Example of a report

A report exists to help a reader decide. The good news about structure is that a report's shape is predictable — the answer up top, the evidence below, and a recommendation at the end. This example shows that shape.

The example report

Report: Improving on-time delivery at [Company]

Prepared for: Management · Date: [Date]

Executive summary

Delivery delays cost us an estimated [amount] last quarter and damaged customer trust. The main cause is the handover between sales and logistics, which has no clear owner and no tracking. I recommend implementing a single handover checklist and assigning one coordinator to oversee it. This is low-cost and can be in place within two weeks.

The problem

Over the last quarter, [X]% of orders were delivered late. The single largest cause is the gap between when an order is confirmed and when it reaches the logistics team. Responsibility for this step is unclear, so orders occasionally sit in a queue with no one following up.

What we found

We tracked [n] orders and interviewed the teams involved. We found three consistent issues: no agreed time for handover, no single owner, and no way to see which orders are stuck. None of these require new investment — they are process problems.

Recommendation

1. Implement a handover checklist used at every order confirmation.
2. Appoint one coordinator as the owner of handover.
3. Add a simple shared tracker so delayed orders are visible.

Next steps

We can pilot this in two weeks with the existing team. I would welcome a decision on the checklist and coordinator by [date].

Why this works

It leads with the answer. The executive summary states the problem, the cause, and the recommendation in the first paragraphs. A busy manager reading only this knows what the report says and what to do.

It separates findings from recommendation. The "what we found" section reports facts; the "recommendation" section suggests action. Data and opinion are kept clear.

It uses plain language and headings. No jargon. Clear, scannable sections. A manager can skim and still get the whole argument.

It is grounded in evidence. It says what was tracked and interviewed, and gives a number ("[X]%") — facts, not opinion.

It ends with a clear ask. "I would welcome a decision by [date]" tells the reader exactly what is needed to move forward.

The structure to copy

1. Executive summary — problem, cause, recommendation, up top.
2. The problem — what is wrong and why it matters.
3. What we found — the evidence, kept factual.
4. Recommendation — what to do and why.
5. Next steps — what is needed to act, and by when.

Common mistakes

Burying the finding at the bottom. Jargon and passive voice. Blending facts with opinion. No recommendation. Padding with irrelevant detail.

Checklist

• My summary leads with the answer.
• I state the problem and what it costs.
• I keep findings factual and separate from recommendations.
• I used plain language and clear headings.
• I made a clear, actionable recommendation.
• I ended with a next step.