report writing guide

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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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Report Writing: Learn How To Write a Comprehensive Report

Discover our guide to report writing with the best writing tips, format template and advice to help you succeed!

Get ready to master the art of report writing, where compelling and exciting arguments are matched with data and factual research. If you’re writing a report for school, college or as practice for an upcoming exam, it’s essential to have a basic understanding of how to write a report that resonates with your reader.

Report writing is the skill of creating a cohesive written document that shares information and findings. For English students, report writing is required to present research and data analysis in an organized way. It’s a fantastic activity that empowers students to become confident in their writing and cultivates communication and research skills that greatly benefit professional careers.

Whether you’re new to writing reports or a pro looking to elevate your writing skills, our guide will help you pick a  report writing topic , format your writing correctly, choose the right report, and begin writing. With plenty of helpful tips and tricks, you’ll become a master wordsmith in no time!

Informational Reports

Analytical reports, recommendation reports, step 1. preparing to write, step 2. gathering information, step 3. organizing information, step 4. writing the report, step 5. editing and revising, table of contents, executive summary, introduction, recommendations, 1. use clear and concise language, 2. avoid jargon and technical terms, 3. use headings and subheadings, 4. use visuals to support the text, 5. proofread thoroughly, types of reports.

There are three different types of reports for you to master: informational reports, analytical reports and recommendation reports. Let’s look at the differences between these types of reports so you can decide which one best suits your subject.

Informational reports are designed to present factual data, details or summaries without an in-depth analysis. These reports give the reader straightforward information that’s easy to understand. Usually, these reports are a type of business report used to update colleagues in the workplace or provide information to involved third parties. 

An example of an informational business report could be a company update announcing a company name change or an annual report displaying financial updates for shareholders. These reports are purely informative and state only the facts.

Analytical reports present and analyze data, interpret information and draw conclusions. Analytical reports are typically used for research projects, literary analysis and scientific studies. Students often create an analytical report as a part of their final exam. 

These reports involve assessing data, looking for patterns and trends and offering insight into the findings. The author often draws conclusions based on the data and offers their opinion backed by data.

Recommendation reports are written to porose the options available to solve a problem or query. These reports use background information and data analysis to give insight into a recommended course of action. Recommendation reports are excellent for helping organizations make decisions.

For example, as a student, you might be asked to create a recommendation report in business class with a hypothetical situation that must be resolved or in environmental science to recommend sustainable practices for the local community.

Steps in Report Writing

Preparation is the key to success , so it’s important to prepare before you begin writing! Take steps to define the purpose of your report, consider your audience and think about the scope of your report.

Establish an understanding of what you will communicate in your report, choose the type of report your will be writing and take note of the most important information to include. Once you understand what your report will be about, you’ll want to set a timeline to complete it. 

Give yourself a goal for when your outline will be completed, then allow for time to gather data and information, organize your information, complete the writing process and proofread. Remember, it’s always best to have extra time than too little time, so overestimate how long each stage will take.

Gathering your data and information is one of the most important report-writing steps. Collect relevant information from credible sources like interviews, surveys, academic papers and research or observational data. Make sure you have plenty of accurate information to fill out your report to make a compelling conclusion.

When you’ve gathered your information and data, you can begin organizing your information and creating a loose structure for your report. Determine the main points and key findings you will present in your report and lay them out in an order that makes sense for your report topic. Structuring your information logically will make your report easy to understand and allow you to accurately convey your thoughts and findings.

Once you’ve created a plan and organized your information into an outline, it’s time to begin writing. Your report has three main sections: the introduction, the body and the conclusion.

Begin with an engaging introduction that outlines the main points and scope of the report. Then, present your information using headings and subheadings in the body of your report. Using subsections is a great way to showcase important points and create a good report. Conclude by showing your findings and recommendations if applicable to the topic.

You’ll also need to create a title page, table of contents, executive summary, recommendations (if required) and a reference page. Later in this article, you’ll find more information on properly structuring your report. Writing a  business report ? Check out our guide!

After writing your first draft, it’s important to dedicate some time to editing and revising your report. Check for grammar, spelling and punctuation errors as well as general readability. You can use  proofreading software  to help you with this step to ensure you correct any missed mistakes. Editing is one of the most important steps as it refines your work and ensures that it’s up to high standards before submitting. Read our  writing tips  for some extra help when writing your report.

Report Structure

Getting your report writing format right is vital for landing a top grade and creating a research report, book report or analytical report that resonates with the reader. Following the correct report writing format shows the reader that you are a professional, take the subject matter seriously and have dedicated time to creating a cohesive written report.

The title page of your report is the first thing your readers will see. The title page will show your report title, your name, the date of submission and your institution or organization’s name. The title page sets the tone for your report, so make sure to choose an appropriate title that accurately reflects the content of your report.

The table of contents lists the sections of your report along with the page numbers. This page acts as a roadmap to the content of your report so that readers can easily navigate to the appropriate page.

The executive summary summarizes the report in a few short sentences. It highlights the main points and conclusions so readers can grasp the report’s content without reading the entire document. Use your executive summary to give readers an insight into the report and conclusions at a glance in case they don’t have the time to read the entire report.

The introduction sets the tone for your report and introduces the main ideas and purpose of the report. It often includes a summary of the content discussed in the report and explains why the writer has chosen to create this report. For example, if you’re writing an analytical report, you can use the introduction to explain why you are analyzing this data and what you hope to achieve in the report.

The body of your report is where you’ll present all of your information, research data and findings. Divide your body into sections with relevant headings and subheadings for your topic. Focus each section on one specific aspect of your report and include the relevant information you have gathered to support your statements. The body content is the main section of your report, so take this chance to showcase all of your research and information.

The conclusion section of your report summarizes the key points discussed in the report. Use this section to wrap up your findings from all of your research and reiterate the main points of your report. State your conclusion confidently and take pride in the report that you have created.

If you are writing a recommendation report, this is the section where you should provide it! This section should include action-based recommendations on your findings for the reader to carry out. These suggestions should offer solutions to any identified issues in the report and guide the reader to resolve them.

The references section of your report should include a list of all the sources you have used to gather information, research data, ideas and opinion. Include a comprehensive list of all the material you have used to create your report, including books, articles, websites, interviews and more.

It’s important to use the specific citation style you have chosen or been assigned to use if you’re writing a college paper.  What are MLA citations?  Citation styles give a set format for writing your references, such as APA MLA and Chicago. Check out our guide for everything you need about an  MLA format works cited page .

The appendix of your report comes at the very end after your reference list. The appendix should include any additional information the report uses, like interview transcripts, survey data, and raw data. 

Make sure to label your appendices clearly. For example, each piece of data should be marked (Appendix 1, Appendix 2, Appendix 3.) You’ll need to assign each piece of information or data to your appendices throughout your report. Use phrases like “See Appendix 1” to direct your reader to the data.

If you have taken data from outside sources rather than independent work, you must reference them in the correct citation style. Include an  in-text citation  next to the item in your appendices and add the full reference to your references list. Check out our guide on  how to organize in-text citations .

Report Writing Tips

Clarit y is one of the most important things in report writing. Use simple and straightforward language and get to the point quickly! Avoid over-complicating your sentences, and keep readability at the forefront of your mind when writing.

Unless your report targets a specialized audience, it’s best to keep jargon and technical terms to a minimum. You want to ensure that the reader understands what you’re saying and doesn’t need to pause to look up terms or phrases they don’t understand. Keep your writing clear and concise, and use language that can be easily understood.

Split your report into sections to organize your information and make it easier for readers to navigate your report. Break up the content into relevant headings and subheadings and include all related information under each section. This is a great way to highlight your research and make the information stand out in your report.

Visual aids like charts, graphs and tables can leave a lasting impact on your readers and help them understand the information you are trying to convey. Visuals make complex information easier to understand and can also be used to split up large sections of text and information into bitesize chunks.

Once you have completed your report, dedicate a significant portion of your time to proofreading and editing your draft. Assess your report’s readability and look for grammar, spelling and formatting errors.

A polished report that is free from mistakes will show your level of understanding of the topic and convey professionalism. Check out our guide with the  best grammar checkers  to use for your report!

Organizing your report correctly is critical in landing a top grade as a student and leaving a lasting impact on your readers as a professional. When you create a clear structure and follow report writing rules, readers can find information quickly and understand your carefully researched information. Report writing is a vital skill for all industries to be able to make informed decisions and practice clear communication.

In business, reports can be used for market analysis, problem-solving and strategic planning. Throughout all professional industries, reports are a valuable tool that allows individuals and teams to share information, analyze data and create success.

Students graduate from essay writing to report writing in school and college to hone their research, communication and writing skills while assessing their understanding of topics. Whether you’re a student or professional, learning how to write a report is key to successfully communicating your ideas in a structured and impactful way.

• See Analytical Report Examples For Quality Data Analysis
• How do you write a clear and concise executive summary for a data analysis report?
• Recommendation Report
• Report writing
• Unit 37: Report Objective: Informational and Analytical – Communication at Work
• Appendices – Oxford Brookes University

How To Write a Report: A Detailed Guide [+AI Method]

• Table of contents

Catherine Miller

Writers often wonder how to stand out from the crowd when writing a professional report.

Unlike articles or blogs, the informative, formal nature of reports can make them feel stiff and boring. And whether you want a top grade or to make an impact on your audience, another dull report probably won’t help.

In my career I’ve written a range of reports for both internal and external audiences—and regularly read reports from industry leaders, too. Top reports are informative and educational, summarizing key information quickly so it’s easy to digest. But the best examples also use high-quality research and concise but compelling language to bring the subject matter to life. 

In this article, I’ll focus on general thematic reports, the kind you may be asked to write at college or work. I’ll give you the lowdown on how to write an effective report that still packs in the facts.

Types of reports

The term “report” comprises a wide genre of documents. If you’re used to other kinds of academic writing, it will help to understand the key qualities that reports share.

What sets reports apart

Reports are similar to other kinds of academic writing in many ways: you’ll still need strong research in the background, clear citations, and a formal language style , for example. 

But several details set reports apart from other forms. Reports:

• Stick to the facts rather than veering into personal opinion or argument
• Save interpretation and recommendations for the end of the piece
• Use clear organizational techniques like bullet points, heading and subheadings, and charts or graphics
• Use concise, clear language that can be easily skimmed

Common types of reports

Reports are used in a wide range of contexts, so make sure you’re writing the right kind of report for your purposes. Here’s an overview of some common types.

Pre-writing steps

Before you set pen to paper, it’s important to do your research and plan your report carefully. Giving yourself plenty of time for this stage will make the actual writing quicker and less rambling. 

1. Define the audience and purpose of the report

If you haven’t already been given a purpose for the report, be sure to define this before you begin. This can help you decide on the type of research you need to do and check if your report is fulfilling its goals while you draft.

Examples of common report aims:

• To demonstrate your understanding of an academic topic or text
• To improve understanding of the work your department is doing, so other departments in the same organization can build on your success
• To raise awareness of a particular problem that your organization can solve

On top of this, ask yourself who your audience is and what is their level of prior knowledge relative to yours. Within a hierarchy, such as a company or school, the audience may be more senior than you (vertical reporting), or at the same level as you (lateral reporting). This can affect what information is relevant to include.

Additionally, note whether it’s an internal or external publication and what your audience might do with the information they learn from your report.

Read the full article: Use AI to better define your audience

2. establish goals and objectives.

If you are writing your report for school or university, check the assessment guidelines for the report before you begin. You’ll need to include all the required elements. 

If you are writing for professional purposes, however, the goals and objectives may be up to you or your department to define. An objective for your report should ideally be SMART (Specific, Measurable, Achievable, Relevant and Time-Bound).

For example, a lead-generating report can be used for the aim of securing meetings with interested buyers by highlighting a problem that your company can solve, and the impact of your report can be measured by the number of downloads and subsequent meetings within a certain time period. 

An internal report could be used to inform a strategy meeting, and the impact could be measured in how many strategic recommendations are made as a result.

Read the full article: Develop your strategy and goals

3. research and gather information.

A report needs to be based on factual evidence, so the research stage is absolutely key to producing an informative piece. Firstly, you should review the major literature on the topic to make sure you can define and explain key terms and set out any needed context. 

For academic reports, your professor or institution may be able to provide a recommended reading list. Use your college library and make sure you find out which academic journals your institution subscribes to. You can often access these online using sites like JSTOR and Google Scholar . 

You may also want to include primary sources to add originality to your report and make it more appealing to your audience. These could include:

• Original research such as interviews
• Statistics you’ve compiled 
• Details of experiments, tests, or observations you’ve made

It’s really helpful to keep organized notes during your research. Note any key quotations with page numbers, plus publication and author details for each text you reference or read. This will make it much easier to create your citations and bibliography later on. 

You could do this on paper or using flexible software like Notion or Evernote or specialist software like Mendeley or Zotero .

Read the full article: 8 Must-Have Tools for Researchers in 2023 (Including AI)

4. outline your report structure.

Creating an outline before you begin writing is key to successfully drafting a report. 

Start by noting down a skeleton framework, i.e. the main points you want to cover, which you will then develop as you write. In some cases, if you’re clear on what you might include in your report, this step might come before you start researching; alternatively, your main points might change during your research phase.

Although the exact layout of your report will depend on your objectives, a report should include the following sections:

• Introduction
• Summary of context 
• Summary of your main topic or text
• Bibliography

Additional sections that you may want to include, depending on context: 

• An abstract — used in academic contexts. 
• A summary of your findings — useful if you include your own original research (such as interviews or statistics)
• Recommendations for further action or research

Read the full article: How to Properly Write an Outline Using AI

5. write the draft of your report.

Your first draft is your chance to develop the ideas you noted down during outlining. You might need to continue researching as you go, especially if you find that certain areas need more evidence or explanation.

Write your title and abstract

The title of your report should clearly and concisely state what it is about. Your audience may need to quickly select it from a list of other publications, so make sure to use keywords to make your work easy to identify. Remember that this is also your audience’s first impression of your writing!

You may also need to create an abstract for your work: a short summary of your research and findings, giving a quick statement about the problem and/or potential solution, a concise explanation of what you did to investigate it, and your findings in brief. You will probably want to write your abstract after finishing the rest of the report.

Create a table of contents

The table of contents should direct readers to each section of the report with page numbers. You may want to include hyperlinks to relevant sections if you are presenting your document electronically. 

Prepare your sections

Developing each section in full will form the bulk of your drafting work. Make sure each section is adding value to your report.

‍ Balance analysis with facts

Report writing should be factual. There will be times when you need to draw conclusions and make recommendations. However, this analysis should not overwhelm the factual content of your report. Remember, this is not a persuasive opinion piece. Make sure your analysis is grounded in evidence, and keep your recommendations concise. 

Use clear language

A report should clearly inform the audience about the topic at hand. Keep your language precise and easy to understand. Keep sentences and paragraphs at a sensible length. If you use technical terms your audience might not know, include definitions. Try to avoid emotive language that can make the report sound like a persuasive essay. 

Sometimes it can be difficult to achieve all this while writing the first draft, so feel free to come back to improve on it in later drafts.

Use visuals to keep it interesting

Many reports use visuals like graphs, charts, photographs, or infographics. These can convey information quickly and engage your audience by breaking up the text. 

Simple graphs and charts can usually be made in spreadsheet software, but you may want to call on the skills of a graphic designer if your organization has the resources. Make sure to caption and number your graphics.

Cite your sources

Your institution or organization may stipulate a citation model, so double-check what is required before you begin. In general, quotations or anything else taken from another source should be properly cited, including the author’s name, title, and page number, plus other information, depending on format. Citations may be in-text or footnotes. 

It’s a good idea to add citations as you write, because going back and putting them in afterwards can be very fiddly and time-consuming. 

At the end of your report you will also need to provide a bibliography, which lists the texts you have cited. Citation software like Zotero or a bibliography generator like MyBib can make this easier.

Follow an appropriate format

Make sure to check the style guidelines provided by your academic institution or work organization. These might determine the page formatting you need to use (e.g. page numbering, page size, use of images, etc.). If no such guidelines exist, look at other reports from your field to determine what will be clear and useful for your audience.

Read the full article: Essay writing guide

6. edit, review and revise.

Reviewing and revising your work is one of the most important parts of the writing process, so make sure you give yourself plenty of time for this part and avoid rushing to meet a deadline. Review your content first, checking that each section has enough evidence and development, before moving on to editing for clarity and technical accuracy.

Using a reading and writing assistant like Wordtune can make editing at the phrase, sentence, or word level quicker and easier. Wordtune not only finds spelling, punctuation, and grammar errors, but it can also suggest changes to your vocabulary and sentence structure that make your work clearer and more compelling. You can even specify whether you want a more formal or casual tone — most reports should be formal in nature. 

Read the full article: The complete editing guide

Writing a report using an ai prompt (chatgpt + wordtune).

You can use this prompt to generate a useful report:

Please generate a comprehensive report on the topic "[Your Specific Topic Here]". Ensure the report adheres to the following structure and guidelines: Title: Craft a concise and descriptive title that encapsulates the essence of the report. Abstract: Provide a succinct summary (100-150 words) that encapsulates the main objectives, methodology, findings, and significance of the report. Table of Contents: List all the sections and relevant sub-sections of the report for easy navigation. Introduction: Introduce the topic, its background, relevance in today's context, and the primary objectives of this report. Body: Dive deep into the topic. This should include: Background/History: A brief history or background of the topic. Current Scenario: Present relevant data, facts, and figures. Analysis/Discussion: Discuss the implications of the data, any patterns observed, and their significance. Conclusion: Summarize the main findings, discuss their implications, and suggest recommendations or potential future research directions. Additionally, ensure that the content is: - Well-researched and cites reputable sources. - Coherent and logically structured. - Free from jargon, unless necessary, and is accessible to a general audience.

Make sure your next report has an impact

Whether your report is for academic or business purposes, you need to make sure it is well-researched, clearly expressed, and conveys the main points quickly and concisely to your audience. Careful planning and organization can make this process much easier, as well as leaving time to review and revise your work, either manually or with the help of software like Wordtune. Following these tips, your first report is sure to make an impact — and the more you write, the easier it will get.

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How to Write a Report - Tips and Sample

What is a Report

A report is a written document that presents findings from an investigation, project, or study. It analyzes specific issues or data in detail. This type of writing is common in sciences, social sciences, and business, making it a valuable skill across different fields. Reports have a clear purpose and target audience. Like all academic writing, they emphasize clarity and brevity. Before starting, understand any guidelines in your brief and use headings to organize your report effectively.

Key parts of a report typically include:

• Detailed summaries of events or activities
• Analysis of their impact
• Evaluation of facts and data
• Predictions for future developments
• Recommendations for next steps

Reports differ from essays. While both use factual information, essays include personal opinions and arguments. Reports focus on facts, with interpretations mainly in the conclusion. They are highly structured, often with tables of contents, headings, and subheadings, which help readers quickly locate information. Essays, in contrast, are usually read straight through without needing to jump between sections.

Jobs that Use Written Reports

Many professions rely on written reports to communicate findings, make decisions, and guide future actions. Some of these jobs include:

• Scientists and Researchers : They use reports to document experiments, present research findings, and analyze data. These reports are crucial for advancing knowledge in their fields.
• Healthcare Professionals : Doctors, nurses, and medical researchers write reports to track patient progress, document clinical trials, and share medical research results.
• Business Analysts and Managers : They create reports to analyze market trends, assess financial performance, and propose business strategies. These reports help companies make informed decisions.
• Engineers and Technicians : Reports are used to document project progress, troubleshoot problems, and provide technical evaluations. They are essential for ensuring projects stay on track and meet specifications.
• Law Enforcement and Legal Professionals : Police officers, detectives, and lawyers write reports to document incidents, investigations, and legal proceedings. These reports are vital for building cases and ensuring justice.
• Academics and Educators : Professors, teachers, and educational researchers write reports to present research findings, assess educational methods, and evaluate student performance.
• Environmental Scientists and Conservationists : They use reports to document environmental studies, assess the impact of human activities on ecosystems, and propose conservation strategies.
• Journalists and Writers : They create investigative reports, feature stories, and analysis pieces to inform the public about current events, trends, and important issues.
• Government Officials and Policy Makers : They write reports to analyze policy impacts, assess program effectiveness, and provide recommendations for legislative actions.
• Financial Advisors and Accountants : Reports are used to analyze financial data, evaluate investment options, and provide clients with detailed financial assessments and plans.

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Guide on How to Write a Report

Writing a report can seem challenging, but with clear steps, it becomes manageable. This section will simplify the process, helping you create well-structured and informative reports. Whether you need to write for work, school, or personal projects, following this guide will ensure your report is effective and easy to read. Let's start by breaking down the essential parts and understanding the purpose of each section.

If you want to save time, you can always buy essays online .

Understand the Brief 

Before you begin writing your report, you must first understand the brief. This step ensures that you know exactly what is required and expected. Here's how to do it:

• Read the Brief Carefully: Make sure you read the assignment or project brief thoroughly. Look for key details such as the purpose of the report, the target audience, and any specific requirements or guidelines.
• Identify the Main Objectives: Determine what the report aims to achieve. Is it to inform, analyze, recommend, or persuade? Knowing the objective helps shape your content and approach.
• Clarify Doubts: If anything is unclear, don't hesitate to ask for clarification. It's better to ask questions upfront than to guess and risk misunderstanding the task.
• Take Notes: Jot down important points from the brief. Highlight deadlines, required sections, and any specific data or information you need to include

Gather Information

Not every piece of information will fit in your report, so choose the ones that directly relate to your topic and support your main points. Finding all the information needed for your report will involve talking to people, reading articles and books, or looking at data like charts and graphs.

Once you have everything, take a moment to organize it. Is there information about the background, the main points, or any conclusions? Think of categories to group similar things together.

Meanwhile, If you want to further advance your writing skills, read our article about how to write a cover letter for essay .

Organize and Analyze Material 

Now that you've sorted your information pieces, it's time to see how they fit together.  Look for patterns and relationships between the information. Do some pieces contradict each other? Are there different perspectives on the same topic?

Once you see connections, group related pieces together. Think of headings or labels for each group that capture the main idea of that section. This will be the framework for your report's structure.

It is also important to not just describe the information but dig deeper. What does it all mean? Are there trends or underlying causes you can identify? Use your analysis to support your report's arguments or conclusions.

Write the First Draft

Now that you've gathered and organized your information, it's time to build your report. This is where you write your first draft. Start with a strong foundation:

• Grab your reader's attention and introduce the topic of your report. Briefly explain what you'll be covering and why it's important.
• In the body section, use organized information to build your case. Each paragraph should focus on one main point and use evidence from your research (facts, figures, quotes) to support it. 
• Some reports may benefit from additional sections like a methodology (how you gathered information) or a limitations section (acknowledging any constraints of your study). Review your report's purpose and see if these sections are necessary.

This is a first draft, so focus on getting your ideas down on paper. Don't get bogged down in perfect grammar or style – you can polish that later. Just make sure you write in a clear way and use everyday language your target audience can understand. Don't be afraid to write freely and rearrange sections later. It's easier to work with a complete draft than a collection of disconnected thoughts.

Review and Redraft

Congratulations, you've conquered the first draft! Now comes the crucial stage of reviewing, editing, and redrafting. This is where you transform your rough draft into a polished and professional report.

Put your report aside for a day or two. This allows you to come back with fresh eyes and a more objective perspective. After, read your report aloud. Does it make sense? Does it flow smoothly from one point to the next? Are there any confusing sections that need clarification?

To edit with a keen eye, follow these tips:

• Grammar and mechanics: This is where you hunt down typos, grammatical errors, and punctuation mistakes. Use a spellchecker, but don't rely solely on it. 
• Sentence structure and style: Can you improve the flow of your sentences? Are they concise and easy to understand? Avoid jargon and overly complex sentence structures.
• Strengthen your arguments: Review your evidence. Does it adequately support your claims?  Are there any gaps that need to be filled?
• Conciseness is key: Look for opportunities to tighten your writing without sacrificing clarity.  Eliminate unnecessary words and redundancy.
• Tailoring your tone: Is your report written in an appropriate tone for your audience? You might need to adjust the formality depending on whether you're writing for a manager, a client, or a scientific journal.

Report Structure Checklist 

Report Types

There are different types of report papers. Even though they are very formal, academic reports are only one of many people will come across in their lifetime. Some reports concentrate on the annual performance of a company, some on a project's progress, and others on scientific findings.

Academic Reports

An academic report represents supported data and information about a particular subject. This could be a historical event, a book, or a scientific finding. The credibility of such academic writing is very important as it, in the future, could be used as a backup for dissertations, essays, and other academic work.

Students are often assigned to write reports to test their understanding of a topic. They also provide evidence of the student's ability to critically analyze and synthesize information. It also demonstrates the student's writing skills and ability to simply convey complex findings and ideas.

Project Reports

Every project has numerous stakeholders who like to keep an eye on how things are going. This can be challenging if the number of people who need to be kept in the loop is high. One way to ensure everyone is updated and on the same page is periodic project reports.

Project managers are often assigned to make a report for people that affect the project's fate. It is a detailed document that summarizes the work done during the project and the work that needs to be completed. It informs about deadlines and helps form coherent expectations. Previous reports can be used as a reference point as the project progresses.

Sales Reports

Sales reports are excellent ways to keep your team updated on your sales strategies. It provides significant information to stakeholders, including managers, investors, and executives, so they can make informed decisions about the direction of their business.

A sales report usually provides information about a company's sales performance over a precise period. These reports include information about the revenue generated, the total number of units sold, and other metrics that help the company define the success of sales performance.

Sales report preparation is a meticulous job. To communicate information engagingly, you can put together graphs showing various information, including engagement increase, profit margins, and more.

Business Reports

If you were assigned a business report, something tells us you are wondering how to write a report for work. Let us tell you that the strategy is not much different from writing an academic report. A Strong thesis statement, compelling storytelling, credible sources, and correct format are all that matter.

Business reports can take many forms, such as marketing reports, operational reports, market research reports, feasible studies, and more. The purpose of such report writing is to provide analysis and recommendations to support decision-making and help shape a company's future strategy.

Most business reports include charts, graphs, and other visual aids that help illustrate key points and make complex information easy to digest. 

Scientific Reports

Scientific reports present the results of scientific research or investigation to a specific audience. Unlike book reports, a scientific report is always reviewed by other experts in the field for its accuracy, quality, and relevance.

If you are a scientist or a science student, you can't escape writing a lab report. You will need to provide background information on the research topic and explain the study's purpose. A scientific report includes a discussion part where the researcher interprets the results and significance of the study.

Whether you are assigned to write medical reports or make a report about new findings in the field of physics, your writing should always have an introduction, methodology, results, conclusion, and references. These are the foundation of a well-written report.

Annual Reports

An annual report is a comprehensive piece of writing that provides information about a company's performance over a year. In its nature, it might remind us of extended financial reports.

Annual reports represent types of longer reports. They usually include an overview of a company's activities, a financial summary, detailed product and service information, and market conditions. But it's not just a report of the company's performance in the sales market, but also an overview of its social responsibility programs and sustainability activities.

The format of annual report writing depends on the company's specific requirements, the needs of its stakeholder, and the regulation of the country it's based.

Student Research Report Sample

Here is a sample report that uses the format and tips we discussed in the article. Remember, this is just an example. Feel free to adjust the content to match your own research findings and analysis.

Meanwhile, if you need an expert to help with your physics homework, our physics helper is ready to take on the job!

The Bottom Line

By following the steps and tips outlined in this guide, you can create a clear, concise, and effective report. Remember to:

• Understand the brief thoroughly before you start.
• Use headings and subheadings to organize your report logically.
• Keep your writing clear, focusing on facts and analysis.
• Tailor your content to your audience and purpose.
• Proofread carefully to ensure clarity and accuracy.

And if you're short on time for other assignments, just say, ' write my argumentative essay ,' and our expert writers will gladly help you out.

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How to Write a Short Report?

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Annie Lambert

specializes in creating authoritative content on marketing, business, and finance, with a versatile ability to handle any essay type and dissertations. With a Master’s degree in Business Administration and a passion for social issues, her writing not only educates but also inspires action. On EssayPro blog, Annie delivers detailed guides and thought-provoking discussions on pressing economic and social topics. When not writing, she’s a guest speaker at various business seminars.

is an expert in nursing and healthcare, with a strong background in history, law, and literature. Holding advanced degrees in nursing and public health, his analytical approach and comprehensive knowledge help students navigate complex topics. On EssayPro blog, Adam provides insightful articles on everything from historical analysis to the intricacies of healthcare policies. In his downtime, he enjoys historical documentaries and volunteering at local clinics.

• Added new sections like defining reports, jobs that use reports, checklist, etc
• Added a new sample, FAQs and a checklist
• Updated writing guidelines
• REPORT WRITING TOP TIP Writing the report: where do I start? TOP TIP Understand the brief . (n.d.). https://www.ucc.ie/en/media/support/skillscentre/pdfx27sampbookmarks/ReportWriting.pdf  
• EAP Writing Reports . (n.d.). Www.uefap.com. Retrieved June 26, 2024, from https://www.uefap.com/writing/genre/report.htm  

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How to Write a Report Properly and Effectively

Written by: Chloe West

If you’re looking for the best way to document information or share your findings in a professional and well thought out manner, a report might be the best way to go. But if you don’t know how to write a report, where should you start?

Report writing is different from many other types of writing, which is why it’s a good idea to do your due diligence before you get started.

What do you need to include in your report? How should you flesh out each section?

There are different report formats based on your specific needs, but the structure tends to remain similar for each.

Let’s go over our steps for how to write a report properly so you can effectively communicate your findings.

Here’s a short selection of 8 easy-to-edit report templates you can edit, share and download with Visme. View more templates below:

1 Determine Your Objective

First and foremost, why are you writing this report? What is the point or goal? Is this an academic report or is it business-related? Perhaps you need to put together an annual report , sales report or financial report.

Also consider who your audience is. Your report might be internal for company use only, or it might be external to present to investors, customers and more.

Is this a periodic report that you’re going to have to revisit every month, quarter or year? Is it for people above you in the company or is it for your department?

Understanding your objective is important to know what your content will contain and where you’ll need to go to pull your information.

2 Put Together an Outline

Never start writing anything without putting together an outline first. This will help you to structure your report, understand what resources you need in order to find all of your results and materials and more.

This outline doesn’t need to be too in depth, but it does give you a starting point for your full report. You can then refer back to this outline throughout your report writing process .

Start with the purpose or objective of your report, then list out your main points and a few bullets underneath that you want to make sure you cover in the contents of your report.

Your outline might look something like this:

3 Gather Your Research

Start searching around your topic and gather the research you need to put together your report. This might be online sources, journals, experiments or just analytics and numbers from your company CRM or sales software .

Add all of the research to your outline so that you know which numbers and information pertains to each of your main points.

Once you’ve finished gathering everything you need to complete your report, you can get started writing.

You might need to go back and find more information and do more research throughout, and that’s okay. But once you feel like you have a grasp of the material you need to cover, you can move onto the next step and get started with a report generator .

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4 How to Write a Report Cover Page

Now we’re ready to get started on your report cover page! When you’re first working on your cover page, it’s a good idea to start with a template .

This helps you to spice up your report design and make it more than a black and white word document. It can also help you design your title page in an aesthetically pleasing way so it stands out to your audience.

Check out this Visme report template cover page below.

Customize this report template and make it your own! Edit and Download

When determining how to write a report cover page, there are up to five things you will want to include, the most important of which is naturally your report’s title.

Others include who the report is for, who the report was prepared by (you!), the date or your department within your company.

Having this information right on the report cover page is the best way to let your reader know at a glance exactly what is inside of the report and who it’s for.

5 How to Write a Report Table of Contents

The next part of your report will be your table of contents. While you might not know exactly how your report will be laid out yet, your outline will help you get started here.

As you write your report – or even when you finish writing it – you can come back and update the table of contents to match your headings and subheadings.

Because you want to make it easy to navigate, ensure that all of your page titles and subheadings correlate exactly with what you place in your table of contents.

Take a look at the table of contents in the below report template.

See how they have obvious dividers so it’s easy to determine which section begins on which page? You want to make sure you emulate something similar.

There are many different ways to do this.

For one, you can right align your table of contents so the titles are directly next to the page numbers, like in the example below that was designed right in Visme.

Or you can have a dotted line or other visual flow element that guides the reader’s eye across the table straight to the page number.

Just make sure there’s no confusion in locating the correct page number for each section.

6 How to Write a Report Introduction

The first section you start writing in your report is always a summary or introduction . This should stretch across just one or two pages to give your reader a brief glimpse into what your results or findings are.

Talk about the methodology used to gather the material you cover within your report, whether it was research, an experiment, gathering analytics, looking through CRM data , calculating revenue and more.

You also want to include visuals to help tell your story. This could be anything from photography to icons or graphics. You might even include shapes to help with your design.

Here’s an example of a proposal report introduction with a nice page design and black and white photo to offset the text.

7 How to Write a Report Body

Now we’re getting into the meat of your report. You’ve already put together your outline, gathered your research and created your cover page, table of contents and introduction.

This means you should know exactly what the main part of your report is going to contain, making it easier for you to dive into the body.

While reports can vary greatly in length, with shorter reports containing 7-15 pages and longer reports ranging anywhere from 30-50 pages or more, the length tends to depend on your topic. Shorter reports focus on one single topic with longer reports covering multiple.

Take these steps to properly write an effective report body or get assignment writing help .

Split the body into sections.

Although you’ll have each of your main headers in your table of contents – i.e., your introduction, body and conclusion – you’ll also want to include your subheadings.

And you’ll want to divide your report body into various sections based on what it covers.

If you’re creating an annual report, you might divide this up by different months. If you’re creating a financial report, perhaps you’ll divide it up based on various stats and numbers.

There are many different ways to divide your report body into sections, but just like we’ve broken this article up into different subheadings, it’s important to do so. This helps make it easier for your reader to digest each of the different sections.

Take a look at how this report template has broken up the body into bite-sized chunks.

Dive into your results and findings.

This is where you’ll really get into all of the research you gathered and talk about your topic. Over the course of the subheadings you’ve previously laid out, flesh each one out with the results you’ve discovered.

Reports tend to be more formal in nature, so keep that in mind as you write. Veer away from a more conversational tone, avoid the use of contractions and properly cite all of your sources and results.

Make sure you cover every aspect of your report’s topics, including the most relevant statistics, up-to-date research and more.

Use data visualizations and graphic organizers.

Don’t fill your report to the brim with just text. Including images, icons, graphics, charts and graphic organizers is a great way to further visualize your content and make your point.

If you’re creating a financial report or sales report, data visualizations are key to showcasing your numbers and statistics in an easily digestible way.

Here’s an example of one of our templates that includes charts and graphs within the report pages to make it even easier to understand.

Learning how to tell a story with data is essential to creating a good report. But you don’t want to stop at just data visualization tools within your report.

Incorporating photos and graphics into your report design is another great way to represent your text and engage your reader. Reports get a bad rap for being boring walls of text, but we encourage you to think outside the box.

Use stock photography and vector icons to help convey your point.

Take a look at the template page below and how it creatively brings in various types of visuals to add more to the page.

Test out each of Visme’s data visualization tools, stock photo library, vector icon selection and more to help your report stand out from the crowd.

Cover the materials used.

Make sure you include which materials were used to find your results and each of your sources. Sometimes this section will be short and sweet, by simply mentioning your CRM software or other tools that you used to pull numbers. Others will be longer.

Whether you used your company’s data or determined your results using an experiment or a third-party source, be sure to include each and every resource used within your report.

Take advantage of Visme's Dynamic Fields to ensure your personal and company data is accurate and consistent throughout your reports. 

Summarize each section.

Not every section in your report body will be long enough to need a summary, but if you have a section that includes a lot of information or stretches across a couple of pages, it’s a good idea to summarize it at the end.

This will help your reader make sure they retained all of the information and allow them to skim through your report at a later date by reading your section summaries.

8 How to Write a Report Conclusion

You’re almost done! Now it’s time to write your conclusion and finalize your report.

First, start by summarizing your points. Yes, you wrote small summaries for each section in the body, but now you’re going to give an overall summary of your report’s contents.

Refer to your findings and discuss what they mean. While your body was more for demonstrating your results, you can use the conclusion to talk about their context in the real world, or what they mean for your business.

Then you’ll want to talk about next steps. If your results weren’t as positive as you were hoping, write about what the plan is to make sure they improve for the next time around. Lay out your goals and strategies for using these findings.

And make sure you’re not introducing any new information. While you may be talking about the information in a different way, you should still be exclusively referring to data and content that is already found in your report.

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9 Include Your Sources

You covered your materials and resources used in a section of your report body, but the end of each report should include an entire bibliography that lists each one of your sources in alphabetical order so the reader can easily access more information.

You can also include acknowledgements, giving thanks to particular organizations or people that helped you put together your report contents.

And depending on the purpose of your report, you might also want to include a glossary at the end to help define industry terms for external readers who might not fully understand.

Ready to get started on your next report? Visme makes it easy with premade report templates that allow you to plug in your information and send your report off to its audience!

Learn how to write a report that stands out by following the steps laid out in this article and inputting into a stunning template. Sign up for your Visme account to get started today.

Plus, learn how to design beautiful documents like your next report by watching our quick 5-minute tutorial video.

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About the Author

Chloe West is the content marketing manager at Visme. Her experience in digital marketing includes everything from social media, blogging, email marketing to graphic design, strategy creation and implementation, and more. During her spare time, she enjoys exploring her home city of Charleston with her son.

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Some academic assignments ask for a ‘report’, rather than an essay, and students are often confused about what that really means.

Likewise, in business, confronted with a request for a ‘report’ to a senior manager, many people struggle to know what to write.

Confusion often arises about the writing style, what to include, the language to use, the length of the document and other factors.

This page aims to disentangle some of these elements, and provide you with some advice designed to help you to write a good report.

What is a Report?

In academia there is some overlap between reports and essays, and the two words are sometimes used interchangeably, but reports are more likely to be needed for business, scientific and technical subjects, and in the workplace.

Whereas an essay presents arguments and reasoning, a report concentrates on facts.

Essentially, a report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured.

Requirements for the precise form and content of a report will vary between organisation and departments and in study between courses, from tutor to tutor, as well as between subjects, so it’s worth finding out if there are any specific guidelines before you start.

Reports may contain some or all of the following elements:

• A description of a sequence of events or a situation;
• Some interpretation of the significance of these events or situation, whether solely your own analysis or informed by the views of others, always carefully referenced of course (see our page on Academic Referencing for more information);
• An evaluation of the facts or the results of your research;
• Discussion of the likely outcomes of future courses of action;
• Your recommendations as to a course of action; and
• Conclusions.

Not all of these elements will be essential in every report.

If you’re writing a report in the workplace, check whether there are any standard guidelines or structure that you need to use.

For example, in the UK many government departments have outline structures for reports to ministers that must be followed exactly.

Sections and Numbering

A report is designed to lead people through the information in a structured way, but also to enable them to find the information that they want quickly and easily.

Reports usually, therefore, have numbered sections and subsections, and a clear and full contents page listing each heading. It follows that page numbering is important.

Modern word processors have features to add tables of contents (ToC) and page numbers as well as styled headings; you should take advantage of these as they update automatically as you edit your report, moving, adding or deleting sections.

Report Writing

Getting started: prior preparation and planning.

The structure of a report is very important to lead the reader through your thinking to a course of action and/or decision. It’s worth taking a bit of time to plan it out beforehand.

Step 1: Know your brief

You will usually receive a clear brief for a report, including what you are studying and for whom the report should be prepared.

First of all, consider your brief very carefully and make sure that you are clear who the report is for (if you're a student then not just your tutor, but who it is supposed to be written for), and why you are writing it, as well as what you want the reader to do at the end of reading: make a decision or agree a recommendation, perhaps.

Step 2: Keep your brief in mind at all times

During your planning and writing, make sure that you keep your brief in mind: who are you writing for, and why are you writing?

All your thinking needs to be focused on that, which may require you to be ruthless in your reading and thinking. Anything irrelevant should be discarded.

As you read and research, try to organise your work into sections by theme, a bit like writing a Literature Review .

Make sure that you keep track of your references, especially for academic work. Although referencing is perhaps less important in the workplace, it’s also important that you can substantiate any assertions that you make so it’s helpful to keep track of your sources of information.

The Structure of a Report

Like the precise content, requirements for structure vary, so do check what’s set out in any guidance.

However, as a rough guide, you should plan to include at the very least an executive summary, introduction, the main body of your report, and a section containing your conclusions and any recommendations.

Executive Summary

The executive summary or abstract , for a scientific report, is a brief summary of the contents. It’s worth writing this last, when you know the key points to draw out. It should be no more than half a page to a page in length.

Remember the executive summary is designed to give busy 'executives' a quick summary of the contents of the report.

Introduction

The introduction sets out what you plan to say and provides a brief summary of the problem under discussion. It should also touch briefly on your conclusions.

Report Main Body

The main body of the report should be carefully structured in a way that leads the reader through the issue.

You should split it into sections using numbered sub-headings relating to themes or areas for consideration. For each theme, you should aim to set out clearly and concisely the main issue under discussion and any areas of difficulty or disagreement. It may also include experimental results. All the information that you present should be related back to the brief and the precise subject under discussion.

If it’s not relevant, leave it out.

Conclusions and Recommendations

The conclusion sets out what inferences you draw from the information, including any experimental results. It may include recommendations, or these may be included in a separate section.

Recommendations suggest how you think the situation could be improved, and should be specific, achievable and measurable. If your recommendations have financial implications, you should set these out clearly, with estimated costs if possible.

A Word on Writing Style

When writing a report, your aim should be to be absolutely clear. Above all, it should be easy to read and understand, even to someone with little knowledge of the subject area.

You should therefore aim for crisp, precise text, using plain English, and shorter words rather than longer, with short sentences.

You should also avoid jargon. If you have to use specialist language, you should explain each word as you use it. If you find that you’ve had to explain more than about five words, you’re probably using too much jargon, and need to replace some of it with simpler words.

Consider your audience. If the report is designed to be written for a particular person, check whether you should be writing it to ‘you’ or perhaps in the third person to a job role: ‘The Chief Executive may like to consider…’, or ‘The minister is recommended to agree…’, for example.

A Final Warning

As with any academic assignment or formal piece of writing, your work will benefit from being read over again and edited ruthlessly for sense and style.

Pay particular attention to whether all the information that you have included is relevant. Also remember to check tenses, which person you have written in, grammar and spelling. It’s also worth one last check against any requirements on structure.

For an academic assignment, make sure that you have referenced fully and correctly. As always, check that you have not inadvertently or deliberately plagiarised or copied anything without acknowledging it.

Finally, ask yourself:

“Does my report fulfil its purpose?”

Only if the answer is a resounding ‘yes’ should you send it off to its intended recipient.

Continue to: How to Write a Business Case Planning an Essay

See also: Business Writing Tips Study Skills Writing a Dissertation or Thesis