. During my second work term as a Seneca College student, I was engaged in assisting in field sales data collection and prediction and the subsequent computer processing of this data. During this time, I developed innovative sales prediction software in an effort to process the data more efficiently and accurately. It is this new method of processing the data which is the subject of this report.

Through the course of the term, I was given the opportunity to learn about electric vehicles and their popularity. I feel that this knowledge will be helpful in future work terms, and in my career.

I would like to thank my manager, Jane Cordent, for her patience and good judgment, as well as the marketing and finance teams at Tesla Institute who were always willing to help.

Please let me know if you would like to meet to discuss my findings.

Stu Dent Stu Dent

Figure 4: Sample Letter of Transmittal. Adapted from University of Victoria, n.d./2017.

3.1.3 Table of Contents and List of Figures

The table of contents is a navigation tool that allows the reader to find a specific section or illustration in the report.  It is constructed from the major headings used in the report.  Note that the appendices are listed at the end of the Table of Contents and that a List of Tables and Figures follows. Do not list the heading of “Table of Contents” as an item in the table itself.  For example, open any one of your textbooks to the table of contents. Note how this tool helps you find specific topics covered in the text and leads you to navigate through the text to find them. Tables of contents in reports serve the same function. In electronic versions of reports, the table of contents may contain linked headings, allowing you to click on any topic listed to be immediately directed to the corresponding page.

MS Word includes features that allow you to auto-create the table of contents and list of figures. Use heading and caption styles to enable this function. First, use the Styles functions to “code” each of the document’s headings and subheadings. When your document is complete, create your table of contents page by inserting a new page after your letter of transmittal. Place your cursor on that new page then click on the References tab in the main MS Word toolbar at the top. Then click on Table of Contents and select the desired table style. The software will then automatically create your table of contents.

3.1.4 Executive Summary

Business reports typically contain an executive summary that summarizes the key ideas of the report. The executive summary appears on a separate page after the Table of Contents and List of Figures and Tables. The executive summary is written after the main report has been completed. Items in the main report such as tables, figures, or sections, are not referred to in the executive summary. The executive summary is normally presented centred on its own page and is about one-third the length of the report itself. Please click on this link to find out more about executive summaries and to read a sample summary: Writing an Executive Summary (University of Arizona).

3.1.5 Glossary (optional)

If your report contains acronyms, symbols, or terms that may not be familiar to your audience, include a glossary explaining these terms. If included, the glossary precedes the introduction to provide an easy reference for the reader. Formerly, the glossary was situated in an appendix; you may still place it there but consider that it may be of more use before the introduction.

The glossary defines specialized terminology including acronyms, listing them in alphabetical order, while the list of symbols defines the mathematical symbols used in the report. Any mathematical symbols or constants included in the report should be defined since most mathematical usage is not standardized. Glossaries and lists of symbols are useful when a large number of terms must be introduced in the report. (As a guideline, if you are defining more than five terms, a glossary should be used.) Please click on this link for a sample business glossary published on the BDC website . Note:  if you are using published definitions, you must indicate your sources.

3.2 Main Body

The main body of your report includes everything from the Introduction to the References. Pagination for the main body begins with the Arabic numeral 1.

3.2.1 Introduction

The introduction is an important component as it sets the context and announces the subject and purpose of the report. The introductory material may be presented in several subsections to cover the scope of the report and should provide the background information necessary for understanding the rest of the report. If the report addresses a specific problem, your introduction will provide a thorough problem definition that the described solution(s) must address.

The introduction introduces the report to the reader by

• introducing the subject to be discussed and its importance,
• including an overview of the report topics,
• describing the scope of the report, and
• offering background information describing circumstances leading to the report.

Introductions should never be longer than the discussion . If a significant amount of background information is required, consider creating a separate section for it. Click here to view a sample introduction from the Aukland University of Technology (n.d.).

3.2.2 Discussion

The discussion is the foundation of a report. It presents evidence in the form of referenced facts, data, and analysis upon which the conclusions are based.  It offers research-based evidence to support claims and contains concrete and specific information illustrated by visual aids that will enable decision-makers to understand how the conclusion is achieved.

A well-written discussion flows logically from idea to idea to lead the reader to the relevant conclusions. Depending on the complexity of the information presented, the discussion may contain several subsections.

3.2.3 Conclusions

Conclusions are the results derived from the evidence provided in the discussion. No new material is presented in the conclusion . Rather, recap the key ideas from the discussion and connect them to the initial problem statement or the purpose for your report. When presenting more than one conclusion, state the main conclusion first followed by the others in the order of decreasing importance, to ensure the maximum impact on the reader. Your conclusion overall should sum up ideas such as to give the reader a sense of direction.

3.2.4 Recommendations

Recommendations are usually actionable steps for the work that needs to be done based solidly on the information you previously presented in the report. They have the greatest impact when written using action verbs and are listed in chronological sequence when more than one or two are included. Again, do not introduce new material or concepts here . You want to create recommendations that follow immediately on the conclusions drawn from the discussion. Recommendations are not included in every report; rather, they usually appear in problem-solving reports and in recommendation and justification reports, specifically.

3.2.5 References

Any information quoted, paraphrased, or summarized in your reports must be cited and documented using APA Style. Citing references assists the reader by indicating where further information can be found and lends credibility to the analysis within your report. Please note: Wikipedia may be an accurate reference; double-check the information you obtain from this source. “Definition by popular consensus” does not constitute a suitable reference. Instead, use original published source material from reputable established sources.

Any material introduced in the report that is not your original work should be followed by an in-text citation in parentheses, which cross-references to an item fully documented in the list of references. See the in-text citations in this guide for examples. The material cited may be tables or figures from other sources, equations that you did not derive, technical specifications, or facts used to support your claims.

3.2.5.1 In-text Citations

When citing a reference within the report using the APA style, the corresponding citation may be included in parentheses in the following places:

• at the end of a sentence just before the period; e.g., (last name, year).
• directly after the reference to the author or source (last name, year), if necessary to avoid confusion over attribution of the source material
• after figure captions and after table titles; e.g., Figure 1: Sales of Toques in Quebec–2020 (last name, year)
• after the appendix title if the entire appendix is copied from another source; e.g., Appendix A (last name, year)
• at the right-hand margin beside a mathematical equation

3.2.5.2 Making Your Reference List

In the list of references, list the cited references in alphabetical order using the approved APA conventions.  See Figure 5 and the Resources and References section of this guide for formatting examples. Be sure to take note of the punctuation.

Note that each listed reference includes the following information:

• the name(s) of the author(s): last name, followed by initial(s) for each
• for book and journal titles, the title of each is italicized; capitalize only the journal title
• for articles in journals, only the first letter of the title of the article is capitalized
• for web pages, the page title is italicized; use lower case letters (the first letter is capitalized); only the site name is capitalized
• for reports, italicize the report title; use lower case
• for books, the publisher’s name and location, and the publication year
• for articles, the title of the journal (italicized and capitalized), the volume number and the date of issue
• for reports, the report number, the name and location of the issuer and the date of issue
• for web documents, all the above and the url
• add the page number, when applicable

For other types of documents, social media, or internet sites, see the Seneca College Libraries APA Citation Guide (2021) or the APA Style references examples .

Note: If the information has been unethically used in your documents, you could be subject to academic integrity penalties. For information on actions to avoid, see Appendix A.

Cited References

American Psychological Association (APA). (2020). Use of italics. APA Style.  https://apastyle.apa.org/style-grammar-guidelines/italics-quotations/italics

BDC. (n.d.). Glossary.  https://www.bdc.ca/en/articles-tools/entrepreneur-toolkit/templates-business-guides/glossary

Blake, G. & Bly, Robert W. (1993). Elements of technical writing. New York: MacMillan.

Carey, M., McFadden Lanyi, M., Longo, D., Radzinski, E., Rouiller, S., & Wilde, E. (2014). Developing quality technical communication:  A handbook for writers and editors . IBM Press.  [Online]. Available:  https://senecacollege.primo.exlibrisgroup.com/permalink/01SENC_INST/17thfn4/alma997143864403226

Potter, R.L. (2019/2021). Technical writing essentials: Introduction to professional communications in the technical fields. https://pressbooks.bccampus.ca/technicalwriting/   Adapted from Suzan Last’s Technical writing essentials: Introduction to professional communications in the technical fields. OER. BCcampus. CC BY 4.0.

Yates, J. A. (2002). Genre systems: Structuring interaction through communicative norms. Journal of Business Communication, 39/ 13. Sage Publications. http://citeseerx.ist.psu.edu/viewdoc/download?doi=10.1.1.121.2546&rep=rep1&type=pdf

Figure 5: Sample Reference Page

3.3 Back Matter

Back Matter includes anything attached to the end of your report following the References. These are usually called appendices.

3.3.1 Appendices (optional)

Any data supplementary to the main ideas of the report may be placed in an appendix. The information may be a description of the processes involved, analytical proceedings, regulations or policies, legal codes, mathematical equations, data, code, or excerpts from other reports. Any type of information may be placed in an appendix if it is relevant but does not fit in the discussion, provided it is referred to in the body of the report (see Appendix A for an example).

An appendix refers to one set of information. If several sets of information are to be included, several appendices may be used. Appendices should be referred to by letter (Appendix A, Appendix B, etc.).

In the Table of Contents, appendices are listed below other items.

Global Campus Writing Centre. (n.d.). Writing executive summaries. University of Arizona.  https://writingcenter.uagc.edu/writing-executive-summary

Williams, V. (2020). Business proposals. Fundamentals of business communication. https://pressbooks.bccampus.ca/businesswritingessentials/chapter/chapter-13-business-proposals/

A Guide to Writing Formal Business Reports: Content, Style, and Format Copyright © 2022 by Robin L. Potter is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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• Writing well

How to write a report

• Starting well
• How to write an annotated bibliography
• How to write a case study response
• How to write a critique
• How to write an empirical article
• How to write an essay
• How to write a literature review
• How to write a reflective task
• Finishing well

Elements of a report

Example report structure.

This page should include:

• the report title, which states the report’s purpose
• your name and the name of the person receiving the report (place in the bottom right-hand corner)
• the submission date.

Executive summary

An executive summary is a paragraph that provides the reader with a quick overview of the entire report, including its purpose, context, methods, major findings, conclusions and recommendations. It is often easier to write the executive summary once the report has been completed.

This is placed on a separate page between the title page and the table of contents. This may often be the only part of the report that is actually read.

Table of contents

The table of contents lists the main sections (headings) of the report, and the page on which each begins. If your report includes tables, diagrams or illustrations, these are listed separately on the page after the table of contents.

Introduction

The introduction should:

• discuss the importance or significance of the research or problem to be reported
• define the purpose of the report
• outline the issues to be discussed (scope)
• inform the reader of any limitations to the report, or any assumptions made.

Discussion or body

This contains the main substance of the report, organised into sections with headings and subheadings rather than paragraphs. The body of a report can include the following:

• A description of the issue or situation which is being reported on. This may include a literature review of the research on that issue.
• The method of data collection, if applicable - this should include what you did and why, such as a survey or interview, and the size and selection criteria of the study sample.
• A discussion and analysis of the data collected - this should comment on the reliability and accuracy of the data and relate the findings to your report’s purpose and current literature.

This summarises the key findings from the discussion section and may be numbered here for clarity. Relate your conclusion to the objectives of the report and arrange your points logically so that major conclusions are presented first. Some reports may require a discussion of recommendations, rather than a conclusion.

Recommendations

These are subjective opinions about what action you think could be followed. They must be realistic, achievable and clearly relate to the conclusion of the report.

Reference list

This must contain all the material cited in the report. It must be accurate and consistent with a standard referencing style. Refer to QUT cite .

These contain extra supporting information that is put at the end of the report so as not to distract the reader from the main issues. They contain detailed information, such as questionnaires, tables, graphs and diagrams. Appendices should be clearly set out and numbered in the order they are mentioned in the text.

Note that this is a generic example only. Your table of contents may vary depending on the type and function of your report. Please check with your lecturer which headings are appropriate for your purposes.

1. Introduction

1.1 Purpose of the report 1.2 Issues to be discussed and their significance 1.3 Research methods 1.4 Limitations and assumptions

2. Discussion

2.1 Literature review 2.1.1 Issue 1 2.1.2 Issue 2 2.1.3 Issue 3

2.2.1 Procedures 2.2.2 Sample size 2.2.3 Selection criteria

2.3 Discussion and analysis of data

2.3.1 Issue 1 2.3.2 Issue 2 2.3.3 Issue 3 2.3.4 Reliability and accuracy of data

3. Conclusions

4. recommendations.

4.1 Recommendation 1 4.2 Recommendation 2

5. References

6. appendices.

• Read the assignment criteria clearly and clarified what needs to be in the report and what type of report it is to be?
• Provided a title page?
• Provided an executive summary?
• Provided a table of contents?
• Provided an introduction?
• Provided the literature review?
• Explained the method of how the data was gathered?
• Discussed the results and findings?
• Come to a conclusion?
• Made some recommendations?
• Provided references in the correct format?
• Included any appendices?
• Checked punctuation and spelling?

Further information

• University of NSW: Report Writing Support

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Table of Contents

Ai, ethics & human agency, collaboration, information literacy, writing process, formal reports.

• © 2023 by Angela Eward-Mangione - Hillsborough Community College , Katherine McGee

Formal Reports are  a common genre of discourse  in business and academic  settings . Formal Reports are fancy. They aren’t one-offs. They tend to written by teams of people, often distributed teams. And they often report results from substantive textual research and empirical research . Corporations invest substantial sums to produce formal reports.

Formal Reports tend to share these organizational characteristics:

• front matter (prefatory) material
• back matter (supplementary) items.

Key Words: Organizational Schema

Many business professionals need to write a formal report at some point during their career, and some professionals write them on a regular basis. Knowledge Workers in business, education, and government use formal reports to make important decisions.

The purposes for Formal Reports vary across occasions , professions, disciplinary communities . They tend to be high stakes documents. Common types of formal reports include

• Personnel Evaluation Reports
• Feasibility Reports
• Recommendation Reports

Analyze Your Audience

As with any genre of writing, when writing formal business reports, it is necessary to know your audience .  For example, if your audience is familiar with the background information related to your project, you don’t want to bombard them with details; instead, you will want to inform your audience about the aspects of your topic that they’re unfamiliar with or have limited knowledge of. In contrast, if your audience does not already know anything about your project, you will want to give them all of the necessary information for them to understand. Age and educational level are also important to consider when you write.  You don’t want to use technical jargon when writing to an audience of non-specialists.  These are just a couple of examples of different audience needs you will want to consider as you write your report.  There are several aspects of your audience that you want to take into account:  their gender and race/ethnicity, age/educational level, subject knowledge, and expectations–what they expect to learn from your report.

Gender and Race/Ethnicity

You don’t want to make assumptions about the gender, race, or beliefs of your audience. Use gender neutral language such as “he or she” rather than simply “he” or use “they” and pluralize the nouns (e.g. Writers need to think about audience).  Don’t say anything that implies your reader has a certain gender, race, cultural identity, or belief system.  One important way to avoid doing this is to avoid using the word “you.” Writers always need to think about the implied meanings of their words.

Educational Level and Subject Knowledge

While age may not necessarily be an issue in the business world—your audience will almost all be adults—educational level and knowledge of your subject are important to consider when writing your report.  If you are writing for someone outside of your specific field, you will either need to exclude technical jargon or provide in-text reminders or indications of what specific terms mean or items are.  For example, if you work for an automotive company, and you are writing on behalf of mechanical engineers but for an audience of business professionals, you don’t want to assume that your audience knows the names of all of the parts that make up an engine; you will have to use terms they will recognize. In some cases, a glossary of terms may be appropriate.

Expectations and Research

What does your audience expect to get out of reading your report?  What is its purpose?  Make sure that you have specifically responded to the expectations of your boss, manager, or client.  If your audience expects you to have research, make sure you know what type of research they expect. Do they want research from scholarly journal articles? Do they want you to conduct your own research?  No matter what type of research you do, make sure that it is properly documented using whatever format the audience prefers (MLA, APA, and Chicago Manual of Style are some of the most commonly-used formats).  You also want to establish a strong ethos in your report.  Use confident language that shows that you have done your research and present them with the research.

Here are some questions to consider about your audience as you write:

• What does your audience expect to learn from your report?
• What type of ethos should you establish?
• How much research does your audience expect you to have?
• How current does your research need to be?
• What types of sources does your audience expect you to have?
• What is the age of your audience?
• What is the educational level of your audience?
• How much background information does your audience need?
• What technical terms will your audience need defined?  What terms will they already be familiar with?
• What is the cultural background of your audience?

[ Audience | Audience Analysis for Technical Documents | Diplomacy, Tone, and Emphasis in Business Writing ]

Stylistic Conventions for Formal Reports

Not surprisingly, Formal Reports employ a technical, professional writing style . Yet what is perhaps surprising is the preponderance of the passive voice in Formal Reports.

Contrary to what is expected in other types of writing, in business reports, passive voice is sometimes preferred. If the action is more important than the person doing it, use passive rather than active voice.

A few phrases you might use include:

• The data analyzed in this report shows . . .
• This study was designed to analyze . . .
• The data was collected . . .
• The 500 students were surveyed

[ When is Passive Voice Preferable to the Active Voice? | You-Centered Business Style ]

Conventions for Organizaing Formal Reports

There are several different organizational strategies that may be used for formal reports, but all formal reports contain front matter (prefatory) material, a body, and back matter (supplementary) items. The body of a formal report discusses the findings that lead to the recommendations. The prefatory material is therefore critical to providing the audience with an overview and roadmap of the report. The following section will explain how to write a formal report with an audience in mind.

Front Matter Components

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.

A note on font:

If there is no specific preference for serif vs. sans serif font, choose one and use it consistently throughout the report. Do not utilize anything besides a traditional serif (e.g., Times New Roman) or sans serif (e.g., Arial or Calibri) font.

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.

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.

Body of Report

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 orients the reader to its structure.

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.

To begin, type “DISCUSSION OF FINDINGS” in all uppercase letters. Center this and all other functional heads. Follow “DISCUSSION OF FINDINGS” with a brief paragraph that previews the organization of the report.

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 states: (a) Florida, (b) Georgia, and (c) North Carolina,” 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.

Figure 1 summarizes uses and audience benefits for the most frequently employed types of graphics. The types of graphics are presented alphabetically to make them easier to remember.

Computers have made it easier for professionals to create effective graphics. Most of the graphics in Figure 1 can be created in Microsoft Office Word and Excel.

There may also be some occasions in which a formal report includes graphics from a particular print or online source. In these instances, it is critical to include a caption that presents the source of the graphic.

Back Matter Components

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.

It is acceptable to follow MLA (Modern Language Association), CMS (Chicago Manual of Style), or APA (American Psychological Association) documentation style for entries on this page. Arrange all sources alphabetically. Refer to the latest edition of the appropriate style handbook for more information about how to format entries for print and electronic sources on the Works Cited page

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.

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How to create a table of contents in Word (step-by-step)

• Post last modified: November 10, 2023

In this article, you’ll learn how to make a Table of Contents in Word, as well as how to update and manage it inside your document.

There are 3 types of Table of Contents you can create in Microsoft Word (all with a number of different options and features):

• Automatic Table  (based on your saved formatting)
• Custom Table of Contents  that is 100% customizable
• Manual Table  that requires you to do all of the heavy lifting

Below are examples of 3 of the many styles of Table of Contents you can quickly create in Word.

The most important thing to know about creating an automatic Table of Contents in Word is that you first need to format your document using the  Heading Styles .

That’s because it’s the  Heading  Styles   formatting (as you can see pictured below) that feeds your Table of Contents. This step is explained in detail below.

If you don’t want to use the Heading Styles, you can use a  Manual Table to create your Table of Contents, as discussed below.

Note:  Throughout this article, the words  Table of Contents  and  TOC  are used interchangeably. On the top, of all examples below were created using the Microsoft Office 365 subscription, which you can learn about on Microsoft’s website here .

How to create a table of contents in Word

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The first critical step to creating an automatic updating TOC in Word is properly formatting the sections of your document using the :

• Heading 1 style
• Heading 2 style
• Heading 3  s tyle

If you have already formatted your document this way, you can skip to the next section.

Note:  You are not limited to the default  Heading  Styles   formatting. Below I’ll show you how you can not only change your  Styles  formatting, but also how you can create your own.

1. Applying Heading Style Formatting

To properly format your Word document using the  Heading  Styles , simply:

• Select  the section Headings of your document
• Navigate to the  Home  tab
• Select the  Heading 1 ,  Heading 2  or  Heading 3  style, as appropriate

By default, only the Heading 1 through Heading 3 Styles will automatically populate into your Table of Contents.

You can still use the Heading 4 through Heading 9 styles in a Table of Contents, but you’ll have to do so with a Custom Table of Contents, as discussed below.

• Select  your section heading text
• Navigate to the  References  tab
• Open the  Add Text  dropdown menu
• Select your  Heading  style

2. Heading Style Shortcuts

If you have a large Word document, you can speed up the formatting process by using Heading Style shortcuts.

Shortcuts like these are the fastest way to double your productivity.

To set up a basic Table of Contents in Word, the 3 Heading Styles shortcuts you’ll need to remember are:

• Heading Style 1 shortcut:  Alt + Shift + 1
• Heading Style 2 shortcut:  Alt + Shift + 2
• Heading Style 3 shortcut:  Alt + Shift + 3

You can apply the  Normal  style to any text in your document that you don’t want to show in your TOC.

Normal Style Shortcut:  Ctrl + Shift + N

When making an automatic Table of Contents in Word, only content that is properly formatted using these Heading Styles will appear in your TOC.

Furthermore, this formatting is critical if you later want to convert Word to PowerPoint .

3. Changing Your Heading Style Formatting

If you don’t like the way the default Heading Styles look, you can change them. To do that, simply:

• Navigate to the  Design  tab
• Choose a different  Document Formatting

If you click the downward facing arrow, you will see more options, as pictured above.

Note:  The  Document Formatting  styles change all of the formatting styles within your Word document. Therefore, you’ll want to review your entire Word document to make sure you are okay with whatever new Document Formatting you select.

4. Creating Your Own Heading Style Formatting

If you don’t like the  Document Formatting  options for your Heading Styles, you can create your own. To do that, simply:

• Format  your Heading Style however you want it to look
• Right-Click  the Heading Style you want to change
• Select  Update Heading to Match Selection

Doing so will change the Heading Style to match the formatting you’d applied to that text. In addition, it will automatically update all the existing Headings of that level in your Word document.

How to Insert a Table of Contents

Once you’ve properly formatted your document using the different  Heading  Styles , creating your Table of Contents is pretty straightforward.

1. Insert a Table of Contents

Once your Word document is properly formatted with the Heading Styles, to make your Table of Contents, simply:

• Click  into your document where you want your TOC
• Navigate to the  References  tab
• Open the  Table of Contents  dropdown menu
• Choose  Automatic Table 1  or  Automatic Table 2

Choosing either option inserts a TOC based on your Heading 1, Heading 2 and Heading 3 Styles.

Your TOC might look different than the one pictured above depending on whether you previously inserted and saved your TOC style.

• Insert at Current Document position
• Insert at Beginning of Document
• Insert at End of Document
• Insert at Beginning of Section
• Insert at End of Section

That’s the difference between the Automatic Table 1 and Automatic Table 2 styles?

Not much. The main difference is the title – table of contents vs. contents – which you can just click into and change. If you need more formatting options beyond the Automatic Table styles, you can create your own Custom Table of Contents.

If you want more than just 3 levels in your Table of Contents, you’ll need to insert a Custom Table.

2. Format Your Table of Contents

To format your Table of Contents in Word, simply:

• Hover  your mouse to the left of your TOC (your arrow will look like a diagonal arrow)
• Select  the Heading Style you want to change
• Format  it however you wish

Sometimes this takes a few attempts to select your Heading Styles so they all properly update. If it doesn’t work the first time, just try it again.

Note:  Formatting the Heading Styles of your TOC only affects the formatting styles inside your TOC. None of your document level formatting is affected.

3. How to Save Your Table of Contents formatting

After formatting the different levels of your TOC, you are given the option to save that formatting when you exit out of Microsoft Word.

If you select  Save , your manual formatting adjustments are saved to Word. That means that the next time you make a Table of Contents, all of your manual adjustments will show up by default.

Once you reformat the different elements of your new Table of Contents, you will be given the option to save them again when you exit Word.

4. Updating a Table of Contents

Table of Contents in Microsoft Word DO NOT automatically update themselves.

As you add and remove content to your document, you need to manually click the  Update  button to have your TOC update itself.

Your TOC is just a snapshot in time of when you either inserted it or last updated it. So, don’t forget to update it when you are done making changes to your document.

To update a Table of Contents in Word, simply:

• Click  Update Table
• Choose  Update p age numbers o nly  or  Update e ntire table

If you are using one of the  Automatic Table  layouts, can also select the  Update Table  button at the top of your table, as pictured below.

The two update options are:

• Page numbers only  updates the page numbers of your TOC. It does not update the structure of your TOC based on any sections you’ve added or removed. It also does not update any of the text in your Headings, or the Heading Styles.
• Entire table  updates everything in your TOC including page numbers, sections added and sections removed.

If you have made many changes to your Word document, or are unsure of what you’ve changed, I recommend updating the entire table. That ensures that everything within your document is accurately reflected in your TOC.

5. Table of Contents Navigational Shortcuts

The cool thing about making an automatic Table of Contents in Word, is that you can use it to quickly jump around your document.

That’s because each of the lines of your TOC is a hyperlink to that section within your document. All you need to do is hold down the Ctrl key and click the section of your TOC

An alternative way you can quickly navigate the sections of your Table of Contents is with the Navigation Pane . In it, you can see all the different sections of your document.

To open the  Navigation Pane  to see your Headings in Word, simply:

• Navigate to the  View  tab
• Click ​on  Navigation Pane

Within the  Navigation Pane , you can see, expand, collapse and navigate all the sections within your document.

This is another benefit of using the  Heading Styles  to properly format your Word document.

Removing a Table of Contents

To remove a Table of Contents from a Word document, simply:

• Open the  Table of Contents  dropown menu
• Select  Remove Table of Contents

If you are using one of the Automatic Table styles, you can also use the dropdown menu at the top of your table, as pictured below.

Creating a Custom Table of Contents

If you need more formatting options than the automatic table styles provide, you can create your own Custom Table of Contents.

To create a Custom Table of Contents in Word, simply:

• Open the  Table of Content s  dropdown menu
• Choose  Custom Table of Contents
• Customize the elements of your TOC (see details below)

Don’t worry about getting your custom TOC right the first time through. There are a lot of options to choose from and you can always go back and make different selections

Note:  A Custom Table of Contents is still based on the  Heading Styles  you use to format your Word document. That means that if you do not properly format your document, your TOC will be blank.

On top of that, as you add and remove content to your document, you will need to use the  Update Table  command to update your custom TOC.

If you do not want an automatic updating TOC, insert a  Manual Table .

1. Show Page Numbers Options

Selecting or de-selecting the  Show page numbers  box adds or removes the page numbers from your TOC, as you can see in the picture above.

My recommendation is to always select  Show page numbers , as that makes it easier to understand and navigate your document. That’s usually the point of creating a TOC in the first place

2. Right Align Page Numbers Options

Right align page numbers  determines whether your page numbers are aligned on the right side of your document, or if they are just stacked up after your section Headings.

My recommendation is to always use the  Right align  option. This not only makes your TOC easier to read, it also also opens up all of the  Tab leader  options (discussed next).

3. Tab Leader Options

There are four different  Tab leader  options you can use to format your TOC, as pictured above.

The  Tab leader  dropdown menu is only available when you are using the  Right align page numbers option. If you don’t like these styles of Tab leaders, you can use a Manual Table and create your own.

My recommendation is to always use a Tab leader as it makes it easier to find the section page numbers within your Word document.

4. Format Template Options

There are a variety of different  Format  templates  you can use to change the look and feel of your TOC. For each one, you can make a number of adjustments and customizations. Here are the default formatting options for each one, as pictured above:

• Distinctive

You also have the  From Template  option which opens up the more manual formatting options for you if you know what you are doing (see the  Options  and  Modify  commands below).

All of these formats can be tweaked using the other formatting options in the Custom TOC dialog box. So feel free to try different combinations to find the custom TOC formatting that works best for you.

5. Show Levels Options

The  Show levels  setting determines how many of the Heading Style levels are included in your Table of Contents.

Just remember that to feed more content into your TOC, you first need to use the Heading Styles formatting throughout your document.

This is another example of when properly formatting your Word document can be a real lifesaver.

6. Options & Modify

If you use the  From Template  option to format your TOC, you can apply advanced formatting using the  Options  and  Modify  commands.

These are for advanced users and go above and beyond the scope of this tutorial (and what you’ll probably need to do). So, I’m not going into detail about these options here. But feel free to explore them if you need additional formatting options for your Table of Contents.

Creating a Manual Table of Contents

If you don’t want to use the Automatic TOC styles, you can instead use the Manual Table  option.

Warning:  Just so we are crystal clear before you go this route. Inserting a  Manual Table  means that you will be responsible for manually updating anything and everything within the table.

A Manual Table will not track or update itself based on any content you add or remove to your Word document. Therefore, if you make a lot of changes in your document, updating your TOC could take you a long time.

If you ever get tired of updating a table like this, you can insert an Automatic Updating TOC.

To insert a  Manual Table  for your TOC in Word, simply:

• Click  into your document where you want your TOC
• Select  Manual Table

Selecting  Manual Table , you get a default Table of Contents that in no way reflects the content of your document.

Whether you have 1 page or 100 pages in your document, the Manual Table will come pre-loaded with two level 1, level 2 and level 3 placeholders

That means that anything you want done to your TOC, you’ll need to do yourself. There is no way to automatically update a Manual Table.

Below you’ll find some formatting tips for how to best update and edit your  Manual Table .

• Navigate to the  Insert  tab
• Open the  Table  dropdown menu
• Select how many  Rows  and  Columns  you want in your table

1. Add a New Section Row

To add a new section to a  Manual table , first add a new blank row. The fastest way to do that is to put your cursor at the end of your page number and hit Enter.

To add a new row of formatting to your  Manual Table , simply:

• Select  a section row that you want to copy
• Hit  Ctrl + C  to copy the row
• Click into your blank row
• Hit  Ctrl + V  to paste your row

Once you’ve pasted in your new row, you can then type in whatever text you want for it.

Thankfully, the  Tab leader  dots automatically adjust as you type in your section Headings. You don’t have to add them in yourself.

2. Edit Your Page Numbers

To edit the page numbers of your  Manual Table , you’ll need to:

• Click and drag  to select the page number
• Type  and/or  format  your page number

Remember:  When you use a  Manual Table , you are responsible for manually adding and formatting everything within it (which can be really annoying).

So that’s how to make a Table of Contents in Word, along with all the formatting, navigation and updating options.

The most important thing to remember about your TOC is to use the Heading Styles when formatting your Word document. Doing so will make inserting and editing a TOC super easy and stress-free.

If you enjoyed this tutorial and want to learn more about our training courses and other resources,  visit us here .

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10.4 Table of contents

You are familiar with tables of contents (TOC) but may never have stopped to look at their design. The TOC shows readers what topics are covered in the report, how those topics are discussed (the subtopics), and on which page numbers those sections and subsections start.

In creating a TOC, you have a number of design decisions:

• Levels of headings to include. In longer reports, consider not including only the top two levels of headings. This keeps the TOC from becoming long and unwieldy. The TOC should provide an at-a-glance way of finding information in the report quickly.
• Indentation, spacing, and capitalization. Notice in the illustration below that items in each of the three levels of headings are aligned with each other. Although you can’t see it in the illustration, page numbers are right-aligned with each other. Notice also the capitalization: Main chapters or sections are all caps; first-level headings use initial caps on each main word; lower-level sections use initial caps on the first word only.
• Vertical spacing. Notice that the first-level sections have extra space above and below, which increases readability.

Using the automatic TOC creator in your word processor can help you produce a clean, professional document. If you prefer to make your own, learn to use dot leader tabs in order to line up the page numbers correctly.

One final note: Make sure the words in the TOC are the same as they are in the text. As you write and revise, you might change some of the headings—don’t forget to change the TOC accordingly. See the example of a table of contents:

Chapter Attribution Information

This chapter was derived by Annemarie Hamlin, Chris Rubio, and Michele DeSilva, Central Oregon Community College, from  Online Technical Writing by David McMurrey – CC: BY 4.0

Technical Writing Copyright © 2017 by Allison Gross, Annemarie Hamlin, Billy Merck, Chris Rubio, Jodi Naas, Megan Savage, and Michele DeSilva is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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Insert a table of contents

A table of contents in Word is based on the headings in your document.

Create the table of contents

Put your cursor where you want to add the table of contents.

Go to References > Table of Contents . and choose an automatic style.

If you make changes to your document that affect the table of contents, update the table of contents by right-clicking the table of contents and choosing Update Field .

To update your table of contents manually, see Update a table of contents .

If you have missing entries

Missing entries often happen because headings aren't formatted as headings.

For each heading that you want in the table of contents, select the heading text.

Go to Home > Styles , and then choose Heading 1 .

Update your table of contents.

Word uses the headings in your document to build an automatic table of contents that can be updated when you change the heading text, sequence, or level.

Click where you want to insert the table of contents – usually near the beginning of a document.

Click References > Table of Contents and then choose an Automatic Table of Contents style from the list.

Note:  If you use a Manual Table of Contents style, Word won't use your headings to create a table of contents and won't be able to update it automatically. Instead, Word will use placeholder text to create the look of a table of contents so you can manually type each entry into the table of contents. To update your manual table of contents, see Update a table of contents .

If you want to Format or customize your table of contents , you can. For example, you can change the font, the number of heading levels, and whether to show dotted lines between entries and page numbers.

Click where you want to insert the table of contents—usually near the beginning of the document.

On the toolbar ribbon, select References . 

Near the left end, select Insert Table of Contents . (Or select Table of Contents > Insert Table of Contents . 

The table of contents is inserted, showing the headings and page numbering in your document.

If you make changes to your document that affect the table of contents, you can update it by right-clicking the table and selecting  Update Table of Contents .

Get the learning guide

For a hands-on guide that steps you through the process of creating a table of contents, download our Table of Contents tutorial . Or, in desktop Word, go to File > New , and search for table of contents .

Update a table of contents  

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How to Create a Table of Contents in Word for Your Paper? [For Students]

Working on a paper or thesis is mentally exhausting on its own, but having to format everything according to MLA, APA, or Chicago style can be a real headache, especially when creating a table of contents. Manually updating it every time you make changes is tedious and error-prone. What you really need is a way to generate and update the table of contents automatically, allowing you to concentrate on the content without worrying about the structure.

This makes the entire process smoother and less stressful, letting you focus on your research without the constant formatting frustration. In this article, we will explore the essentials of creating a functional and clear table of contents Word for students, covering what it is, why it's important, and how to prepare one that effectively outlines your paper's structure.

Table of Contents in APA, MLA and Chicago Style

In academic writing, particularly for longer pieces such as thesis, dissertations, and research papers, having a clear organization is highly beneficial. A crucial aspect that helps readers navigate your work is a Table of Contents (TOC). Despite the variations in specific style guides like APA, MLA, or Chicago, incorporating a TOC provides numerous advantages. Besides these benefits, TOCs in these three academic formats adhere to generally similar guidelines, although there are some differences that must be acknowledged and addressed.

1. A Table of Contents in APA

The American Psychological Association (APA) style is commonly used in the social sciences. While APA style does not always require a table of contents, it is often recommended for lengthy papers or theses. Here's how to structure a table of contents in APA style:

Placement : The TOC goes between the abstract and introduction on a separate page.

Formatting : Use the same font and size as your main text (typically 12 pt Times New Roman).

Title : Center and bold the word "Contents" at the top of the page.

Heading Levels : Include all level 1 (main sections) and level 2 (subheadings) headings in the TOC.

Alignment : Left-align all entries in the TOC.

Indentation : Level 2 headings are indented for clarity.

Lower Levels (Optional) : Including level 3 headings or lower is optional and requires additional indentation for each level.

Length : Keep the TOC concise; ideally, it shouldn't exceed two pages.

2. A Table of Contents in MLA

The Modern Language Association (MLA) style is typically used in the humanities. While MLA does not always require a table of contents for shorter papers, longer academic works may benefit from having one. Here are some tips for creating a table of contents in MLA style:

Font and Size : Stick to Times New Roman, 12 point size, for consistency with the rest of your document.

Margins : Use standard 1-inch margins on all sides.

Spacing : Double line spacing is the norm for MLA formatting.

Indentations : Create a clear distinction between paragraphs with a ½-inch indent for the first line.

Headings : Use title case capitalization (capitalize the first word of each main word) for your headings in the TOC.

3. A Table of Contents in Chicago Style

The Chicago Manual of Style (CMS) is widely used in historical and other academic research. Chicago style often requires a detailed table of contents for dissertations and other extensive works. Here's how to create a table of contents in Chicago style:

Starting Fresh : Begin your TOC on a separate page following the title page.

Clear Labeling : Center the title "Contents" at the top of the page.

Spacing for Readability : Leave a double space between "Contents" and the first entry in your TOC.

Mirroring Your Paper : List chapter titles, headings, and subheadings in the exact order they appear in your paper.

Matching Matters : Ensure capitalization and the hierarchy of titles/headings in the TOC match your paper's formatting.

Pinpointing Locations :  Place page numbers flush right, using leader dots (a series of periods) to connect them to the corresponding entry.

How to Create a Table of Contents Easily in Word for Your Paper

Before inserting a table of contents in Word , we first need to format the headings of our research paper or thesis according to an academic style.

Let's take a look at it through an example for better understanding. We need to write a research paper on Environment Safety, so before getting started with the writing part, let’s create an outline for it. This means we will need to lay out the headings in order. We have a main heading called Heading 1, and then we have subheadings called Heading 2. In some instances, we have Heading 3 or Heading 4 as well, so let's take a look at the breakdown of these headings beforehand.

H1 : The main heading of your document, typically used once for the overall title.

H2 : Subheadings that break down your H1 topic into major sections.

H3 : Subheadings that further divide your H2 sections into more specific points.

If you understand this, then formatting will be a breeze for you. So let's jump right into it:

Step 1 : We now have our outline laid out in our document on Microsoft Word.

Step 2 : Even though I went through and formatted my headings and subheadings by increasing the font size of the main headings and making them bold, this is completely wrong.

Step 3 : In Word, we need to do proper formatting. To do this, click on your main heading of the essay and head over to the Home tab.

Step 4 : Now, in the "Styles" section, you will see various styles. From this, click on "Heading 1", and you will notice a change in your headings formatting.

Step 5 : To change the formatting to fit your academic style, right-click on the "Heading 1" button in the Styles section to open the context menu, and then click on "Modify".

Step 6 : In the Modify Style dialog, users can change the font, font size, and other changes to format their heading.

Step 7 : Similarly, click on Heading 2 in your document, then in the Styles section, select Heading 2, and so on.

Step 8 : Once all the headings have been formatted, now we can proceed to inserting a table of contents into our document.

Step 9 : To insert the table of contents, visit the Reference tab and then click on the "Table of Contents" option in the ribbon menu.

Step 10 : Microsoft Word gives its users the option to insert a pre-formatted table of contents, but if you wish to insert a custom-made table of contents, that's also possible.

Step 11 : Once you have selected your desired table of contents, it will be added, and you can now complete your work with ease.

How to Update the Table of Contents in Word for Your Paper

The outline was ready, or at least that's what we thought, but now we added a few new headings, but they won't show up in the table of contents. Now, to address this, we need to Update our Table of Contents:

Step 1 : Let's open Microsoft Word again. As we can see, there's nothing changed in the table of contents even though we've correctly styled the headings in our essay.

Step 2 : To update the table of contents, right-click anywhere on the table of contents to open the context menu.

Step 3 : In the context menu, we need to click on "Update Field" or simply press the shortcut key "F9".

Step 4 : Now, we see the Update Table of Contents dialog. Click on "Update entire table" and then click "OK".

Step 5 : The table of contents will now be completely updated with the new headings that you've inserted.

Bonus Tip: Converting Your Paper to PDF Without Losing Format

Once you're done with your paper and a well-organized table of contents, the next step is often converting it to a PDF. This is crucial because PDFs preserve formatting, ensuring that your hard work doesn't get scrambled when shared or printed. However, conversion can be tricky, especially with Microsoft Word 365. When converting a document to PDF in Word 365, you might encounter issues like misaligned text, broken page breaks, or distorted table of contents formatting.

WPS Office is an excellent alternative to Microsoft Word 365 for PDF conversions. It offers robust PDF features that can convert your paper without losing formatting. Here's why WPS Office might be a better choice:

Direct PDF Conversion : WPS Office has a built-in PDF converter that maintains the layout and structure of your document, reducing the risk of misalignment.

Enhanced PDF Features : WPS Office allows you to merge, split, or compress PDFs , which can be useful if you need to adjust your document after conversion.

Easy Table of Contents Management : WPS Office handles tables of contents well, ensuring links and formatting remain intact.

WPS Office: Use Word, Excel, and PPT for FREE, No Ads.

Now, to convert your Word document with the table of contents into a PDF document without losing any formatting in the process, WPS Office provides a very easy and effective solution:

Step 1 : Let's open the Word document in WPS Office and then head over to the Menu on the top left of the page.

Step 2 : In the menu, click on "Save as" and select "Other formats" from the flyout menu.

Step 3 : Simply in the Save as options, change the file type to "PDF" in the "File Type" field and then hit "Save" to save your document as a PDF.

FAQs about Table of Contents in Word

1. how do i link headings to table of contents in word.

If you've inserted a manual table, here's how to link headings to a table of contents in Microsoft Word:

Step 1 : Go to your table of contents.

Step 2 : Select the heading in the table of contents you want to link to your document heading.

Step 3 : Right-click and choose "Link" from the context menu.

Step 4 : In the Insert Link dialog, select the "Place in This Document" tab and choose the heading you want to link to. Click OK to finish.

Step 5 : The linked heading will appear blue and underlined in your table of contents.

2. How do you update a Table of Contents in Word and keep formatting?

To adjust your current table of contents:

Step 1 : Go to the References tab.

Step 2 : Click on Table of Contents.

Step 3 : Choose Custom table of contents.

Step 4 : Use the options to change what appears in the table, how page numbers are displayed, adjust formatting, and decide how many heading levels to include.

3. How do I link a table of contents to a page in word?

Users can easily link the table of contents to pages in Word by applying heading styles to document sections and then clicking on the Update tab in the Reference tab.a

Perfect Your Paper: Mastering Table of Contents with WPS Office

Your thesis or report isn't complete without a table of contents, especially if it's a requirement. Forgetting this crucial section could lead to a lower grade, which might have been avoided by simply adding a well-structured table of contents. To ensure your report meets the necessary academic standards, not only should you include a  table of contents Word for students, but you should also make sure it's correctly formatted according to the guidelines.

WPS Office is the ideal tool for writing your paper, thanks to its robust formatting capabilities. It's particularly useful when you need to share your document or convert it to PDF, as WPS Office maintains your formatting without glitches. So, if you haven't tried WPS Office yet, consider downloading it now to streamline your writing process and keep your formatting consistent.

• 1. Best & well-organized table of contents template word Free download
• 2. How to insert table of contents in Word
• 3. How to insert or remove Table of Contents in Word?
• 4. Free 10 Professional & Simple Word Table of Contents Template Download Now
• 5. How to Find and Replace in Word for Your Paper? [For Students]
• 6. Well-Organized TOP 10 Template for Table of Contents in Word

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a post with table of contents

March 20, 2023

2023   ·   formatting   toc     ·   sample-posts  

Example of Sub-Heading 1

Example of another sub-heading 1, example of sub-heading 2, example of another sub-heading 2.

This post shows how to add a table of contents in the beginning of the post.

Adding a Table of Contents

To add a table of contents to a post, simply add

to the front matter of the post. The table of contents will be automatically generated from the headings in the post.

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• Python »
• 3.14.0a0 Documentation »
• The Python Standard Library »
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• wave — Read and write WAV files
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wave — Read and write WAV files ¶

Source code: Lib/wave.py

The wave module provides a convenient interface to the Waveform Audio “WAVE” (or “WAV”) file format. Only uncompressed PCM encoded wave files are supported.

Changed in version 3.12: Support for WAVE_FORMAT_EXTENSIBLE headers was added, provided that the extended format is KSDATAFORMAT_SUBTYPE_PCM .

The wave module defines the following function and exception:

If file is a string, open the file by that name, otherwise treat it as a file-like object. mode can be:

Read only mode.

Write only mode.

Note that it does not allow read/write WAV files.

A mode of 'rb' returns a Wave_read object, while a mode of 'wb' returns a Wave_write object. If mode is omitted and a file-like object is passed as file , file.mode is used as the default value for mode .

If you pass in a file-like object, the wave object will not close it when its close() method is called; it is the caller’s responsibility to close the file object.

The open() function may be used in a with statement. When the with block completes, the Wave_read.close() or Wave_write.close() method is called.

Changed in version 3.4: Added support for unseekable files.

An error raised when something is impossible because it violates the WAV specification or hits an implementation deficiency.

Wave_read Objects ¶

Read a WAV file.

Wave_read objects, as returned by open() , have the following methods:

Close the stream if it was opened by wave , and make the instance unusable. This is called automatically on object collection.

Returns number of audio channels ( 1 for mono, 2 for stereo).

Returns sample width in bytes.

Returns sampling frequency.

Returns number of audio frames.

Returns compression type ( 'NONE' is the only supported type).

Human-readable version of getcomptype() . Usually 'not compressed' parallels 'NONE' .

Returns a namedtuple() (nchannels, sampwidth, framerate, nframes, comptype, compname) , equivalent to output of the get*() methods.

Reads and returns at most n frames of audio, as a bytes object.

Rewind the file pointer to the beginning of the audio stream.

The following two methods are defined for compatibility with the old aifc module, and don’t do anything interesting.

Returns None .

Deprecated since version 3.13, will be removed in version 3.15: The method only existed for compatibility with the aifc module which has been removed in Python 3.13.

Raise an error.

The following two methods define a term “position” which is compatible between them, and is otherwise implementation dependent.

Set the file pointer to the specified position.

Return current file pointer position.

Wave_write Objects ¶

Write a WAV file.

Wave_write objects, as returned by open() .

For seekable output streams, the wave header will automatically be updated to reflect the number of frames actually written. For unseekable streams, the nframes value must be accurate when the first frame data is written. An accurate nframes value can be achieved either by calling setnframes() or setparams() with the number of frames that will be written before close() is called and then using writeframesraw() to write the frame data, or by calling writeframes() with all of the frame data to be written. In the latter case writeframes() will calculate the number of frames in the data and set nframes accordingly before writing the frame data.

Wave_write objects have the following methods:

Make sure nframes is correct, and close the file if it was opened by wave . This method is called upon object collection. It will raise an exception if the output stream is not seekable and nframes does not match the number of frames actually written.

Set the number of channels.

Set the sample width to n bytes.

Set the frame rate to n .

Changed in version 3.2: A non-integral input to this method is rounded to the nearest integer.

Set the number of frames to n . This will be changed later if the number of frames actually written is different (this update attempt will raise an error if the output stream is not seekable).

Set the compression type and description. At the moment, only compression type NONE is supported, meaning no compression.

The tuple should be (nchannels, sampwidth, framerate, nframes, comptype, compname) , with values valid for the set*() methods. Sets all parameters.

Return current position in the file, with the same disclaimer for the Wave_read.tell() and Wave_read.setpos() methods.

Write audio frames, without correcting nframes .

Changed in version 3.4: Any bytes-like object is now accepted.

Write audio frames and make sure nframes is correct. It will raise an error if the output stream is not seekable and the total number of frames that have been written after data has been written does not match the previously set value for nframes .

Note that it is invalid to set any parameters after calling writeframes() or writeframesraw() , and any attempt to do so will raise wave.Error .

Table of Contents

• Wave_read Objects
• Wave_write Objects

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• 1. Attention to local news

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• 2. Local news topics
• Americans’ changing local news providers
• How people feel about their local news media’s performance
• Most Americans think local journalists are in touch with their communities
• Interactions with local journalists
• 5. Americans’ views on the financial health of local news
• Acknowledgments
• The American Trends Panel survey methodology

The share of Americans who say they follow local news very closely now stands at 22% – a decline of 15 percentage points since 2016, when 37% of U.S. adults said the same.

Most U.S. adults (66%) still say they follow local news at least somewhat closely , although this number is also down. Roughly eight-in-ten adults (78%) followed local news at least somewhat closely in 2016.

This decline in attention is not unique to local news: The percentage of Americans following national news very closely declined from 33% in 2016 to 22% in 2024. And the share who say they follow the news all or most of the time (whether it is local, national or some other kind of news) dropped from 51% in 2016 to 38% in 2022.

The decline in attention to local news has occurred across demographic groups, though there are still major differences by age. Young adults are much less likely than their elders to say they follow local news: In 2024, just 9% of Americans ages 18 to 29 say they follow local news very closely, compared with 35% of those 65 and older.

But people across all age groups have become less likely to follow local news in recent years. For instance, in 2016, 23% of the youngest adults said they followed local news very closely, and 51% of the oldest adults said the same.

About half of the youngest adults (47%) now say they follow local news at least somewhat closely, while majorities of all other age groups say this.

Americans with higher levels of formal education are less likely than those with a high school diploma or less education to follow local news very closely. While 17% of college graduates say they follow local news very closely, 28% of those with a high school education or less say the same.

And while Americans at all levels of education have become less likely to follow local news, this gap has narrowed in recent years. In 2016, there were 23 percentage points between the highest and lowest education categories (24% vs. 47%), compared with an 11-point difference today.

Black Americans are more likely than people in other racial and ethnic groups to follow local news very closely. But there is virtually no difference on this question between Democrats and Republicans (including those who lean toward each party).

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