How to Write an Annual Report

Professional Unit Annual Reports

The purpose of a Unit’s Annual Report is to inform the Professional Committee, the Unit’s Standing Committee or organizing committee, members of the Unit, and our audience around the world about achievements over the year.

You should use your Annual Report to give an update on the progress of the activities outlined in your Unit’s Action Plan, with a special focus on the impact they have had. The Annual Reports of all IFLA Units provide important input to the fulfilment of IFLA’s Professional Programme, Strategic Plan and Key Initiatives, and also contribute to IFLA’s Annual Report.

Getting Started

Download the form here: Annual Report form

Timing and Procedure

Section Officers and SIG Conveners should report on the period September-August.  Your 2018-2019 Annual Report should be completed and returned to the Division Chair and to IFLA HQ at professionalsupport@ifla.org by 31 October 2019.

Procedure for writing your Annual Report:

  • Officers or SIG Convenors should seek input from the members of their Standing Committee or relevant working groups.
  • The entire Standing Committee should discuss and then approve the completed Report.
  • Sections should submitted their Report to their Division Chair.
  • Special Interest Groups should submit their Annual Report to their Sponsoring Section’s Standing Committee.
  • The Division Chair will compile a Division-level annual report for the December Professional Committee meeting.
  • In an election year, the outgoing Chair or Convener should write the final report of the activities up to August, make any final changes following the August committee meetings, gain Standing Committee/organizing committee approval and hand over a completed and approved report to the new Chair or Convener.

Report Contents 

Your unit’s Annual Report should include:

  • Progress and results of the activities outlined in your Unit’s Action Plan
  • Communications content from the Section's web pages or social media
  • Progress and results from projects funded by the Professional Committee
  • An indication of future plans as per your Action Plan
  • Any resignations or new appointments to the Standing Committee or Corresponding Members, and any change of SIG convener, Information Coordinator or Officer, that have occurred during the year.
  • The name of any people that report to the Unit from external bodies.

Your unit’s Annual Report should avoid:

  • Using initials and acronyms, unless they are also spelled out
  • Details of attendance of Standing Committee members at meetings. The Chair of the Section should keep track of this and ensure that Standing Committee members contribute actively to the work of the Section.

Share your Report

Your full Annual Report should not be made public, but elements of the report in a condensed form should be shared on your Unit’s webpage. A template for producing an Annual Report web page has been shared with Information Coordinators. Remember to update your webpage continuously throughout the year with announcements of activities, news and reports of activity  progress and results.

See the Information Coordinators instructions [restricted].

Procedure for handing over in an election year

In an election year, the outgoing Chair or Convener should write the final report of the activities up to August, make any final changes following the August committee meetings, gain Standing Committee/organizing committee approval and hand over a completed and approved report to the new Chair or Convener.

standing committees, SC, annual reports, activities

Last update: 8 October 2019