writing a graph report

Figures and Charts

What this handout is about.

This handout will describe how to use figures and tables to present complicated information in a way that is accessible and understandable to your reader.

Do I need a figure/table?

When planning your writing, it is important to consider the best way to communicate information to your audience, especially if you plan to use data in the form of numbers, words, or images that will help you construct and support your argument.  Generally speaking, data summaries may take the form of text, tables or figures. Most writers are familiar with textual data summaries and this is often the best way to communicate simple results. A good rule of thumb is to see if you can present your results clearly in a sentence or two. If so, a table or figure is probably unnecessary. If your data are too numerous or complicated to be described adequately in this amount of space, figures and tables can be effective ways of conveying lots of information without cluttering up your text. Additionally, they serve as quick references for your reader and can reveal trends, patterns, or relationships that might otherwise be difficult to grasp.

So what’s the difference between a table and a figure anyway?

Tables present lists of numbers or text in columns and can be used to synthesize existing literature, to explain variables, or to present the wording of survey questions. They are also used to make a paper or article more readable by removing numeric or listed data from the text. Tables are typically used to present raw data, not when you want to show a relationship between variables.

Figures are visual presentations of results. They come in the form of graphs, charts, drawings, photos, or maps.  Figures provide visual impact and can effectively communicate your primary finding. Traditionally, they are used to display trends and patterns of relationship, but they can also be used to communicate processes or display complicated data simply.  Figures should not duplicate the same information found in tables and vice versa.

Using tables

Tables are easily constructed using your word processor’s table function or a spread sheet program such as Excel. Elements of a table include the Legend or Title, Column Titles, and the Table Body (quantitative or qualitative data). They may also include subheadings and footnotes. Remember that it is just as important to think about the organization of tables as it is to think about the organization of paragraphs. A well-organized table allows readers to grasp the meaning of the data presented with ease, while a disorganized one will leave the reader confused about the data itself, or the significance of the data.

Title: Tables are headed by a number followed by a clear, descriptive title or caption. Conventions regarding title length and content vary by discipline. In the hard sciences, a lengthy explanation of table contents may be acceptable. In other disciplines, titles should be descriptive but short, and any explanation or interpretation of data should take place in the text. Be sure to look up examples from published papers within your discipline that you can use as a model. It may also help to think of the title as the “topic sentence” of the table—it tells the reader what the table is about and how it’s organized. Tables are read from the top down, so titles go above the body of the table and are left-justified.

Column titles: The goal of column headings is to simplify and clarify the table, allowing the reader to understand the components of the table quickly. Therefore, column titles should be brief and descriptive and should include units of analysis.

Table body: This is where your data are located, whether they are numerical or textual. Again, organize your table in a way that helps the reader understand the significance of the data. Be sure to think about what you want your readers to compare, and put that information in the column (up and down) rather than in the row (across). In other words, construct your table so that like elements read down, not across. When using numerical data with decimals, make sure that the decimal points line up. Whole numbers should line up on the right.

Other table elements

Tables should be labeled with a number preceding the table title; tables and figures are labeled independently of one another. Tables should also have lines demarcating different parts of the table (title, column headers, data, and footnotes if present). Gridlines or boxes should not be included in printed versions. Tables may or may not include other elements, such as subheadings or footnotes.

Quick reference for tables

Tables should be:

• Centered on the page.
• Numbered in the order they appear in the text.
• Referenced in the order they appear in the text.
• Labeled with the table number and descriptive title above the table.
• Labeled with column and/or row labels that describe the data, including units of measurement.
• Set apart from the text itself; text does not flow around the table.

Table 1. Physical characteristics of the Doctor in the new series of Doctor Who

Table 2. Physical characteristics of the Doctor in the new series of Doctor Who

Using figures

Figures can take many forms. They may be graphs, diagrams, photos, drawings, or maps. Think deliberately about your purpose and use common sense to choose the most effective figure for communicating the main point. If you want your reader to understand spatial relationships, a map or photograph may be the best choice. If you want to illustrate proportions, experiment with a pie chart or bar graph. If you want to illustrate the relationship between two variables, try a line graph or a scatterplot (more on various types of graphs below). Although there are many types of figures, like tables, they share some typical features: captions, the image itself, and any necessary contextual information (which will vary depending on the type of figure you use).

Figure captions

Figures should be labeled with a number followed by a descriptive caption or title. Captions should be concise but comprehensive. They should describe the data shown, draw attention to important features contained within the figure, and may sometimes also include interpretations of the data. Figures are typically read from the bottom up, so captions go below the figure and are left-justified.

The most important consideration for figures is simplicity. Choose images the viewer can grasp and interpret clearly and quickly. Consider size, resolution, color, and prominence of important features. Figures should be large enough and of sufficient resolution for the viewer to make out details without straining their eyes. Also consider the format your paper will ultimately take. Journals typically publish figures in black and white, so any information coded by color will be lost to the reader.  On the other hand, color might be a good choice for papers published to the web or for PowerPoint presentations. In any case, use figure elements like color, line, and pattern for effect, not for flash.

Additional information

Figures should be labeled with a number preceding the table title; tables and figures are numbered independently of one another. Also be sure to include any additional contextual information your viewer needs to understand the figure. For graphs, this may include labels, a legend explaining symbols, and vertical or horizontal tick marks. For maps, you’ll need to include a scale and north arrow. If you’re unsure about contextual information, check out several types of figures that are commonly used in your discipline.

Quick reference for figures

Figures should be:

• Labeled (under the figure) with the figure number and appropriate descriptive title (“Figure” can be spelled out [“Figure 1.”] or abbreviated [“Fig. 1.”] as long as you are consistent).
• Referenced in the order they appear in the text (i.e. Figure 1 is referenced in the text before Figure 2 and so forth).
• Set apart from the text; text should not flow around figures.

Every graph is a figure but not every figure is a graph. Graphs are a particular set of figures that display quantitative relationships between variables. Some of the most common graphs include bar charts, frequency histograms, pie charts, scatter plots, and line graphs, each of which displays trends or relationships within and among datasets in a different way. You’ll need to carefully choose the best graph for your data and the relationship that you want to show. More details about some common graph types are provided below. Some good advice regarding the construction of graphs is to keep it simple. Remember that the main objective of your graph is communication. If your viewer is unable to visually decode your graph, then you have failed to communicate the information contained within it.

Pie charts are used to show relative proportions, specifically the relationship of a number of parts to the whole. Use pie charts only when the parts of the pie are mutually exclusive categories and the sum of parts adds up to a meaningful whole (100% of something). Pie charts are good at showing “big picture” relationships (i.e. some categories make up “a lot” or “a little” of the whole thing). However, if you want your reader to discern fine distinctions within your data, the pie chart is not for you. Humans are not very good at making comparisons based on angles. We are much better at comparing length, so try a bar chart as an alternative way to show relative proportions. Additionally, pie charts with lots of little slices or slices of very different sizes are difficult to read, so limit yours to 5-7 categories.

The chart shows the relative proportion of fifteen elements in Martian soil, listed in order from “most” to “least”: oxygen, silicon, iron, magnesium, calcium, sulfur, aluminum, sodium, potassium, chlorine, helium, nitrogen, phosphorus, beryllium, and other. Oxygen makes up about ⅓ of the composition, while silicon and iron together make up about ¼. The remaining slices make up smaller proportions, but the percentages aren’t listed in the key and are difficult to estimate. It is also hard to distinguish fifteen colors when comparing the pie chart to the color coded key.

The chart shows the relative proportion of five leisure activities of Venusian teenagers (tanning, trips to Mars, reading, messing with satellites, and stealing Earth cable). Although each of the five slices are about the same size (roughly 20% of the total), the percentage of Venusian teenagers engaging in each activity varies widely (tanning: 80%, trips to Mars: 40%, reading: 12%, messing with satellites: 30%, stealing Earth cable: 77%). Therefore, there is a mismatch between the labels and the actual proportion represented by each activity (in other words, if reading represents 12% of the total, its slice should take up 12% of the pie chart area), which makes the representation inaccurate. In addition, the labels for the five slices add up to 239% (rather than 100%), which makes it impossible to accurately represent this dataset using a pie chart.

Bar graphs are also used to display proportions. In particular, they are useful for showing the relationship between independent and dependent variables, where the independent variables are discrete (often nominal) categories. Some examples are occupation, gender, and species. Bar graphs can be vertical or horizontal. In a vertical bar graph the independent variable is shown on the x axis (left to right) and the dependent variable on the y axis (up and down). In a horizontal one, the dependent variable will be shown on the horizontal (x) axis, the independent on the vertical (y) axis. The scale and origin of the graph should be meaningful. If the dependent (numeric) variable has a natural zero point, it is commonly used as a point of origin for the bar chart. However, zero is not always the best choice. You should experiment with both origin and scale to best show the relevant trends in your data without misleading the viewer in terms of the strength or extent of those trends.

The graph shows the number of male and female spaceship crew members for five different popular television series: Star Trek (1965), Battlestar (1978), Star Trek: TNG (1987), Stargate SG-1 (1997), and Firefly (2002). Because the television series are arranged chronologically on the x-axis, the graph can also be used to look for trends in these numbers over time.

Although the number of crew members for each show is similar (ranging from 9 to 11), the proportion of female and male crew members varies. Star Trek has half as many female crew members as male crew members (3 and 6, respectively), Battlestar has fewer than one-fourth as many female crew members as male crew members (2 and 9, respectively), Star Trek: TNG has four female crew members and six male crew members, Stargate SG-1 has less than one-half as many female crew members as male crew members (3 and 7, respectively), and Firefly has four female and five male crew members.

Frequency histograms/distributions

Frequency histograms are a special type of bar graph that show the relationship between independent and dependent variables, where the independent variable is continuous, rather than discrete. This means that each bar represents a range of values, rather than a single observation. The dependent variables in a histogram are always numeric, but may be absolute (counts) or relative (percentages). Frequency histograms are good for describing populations—examples include the distribution of exam scores for students in a class or the age distribution of the people living in Chapel Hill. You can experiment with bar ranges (also known as “bins”) to achieve the best level of detail, but each range or bin should be of uniform width and clearly labeled.

XY scatter plots

Scatter plots are another way to illustrate the relationship between two variables. In this case, data are displayed as points in an x,y coordinate system, where each point represents one observation along two axes of variation. Often, scatter plots are used to illustrate correlation between two variables—as one variable increases, the other increases (positive correlation) or decreases (negative correlation). However, correlation does not necessarily imply that changes in one variable cause changes in the other. For instance, a third, unplotted variable may be causing both. In other words, scatter plots can be used to graph one independent and one dependent variable, or they can be used to plot two independent variables. In cases where one variable is dependent on another (for example, height depends partly on age), plot the independent variable on the horizontal (x) axis, and the dependent variable on the vertical (y) axis. In addition to correlation (a linear relationship), scatter plots can be used to plot non-linear relationships between variables.

The scatter plot shows the relationship between temperature (x-axis, independent variable) and the number of UFO sightings (y-axis, dependent variable) for 53 separate data points. The temperature ranges from about 0°F and 120°F, and the number of UFO sightings ranges from 1 to 10. The plot shows a low number of UFO sightings (ranging from 1 to 4) at temperatures below 80°F and a much wider range of the number of sightings (from 1 to 10) at temperatures above 80°F. It appears that the number of sightings tends to increase as temperature increases, though there are many cases where only a few sightings occur at high temperatures.

XY line graphs

Line graphs are similar to scatter plots in that they display data along two axes of variation. Line graphs, however, plot a series of related values that depict a change in one variable as a function of another, for example, world population (dependent) over time (independent). Individual data points are joined by a line, drawing the viewer’s attention to local change between adjacent points, as well as to larger trends in the data. Line graphs are similar to bar graphs, but are better at showing the rate of change between two points. Line graphs can also be used to compare multiple dependent variables by plotting multiple lines on the same graph.

Example of an XY line graph:

The line graph shows the age (in years) of the actor of each Doctor Who regeneration for the first through the eleventh regeneration. The ages range from a maximum of about 55 in the first regeneration to a minimum of about 25 in the eleventh regeneration. There is a downward trend in the age of the actors over the course of the eleven regenerations.

General tips for graphs

Strive for simplicity. Your data will be complex. Don’t be tempted to convey the complexity of your data in graphical form. Your job (and the job of your graph) is to communicate the most important thing about the data. Think of graphs like you think of paragraphs—if you have several important things to say about your data, make several graphs, each of which highlights one important point you want to make.

Strive for clarity. Make sure that your data are portrayed in a way that is visually clear. Make sure that you have explained the elements of the graph clearly. Consider your audience. Will your reader be familiar with the type of figure you are using (such as a boxplot)? If not, or if you’re not sure, you may need to explain boxplot conventions in the text. Avoid “chartjunk.” Superfluous elements just make graphs visually confusing. Your reader does not want to spend 15 minutes figuring out the point of your graph.

Strive for accuracy. Carefully check your graph for errors. Even a simple graphical error can change the meaning and interpretation of the data. Use graphs responsibly. Don’t manipulate the data so that it looks like it’s saying something it’s not—savvy viewers will see through this ruse, and you will come off as incompetent at best and dishonest at worst.

How should tables and figures interact with text?

Placement of figures and tables within the text is discipline-specific. In manuscripts (such as lab reports and drafts) it is conventional to put tables and figures on separate pages from the text, as near as possible to the place where you first refer to it. You can also put all the figures and tables at the end of the paper to avoid breaking up the text. Figures and tables may also be embedded in the text, as long as the text itself isn’t broken up into small chunks. Complex raw data is conventionally presented in an appendix. Be sure to check on conventions for the placement of figures and tables in your discipline.

You can use text to guide the reader in interpreting the information included in a figure, table, or graph—tell the reader what the figure or table conveys and why it was important to include it.

When referring to tables and graphs from within the text, you can use:

• Clauses beginning with “as”: “As shown in Table 1, …”
• Passive voice: “Results are shown in Table 1.”
• Active voice (if appropriate for your discipline): “Table 1 shows that …”
• Parentheses: “Each sample tested positive for three nutrients (Table 1).”

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

American Psychological Association. 2010. Publication Manual of the American Psychological Association . 6th ed. Washington, DC: American Psychological Association.

Bates College. 2012. “ Almost everything you wanted to know about making tables and figures.” How to Write a Paper in Scientific Journal Style and Format , January 11, 2012. http://abacus.bates.edu/~ganderso/biology/resources/writing/HTWtablefigs.html.

Cleveland, William S. 1994. The Elements of Graphing Data , 2nd ed. Summit, NJ: Hobart Press..

Council of Science Editors. 2014. Scientific Style and Format: The CSE Manual for Authors, Editors, and Publishers , 8th ed. Chicago & London: University of Chicago Press.

University of Chicago Press. 2017. The Chicago Manual of Style , 17th ed. Chicago & London: University of Chicago Press.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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🤔 How to Write a Report About a Graph

Sometimes in proficiency exams like IELTS , TOEFL , or Cambridge , you may be asked to describe a graph . But what exactly is a graph?

A graph is a visual representation of data or information . It helps us understand and analyze different trends, patterns, or comparisons in a clear and organized way.

In these exams, you may come across various types of graphs that you’ll need to describe. Let’s take a look at some common types of graphs:

When you talk about graphs in these exams, it’s important to give a clear and short summary of the main things you see .

It’s good to learn how to describe graphs because it helps you understand and explain information better . You can use this skill to study and share data in your writing.

Here you have the basic guidelines to write a report to describe a graph:

📋📊 What is a report describing a graph?

A report describing a graph is a way to explain and share information about a graph you see . A graph is a picture that shows data or information in a clear and organized way.

When you write a report about a graph, you look at the different parts of the graph and describe what you see. You talk about the important points , like the highest or lowest values , the trends or patterns you notice, or any comparisons between different parts of the graph.

Writing a report describing a graph helps you understand and communicate the information in the graph to others. It’s like telling a story about the graph and what it shows.

🗹 Parts of a report describing a graph

1 introduction.

• Start by explaining what the survey is about , who did it, and when.

Example: “This report tells us about a survey on [topic].

• Use the passive to do this:

Example: The survey was done in [month/ year]/ by [organization/ person]

2 Main findings

• Begin with the most important discovery in the first sentence.

Example: “The most important thing we learned from the survey is that [state the discovery].”

• Use numbers and facts to support your main finding. Use words like “but,” “different,” or “compared to” to talk about contrasting information.
• If there is more than one topic or discovery, talk about each one in a different paragraph.
• Use words like “ but ,” “ different ,” or “ while ” to show contrasting information.
• Use simple words and phrases like “ most people ,” “ almost two-thirds ,” or “ a lot ” to describe numbers.
• Explain what you think the survey results mean using phrases like “ show ,” “ seem ,” or “ tell us .”

Example: “The survey results show that [interpretation of findings].”

• Give a suggestion or advice based on the survey results.

Example: “From these findings, it would be a good idea to [suggested action].”

💡 USEFUL VOCABULARY

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Now that you know the parts of a report and the steps to follow, let’s see a report sample for the IELTS, TOEFL, Cambridge or Duolingo tests

Survey Question : How many hours per week do you spend following the news?

Useful language to describe a graph

Pro tips for writing reports.

Make sure that you:

• wrote a title that shows what the report is about
• divided the report into clear paragraphs with subheadings
• did NOT use contractions or informal words
• Used connectors and formulaic expressions (useful language)
• Used the correct verb tenses, word forms and punctuation
• your ideas are easy to read and understand

  Practice time

You have been asked to write a  report  about a media survey.

Look at the following chart.

Write your report in the comments below.

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20 thoughts on “ 🤔 How to Write a Report About a Graph ”

The picture has information about the main source of news. This media survey was made in July by the Society of Communication in London. One thousand people between 18 and 55 years were interviewed to know their preferences. The result shows that media is the most important source of news for all aged groups of people whit the highest percentage. People aged 18-25 have a large percentage with 60%. In contrast, only a tiny percentage of people follow the news on social media. For the age group of 25-35, there is a small difference between TV and radio, with both sources less than a quarter of people’s aged group, while the lowest percentage is on newspapers source. The report suggests that almost all people prefer the media as a source of news, and it has a big acceptation for the younger people. There is a good chance that social media values increase in some years as a result of advances in technology.

Like Liked by 1 person

Well done Melissa

Survey about different sources of news

The graph has the information about a survey about the different sources of news of different age groups. The survey interviewed three age groups: 18-25s, 25-35s, 35-55s, and included 5 different news sources. The survey was done in July by the Society of Communication in London. 

According to the graph, we could find that 60% of people 18–25 years , ⁣ almost half of people 25–35 years and more than a half of people 35–55 years chose media as their main source of news. Surprisingly , only a tiny percent of people in all age follow news o n social media. TV was the second popular source of news for all age people, and the radio was the third one.

It is worthy to notice that there was a big difference between 18-25s and over-25s about the use of radio. A tiny percentage of people under 25 listens to the radio, but over one out of every five people over-25s follow the news on the radio .

To finish, while media were the main sources of news now, traditional sources might be taken over, such as radio and newspaper. Forthermore , there was tiny percent of people who follow the news on social media , I’m sure social media will face the extreme speed development in the future .

The bar graph shows that a media survey is the source of news that people usually follow . The survey gives us information from three different age groups: 18-25, 25-35 and 35-55. The reason of this survey was to learn more about the main source of the news that people follow. According to the graph, Most of the people are following the news on the media . In contrast , only a tiny percentage reported spending on Social media. A significant amount of people betwen 18 and 25 follow the news on Media. Similarly , for the age group of 25-35 and 35-55 , just a quarter follow the news on TV and radio. It’s surpris ing that the most percentage of young people 18-25 follow the news on newspapers compared to the other age group. In conclusion, most people are likely to follow the news on media especially . On the other hand , they are less likely to follow the news on social media. Furthermore, it is a good idea to do more research to learn why the young people are interested in following the news on newspaper.

Miguel Peceros says:

NEWS PREFERENCE SURVEY

This survey give us an idea of where people of different ages get information about the news from . The survey includes information of three age groups: 18-25, 25-35 and 35-55 and their preferences: Media, TV, radio, newspaper and social media.

The most significant result is that everyone has their preference in researching news on media, specially those who were in the range of 18-25. Secondly, there is the preference for TV and lastly preference is for searching on social media.

In conclusion, we could say that media will continue to be the favourite source of information for most people and other sources such as TV and radio will decrease more as time goes by.

Good effort!

Report about ways to get news This report presents so many ways to get the news among the people 18-55 years old .The survey collected the data from 3 different ages and we can clearly see how these 3 types of people get the news. From the graph we can see that the highest bar shows the age between 18-35years old. These people get the news from the media. Media includes the internet webs, cell phones and computer apps . So, it is important to notice that too much screen tineme is bad for your eyesight. The graph also shows other sources of news. Another source is TV. Twenty percents of people like to keep in touch with news by TV. From the graph we can also see that almost the same percentage of people like to get news by radio ,so they must be listen to the news on the radio while they are driving or running .There is a big difference between who are 18-35 years old They like to read the newspaper Surprisingly, the number of people who like reading the newspaper is becoming smaller because they can get the information on social media. This survey shows that more people will like to get news by media so this is an interesting survey to tell us there are so many ways to get information.

Good effort

Report on how people follow the news Introduction

This graph presents the finding of a survey on the people’s main source of news .The survey collected data from three different age groups: 18-25 ,25-35 and 35-55.The aim of this survey was to know how people get news.

Main findings

According to the graph, we can see that more than half of the people aged 18-25 use the media to get news. On the contrary ,people of all ages rarely get their news from social media. It is important to notice that for the age group of 35-55, few people use newspapers to read news. Why don’t they read newspapers? Maybe they are busy with work and don’t have time to do it.

In conclusion, there are many sources to get information. We can choose the way we like to follow the news Contrary to the picture, I prefer to get news through social media. I think social media is going to grow very fast in the future.

Introduction

The bar graph compares the main source of news. The media survey from three different age groups: 18-25, 25-35 and 35-55. The data show their preferences.

Overall the percentage of the all age groups of people follow the news on media. is more than 40%. . It is the largest percentage compared to other sources of news , at 61%(18-25 years), 50%(25-35years) and 45%( 35-55years). In the group of 35-55-year-old, the proportion of the people who follow the news on TV is half less than media or radio. People 18-25-year-old watch the news on TV as much as people 25-35-year-old.

This graph helps us understand that most young people prefer media and TV. Social media and news papers are unpopular in all age groups. They may have more space to grow.

Title: Where do 18-55 year-olds read the news?

This report presents findings on which media people in different age groups prefer for following the news. The questionary collected data from three age groups:18-25,25-35and 35-55.The purpose of this survey was to show us how people prefer to follow the news on different media.

The results show that over 60% of young people prefer to read news on Media, and among the 18-55 age group, the majority prefers to follow the news on media. Almost nobody chooses to read news on social media. A tiny percentage of people prefers the newspaper. Similarly for news on TV and on Radio, the number of age 25-55 is nearly the same, at around 20%.

Conclusion This survey tells us that Media is more appealing than traditional media, with more people choosing to read news on it.

Introduction This graph presents that new sources followed by different age groups. The survey collected data from three different age groups those aged 18-25, 25-35 and 35-55. The purpose of this survey is understand where people much more follow the news.

The results show that all ages groups mostly follow the news on the media. Younger age especially those aged 18-25 group, the highest percentage /%60) report they follow the news on the media. For all age groups, there is a small difference between TV and radio. Less than a quarter of all the people follow the news on TV and the radio. Suprisingly, younger age group follow the news more than older age group on newspaper. Only a tiny percentage of people in all age follow news on social media.

This graph suggests that almost all age group prefer to follow the news on media. In contrast, social media is not almost never used to follow the news.

This report presents the  findings  of a survey on  what the main source of news for people of different age groups is . The survey collected data  from  three different age groups;18-25,25-35and35-55. The purpose of this survey was to understand how much people  follow the news.

The results show that almost half of the people aged 18-25 use media to  follow  the news. In contrast, one out of two people aged 25-35 use media to  follow  the news. Nearby  a quarter of people  aged 35-55 use media to  follow  the news.

This survey  suggests  that half of the people use media to  follow  the news. Furthermore, it is a good idea to do more research to learn why people have different  ways of following  the news.

Well done!!!!!

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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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Describing Graphs

   This blog offers two great lessons on describing, analysing and evaluating graphs / charts / tables.

The first lesson begins with naming different graph / chart types and describing a range of different lines (peak, plummet, etc..). It finishes with a fun activity where students describe and plot the lines on four graph s.

The second lesson   provides the language necessary for describing, analysing and evaluating graphs. It is followed by researching and analysing graphs/charts/tables from the Office of National Statistics (ONS) and giving a short presentation on the findings.

The basic features of a graph

• Label the basic parts on this graph

18 more different graphs / charts / tables with paid version. 

Other topics: life satisfaction / divorce / religion / mental health / alcohol / mobile phones / murder / technology / leisure / population growth / life expectancy / etc..

Describing Results (questionnaire data)  [new 2023]

This lesson teaches students how to describe the results from a questionnaire. It provides language for describing quantities, group sizes, specific features and reporting verbs. It includes model answers and a range of practice activities.  Example   Level: ** *** [B1/B2/C1] TEACHER MEMBERSHIP / INSTITUTIONAL MEMBERSHIP

  Academic description, analysis & evaluation

This lesson helps to improve students’ awareness and understanding of the difference between description, analysis and evaluation. It includes paragraph analysis, a detailed language review reference sheet and graph and sentence level quotation analysis.  Example. Time: 120mins.   Level *** ** [ [B2/C1]   TEACHER MEMBERSHIP / INSTITUTIONAL MEMBERSHIP

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A chart is usually a presentation of a large set of data graphically. It can easily make people understand information since people can infer meaning quickly from pictures than from text.

A graph is also a type of chart that plots mostly numerical data along two dimensions through a line, curve, etc. using horizontal line(called X-axis)  and vertical line (called Y-axis). When we plot data to make a chart, the known value goes on the one-axis and the measured value goes on the other axis.

There are different types of graphs for data visualization.

A bar graph is a graph with rectangular bars where the lengths of the bar is proportional to the values.  When you plot a bar graph, the known value goes on one axis and the measured value along the other axis.

For example, if you plot the measured number of mobile phone users for different years, you will get the bar graph as shown below in the picture.

A pie chart is a type of circular chart in which a circle is divided into sectors representing a proportion of the whole. Here each segment of the pie chart is always a percentage of the whole. Total is considered 100%.

From the pie chart, we can learn how the whole break down into parts. For example, a pie chart given below shows the amount of time that a student spends each day on various activities.

Line graph:

A line graph is a graph that shows how data of two variables relate to one another and changes, particularly over time.

How to Describe a Graph/chart effectively

It is an important skill to be able to understand and describe graphic information. A picture or graph can represent a thousand words. It conveys different data around a topic which is resulted from a survey or research.  It is a student’s talent to collect data and ideas from the graph or chart to write a description on the topic within a word limit. But many students don’t know how to describe a graph or chart effectively. So this is a small effort today.

Here are four steps to describe a graph or chart effectively.

• Introduce the graph
• Describe the graph details

Make a short comparison

Write a conclusion

Introduce the graph/chart:

You need to start writing with one or two sentences to introduce the graph briefly. You should state here, in fact, what the graph shows and what you see at a glance according to the title.  

Describe the graph/chart details:

It is the body of the whole writing task. Here you can present the details of the data mentioned in the horizontal vs. vertical line of the graph. Also, you can mention the axis label and the trend of the graph in the description. 

Before you write a conclusion you can briefly present a comparative discussion between the focused data presented in the graph.

You need to write one or two sentences here to summarize or draw a conclusion.

Instruction for the best writing:

1. Use introduction, body, and conclusion in your writing.

2 . Accurately collect data and ideas from the graph or chart and make a report on them.

3. You need to use handy connectors to make a flow of your paragraph.

4. Use a range of appropriate vocabulary.

5. Try to meet the word limit requirements.

6. Focus on the important trend presented in the graphic information.

7. Pay attention to spelling, grammar, and punctuation.

Related term :

Describe a chart on internet users in Bangladesh

Describe a graph on the choice of profession by different educated person.

How to Present Graphics and Data in Technical Writing

Table of Contents

1. pick the right data presentation format for writing graphics, 2. integrate writing graphics with text, 3. integrate tables and text, 4. avoid decoration, 5. make sure the writing graphic is legible, become more effective with your visuals.

In technical business writing , the graphics and data – such as engineering drawings, numbers, tables, and process diagrams – complement and are integrated with the text to inform or even to entertain the reader, depending on the writer's objective.

In this post, you will learn how to correctly and incorrectly use different types of graphics and present data in your technical documentation.  

Charts, graphs, and tables vary in effectiveness. The right data presentation format depends on the visual's purpose. Here are good rules to follow when selecting a format to present your data:

• Line graphs are good for showing change over time.
• Bar graphs effectively compare quantities.
• Pie charts clearly show percentages of a whole.
• Flow charts show processes or hierarchies.
• Histograms help readers to visualize the frequency and distribution of data.
• Figures help summarize your research. 

In some cases, a visual might not be necessary. Use text to share data when it isn't relevant to your main findings or it can be easily written out in your technical document.

Integration is bidirectional: An effective graphic enhances the text, and effective text enhances the graphic. In other words, we want to go beyond simply pointing to the graphic in the text, which we would not consider “integration.” We also want to explain the graphic to the reader in the text.

Indeed, depending on the subject matter, it's a good practice to create the graphic first, to bring together some of the relevant concepts, and then walk the reader through the graphic to make sure all readers will have a common understanding of the graphic and its significance. Using this technique, we can instantly create pages of explanatory text that help the reader understand and helps us tell the story.

Please note that we are not talking about how to choose among various kinds of graphics, e.g., organization charts, flow diagrams, and the like. We simply want to explore the relationship between the graphic and the text.

For example, suppose we are writing a contribution to a business blog. (Where did that idea come from?) Figure 1 below shows an overview of the blog writing process.

The figure answers several questions for the reader:

• What are the steps in the writing process?  
• What is the sequence of steps?  
• What are the respective responsibilities of the writer and publisher?  

At the same time, many questions that could be raised are left unanswered. For example, what activities are involved in “ pre-write ” or “pre-publish”?  The figure doesn’t say. The narrative needs to describe the activities.  

Alternatively, we could have listed the component activities of each process step in the process box.  

We could have added the following to the pre-write box in the graphic:

• Audience an a lysis
• Article objective
• Preliminary research

Of course, instead of simply listing the activities, we would also expect to elaborate, so that the reader ultimately understands the scope and objective of each activity. This elaboration is certainly not advisable in the graphic under any circumstances; it’s too much detail.

A good default practice is to provide just the big picture in the figure, as shown, and then provide details in the supporting narrative, thereby integrating the graphic and the text. In the given example (because of the missing detail) the reader, looking at the graphic, is implicitly encouraged to ask questions and to look to the text to fill in the blanks.  

For the writer, the high-level graphic is a wonderful organizing mechanism. Using the figure above as a starting point, the writer is now in a position to rattle off the details in the supporting text. Without the figure, the task of describing the flow in words, and then adding detail, is substantially more difficult.

You may be interested in our beginner's guide: How to Become a Technical Writer

The question of the level of detail may be answered differently for a table, which is inherently a text-intensive form of graphic. You should strive to make the table fairly self-explanatory, leveraging the table structure to show the reader relationships among data elements.

As with other graphics, the table is intended to augment the narrative – typically to strengthen an argument or to illustrate a relationship among data elements. You still need to make the connection for the reader between the table and the argument, or between the table and the relationship.

For example, consider Table 1a and Table 1b (below). Let's suppose we are a contractor bidding on a government solicitation, requiring three labor categories, with the minimum experience and education levels for each category shown in Table 1a. We want to show that our proposed candidates for each category meet the experience and education thresholds, as shown in Table 1b.

It may be evident to the reader who examines the two tables carefully that each candidate meets the minimum education and experience requirements of the appropriate category. However, we want to make that point explicitly in the narrative to make sure the reader understands it. Again, we are integrating the table with the narrative.

Hint:  A chart or graph that needs explanation needs to be reworked. Make it easy for your readers to decipher and absorb the information at a glance.

Report formatting is one of the skills we teach in our technical writing course. [ Learn More ]

A decoration is defined as a graphic that seems to have a vague relationship to the subject of the given article but is actually content-free – it adds absolutely nothing to the reader's understanding of the subject at hand.

For example, in an article discussing the job description of a software developer, an illustration like Figure 2, taken from a free image website, would be considered a decoration.

Incidentally, such a decoration could do more harm than good in today's political environment. For example, does a photo you include imply that women and persons of color don't qualify as developers? Is that a message that we want to convey? Avoid including decorations or graphics just for the sake of a graphic. 

Figure 3 is actually a copy of Figure 2, but very hard to read. The gray text on the light blue background offers insufficient contrast; the type size is only seven points (vs. 10 points in Figure 1); all of the text is in upper case (vs. upper and lower case in Figure 1).

You can ruin a good piece with poorly designed graphics  and poor color combinations. 

This issue of graphic legibility is particularly significant when the graphic is a screenshot. How often do you see a screenshot illustrating the use of some software tool or showing the result of a user action that is totally unreadable?

One way to solve the problem is to zoom in on a portion of the screen so that the text is large enough to be legible. Another is to replace the screenshot with a drawing of the screen that has readable text and better color choices. 

As you incorporate graphics and data into your technical documentation, we recommend following Edward Tufte’s 4 core principles:

• Graphical Excellence -- “the greatest number of ideas, in the shortest time, using the least amount of ink, in the smallest space.”
• Visual Integrity -- the representation should neither distort the underlying data nor create a false impression or interpretation of that data.
• Maximizing the Data-Ink Ratio -- pay attention to the way that visualization is compiled; all superfluous elements should be removed.
• Aesthetic Elegance -- not based on the “physical beauty” of an information visualization but rather the simplicity of the design evoking the complexity of the data clearly.

What other methods would you use to make your technical writing visuals better? 

If you're looking to improve your overall technical writing skills, learn more about our Technical Writing Foundations course . This course gives you writing direction, advice for presenting information, and more. 

Write your own technical document and get expert instructor feedback.

Our Technical Foundations Course is available for individuals and groups online, virtually, and onsite.

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What is the purpose of technical writing, 7 examples of technical writing style guides, how to write effective technical documentation, get notified of new articles.

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Tips and phrases for explaining graphs

Do you have to explain graphs for your work or study?

There are many situations where you might have to explain graphs.  It may be for a business meeting or report.  It may be for a presentation or a research paper.  You also often have to describe or listen to talks about graphs in language tests (eg. IELTS writing task 1). Being able to explain a graph clearly and accurately in English is certainly a useful skill to have.

So, what’s important when explaining graphs?

Below are a few quick tips and phrases that can help listeners and readers understand your graphs.

Clearly introduce graph Be sure to clearly introduce the title or topic at the beginning. Start by using phrases like “This graph shows….” Also, if you’re explaining your graph in a presentation, it’s a good idea to introduce the key labels (eg. axes and units) before talking about the data. Use phrases like “The y axis shows…”, “The x axis shows…”, and “The units here are…”

Keep language simple Remember, the aim is to help people understand your graph, not to make long, complex sentences. Keep your language simple. Try to avoid unnecessarily repeating words. One way to do this is to use pronouns eg. “Weekly expenses increased to $10,000 in January. Then, they remained steady until June.” Another way is to use words like “respectively” eg. “The values for May and June were 350 and 430 respectively .”

Continued below

Mark key points Make sure the listeners are clear about the key points you want to say about your graph. Highlight these points using words like “Importantly…”, “Significantly…”, or “Interestingly….”

Use pointing effectively If you are explaining the graph in a presentation, you will probably show a large picture of the graph on a slide.   Help the listeners by pointing to the relevant parts while talking.  When pointing, use language like “As you can see here”, “Here you can see” or even just “Here.”

Use hedging After talking about the data, you often need to interpret or speculate about what it means.  Your ideas may not always be correct, so it’s a good idea to hedge your language.  Use phrases like “This data suggests …”, “This could mean…”, or “This might be because….”

Download explaining graph worksheets & exercises (free)

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Reports are documents that present data in a structured way for a specific audience, with a purpose. With Infogram you can easily create your own custom reports. Explore our collection of report examples for inspiration and use our report maker to create stunning reports.

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A report is a document that demonstrates and structures information in an organized way for a specific audience and with a purpose. Some examples include:

• Progress reports
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Reports play an especially essential role in the field of business. They summarize important data and provide in-depth information about any topic so that companies can then make informed business decisions. Business-related reports include:

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