what is purpose of report writing

What is Report Writing: Format, Examples, Types & Process

• Table of Contents

Many professionals struggle to create effective reports due to a lack of understanding of the essential elements and organization required. This can lead to frustration and a failure to communicate key information to the intended audience.

In this blog, we’ll explore what is report writing, the types of reports, essential elements, and tips for creating effective reports to help you communicate your message and achieve your goals.

Definition of report writing? 

According to Mary Munter and Lynn Hamilton, authors of “Guide to Managerial Communication,” report writing is “the process of selecting, organizing, interpreting, and communicating information to meet a specific objective.”

What is report writing? 

Report writing refers to the process of creating a document that represents information in a clear and concise manner. Reports can be written for various purposes, such as providing updates on a project, analyzing data or presenting findings, or making recommendations.

Effective report writing requires careful planning, research, analysis, and organization of information. A well-structured report should be accurate, and objective, and contain a clear introduction, body, and conclusion. It should also be written in a professional and accessible style, with appropriate use of headings, subheadings, tables, graphs, and other visual aids.

Overall, report writing is an important skill for professionals in many fields, as it helps to communicate information and insights in a clear and concise manner.

What is a report? 

A report is a formal document that is structured and presented in an organized manner, with the aim of conveying information, analyzing data, and providing recommendations. It is often used to communicate findings and outcomes to a specific audience, such as stakeholders, or managers. Reports can vary in length and format, but they usually contain a clear introduction, body, and conclusion.

Types of report writing

By understanding the different types of report writing, individuals can select the appropriate format and structure to effectively communicate information and achieve their objectives. However, the kind of report used will depend on the purpose, audience, and context of the report.

1/ Informational reports: These reports provide information about a topic, such as a product, service, or process.

Further Reading : What is an information report

2/ Analytical reports: These reports present data or information in a structured and organized manner, often with charts, graphs, or tables, to help the reader understand trends, patterns, or relationships.

3/ Formal Reports: These are detailed and structured reports written for a specific audience, often with a specific objective. In comparison with informal reports , formal reports are typically longer and more complex than other types of reports. 

4/ Progress reports: These reports provide updates on a project or initiative, detailing the progress made and any challenges or obstacles encountered. 

5/ Technical reports: These reports provide technical information, such as specifications, designs, or performance data, often aimed at a technical audience.

6/ Research reports: These reports present the findings of research conducted on a particular topic or issue, often including a literature review, data analysis, and conclusions.

7/ Feasibility Report: A feasibility report assesses the likelihood of achieving success for a suggested project or initiative.

8/ Business Reports: These reports are used in a business setting to communicate information about a company’s performance, operations, or strategies. Different types of business reports include financial statements, marketing reports, and annual reports.

Structure of report writing 

The structure of a report refers to the overall organization and layout of the report, including the sections and subsections that make up the report, their order, and their relationships to each other. A report can we divided into three parts. 

Preliminary Parts:

• Acknowledgments (Preface or Foreword)
• List of Tables and Illustrations
• Introduction (clear statement of research objectives, background information, hypotheses, methodology, statistical analysis, scope of study, limitations)
• Statement of findings and recommendations (summarized findings, non-technical language)
• Results (detailed presentation of findings with supporting data in the form of tables and charts, statistical summaries, and reductions of data, presented in a logical sequence)
• Implications of the results (clearly stated implications that flow from the results of the study)
• Summary (brief summary of the research problem, methodology, major findings, and major conclusions)

End Matter:

• Appendices (technical data such as questionnaires, sample information, and mathematical derivations)
• Bibliography of sources consulted.

This structure provides a clear and organized framework for presenting a research report, ensuring that all important information is included and presented in a logical and easy-to-follow manner.

Extra Learnings Role of a report structure in report writing  The report structure plays a crucial role in report writing as it provides a clear and organized framework for presenting information in an effective and logical manner. It ensures that the reader can easily understand the purpose and scope of the report, locate and access the relevant information.  The preliminary parts of the report, provide an overview of the report and aid navigation. The main text makes it easier for the reader to comprehend and analyze the information. And The end matter provides additional details and sources for reference. An organized report structure also helps the author to communicate their research and ideas effectively to the intended audience.

What is the report writing format? 

The format of report writing refers to the structure of a formal document that provides information on a particular topic or issue. The report writing format typically includes the following key components: 

8 Essential elements of report writing are: 

1/ Title: The title is the first thing that readers will see, and it should be clear and concise. The title should include the report’s subject or topic and the author’s name, date of writing, or who the report is for. Remember to keep the title brief and informative, avoiding vague or ambiguous language.

Example of Business Report Title Page:   “Market Analysis and Growth Strategies for XYZ Corporation” Author: Mary Johnson Date: January 2, 2022 Company: Earthcon Corporation Department: Strategy and Planning

In this example, the title page includes the name of the report, ‘Market Analysis 2022,’ the author’s name, ‘John Doe,’ the submission date, ‘January 1, 2024,’ and other details such as the name of the organization, ‘Earthcon Corporation.’

2/ Table of Contents : The table of contents provides an overview of the report’s contents. It should list all sections and subsections with clear headings. It is essential to make the table of contents organized and easy to read, allowing readers to locate specific information quickly.

Example of  Table of Contents I. Introduction…… 1 Purpose of the Report…… 2 Methodology Used…… 2 II. Executive Summary…… 3 III. Background and Context…… 3 IV. Analysis and Findings…… 4 Market Trends and Data…… 5 Competitor Analysis…… 6 SWOT Analysis…… 7 V. Recommendations and Conclusion…… 8 VI. References…… 9

3/ Summary : Also known as the executive summary, the summary provides a brief overview of the entire report. It should summarize the report’s main points, including findings, objectives, and recommendations. The summary should be written after the entire report is completed, and it should be concise and summarized in less than one page.

Example of executive summary: The Annual Sales Report for Earthcon Company shows a 10% increase in overall sales compared to the previous year. The report also reveals that the majority of sales came from the Midwest region and the target demographic is primarily males aged 25-40. Based on these findings, recommendations have been made to focus marketing efforts towards this demographic in the upcoming year.

4/ Introduction : The introduction introduces the report’s topic and informs readers what they can expect to find in the report. The introduction should capture readers’ attention and provide relevant background information. It should be clear and concise, including why the report was written and its objectives.

Example of Introduction:  This comprehensive report aims to analyze and evaluate the sales performance of EarthCon Corporation throughout 2024. It will look into detailed sales trends observed throughout the year, carefully examining the various factors that have influenced these trends. Additionally, the report will identify and highlight potential areas for growth, offering valuable insights and recommendations to drive future success.

5/ Body: The body is the longest section and includes all the information, data, and analysis. It should present information in an organized manner, often using subheadings and bullet points. The body should include all relevant research findings and data, often accompanied by visuals such as graphs and tables. It is essential to cite all sources correctly and remain objective, avoiding personal opinions or biases.

Example of Background and Context: This report seeks to analyze the influence of technological advancements on business productivity. Previous research has indicated a correlation between the adoption of innovative technologies and increased operational efficiency for Earthcon. The report will examine further into this topic and offer suggestions for maximizing the benefits of these advancements. Example of Analysis and Findings: The market trends and data show a steady increase in demand for innovative products, with a significant rise in sales in the past five years. In comparison, competitor analysis reveals that Earthcon Corporation is well-positioned to take advantage of this trend due to its strong brand reputation and product portfolio. A SWOT analysis also highlights potential areas for improvement and growth.

6/ Conclusion: The conclusion summarizes the findings and conclusions of the report. It should wrap up all the essential information presented in the body and make recommendations based on the report’s findings. The conclusion must be brief and clear, avoiding the introduction of any new information not previously presented in the body.

7/ Recommendations: The recommendation section should provide suggested goals or steps based on the report’s information. It should be realistic and achievable, providing well-crafted solutions. It is often included in the conclusion section.

Example of Recommendations and Conclusion: Based on the analysis, it is recommended that EarthCon Corporation invest in research and development to continue producing innovative products. Additionally, efforts should be made to expand into emerging markets to increase global reach. In conclusion, the Annual Sales Report shows positive outcomes and recommends strategic actions for future growth.

8/ Appendices: The appendices section includes additional technical information or supporting materials, such as research questionnaires or survey data. It should provide supplementary information to the report without disrupting the report’s main content. 

It is important to use clear headings and subheadings and to label tables and figures. Also, proofreading and fact-checking are critical before submitting the report. A well-crafted report is concise, informative and free of personal bias or opinions.

What are the features of report writing

There are several key features of effective report writing that can help ensure that the information presented is clear, concise, and useful. Some of these features include:

1/ Clarity: Reports should be written in clear and concise language, avoiding jargon or technical terms that may be confusing to the reader. 

2/ Objectivity: A report should be objective, meaning that it should be free from bias or personal opinions. This is particularly important when presenting data or analysis.

3/ Accuracy: Reports should be based on reliable sources and accurate data. Information should be verified and cross-checked to ensure that it is correct and up-to-date.

4/ Structure: A report should be structured in a logical and organized manner, with clear headings, subheadings, and sections. 

5/ Visual aids: A report may include visual aids such as charts, tables, and graphs, which can help to illustrate the key points and make the information easier to understand.

6/ Evidence: Reports should include evidence to support any claims or findings, such as statistics, quotes, or references to relevant literature.

7/ Recommendations: Many reports include recommendations or suggestions for future action based on the findings or analysis presented.

Significance of report writing

Report writing is a critical skill that can have a significant impact on individuals, and organizations. In fact, a report by the National Association of Colleges and Employers found that the ability to communicate effectively, including report writing, was the most important skill sought by employers.

• Reports provide decision-makers with the information they need to make informed decisions.
• Effective report writing demonstrates professionalism and attention to detail, which can help to build trust and credibility with clients.
• Reports can inform planning processes by providing data and insights that can be used to develop strategies and allocate resources.
• Reports often include recommendations or suggestions for future action, which can help to improve processes, procedures, or outcomes.

Further Reading: What is the significance of report writing

Report writing examples and samples

Example of Progress Report

The essential process of report writing

Report writing requires careful planning, organization, and analysis to ensure that the report effectively communicates the intended message to the audience. Here are the general steps involved in the process of report writing:

Plan and prepare:

• Identify the purpose of the report, the target audience, and the scope of the report.
• Collect and examine data from different sources, including research studies, surveys, or interviews.
• Create an outline of the report, including headings and subheadings.

Write the introduction:

• Start with a brief summary of the report and its purpose.
• Provide background information and context for the report.
• Explain the research methodology and approach used.

Write the main body:

• Divide the report into logical sections, each with a clear heading.
• Present the findings and analysis of the research in a clear and organized manner.
• Use appropriate visual aids, such as tables, graphs, or charts to present data and information.
• Utilize a language that is both clear and Brief, and avoid using unnecessary jargon or technical terminology.
• Cite all sources used in the report according to a specified citation style.

Write the conclusion:

• Summarize the main findings and conclusions of the report.
• Restate the purpose of the report and how it was achieved.
• Provide recommendations or suggestions for further action, if applicable.

Edit and revise:

• Review the report for errors in grammar, spelling, and punctuation.
• Check that all information is accurate and up-to-date.
• Revise and improve the report as necessary.

Format and present:

• Use a professional and appropriate format for the report.
• Include a title page, table of contents, and list of references or citations.
• Incorporate headings, subheadings, and bullet points to enhance the report’s readability and facilitate navigation.
• Use appropriate fonts and sizes, and ensure that the report is well-structured and visually appealing.

Important Principles of report writing

To write an effective report, it is important to follow some basic principles. These principles ensure that your report is clear, concise, accurate, and informative. In this regard, here are some of the key principles that you should keep in mind when writing a report:

1/ Clarity: The report should be clear and easy to understand. 

2/ Completeness: The report should cover all the relevant information needed to understand the topic

3/ Conciseness: A report should be concise, presenting only the information that is relevant and necessary to the topic. 

4/ Formatting: The report should be properly formatted, with consistent fonts, spacing, and margins

5/ Relevance: The information presented in the report should be relevant to the purpose of the report.

6/ Timeliness: The report should be completed and delivered in a timely manner.

7/ Presentation: The report should be visually appealing and well-presented.

Extra Learnings Styles of report writing When it comes to the style of report writing, it’s important to use hard facts and figures, evidence, and justification. Using efficient language is crucial since lengthy reports with too many words are difficult to read. The most effective reports are easy and quick to read since the writer has comprehended the data and formulated practical recommendations. To achieve this, it’s important to write as you speak, avoid empty words, use descending order of importance, use an active voice, and keep sentences short. The goal should be to write to express and not to impress the reader.  It’s also important to get facts 100% right and to be unbiased and open. By following these tips, one can create a well-written report that is easy to understand and provides valuable insights.

Differences between a report and other forms of writing

Reports are a specific form of writing that serves a distinct purpose and have unique characteristics. Unlike other forms of writing, such as essays or fiction, reports are typically focused on presenting factual information and making recommendations based on that information. Below we have differentiated report writing with various other forms of writing.

Essay vs report writing

Project writing vs report writing, research methodology vs report writing, article writing vs report writing, content writing vs report writing, business plan vs report writing, latest topics for report writing in 2024.

The possibilities for report topics may depend on the goals and scope of the report. The key is to choose a topic that is relevant and interesting to your audience, and that you can conduct thorough research on in order to provide meaningful insights and recommendations.  

• A market analysis for a new product or service. 
• An evaluation of employee satisfaction in a company. 
• A review of the state of cybersecurity in a particular industry. 
• A study of the prevalence and consequences of workplace discrimination. 
• Analysis of the environmental impact of a particular industry or company. 
• An assessment of the impact of new technology or innovations on a particular industry or sector. 

Report writing skills and techniques 

Effective report writing requires a combination of skills and techniques to communicate information and recommendations in a clear, and engaging manner.

From organizing information to tailoring the report to the intended audience, there are many factors to consider when writing a report. By mastering these skills and techniques, you can ensure that your report is well-written, informative, and engaging for your audience. Some of the primary ones are: 

1/ Organization and structure: Structure your report in a logical and organized manner with headings and subheadings.

2/ Use of data and evidence: Present objective data and evidence to support your findings and recommendations.

3/ Audience awareness: Tailor your report to the needs and interests of your intended audience.

4/ Effective visuals: Use graphs, charts, or other visuals to communicate complex information in a clear and engaging way.

5/ Editing and proofreading: Carefully edit and proofread your report to ensure it is error-free and professional.

6/ Tone: Use a professional and objective tone to communicate your findings and recommendations.

7/ Time management: Manage your time effectively to ensure you have enough time to research, write, and revise your report.

Tips for effective report writing

• Understand your audience before you start writing. 
• Start with an outline and cover all the important points. 
• Employ clear and concise language.
• Utilize headings and subheadings to organize your report.
• Incorporate evidence and examples to support your points.
• Thoroughly edit and proofread your report before submission.
• Follow formatting guidelines If your report has specific formatting requirements.
• Use visuals to enhance understanding.

What is the ethical consideration involved in report writing 

Ethical considerations play a crucial role in report writing. The accuracy of the information presented in the report is of utmost importance, as it forms the basis for any conclusions or recommendations that may be made. In addition, it is essential to avoid plagiarism by giving credit to the original sources of information and ideas. 

Another crucial ethical consideration is confidentiality, particularly when the report contains sensitive or confidential information. It is important to safeguard this information and prevent its disclosure to unauthorized individuals.

Avoiding bias in report writing is also crucial, as it is essential to present information in an objective and unbiased manner. In cases where research or data collection is involved, obtaining informed consent from human subjects is a necessary ethical requirement.

By taking these ethical considerations into account, report writers can ensure that their work is fair, accurate, and respectful to all parties involved.

Common mistakes in report writing 

There are several common mistakes that students and report writers make in report writing. By avoiding these common mistakes, students as well as report writers can create effective and impactful reports that are clear, accurate, and objective.

1/ Writing in the first person: Often, students and report writers commit an error by writing in the first person and utilizing words such as “I” or “me. In reports, it is recommended to write impersonally, using the passive voice instead.

2/ Using the wrong format: Reports should use numbered headings and subheadings to structure the content, while essays should have a clear line of argument in their content.

3/ Failing to introduce the content: The introduction of the report should introduce the content of the report, not the subject for discussion. It is important to explain the scope of the report and what is to follow, rather than explaining what a certain concept is.

4/ Missing relevant sections: Students and report writers, often miss out on including relevant sections that were specified in the assignment instructions, such as a bibliography or certain types of information. This can result in poor interpretation.

5/ Poor proofreading: Finally, not spending enough time proofreading the reported work can create unwanted mistakes. Therefore, It is important to proofread and correct errors multiple times before submitting the final report to avoid any mistakes that could have been easily corrected.

By avoiding these common mistakes, students and report writers can improve the quality of their reports. 

What are some challenges of report writing and how to overcome them

Report writing can be a challenging task for many reasons. Here are some common challenges of report writing and how to overcome them:

1/ Lack of clarity on the purpose of the report: To overcome this challenge, it is important to clearly define the purpose of the report before starting. This can help to focus the content of the report and ensure that it meets the needs of the intended audience.

2/ Difficulty in organizing ideas: Reports often require a significant amount of information to be organized in a logical and coherent manner. To overcome this challenge, it can be helpful to create an outline or flowchart to organize ideas before beginning to write.

3/ Time management: Writing a report can be time-consuming, and it is important to allow sufficient time to complete the task. To overcome this challenge, it can be helpful to create a timeline or schedule for the various stages of the report-writing process.

4/ Writer’s block: Sometimes writers may experience writer’s block, making it difficult to start or continue writing the report. To overcome this challenge, it can be helpful to take a break, engage in other activities or brainstorming sessions to generate new ideas.

5/ Difficulty in citing sources: It is important to properly cite sources used in the report to avoid plagiarism and maintain credibility. To overcome this challenge, it can be helpful to use citation management tools, such as EndNote or Mendeley, to keep track of sources and ensure accurate referencing.

6/ Review and editing: Reviewing and editing a report can be a challenging task, especially when it is one’s own work. To overcome this challenge, it can be helpful to take a break before reviewing the report and seek feedback from others to gain a fresh perspective.

By being aware of these challenges and taking proactive steps to overcome them, report writers can create effective and impactful reports that meet the needs of their intended audience.

Best Software for writing reports 

Report writing software has made it easier for writers to produce professional-looking reports with ease. These software tools offer a range of features and functionalities, including data visualization, collaboration, and customization options. In this section, we will explore some of the best report-writing software available:

1/ Tableau : This tool is great for creating interactive and visually appealing reports, as it allows users to easily create charts, graphs, and other data visualizations. It also supports data blending, which means that you can combine data from multiple sources to create more comprehensive reports.

2/ Zoho reporting : This tool is designed to help users create and share professional-looking reports quickly and easily. It offers a variety of customizable templates, as well as a drag-and-drop interface that makes it easy to add data and create charts and graphs.

3/ Bold Reports by Syncfusion : This tool is designed specifically for creating reports in .NET applications. It offers a wide range of features, including interactive dashboards, real-time data connectivity, and customizable themes and templates.

4/  Fast Reports : This tool is a reporting solution for businesses of all sizes. It allows users to create reports quickly and easily using a drag-and-drop interface and offers a variety of templates and customization options. It also supports a wide range of data sources, including databases, spreadsheets, and web services.

Further Reading : 10+ Best Report Writing Software and Tools in 2024

What is the conclusion of report writing

The conclusion of report writing is the final section of the report that summarizes the main findings, conclusions, and recommendations. It should tie together all the different sections of the report and present a clear and concise summary of the key points. 

THE UNIVERSITY OF NEWCASTLE has given an inverted introduction framework that can use used for writing effective conclusions for reports. 

Example of conclusion in report writing:

The implication of the above diagram can be explained with the following example:  

1. RETURN TO TOPIC:

Social media has revolutionized the marketing landscape, providing new opportunities for brands to connect with their target audience.

2. RESTATE THESIS:

However, the complexities and limitations of social media mean that it is unlikely to completely replace traditional marketing methods. The role of the marketing professional remains crucial in ensuring that social media strategies align with the company’s overall goals and effectively reach the desired audience.

3. SUMMARY OF IDEAS DISCUSSED:

Automated tools cannot fully account for the nuances of human communication or provide the level of personalization that consumers crave. Therefore, the most effective marketing strategies will likely blend social media tactics with traditional marketing channels.

4. CONCLUDING STATEMENT [restating thesis]:

In conclusion, while social media presents significant opportunities for brands, the expertise of marketing professionals is still essential to creating successful campaigns that achieve desired outcomes.

Frequently Asked Questions

Q1) what is report writing and example.

Ans: Report writing involves preparing a structured document that delivers information to a particular audience in a clear and systematic manner. An example of a report could be a business report analyzing the financial performance of a company and making recommendations for improvement.

Q2) What is report writing and types of reports?

Ans: The act of presenting information in an orderly and structured format is known as report writing. Reports come in different types, such as analytical reports, research reports, financial reports, progress reports, incident reports, feasibility reports, and recommendation reports.

Q3) What are the 5 steps of report writing

The five steps of report writing, are as follows:

• Planning: This involves defining the purpose of the report, determining the audience, and conducting research to gather the necessary information.
• Structuring: This step involves deciding on the structure of the report, such as the sections and subsections, and creating an outline.
• Writing: This is the stage where the actual writing of the report takes place, including drafting and revising the content.
• Reviewing: In this step, the report is reviewed for accuracy, coherence, and effectiveness, and any necessary changes are made.
• Presenting: This final step involves presenting the report in a clear and professional manner, such as through the use of headings, visuals, and a table of contents.

Q4) What is a report in short answer? 

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Report Purposes & Types

Reports are key communication tools in business; they often become part of an organization’s archives so that current and future employees can see the research, information, and reasoning underlying certain issues, actions, and decisions.  Reports may be formal or informal, informative or analytical.  They may be intended to provide updates, influence action, provide information, and/or offer different perspectives important in an organization’s discussion of an issue. At some point in your career, you most likely will need to write a report related to some aspect of your work.

The following video provides a good introduction to professional reports.

Report Purposes

Reports have two main purposes:

Informative Reports

An informative report explains or instructs and presents details of events, activities, individuals, or conditions. It provides background and explanation without analysis or evaluation. For example, a progress report is a standard informative report intended to explain the completion of a project at certain key points within that project’s timeline.  You might review the project’s purpose, explain what phase the project is in at this particular point in time, identify project accomplishments to date, and/or discuss anticipated next steps within the project timeline.  You would not evaluate, analyze, or recommend, but would simply present relevant information to inform stakeholders about how the project is progressing.

Analytical Reports

An analytical report often provides some of the same information as an informative report  along with  evaluation of that information. Analytical reports may solve problems, demonstrate relationships, or make recommendations. For example, in addition to informing, you may also have an analytical purpose in a progress report, especially if the project has not progressed as planned.  You might analyze situations that derailed the project from the intended timeline, and/or recommend ways to catch up and get the project back onto the original timeline.  Another example of an analytical report is a field report by a Center for Disease Control (CDC) employee from the site of an outbreak of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and recommendations on the quarantine of subjects.

The following video clearly introduces and illustrates the nature of an analytical report.  Note that the report sections mentioned will vary depending on your own writing context and situational analysis.

Report Types

There are two main types of report:

Informal Reports

Employees in most organizations create and use informal reports, many of which are for internal use. Some institutions have prescribed formats for certain types of informal reports (e.g., expense reports, mileage reimbursement), but allow you, as a writer, the freedom to structure other types of informal reports, such as status updates, recommendation reports, conference reports, or others.

The main characteristic of an informal report is that it tends to be relatively short, with fewer sections than a formal report. Overall, informal reports typically include the following structure:

• Introduction or background – the “why” of the report
• Information and/or analysis – your facts, findings, data, analysis, explanatory details, and/or recommendations
• Summary – restatement of main ideas

Informal reports may be in memo, email, letter, video, powerpoint, or written report format. An informal report usually has specific topics grouped in paragraphs, and these topics tend to have simple headings. Note that while informal reports do not require headings, you may decide to use them, especially if the report is a page or two, since headings may help your reader better understand and retain your main ideas.

A QUICK COMPARISON: USING HEADINGS

Look at the two brief samples to compare how you read and react to the same information in an informal report without headings and with headings. Which one is easier for you to read, understand, and find information?

Formal Reports

Formal reports may be written because of many different situations, for example, to provide information and research on the psychological effects on employees as a result of moving from offices to cubicles, to analyze the results of moving from offices to cubicles in terms of employee productivity, or to make recommendations on the financial feasibility of moving employees from offices to cubicles. The hallmark of a formal report is its length; format reports delve into a subject much more deeply than informal reports. Formal reports synthesize main ideas related to your subject, drawing from your information, analysis, and/or research, to fulfill your purpose. Formal reports are not simply compilations of large quantities of data around a topic, with no purpose or reasoned presentation.

Like informal reports, formal reports also have an overall structure of introduction, information/analysis, and summary.  But because they investigate a concept or issue deeply, formal reports usually have many sections within the body of the report, which definitely require headings and subheadings.  Formal reports also contain standard front and back matter.  You can read more fully about Report Sections in the next page of this text.

Formal reports are usually written documents, because of their quantity of information.  However, formal written reports are often presented and/or accompanied by powerpoint presentations, explanatory videos, or other professional communications that condense and introduce concepts offered in the formal report.

The following video compares and reviews informal and formal reports.

Importance of Reports in Organizations

Report purposes and types may be combined in many different ways; reports on the same topic may be informative or analytical in different situations, just as they may be informal or formal in different situations.

For example, if a group of workers in a particular department is experimenting with working remotely a few days a week, you could potentially write:

• an informal, informative, compliance report to your supervisor letting her know that this is occurring and providing a short description of, and question about, company policy on telecommuting
• an informal, analytical, feasibility report to your supervisor evaluating evidence gathered through discussions with the department head and workers who are part of the experiment
• a formal, informative, research report citing evidence that worker flexibility in work location can boost productivity
• a formal, analytical, recommendation report to your supervisor building upon your research and proposing the need to implement this option in your department
• any number of additional types of reports, depending on your purpose and role

It’s up to you, as a communicator, to decide on the best approach for each particular report you need to create, based on your purpose and comprehensive analysis of the communication situation.

Examples of some common reports include the following:

• Status updates  may be internal to a company in addressing a business situation, or external in providing the status of a project to another organization. Status reports are usually to-the-point, tightly focused, brief informational reports.
• Project reports are lengthier documents which may cover many different aspects of a project at various stages, for various stakeholders in the project. They may be informative or analytical, depending on your purpose and situation.
• Feasibility reports analyze a situation and propose a direction to take. They are often written to explore a new idea or process, or to evaluate a current situation and make recommendations, as a way to explore a change before making major investments of time or money. For example, a feasibility report may be a first step toward doing a full business plan, since it can be developed in much less time and still provides direction for decision makers.
• Business plans  are often informative reports about what an individual or organization plans to do over an upcoming period of time. A business plan can be informative but may be more analytical if it’s intended for potential investors. In some cases, a business plan may include a request for funds; in those cases, the writing is more persuasive and may, in fact, turn into a formal proposal.
• Proposals analyze a problem or situation, research possible solutions, and propose a specific solution or action, as a result of the evidence presented. They often include action plans, timelines, costs, and other appropriate information.  Proposals may be informal or formal, internal to a company or external to an outside audience, depending on the situation.
• Recommendation reports often result from a business problem that an individual or team has been asked to solve; these reports are usually analytical and internal to an organization.  Reports that deal with needs assessment are one type of recommendation report.
• Research reports  gather and explain data; these reports are usually informative.
• Compliance reports may be informative or analytical as they deal with how well a department, division, or the whole organization is addressing a set of standards.
• Financial reports may be informative or analytical as they deal with use of funds in certain contexts.  Financial reports may be internal or external to the organization.
• Trip or conference reports summarize and transmit information learned, therefore increasing the value of the trip by disseminating information through the organization. They are usually informative.
• Meeting minutes  are informative reports that summarize concepts and topics discussed at a meeting.

From the list above, which is by no means exhaustive, you can see the pervasiveness of reports in professional situations.

No matter what type of report you create, all reports need to contain accurate information, clear writing, logical organization of information, and professional layout. These characteristics affect the report’s reliability and validity, as well as your reader’s comprehension of your information. Use simple, clear language and organization. Make key report concepts easy to grasp for the widest audience. Remember that a report may be retained for a long time and may be viewed by many readers.

Guadalupe is the manager for meats and seafoods for a rapidly-expanding grocery chain, Valuetown. Valuetown’s expansion has happened mostly by buying up individually-owned stores or small chains in the region. One of the issues Guadalupe has faced is that the display and storage units in these stores are not in great shape, and often meats can’t be displayed. Valuetown is also spending a lot on repairs. Guadalupe has done an analysis of what the old refrigeration units are costing in terms of repairs and lost revenue. Her manager told her to write a report to present to the Valuetown board requesting new units. How should she proceed?

She should write a formal report with her conclusions at the front, a summary of her analysis in the middle, and back matter that includes the raw data on costs and lost revenue as well as estimated costs to replace the units. This report should be thoroughly edited and proofread so it is both stylistically perfect and in line with the needs of her audience.

Is this a good option? Check here.

She should write an informal report that briefly summarizes what she wants to do, gives highlights of her analysis, and then leaves most of the data in the back matter. Her goal should be to get this report out as quickly as possible, even if it has a few errors.

She should ask for time to give a presentation at the next board meeting and then take questions. She’s more persuasive in person than on paper.

• Report Purposes & Types, original information and information adapted from pages on Business, Informal, and Formal Reports from Business Communication Skills for Managers, and page 9.4 Report from Business Communication for Success; attributions below. Authored by : Susan Oaks. Project : Communications for Professionals. License : CC BY-NC: Attribution-NonCommercial
• Business Reports. Authored by : Susan Kendall. Provided by : Lumen Learning. Located at : https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/business-reports/ . Project : Business Communication Skills for Managers. License : CC BY: Attribution
• Informal Reports. Authored by : Susan Kendall. Provided by : Lumen Learning. Located at : https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/informal-reports/ . Project : Business Communication Skills for Managers. License : CC BY: Attribution
• Formal Reports. Authored by : Susan Kendall. Provided by : Lumen Learning. Located at : https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/formal-reports/ . Project : Business Communication Skills for Managers. License : CC BY: Attribution
• 9.4 Report. Provided by : University of Minnesota Libraries. Located at : https://open.lib.umn.edu/businesscommunication/chapter/9-4-report/ . License : CC BY-NC-SA: Attribution-NonCommercial-ShareAlike
• image of professional reading a report on a tablet. Authored by : rawpixel. Provided by : Pixabay. Located at : https://pixabay.com/photos/paper-business-document-analysis-3249919/ . License : CC0: No Rights Reserved
• video How to write a business report. Provided by : USC: University of the Sunshine Coast. Located at : https://www.youtube.com/watch?v=V8uF1EoIneE . License : Other . License Terms : YouTube video
• video Formal Reports vs. Informal Reports. Provided by : Penn State Harrisburg . Located at : https://www.youtube.com/watch?v=aqeeh353NR8 . Project : Penn State Harrisburg English 202 Online Videos. License : Other . License Terms : YouTube video
• image of businesswoman reading report on a tablet. Authored by : rawpixel. Provided by : Pixabay. Located at : https://pixabay.com/photos/pill-laptop-technology-business-3203069/ . License : CC0: No Rights Reserved

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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

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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Library Guides

Report writing: overview.

• Scientific Reports
• Business Reports

Reports are typical workplace writing. Writing reports as coursework can help you prepare to write better reports in your work life.

Reports are always written for a specific purpose and audience. They can present findings of a research; development of a project; analysis of a situation; proposals or solutions for a problem. They should inlcude referenced data or facts. 

Reports should be structured in headings and sub-headings, and easy to navigate. They should be written in a very clear and concise language.

What makes a good report?

Following the instructions 

You may have been given a report brief that provides you with instructions and guidelines. The report brief may outline the purpose, audience and problem or issue that your report must address, together with any specific requirements for format or structure. Thus, always check the report guidelines before starting your assignment. 

An effective report presents and analyses evidence that is relevant to the specific problem or issue you have been instructed to address. Always think of the audience and purpose of your report. 

All sources used should be acknowledged and referenced throughout. You can accompany your writing with necessary diagrams, graphs or tables of gathered data.

The data and information presented should be analysed. The type of analysis will depend on your subject. For example, business reports may use SWOT or PESTLE analytical frameworks. A lab report may require to analyse and interpret the data originated from an experiment you performed in light of current theories. 

A good report has a clear and accurately organised structure, divided in headings and sub-headings. The paragraphs are the fundamental unit of reports. (See boxes below.)

The language of reports is formal, clear, succinct, and to the point. (See box below.)

Writing style

The language of reports should be:

Formal  – avoid contractions and colloquial expressions.

Direct  – avoid jargon and complicated sentences. Explain any technical terms.

Precise  – avoid vague language e.g. 'almost'  and avoid generalisations e.g. 'many people'

Concise  – avoid repetition and redundant phrases. Examples of redundant phrases:

• contributing factor = factor
• general consensus = consensus
• smooth to the touch = smooth

Strong paragraphs

Paragraphs, and namely strong paragraphs, are an essential device to keep your writing organised and logical. 

A paragraph is a group of sentences that are linked coherently around one central topic/idea.   Paragraphs should be the building blocks of academic writing. Each paragraph should be doing a job, moving the argument forward and guiding your reading through your thought process.

Paragraphs should be 10-12 lines long, but variations are acceptable. Do not write one-sentence long paragraphs; this is journalistic style, not academic.

You need to write so-called strong paragraphs wherein you present a topic, discuss it and conclude it, as afar as reasonably possible.  Strong paragraphs may not always be feasible, especially in introductions and conclusions, but should be the staple of the body of your written work. 

Topic sentence : Introduces the topic and states what your paragraph will be about

Development : Expand on the point you are making: explain, analyse, support with examples and/or evidence.

Concluding sentence : Summarise how your evidence backs up your point. You can also introduce what will come next.

PEEL technique

This is a strategy to write strong paragraphs. In each paragraph you should include the following:

P oint : what do you want to talk about?

E vidence : show me!

E valuation : tell me!

L ink : what's coming next?

Example of a strong paragraph, with PEEL technique:

Paragraph bridges

Paragraphs may be linked to each other through "paragraph bridges". One simple way of doing this is by repeating a word or phrase.

Check the tabs of this guide for more information on writing business reports and scientific reports. 

Report Structure

Generally, a report will include some of the following sections: Title Page, Terms of Reference, Summary, Table of Contents, Introduction, Methods, Results, Main body, Conclusion, Recommendations, Appendices, and Bibliography. This structure may vary according to the type of report you are writing, which will be based on your department or subject field requirements. Therefore, it is always best to check your departmental guidelines or module/assignment instructions first.  

You should follow any guidelines specified by your module handbook or assignment brief in case these differ, however usually the title page will include the title of the report, your number, student ID and module details.

Terms of Reference

You may be asked to include this section to give clear, but brief, explanations for the reasons and purpose of the report, which may also include who the intended audience is and how the methods for the report were undertaken.

(Executive) Summary 

It is often best to write this last as it is harder to summarise a piece of work that you have not written yet. An executive summary is a shorter replica of the entire report. Its length should be about 10% of the length of the report, 

Contents (Table of Contents)

Please follow any specific style or formatting requirements specified by the module handbook or assignment brief. The contents page contains a list of the different chapters or headings and sub-headings along with the page number so that each section can be easily located within the report. Keep in mind that whatever numbering system you decide to use for your headings, they need to remain clear and consistent throughout. 

Introduction

This is where you set the scene for your report. The introduction should clearly articulate the purpose and aim (and, possibly, objectives) of the report, along with providing the background context for the report's topic and area of research. A scientific report may have an hypothesis in addition or in stead of aims and objectives. It may also provide any definitions or explanations for the terms used in the report or theoretical underpinnings of the research so that the reader has a clear understanding of what the research is based upon. It may be useful to also indicate any limitations to the scope of the report and identify the parameters of the research. 

The methods section includes any information on the methods, tools and equipment used to get the data and evidence for your report. You should justify your method (that is, explain why your method was chosen), acknowledge possible problems encountered during the research, and present the limitations of your methodology. 

If you are required to have a separate results and discussion section, then the results section should only include a summary of the findings, rather than an analysis of them - leave the critical analysis of the results for the discussion section. Presenting your results may take the form of graphs, tables, or any necessary diagrams of the gathered data. It is best to present your results in a logical order, making them as clear and understandable as possible through concise titles, brief summaries of the findings, and what the diagrams/charts/graphs or tables are showing to the reader. 

This section is where the data gathered and your results are truly put to work. It is the main body of your report in which you should critically analyse what the results mean in relation to the aims and objectives (and/or, in scientific writing, hypotheses) put forth at the beginning of the report. You should follow a logical order, and can structure this section in sub-headings. 

Conclusion 

The conclusion should not include any new material but instead show a summary of your main arguments and findings. It is a chance to remind the reader of the key points within your report, the significance of the findings and the most central issues or arguments raised from the research. The conclusion may also include recommendations for further research, or how the present research may be carried out more effectively in future.

Recommendations

You can have a separate section on recommendations, presenting the action you recommend be taken, drawing from the conclusion. These actions should be concrete and specific. 

The appendices may include all the supporting evidence and material used for your research, such as interview transcripts, surveys, questionnaires, tables, graphs, or other charts and images that you may not wish to include in the main body of the report, but may be referred to throughout your discussion or results sections.

Bibliography

Similar to your essays, a report still requires a bibliography of all the published resources you have referenced within your report. Check your module handbook for the referencing style you should use as there are different styles depending on your degree. If it is the standard Westminster Harvard Referencing style, then follow these guidelines and remember to be consistent. 

Formatting reports

You can format your document using the outline and table of contents functions in Word

• Next: Scientific Reports >>
• Last Updated: Jan 19, 2023 10:14 AM
• URL: https://libguides.westminster.ac.uk/report-writing

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Successful University Writing

• Before You Start Writing...
• Structuring an essay
• Report writing
• Annotated bibliography
• Literature review
• Reflective writing
• Using Ideas from sources in your writing
• Writing concisely and editing your work
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What is a report?

A report is an informative piece of writing. It looks to present and analyse information uncovered via an investigation of a topic, problem, situation, experience or event. Ideally, reports do more than simply present findings. Rather, these findings should be discussed and analysed, with many reports offering recommendations that come from these findings.

Formal reports, usually written with a clear audience in mind, follow a specific structure to help the document to be easily read and navigated. The structure may differ slightly, depending on the style and nature of the report, but there are fundamental sections and approaches that are consistent across all reports. This guide looks at the structure and format of a formal academic report, which is likely to contain the following sections in this order below.

Report Structure and Format

• Executive Summary
• Table of Contents

List of figures

Introduction.

• Conclusions

Recommendations

• Glossary and Appendices (not always required)

The title page should clearly state the following information:

• The title of the report, or if appropriate, a re-statement of the assignment task or topic.
• Clarification of the audience for whom the report is prepared. For an academic submission and part of an assignment, you would include the course lecturer's name. Other types of reports would include a client or organisation name here.
• Submission date
• Student name and number

Some published reports may include images or graphics on a report cover or title page. This is not usually required for an academic report.

Executive summary

The executive summary (in some cases referred to as an abstract) captures the main aspects of the report and summarises them in a way that allows the reader to have a sense of the report's purpose, processes of analysis, findings and recommendations, to help make an informed decision as to the report's relevance for their needs. Written well, the executive summary should encourage the reader to continue to read the whole report.

As the executive summary captures aspects of the whole report, including recommendations, it should be written last. That said, it is a key component of the report and should be written carefully and not considered as an afterthought.

In general, the length of the executive summary should be about 10 to 15 percent of the total report and should rarely be longer than one page. It is important to remember that the executive summary is not included in the word count of the report. It would generally be single spaced and witten in paragraph form without subheadings, direct quotes or bullet points. Key parts that should be included in the executive summary are:

• the purpose and scope of the report
• a description of the type of analysis and methods used to investigate the issue or topic
• an outline of the main findings of the report
• a summary of the key recommendations.

The executive summary should be numbered using the lower case roman numerals i . If the summary is long and goes over the page, continue the numbering in the same way, ii .

Table of contents

The table of contents should be listed on a new page of the report, with page numbers continuing on from the executive summary with roman numerals (e.g. ii ).

List the sections in the order they appear in the report and include page numbers. Note that the introduction, which follows the table of contents,  will usually be Page 1 of the report and will be expressed using Arabic numerals (1, 2...).

Look at the following table of contents. Note that sections are numbered using decimal notation, and that subsections are listed using the same system.

This is is a contents page for the report and assists the reader in locating included graphics. In addition to the graphic title, citation details and the page location are included.

It should begin on a new page, directly after the Table of Contents , but before the Introduction .

There are three main aspects that should be addressed in the report introduction.

The purpose and audience

• Name the audience for whom the report is being produced.
• Include clear statement outlining the problem to be addressed or the question/s that the report will attempt to answer.
• Include a brief summary of what is included in the report,
• Briefly escribe how information will be presented and research methods employed.

Limitations

• Acknowledge limitations of the report.

The body of the report contains discussion and analysis, and should consistently link information back to the objective of the report. Organise the body into sections and use decimal notation to number the headings and subheadings ( see a sample Table of Contents to illustrate decimal notation ).

Typically, the report body should:

• Provide some historical background or context relevant to the report subject.
• Name, discuss and analyse relevant data.
• Present ideas and theories, using illustrations, tables and graphics to convey key or complex information.
• Break the information down into logical sections to assist with selective reading and understanding.
• Use evidence to support any independent research that is included.

The conclusion of the report should tie together the main points and findings that were presented in the body. The purpose of the conclusion is to connect all of the information presented in such as way as to make sense of it as a whole. One way to look at this is to treat the conclusion as as a response to the question, "What is the significance of the findings of this report?"

The conclusion should make reference to the purpose of the report. Was the purpose and reason for the report fulfilled? Were the initial questions to be answered sufficiently addressed? What insights might have been gleaned through the report? Have the stated areas of investigation been addressed sufficiently?

Recommendations are a significant aspect of report writing. After all, reports are generally commissioned to investigate a particular area of focus so as to inform potential action. Often, analytical reports reports seek to suggest solutions to specific problems. Recommendations should be made on the basis of the report's findings and be tailored to the audience.

The report's recommendations should commence with a brief persuasive statement, followed by numbered or bulleted recommendations.

Recommendations should flow logically from the report's conclusion.  It is useful to think about this as, "the reports concludes that... therefore the following action should be taken". Think about how the recommendations might be implemented, how realistic they are and what the implications might be.

A good tip when phrasing recommendations is to begin with a verb - after all they should refer to actions. Some examples of verbal phrasing might include:

• Offer industry incentives...
• Establish a fund to...
• Revise current arrangements...
• Increase payments to...
• Continue to research...
• Promote awareness through...
• Engage stakeholders by...
• Extend access hours to...

References should be included using the style stipulated by your school or discipline.

Usually, a glossary is only required if a considerable amount of jargon or a number of technical terms, which need to be explained to readers, have been included.

Begin the glossary on a new page. The term to be explained should be listed on the left, with an explanation and reference added on the right hand side.

Appendices can include material that is supplementary to information that is present in the body of the report. Appendix material should help to deepen a reader's understanding of the topic and the particular appendix should be referred to in the relevant body section. 

Some examples of appendices could include resources such as:

• questionnaires
• tables 

Number the appendices sequentially (i.e. 1, 2, 3...) and provide a title for each one.

Begin each appendix on a new page.

Ensure that information included in the appendices is properly acknowledged and referenced.

Grellier, J. & Goerke, V. (2006). Communication skills toolkit: Unlocking the secrets of tertiary success. Cengage

Summers, J. & Smith, B. (2010). Communication skills handbook (3rd ed.). Wiley.

Turner, K., Krenus, B., Ireland, L., & Pointon, L. (2011).  Essential academic skills  (2nd ed.). Oxford University Press.

Success Now! workshops are available live online or on campus. Register here for workshops on research and writing . You can also organise an individual consultation here to talk to a learning advisor about planning your assignments.

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• Last Updated: Feb 1, 2024 10:25 AM
• URL: https://library.nd.edu.au/writing

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

Meet Rachael, the editor at Become a Writer Today. With years of experience in the field, she is passionate about language and dedicated to producing high-quality content that engages and informs readers. When she's not editing or writing, you can find her exploring the great outdoors, finding inspiration for her next project.

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Report Writing Format, Tips, Samples and Examples

Pankaj dhiman.

• Created on December 11, 2023

How to Write a Report: A Complete Guide (Format, Tips, Common Mistakes, Samples and Examples of Report Writing)

Struggling to write clear, concise reports that impress? Fear not! This blog is your one-stop guide to mastering report writing . Learn the essential format, uncover impactful tips, avoid common pitfalls, and get inspired by real-world examples.

Whether you’re a student, professional, or simply seeking to communicate effectively, this blog empowers you to craft compelling reports that leave a lasting impression.

Must Read: Notice Writing: How to write, Format, Examples

What is Report Writing ?

Report Writing – Writing reports is an organized method of communicating ideas, analysis, and conclusions to a target audience for a predetermined goal. It entails the methodical presentation of information, statistics, and suggestions, frequently drawn from study or inquiry.

Its main goal is to inform, convince, or suggest actions, which makes it a crucial ability in a variety of professional domains.

A well-written report usually has a concise conclusion, a well-thought-out analysis, a clear introduction, a thorough methodology, and a presentation of the findings.

It doesn’t matter what format is used as long as information is delivered in a logical manner, supports decision-making, and fosters understanding among stakeholders.

Must Read : Article Writing Format, Objective, Common Mistakes, and Samples

Format of Report Writing 

• Title Page:
• Title of the report.
• Author’s name.
• Date of submission.
• Any relevant institutional affiliations.
• Abstract/Summary:
• A brief overview of the report’s key points.
• Summarizes the purpose, methods, results, and conclusions.
• Table of Contents:
• Lists all sections and subsections with corresponding page numbers.

Introduction:

• Provides background information on the subject.
• Clearly states the purpose and objectives of the report.
• Methodology:
• Details how the information was gathered or the experiment conducted.
• Includes any relevant procedures, tools, or techniques used.
• Findings/Results:
• Presents the main outcomes, data, or observations.
• Often includes visual aids such as charts, graphs, or tables.
• Discussion:
• Analyzes and interprets the results.
• Provides context and explanations for the findings.

Conclusion:

• Summarizes the key points.
• May include recommendations or implications.

Must Read: Directed Writing: Format, Benefits, Topics, Common Mistakes and Examples

Report Writing Examples – Solved Questions from previous papers

Example 1: historical event report.

Question : Write a report on the historical significance of the “ Battle of Willow Creek ” based on the research of Sarah Turner. Analyze the key events, outcomes, and the lasting impact on the region.

Solved Report:

Title: Historical Event Report – The “Battle of Willow Creek” by Sarah Turner

This report delves into the historical significance of the “Battle of Willow Creek” based on the research of Sarah Turner. Examining key events, outcomes, and the lasting impact on the region, it sheds light on a pivotal moment in our local history.

Sarah Turner’s extensive research on the “Battle of Willow Creek” provides a unique opportunity to explore a critical chapter in our local history. This report aims to unravel the intricacies of this historical event.

Key Events:

The Battle of Willow Creek unfolded on [date] between [opposing forces]. Sarah Turner’s research meticulously outlines the sequence of events leading to the conflict, including the political climate, disputes over resources, and the strategies employed by both sides.

Through Turner’s insights, we gain a nuanced understanding of the immediate outcomes of the battle, such as changes in territorial control and the impact on the local population. The report highlights the consequences that rippled through subsequent years.

Lasting Impact:

Sarah Turner’s research underscores the enduring impact of the Battle of Willow Creek on the region’s development, cultural identity, and socio-political landscape. The report examines how the event shaped the community we know today.

The “Battle of Willow Creek,” as explored by Sarah Turner, emerges as a significant historical event with far-reaching consequences. Understanding its intricacies enriches our appreciation of local history and its role in shaping our community.

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Report writing Samples

 book review report.

Title: Book Review – “The Lost City” by Emily Rodriguez

“The Lost City” by Emily Rodriguez is an enthralling adventure novel that takes readers on a captivating journey through uncharted territories. The author weaves a tale of mystery, discovery, and self-realization that keeps the reader engaged from beginning to end.

Themes and Characters:

Rodriguez skillfully explores themes of resilience, friendship, and the pursuit of the unknown. The characters are well-developed, each contributing uniquely to the narrative. The protagonist’s transformation throughout the story adds depth to the overall theme of self-discovery.

Plot and Pacing:

The plot is intricately crafted, with twists and turns that maintain suspense and intrigue. Rodriguez’s ability to balance action scenes with moments of introspection contributes to the novel’s well-paced narrative.

Writing Style:

The author’s writing style is engaging and descriptive, allowing readers to vividly envision the settings and empathize with the characters. Dialogue flows naturally, enhancing the overall readability of the book.

“The Lost City” is a commendable work by Emily Rodriguez, showcasing her storytelling prowess and ability to create a captivating narrative. This novel is recommended for readers who enjoy adventure, mystery, and character-driven stories.

Must Read: What is Descriptive Writing? Learn how to write, Examples and Secret Tips

Report Writing Tips

Recognise your audience:

Take into account your target audience’s expectations and degree of knowledge. Adjust the content, tone, and language to the readers’ needs.

Precision and succinctness:

To communicate your point, use language that is simple and unambiguous. Steer clear of convoluted sentences or needless jargon that could confuse the reader.

Logical Structure:

Organize your report with a clear and logical structure, including sections like introduction, methodology, findings, discussion, and conclusion.

Use headings and subheadings to improve readability.

Introduction with Purpose:

Clearly state the purpose, objectives, and scope of the report in the introduction.

Provide context to help readers understand the importance of the information presented.

Methodology Details:

Clearly explain the methods or processes used to gather information.

Include details that would allow others to replicate the study or experiment.

Presentation of Findings:

Give a well-organized and structured presentation of your findings.

Employ graphics (tables, graphs, and charts) to support the text and improve comprehension.

Talk and Interpretation:

Examine the findings and talk about the ramifications.

Explain the significance of the results and how they relate to the main goal.

Brief Conclusion:

Recap the main ideas in the conclusion.

Indicate in detail any suggestions or actions that should be implemented in light of the results.

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Common mistakes for Report Writing 

Insufficient defining:.

Error: Employing ambiguous or imprecise wording that could cause misunderstandings.

Impact: It’s possible that readers won’t grasp the content, which could cause misunderstandings and confusion.

Solution: Explain difficult concepts, use clear language, and express ideas clearly.

Inadequate Coordination:

Error: Not adhering to a coherent and systematic format for the report.

Impact: The report’s overall effectiveness may be lowered by readers finding it difficult to follow the information’s flow due to the report’s lack of structure.

Solution: Make sure the sections are arranged clearly and sequentially, each of which adds to the report’s overall coherence.

Inadequate Research:

Error: Conducting insufficient research or relying on incomplete data.

Impact: Inaccuracies in data or lack of comprehensive information can weaken the report’s credibility and reliability.

Solution: Thoroughly research the topic, use reliable sources, and gather comprehensive data to support your findings.

Inconsistent Formatting:

Error: Using inconsistent formatting for headings, fonts, or spacing throughout the report.

Impact: Inconsistent formatting can make the report look unprofessional and distract from the content.

Solution: Maintain a uniform format for headings, fonts, and spacing to enhance the visual appeal and professionalism of the report.

Unsubstantiated Conclusions:

Error: Drawing conclusions that are not adequately supported by the evidence or findings presented.

Impact: Unsubstantiated conclusions can undermine the report’s credibility and weaken the overall argument.

Solution: Ensure that your conclusions are directly derived from the results and are logically connected to your research objectives, providing sufficient evidence to support your claims.

To sum up, proficient report writing necessitates precision, organization, and clarity. Making impactful reports requires avoiding common errors like ambiguous wording, shoddy organization, inadequate research, inconsistent formatting, and conclusions that are not supported by evidence.

One can improve the caliber and legitimacy of their reports by following a logical format, carrying out extensive research, staying clear, and providing conclusions that are supported by evidence.

Aiming for linguistic accuracy and meticulousness guarantees that the desired meaning is communicated successfully, promoting a deeper comprehension of the topic among readers.

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What is Report Writing? Parts, Types, Structure, Process

• Post last modified: 4 June 2023
• Reading time: 30 mins read
• Post category: Business Communication

• What is Report Writing?

Report writing is a formal style of presenting objective facts and information. There can be various types of reports, such as academic reports, science reports, business reports, technical reports, and news reports. A report can be verbal or written. However, a written report is more formal than a verbal report.

Table of Content

• 1 What is Report Writing?
• 2 Report Writing Definition
• 3 Report Writing Advantage
• 4.1 Introduction
• 4.2 Background
• 4.3 Findings
• 4.4 Conclusions
• 4.5 Recommendations
• 5.1 Informational reports
• 5.2 Analytical reports
• 5.3 News reports
• 6.2 Remaining details
• 6.3 Informational news report
• 6.4 Analytical news report
• 6.5 Additional details
• 6.6 Concluding sentence
• 7.1 Identify
• 7.2 Research
• 7.3 Organise
• 8 Feasibility Reports
• 9.1 Cover letter
• 9.2 Executive summary
• 9.3 Proposal
• 9.4 Pricing information
• 9.5 Terms and conditions

Report Writing Definition

Report writing is the process of organizing and presenting information in a clear, concise, and objective manner for a specific audience. It involves gathering data, analyzing it, and presenting it in a format that is easy to understand and relevant to the topic at hand. – The University of Wisconsin Writing Center

Report writing is the art of communicating information that has been acquired through research or investigation in a formal, structured manner. It involves synthesizing information, drawing conclusions, and making recommendations based on the findings. – The American Management Association

Report writing is the process of creating a document that provides information, analysis, and recommendations on a particular topic or issue. It requires the ability to organize and present data in a logical and meaningful way, as well as to convey complex ideas in a clear and concise manner. – The International Business Communication Standards (IBCS)

Report Writing Advantage

A written report also provides the following advantages:

• A written report presents a formal record of a transaction, which is not possible in a verbal report.
• A written report conveys a message without any distortion. On the other hand, a message can be easily misrepresented in a verbal report.
• A written report is more convenient for lengthy and distant communication.
• A written report requires a reader to think before responding to a message.
• Facts, figures and statistical data can be better represented graphically in a written report.

However, writing a report is not as easy as drafting a formal e-mail. A report is a brief, precise document. It is written for a specific audience with some specific objective. To write a report, you need to first thoroughly understand the purpose of report writing, then research information from various sources, verify the validity of information, analyse information, and then present findings or results. These findings must be reported objectively without personal biases.

A well-written report must have an effective objective analysis. Based on the analysis, you can recommend possible courses of action for the future. However, it is up to the report reader to accept the recommendations.

Therefore, while report writing, you must pay attention to why you are writing the report and who has asked you to write the report. This will help you investigate the information appropriately.

Parts of a Report

Following are the main sections of a formal report :

Introduction

Conclusions, recommendations.

This section indicates the purpose of the report, who has ordered the report, how the data is collected, and whether any recommendations are provided. In addition, the introduction section may also provide information on who has written the report and the date on which it is submitted.

This section provides the background of a problem or a situation on which the report is written. In case the report is too lengthy, then instead of introduction, an executive summary should be written.

The purpose of an executive summary is to enable top executives and managers to get a quick snapshot of a long report without reading the entire report. Therefore, the executive summary comes before introduction. Of course, then there would be no background section.

This is the longest section of a report, which is written after the investigation is over. This section presents factual information without any interpretation or suggestions.

Each finding is summarised as a conclusion in this section. In the above sample report, there are four conclusions based on the summary of each paragraph in the findings section. These conclusions are listed numerically in the same order as the corresponding findings.

The final section provides a numbered list of recommendations, which are based on the list of the conclusion. Each recommendation uses the verb should. This is because the writer is simply giving suggestions and not making a decision. Therefore, the verb should is used instead of the verb will. However, there are exceptions:

• To give a strong recommendation: Use the verb must. For example, ‘The team managers must ensure that the break hours are not shortened.’
• To give a weak recommendation: Use the verb could. For example, ‘Having a coffee dispenser in the facility could boost the staff morale.’

Types of Reports

Reports exist in our academics and workplaces in so many forms that we may not even be aware of them. For example, a student submits a laboratory report to communicate the methods and results of scientific experiments conducted in a lab.

Academicians and business people use research reports to view scientific studies of an issue or a problem. Policy-makers read field study reports to read about the ground situation from branch offices and manufacturing plants. Similarly, there are progress reports, technical reports, functional reports, case studies, etc.

All these reports share the attributes, principles, and format of report writing, which are described above. These reports can be organised into three groups:

Informational reports

Analytical reports, news reports.

An informational report is used to objectively present information without any analysis. Examples of informational reports include the First Information Report (FIR), annual reports, monthly financial reports, or employee attrition reports. These reports only report the facts as they are.

For example, the police write an FIR to record details about a cognisable offence, such as personal details of the complainant/informant, place, date and time of occurrence, offence, description of the accused, witnesses, and complaint.

Similarly, a company presents an annual report to its shareholders to present details of its business activities and finances of the previous financial year. An informational report presents objective facts without analysing the reasons and conditions behind the reported situation.

For example, if someone wants to study information on a field trip, then he can ask for a site visit report. Similarly, if a manager wants to view the feedback of a training programme, then he can ask for the training feedback report from the trainer. If the head of a department wants to get an update on the different projects in his department, he can ask for progress reports from different project managers.

An analytical report evaluates a problem or an issue and presents the outcomes of analysis to explain the causes of the problem, demonstrate relationships, or make recommendations.

For example, a scientific or market research report studies a problem scientifically by developing a hypothesis, gathering data, analysing data, and presenting findings and conclusions.

Similarly, a feasibility analysis report studies a problem and predicts whether the current solution or alternatives will be practical or will produce the desired outcome. Whenever you need to make a critical decision, then an analytical report is prepared. These reports help the decision-maker(s) analyse the prevailing situation.

For example, a company wants to decide where to open a branch office in a particular area. In this situation, an analytical report can evaluate the details of the property, such as infrastructure, land cost, competitive stores, etc., and then recommend the best site from the available options.

If you are working as or aspire to be a journalist, then you may need to write a press report. A press report is a newsworthy article in a newspaper, magazine or website. It is different from the press release by companies. A press release is an official statement of a company on an important subject or event. A press release generally focuses on one particular subject, such as a milestone, a launch, an anniversary, etc.

On the other hand, a press report discusses the subject in detail. A press release is a marketing tool used by companies to keep the general public and the media updated about its newsworthy occasions. It helps build a company’s visibility in the minds of its customers and community at large.

A press release is generally prepared by a company’s marketing or Public Relations (PR) team, whereas a press report is written by an independent journalist. Therefore, a press report presents more objective information than a press release, which is a company’s promotional mouthpiece. Just like informational and analytical reports, a press report requires considerable research on a subject before it is written credibly.

The author must ask the 5 Ws and 1 H – who, what, where, why, when, and how. Questions arise in the following manner:

• What happened?
• Where did it happen?
• When did it happen?
• Who was involved?
• Why did it happen?
• How did it happen?

After finding the answers, he must note down all the relevant facts that must be mentioned in the news report. These facts can be organised into the following three groups:

• Vital and interesting facts
• Not vital but interesting facts
• Not vital, not interesting, but related facts

By organising information into the above groups, the author will be able to include all the relevant facts into the news report. The facts must be specific. If there are gaps in the story and the related information is not available, then questions can be marked against them so that these can be researched further.

Next, the author must decide the type of news report he wants to write – informational or analytical. The former will provide objective and straightforward information, whereas the latter will also provide the author’s opinion on the subject.

After determining the type of news report to write, the author must create an outline or structure of the report. The most common structure is an inverted triangle, where the most important information is at the top.

A news report must provide the information that the readers want as soon as possible. If the news report is for a newspaper, then the most important news must be above the “fold”. The “fold” is the crease in the newspaper when it is folded in half. All the engaging stories are above the fold. Similarly, on a website, the most important information is at the top of the screen before one has to scroll down.

A news report must be written according to the audience. The author should ask the 5Ws with respect to the audience reaction, such as:

• Who is the audience?
• Where is the audience?
• What does the audience want to read?
• Why do they want to read it?
• When will they read it?

Structure of News Report

Finally, the structure of a news report is as follows:

Remaining details

Informational news report, analytical news report, additional details, concluding sentence.

The leading sentence of a news report is the most important section. It should tell what the news report is all about, why it is important, and what information the rest of the news report provides.

These provide the basic information of what happened, where it happened, when it happened, who was involved, and why it was remarkable.

In this report, the remaining details provide more information about the newsworthy item.

In this report, the remaining details also provide the opinion of the author.

These details help the reader learn more about the newsworthy item, such as additional facts about the subject, contact information, or interview quotes. These details comprise transitional elements that help build the flow of information. In an analytical report, these can also include counter-arguments and their authors.

The news report should end with a concluding sentence, which repeats the leading statement or a statement mentioning future developments.

Report Writing Process

This process will ensure that your report is accurate, clear, comprehensive and credible.

Before writing a report, identify the following parameters:

• Issue or problem : Identify the issue or problem to analyse.
• Audience : Identify who the audience is. Find out their background information. Determine why they would want to read the report.
• Purpose : Determine the purpose for which the report will be used.
• Scope and limitations : Identify the scope of the report. Determine the limitations of report writing.
• Expectations : Determine expectations regarding the format or structure of the report. Identify the models available for report writing. Determine whether there is a style guide and/or a marketing guide.

To research the facts or information for report writing:

• Plan : Make a draft plan on how to analyse the problem and present the objective of the report.
• Collect data: Collect information based on the purpose of the report.
• Analyse : Finally, analyse and evaluate the collected information.

After gathering and analysing the required information, organise it as follows:

• Main points : Identify the main points of the report. These main points should be supported by adequate evidence.
• Additional information : Identify the supporting information that analyses and confirms the main points. This information should be placed in appendices.
• Logical structure : Organise the entire information into a logical structure to help the readers easily navigate to the desired part of the report.
• Write : After deciding the logical structure of the report, fill in the elements of the report, including executive summary, main body, introduction and conclusion.
• Revise : Finally, verify if it is appropriate for the problem, audience, and purpose.

Feasibility Reports

A feasibility report is a written document that analyses the proposed solution and examines whether it is feasible considering various types of constraints such as financial, social, environmental, social, technical, and legal that can make it impossible for a solution to be opted.

Feasibility reports assess the practicality of following a particular course of action for a project. It advises whether it will be feasible to opt for a particular course of action or will this proposal or plan work? These are written internal reports that advise on consolidating departments or to organise a wellness programme for employees or to outsource company’s accounting or social media or to move the manufacturing unit to a new location.

Some companies hire a professional consultant to write feasibility reports in order to investigate a problem. These reports help in deciding whether to proceed or reject the proposed option.

• Overview of the Project
• Objectives of the Project
• The Need for the Project
• Overview of Existing Systems and Technologies
• Scope of the Project
• Deliverables
• Financial Feasibility
• Technical Feasibility
• Resource and Time Feasibility
• Risk Feasibility
• Social/Legal Feasibility
• Considerations

Proposal Writing

A business proposal is defined as a written document from a seller that offers a particular service or product to a prospective buyer. Business proposals are important in scenarios where a buyer might consider multiple prices in a transaction.

A good business proposal considers the buyer’s requirements and puts forth the seller’s proposal in a way that favours the seller’s products and services, and persuades the buyer about the offer. A business proposal is a critical document as it determines the difference between success and failure in a venture. Business proposals can be:

• Solicited : These are requested by clients themselves or submitted in response to an advertisement published by the client. Solicited business proposals generally have a better chance of success since they are tailored to the requirements of the person receiving the proposal.
• Unsolicited : These are submitted to potential clients even though they did not request for one. These are non-specific proposals and have no direct connection to the client’s requirements. Sellers use them to market a product or service to a prospective customer.

Because proposals are time-consuming, it is the best to start with available templates if possible. You will save a lot of time if you start with a proposal template that matches what you need and then customise it according to your requirements.

A business proposal includes various sections which are defined as follows:

Cover letter

Executive summary, pricing information, terms and conditions.

In the other article, you studied writing cover letters for a job application. A business proposal also needs a cover letter because a good cover letter will stimulate interest in the proposal. Make sure to highlight your positives and personalise them to the client to whom you are sending the business proposal.

This is where you give the client a ‘problem statement’ to help him identify the challenges and requirements in his business. This is because in order to persuade the client to do business with you, you first need to make sure that the client realises they have those needs. Then you briefly state how you will be able to help them meet those requirements.

The proposal is the part where you offer a detailed solution to the challenges and needs of the prospective client. This is the main reason for submitting a business proposal so it should be as detailed as possible, addressing all the needs of the client.

You should explain to the client all services that you can provide. You should tailor your list of services to suit the particular client’s needs but include other services that you may provide. Also include an estimated project schedule and time frame.

Most buyers consider the price of services before offering a contract. Thus, getting accurate pricing information is crucial. However, two points must be kept in mind. One it is important to be exact with the pricing and the second is to never negotiate below what you think the project is worth.

For smaller projects, a ‘fee summary’ will do the job. But a ‘fee schedule’ is needed for bigger projects, where payments need to be broken down to specific milestones.

It is in your interest to get legal counsel to review the proposal as this will cover your business against claims.

Business Communication Notes

( Click on Topic to Read )

• What is Business Communication?
• What is Communication?
• Types of Communication

7 C of Communication

• Barriers To Business Communication
• Oral Communication

Types Of Non Verbal Communication

• What is Written Communication?
• What are Soft Skills?
• Interpersonal vs Intrapersonal communication
• Barriers to Communication
• Importance of Communication Skills
• Listening in Communication

Causes of Miscommunication

• What is Johari Window?
• What is Presentation?

Communication Styles

• Channels of Communication

Hofstede’s Dimensions of Cultural Differences and Benett’s Stages of Intercultural Sensitivity

• Organisational Communication
• Horizontal C ommunication
• Grapevine Communication
• Downward Communication
• Verbal Communication Skills
• Upward Communication
• Flow of Communication
• What is Emotional Intelligence?
• What is Public Speaking?
• Upward vs Downward Communication
• Internal vs External Communication
• What is Group Discussion?
• What is Interview?
• What is Negotiation?
• What is Digital Communication?
• What is Letter Writing?
• Resume and Covering Letter
• What is Business Meeting?
• What is Public Relations?
• What Is Market Segmentation?
• What Is Marketing Mix?
• Marketing Concept
• Marketing Management Process
• What Is Marketing Environment?
• What Is Consumer Behaviour?
• Business Buyer Behaviour
• Demand Forecasting
• 7 Stages Of New Product Development
• Methods Of Pricing
• What Is Public Relations?
• What Is Marketing Management?
• What Is Sales Promotion?
• Types Of Sales Promotion
• Techniques Of Sales Promotion
• What Is Personal Selling?
• What Is Advertising?
• Market Entry Strategy
• What Is Marketing Planning?
• Segmentation Targeting And Positioning
• Brand Building Process
• Kotler Five Product Level Model
• Classification Of Products
• Types Of Logistics
• What Is Consumer Research?
• What Is DAGMAR?
• Consumer Behaviour Models
• What Is Green Marketing?
• What Is Electronic Commerce?
• Agricultural Cooperative Marketing
• What Is Marketing Control?
• What Is Marketing Communication?
• What Is Pricing?
• Models Of Communication
• What is Sales Management?
• Objectives of Sales Management
• Responsibilities and Skills of Sales Manager
• Theories of Personal Selling
• What is Sales Forecasting?
• Methods of Sales Forecasting
• Purpose of Sales Budgeting
• Methods of Sales Budgeting
• Types of Sales Budgeting
• Sales Budgeting Process
• What is Sales Quotas?
• What is Selling by Objectives (SBO) ?
• What is Sales Organisation?
• Types of Sales Force Structure
• Recruiting and Selecting Sales Personnel
• Training and Development of Salesforce
• Compensating the Sales Force
• Time and Territory Management
• What Is Logistics?
• What Is Logistics System?
• Technologies in Logistics
• What Is Distribution Management?
• What Is Marketing Intermediaries?
• Conventional Distribution System
• Functions of Distribution Channels
• What is Channel Design?
• Types of Wholesalers and Retailers
• What is Vertical Marketing Systems?
• What i s Marketing?
• What i s A BCG Matrix?
• 5 M’S Of Advertising
• What i s Direct Marketing?
• Marketing Mix For Services
• What Market Intelligence System?
• What i s Trade Union?
• What Is International Marketing?
• World Trade Organization (WTO)
• What i s International Marketing Research?
• What is Exporting?
• What is Licensing?
• What is Franchising?
• What is Joint Venture?
• What is Turnkey Projects?
• What is Management Contracts?
• What is Foreign Direct Investment?
• Factors That Influence Entry Mode Choice In Foreign Markets
• What is Price Escalations?
• What is Transfer Pricing?
• Integrated Marketing Communication (IMC)
• What is Promotion Mix?
• Factors Affecting Promotion Mix
• Functions & Role Of Advertising
• What is Database Marketing?
• What is Advertising Budget?
• What is Advertising Agency?
• What is Market Intelligence?
• What is Industrial Marketing?
• What is Customer Value
• What is Consumer Behaviour?
• What Is Personality?
• What Is Perception?
• What Is Learning?
• What Is Attitude?
• What Is Motivation?
• Consumer Imagery
• Consumer Attitude Formation
• What Is Culture?
• Consumer Decision Making Process
• Applications of Consumer Behaviour in Marketing
• Motivational Research
• Theoretical Approaches to Study of Consumer Behaviour
• Consumer Involvement
• Consumer Lifestyle
• Theories of Personality
• Outlet Selection
• Organizational Buying Behaviour
• Reference Groups
• Consumer Protection Act, 1986
• Diffusion of Innovation
• Opinion Leaders
• What is Business Law?
• Indian Contract Act 1872
• Essential Elements of a Valid Contract
• Types of Contract
• What is Discharge of Contract?
• Performance of Contract
• Sales of Goods Act 1930
• Goods & Price: Contract of Sale
• Conditions and Warranties
• Doctrine of Caveat Emptor
• Transfer of Property
• Rights of Unpaid Seller
• Negotiable Instruments Act 1881
• Types of Negotiable Instruments
• Types of Endorsement
• What is Promissory Note?
• What is Cheque?
• What is Crossing of Cheque?
• What is Bill of Exchange?
• What is Offer?
• Limited Liability Partnership Act 2008
• Memorandum of Association
• Articles of Association
• What is Director?
• Trade Unions Act, 1926
• Industrial Disputes Act 1947
• Employee State Insurance Act 1948
• Payment of Wages Act 1936
• Payment of Bonus Act 1965
• Labour Law in India
• What is Brand Management?
• 4 Steps of Strategic Brand Management Process
• Customer Based Brand Equity
• What is Brand Equity?

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Report writing An overview and comparison with essays

There are many forms of writing which you may have to undertake at university, from reflective journals to extended researched assignments. The two most common forms of writing are reports and essays . This page describes what a report is , outlines the main types of report you may need to write, and summarises the differences between reports and essays .

What is a report?

For another look at the same content, check out the video on YouTube (also available on Youku ).

A report is a clearly structured form of writing which presents and analyses information clearly and briefly for a particular audience. The information is usually the result of an experiment, investigation, or some other form of primary research such as a questionnaire or survey. It will contain headings and sub-headings, as well as graphics such as graphs, charts and tables. Reports often use the information they contain to present recommendations for future action. They are common not only at university, but also in industry and government. For more information on what a report is, see the section below which compares reports to essays .

Types of report

There are many different types of reports which can be written, though the type you will write at university depends very much on your course of study. Each report will have a different format and writing conventions, though the structure and language used are broadly similar for all reports. The following are some of the main reports written at university.

• Laboratory report . This type of report explains and analyses the results of an experiment. It may also be called lab report , experimental report , or science report .
• Business report . This analyses a situation and uses business theory to provide solutions or recommendations. It includes many types, e.g. market research report , marketing report , and financial report .
• Case study report . This examines a real-world situation (the 'case') and analyses it using appropriate theory (the 'study').
• project report . This reports on project work which has been conducted.
• Research report . This gives the results of research which has been conducted, for example through surveys (via questionnaires or interviews).
• progress report . This informs a supervisor about progress on a project over a certain period of time.
• Design report . This report describes and evaluates a design used to solve a particular problem.
• Field report . This combines theory and practice by describing an observed person, place or event and analysing the observation.

Other types of report are possible, such as a systems analysis report , a maths report , a feasibility study and a client case work report . Some disciplines, especially business, may require you to write an essay with headings. This is not a report, since all the other features, aside from the headings, are the same as a conventional essay.

Reports vs. essays

Although many of the writing skills required for essays also apply to reports, such as use of topic sentences , cohesion and citations , reports are quite unlike essays in several regards. The table below summarises the main differences. These are divided into three categories: general areas, structure, and content.

Charles Darwin University (2013) Report . Available from http://learnline.cdu.edu.au/studyskills/studyskills/reports.html (Access date 19 July, 2015).

Massey University (2012) Business Report . Available from http://owll.massey.ac.nz/assignment-types/business-report.php (Access date 20 July, 2015).

Monash University (2015) Report Writing . Available from http://www.monash.edu.au/lls/llonline/writing/general/report/index.xml (Access date 20 July, 2015).

Purdue University (2015) Purposes and Types of Report Format . Available from https://owl.english.purdue.edu/owl/resource/726/02/ (Access date 20 July, 2015).

Queensland University of Technology (2014) Writing a report Available from http://www.citewrite.qut.edu.au/write/report.jsp (Access date 19 July, 2015).

RMIT University (2007) Differences between Essays, Reports and Journals . Available from https://www.dlsweb.rmit.edu.au/lsu/content/2_assessmenttasks/assess_pdf/diffbet_reportsessays.pdf (Access date 19 July, 2015).

Unilearning (2000) Comparison: reports and essays . Available from http://unilearning.uow.edu.au/report/1b.html (Access date 19 July, 2015).

University of Queensland (2015) Types of assignment . Available from http://www.uq.edu.au/student-services/learning/types-of-assignments (Access date 20 July, 2015).

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Compare & contrast essays examine the similarities of two or more objects, and the differences.

Cause & effect essays consider the reasons (or causes) for something, then discuss the results (or effects).

Discussion essays require you to examine both sides of a situation and to conclude by saying which side you favour.

Problem-solution essays are a sub-type of SPSE essays (Situation, Problem, Solution, Evaluation).

Transition signals are useful in achieving good cohesion and coherence in your writing.

Reporting verbs are used to link your in-text citations to the information cited.

What Are Business and Technical Reports?

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• An Introduction to Punctuation
• Ph.D., Rhetoric and English, University of Georgia
• M.A., Modern English and American Literature, University of Leicester
• B.A., English, State University of New York

A report is a document that presents information in an organized format for a specific audience and purpose . Although summaries  of reports may be delivered orally, complete reports are almost always in the form of written documents.

In "Contemporary Business Reports," Kuiper and Clippinger define business reports as "organized, objective presentations of observations, experiences, or facts used in the decision-making process."

Sharma and Mohan, in their book "Business Correspondence and Report Writing," define a technical report as "a written statement of the facts of a situation, project, process or test; how these facts were ascertained; their significance; the conclusions that have been drawn from them; and [in some cases] the recommendations that are being made."

Types of reports include memos , minutes, lab reports, book reports , progress reports, justification reports, compliance reports, annual reports, and policies and procedures.

Purpose of Business and Technical Reports

In "Business Communication: A Framework for Success," H. Dan O'Hair, James S. O'Rourke, and Mary John O'Hair, explain the four primary purposes of business reports.

"Reports can fulfill four different, and sometimes related, functions. They can be used as controls to ensure that all departments are functioning properly, to give information, to provide an analysis, and to persuade others to act."

Characteristics of Effective Reports

In "Contemporary Business Reports," Shirley Kuiper and Dorinda Clippinger provide insight into effective business communications.

"Effective reports are understood by the reader as the writer intended, and they influence the reader to act as the writer desired. The writer's objectives are most likely to be achieved if they correspond with the needs and objectives of the reader. An effective report is empathetic, accurate, complete, concise , and clear . Above all, an effective report presents information ethically."

Connecting With Your Audience

Warren Buffet, in the Foreword to " A Plain English Handbook ", shares his advice on how to best communicate in business reports.

"One unoriginal but useful tip: Write with a specific person in mind. When writing Berkshire Hathaway's annual report, I pretend that I'm talking to my sisters. I have no trouble picturing them: though highly intelligent they are not experts in accounting or finance. They will understand plain English , but jargon may puzzle them. My goal is simply to give them the information I would wish them to supply me if our positions were reversed. To succeed, I don't need to be Shakespeare; I must, though, have a sincere desire to inform."

Business Reports Can Be Long or Short

As described by John M. Lannon in "Technical Communication," along with the length of reports, the purpose and scope of reports differ.

"In the professional world, decision-makers rely on two broad types of reports: Some reports focus primarily on information ('what we're doing now,' 'what we did last month,' 'what our customer survey found,' 'what went on at the department meeting'). But beyond merely providing information, many reports also include analysis ('what this information means for us,' 'what courses of action should be considered,' 'what we recommend, and why')."

"For every long (formal) report, countless short (informal) reports lead to informed decisions on matters as diverse as the most comfortable office chairs to buy to the best recruit to hire for management training. Unlike long reports, most short reports require no extended planning, are quickly prepared, contain little or no background information, and have no front or end matter (title page, table of contents, glossary, etc). But despite their conciseness , short reports do provide the information and analysis that readers need."

• Kuiper, Shirley, and Dorinda A. Clippinger. Contemporary Business Reports. 5th ed., South-Western, Cengage Learning, 2013.
• Lannon, John M., and Laura J. Gurak. Technical Communication. 14th ed., Pearson, January 14, 2017.
• A Plain English Handbook - How to Create Clear SEC Disclosure Documents. Office of Investor Education and Assistance., Aug. 1998, b-ok.cc/book/2657251/448dd1.
• O'Hair, Dan, et al. Business Communication: a Framework for Success. South-Western College Publishing, 2000.
• Sharma, R. C., and Krishna Mohan. Business Correspondence and Report Writing: a Practical Approach to Business & Technical Communication . Tata McGraw-Hill, 2017.
• Graphics in Business Writing, Technical Communication
• Definition and Examples of Plain English
• Best Practices for Business Writing
• Technical Writing
• How to Write a Business Report for English Learners
• How to Use English Grammar for Writing Instructions
• What Is Proposal Writing?
• Business Writing: Claim Letters
• Effective Bad-News Messages in Business Writing
• What Is Expository Writing?
• Business Writing Resources
• Understanding General-to-Specific Order in Composition
• What Is a Primary Source?
• Word Choice in English Composition and Literature
• How to Write an Abstract
• Secondary Sources in Research

Report Writing And Its Significance In Your Career

You reach the office at around 9.00 AM, switch on your system, and start working. It’s a usual workday for…

You reach the office at around 9.00 AM, switch on your system, and start working. It’s a usual workday for you until your manager comes to your desk and asks you to create a sales report. That’s the first time you’ve got such a task, and find yourself struggling with basic questions such as, “What’s a report?” and “How do I write one?”

What Is Report Writing?

Elements of report writing, importance of report writing.

You must have heard the term ‘report writing’ before.

According to the commonly known definition of report writing, a report is a formal document that elaborates on a topic using facts, charts, and graphs to support its arguments and findings.

Any report—whether it’s about a business event or one that describes the processes of various departments in a company—is meant for a particular type of audience.

But why do you think your manager wants you to create a report?

One simple answer is: an elaborate report prepared with evaluated facts helps solve complex problems. When managers come across certain business situations, they ask for comprehensive and well-thought-out reports that can help them design business plans.

Once you have an idea about what a report is, the next step is to understand how you can write one.

There are different types of reports, and each has a specific structure, usually known as ‘elements of the report’.

While we tell you what the elements of report writing are, if you want detailed guidance, you can go for Harappa Education’s Writing Proficiently course that talks about the popular PREP (Point of starting, Reason, Evidence, and Point of ending) model of report writing.

Every report starts with a title page and a table of contents, after which come the main sections–the executive summary, introduction, discussion, and conclusion.

Executive Summary:

Do you remember summary writing for English class during school days? You were asked to read a story or passage and write a summary, including the important takeaways. ( ambien )

That’s exactly what you are expected to do in a report’s executive summary section. This section presents a brief overview of the report’s contents. You should present the key points of the report in this section.

But why is it important to write an executive summary at the start of the report?

Firstly, the summary will help readers better understand the purpose, key points, and evidence you are going to present in the report. Secondly, readers who are in a hurry can read the summary for a preview of the report.

Here are some specifics that will help you write a clear and concise summary:

Include the purpose of your report and emphasize conclusions or recommendations.

Include only the essential or most significant information to support your theories and conclusions.

Follow the same sequence of information that you have used in the report.

Keep the summary length to 10-15% of the complete report.

Try not to introduce any new information or point in summary that you haven’t covered in the report.

The summary should communicate the message clearly and independently.

Introduction:  

The introduction section should:

Briefly describe the background and context of the research you have done.

Describe the change, problem, or issue related to the topic.

Define the relevant objectives and purpose of the report

Give hints about the overall answer to the problem covered in the report.

Comment on the limitations and any assumptions you have made to get to the conclusion.

Discussion:

This section serves two purposes:

It justifies the recommendations.

It explains the conclusions.

While you are writing the discussion section, make sure you do the following:

Present your analysis logically.

If needed, divide the information under appropriate headings to improving readability and ease of understanding.

Explain your points and back up your claims with strong and evaluated evidence.

Connect your theory with real-life scenarios

Conclusion:

The last key element of report writing is the conclusion section. Present the conclusion as follows:

• The primary conclusion should come first.

Identify and interpret the major problems related to the case your report is based on.

Relate to the objectives that you have mentioned in the introduction.

Keep the conclusion brief and specific.

Before you start writing a report, it’s important to understand the significance of the report. It’s also crucial to research independently instead of relying on data and trends available on the internet, besides structuring the report properly. Here’s why:

Decision-Making Tool

Organizations require a considerable amount of data and information on specific topics, scenarios, and situations. Managers and decision-makers often use business reports and research papers as information sources to make important business decisions and reach solutions.

Another reason that adds to the significance of report writing is that it is a collection of evaluated information.

Different types of activities by different departments define an organization. Think of the departments your organization has–development, sales, distribution, marketing, HR, and more. Each department follows defined processes and protocols that require many small and large activities on a daily basis.

It is impossible for the management to keep an eye on the different activities in each department.

That’s where the reports can help. With every department writing and maintaining periodic reports, keeping a tab of ongoing activities becomes easier for the management.

Professional Improvements

During the annual appraisal cycle, your manager will ask you to write reports to explain your position, level of work, and performance.

If you have ever wondered how your manager decided to promote your colleague and not you, the answer may lie in his well-presented report.

Quick Source For Problem-Solving

There’s no denying that managers require accurate information on various topics to make quick decisions. Often due to urgency, managers only rely on business reports as an authentic source of information. Almost every employee would have witnessed a situation that needed the manager’s attention urgently. Reports come in handy during such situations.

Report writing is a significant exercise in many ways for your professional life. If you are not well-versed with it already, you must start working on your report writing skills now. For more help or guidance to learn this new skill, sign up for Harappa’s Writing Proficiently course.

Make the most of your time at home and master this new skill. Work on many assignments, improve your skills, and become a pro at report writing.

Explore our Harappa Diaries section to learn more about topics related to the Communicate habit such as the Importance of Writing Skills and the Cycle of Communication .

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What is the Importance of Report Writing? A Complete Overview

Reports are the backbone of effective communication in both academic and professional realms. Discover the significance of report writing in our blog on the Importance of Report Writing. Learn how mastering this skill can enhance your ability to convey information, influence decisions, and propel your career to new heights.

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Table of contents   

1) Importance of Report Writing  

    a) Evaluation 

    b) Development of skills 

    c) Investigation 

    d) Quick Location 

    e) Decision making tool 

    f) Neutral presentation of facts 

    g) A managerial tool 

    h) Proper control 

    i) Professional advancement 

    j) Encountering advance and complex situation 

2) Conclusion  

Importance of Report Writing  

Report Writing is a skill that can benefit you in various ways and contexts. Here is the list of reasons reflecting the Importance of Report Writing:  

Evaluation  

The importance of Report Writing can be reflected during the evaluation process. This is because Report Writing can help you evaluate your own or others’ performance, progress, or outcomes. For example, if you are a student, you can write a Report to assess your learning outcomes, achievements, or challenges in a course or a project. As a teacher, you can write a Report to evaluate your students’ learning outcomes, strengths, or weaknesses in a course or an assignment. 

If you are a researcher, you can write a Report to evaluate your research methods, results, or implications in a study or an experiment. Report Writing can help you identify the gaps, strengths, or areas for improvement in your own or others’ work.  

Development of skill s  

Report Writing can help you develop your skills in various domains and disciplines. For example, if you are a student, you can write a Report to improve your writing, research, analysis, or presentation skills. If you are a teacher, you can write a Report to enhance your teaching, assessment, feedback, or curriculum design skills. 

If you are a researcher, you can write a Report to advance your knowledge, methodology, innovation, or contribution skills. Report Writing can help you acquire new knowledge, apply existing knowledge, or create new knowledge in your field of interest. 

Investigation  

The Importance of Report Writing also lies in investigating a problem or a topic in-depth and in detail. For example, if you are a student, you can write a Report to explore a question or an issue that interests you or relates to your course or project. 

At the same time, if you are a teacher, you can write a Report to investigate a pedagogical or educational problem or phenomenon that affects your teaching or learning environment. On the other hand, if you are a researcher, you can write a Report to investigate a scientific or social problem or phenomenon that has significance or relevance for your discipline or society. Report Writing can help you collect, analyse, and present data in an organised and systematic way. 

Quick location  

Report Writing can help you locate information quickly and easily. For example, students can write a Report to summarise the main points and findings of your course or project for future reference or revision. If you are a teacher, you can write a Report to document the key aspects and outcomes of your course or assignment for future use or evaluation. 

At the same time, researchers can write a Report to record the essential details and implications of a study or experiment for future dissemination or publication. Report Writing can help you create an index, an abstract, or an executive summary that can help you access information at a glance . 

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Decision making tool  

Report Writing acts as a decision-making tool that can assist you in making decisions based on facts and evidence. For example, if you are a student, you can write a Report to support your arguments or opinions with data and sources in an essay or a debate. If you are a teacher, you can write a Report to justify your decisions or recommendations with data and sources in an assessment or feedback. 

If you are a researcher, you can write a Report to validate your claims or hypotheses with data and sources in a study or an experiment. Thus, Report Writing can help you use logic, reasoning, and analysis to make informed and rational decisions. 

Neutral presentation of facts  

Report Writing can help you present facts in a neutral and objective manner. For example, if you are a student, you can write a Report to avoid bias or emotion in your writing and use facts and evidence to support your points. If you are a teacher, you can write a Report to avoid bias or emotion in your assessment and use facts and evidence to evaluate your students. 

Researchers can write a Report to avoid bias or emotion in their research and use facts and evidence to demonstrate their findings. Report Writing can help you maintain a professional and ethical tone in your communication. 

A m anagerial t ool  

Report Writing can help you manage your work or project effectively and efficiently. For example, if you are a student, you can write a Report to plan, organise, and monitor your progress or outcomes in a course or a project. If you are a teacher, you can write a Report to plan, organise, and monitor your activities or objectives in a course or an assignment. 

If you are a researcher, you can write a Report to plan, organise, and monitor your methods or results in a study or an experiment. As a result, Report Writing can help you set goals, allocate resources, and measure performance. 

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Proper c ontrol  

Report Writing helps you control your work or project effectively and efficiently. For example, if you are a student, you can write a Report to check, review, and revise your work or project before submission or presentation. If you are a teacher, you can write a Report to check, review, and revise your work or project before delivery or evaluation. 

If you are a researcher, you can write a Report to check, review, and revise your work or project before dissemination or publication. Thus, Report Writing can help you ensure quality, accuracy, and consistency in your work or project. 

Professional a dvancement  

The importance of Report Writing lies in advancing and developing your professional career. For example, if you are a student, you can write a Report to demonstrate your competence, knowledge, and skills in a course or a project. In contrast, if you are a teacher, you can write a Report to demonstrate your competence, knowledge, and skills in a course or an assignment. 

If you are a researcher, you can write a Report to demonstrate your competence, knowledge, and skills in a study or an experiment. Report Writing can help you showcase your achievements, contributions, or innovations in your field of interest. 

Encountering advance and complex situation  

Report Writing can help you encounter advanced and complex situations in your work or project. For example, if you are a student, you can write a Report to deal with challenging questions or issues that arise in your course or project. If you are a teacher, you can write a Report to deal with challenging questions or issues that arise in your course or assignment. 

If you are a researcher, you can write a Report to deal with challenging questions or issues that arise in your study or experiment. Report Writing can help you solve problems, overcome obstacles, or discover new possibilities in your work or project. 

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Conclusion  

We hope that this blog has helped you understand the Importance of Report Writing and how to use it effectively. Report Writing is a skill that can benefit you in various ways and contexts. So, why not start writing Reports today? You will be amazed by the results! 

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