what is report writing in english language

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 Writing: Format, Topics, and Examples

Learn the essentials of report writing with this comprehensive guide. Explore the proper format, find inspiring topics, and discover real-world examples to enhance your report writing skills.

What is Report Writing?

A Report Writing is a written account that helps us to know about an event, situation, or occurrence in detail that has already taken place.

Report Writing is a narrative of Events described in an impartial approach. Rules and Format of Report Writing are necessary to know for English report writing. Examples of Report Writing help us in doing this easily.

The Power of Effective Report Writing

Report writing is a skill that transcends industries and disciplines, playing a vital role in conveying information, analyzing data, and making informed decisions. 

Whether you are a student, a researcher, a business professional, or someone looking to improve your communication abilities, mastering the art of report writing is essential for success. 

This article will provide you with insights into the format, topics, and real-world examples of report writing to help you become a proficient report writer.

Understanding the Format of a Report

A well-structured report not only facilitates easy comprehension but also leaves a lasting impact on the reader. Understanding the proper format is the foundation of creating an effective report. In crafting a comprehensive and impactful report, one must carefully consider and include the following crucial elements. :

1. Title Page

The title page should include the report’s title, the name of the author or organization, the date of submission, and any relevant affiliations.

2. Abstract or Executive Summary

The abstract or executive summary is a concise overview of the report’s main points, providing the reader with a snapshot of the entire report’s content.

3. Table of Contents

The table of contents outlines the report’s structure, listing the headings and subheadings with corresponding page numbers.

4. Introduction

The introduction sets the stage for the report, providing context, stating the purpose, and highlighting the significance of the topic.

5. Methodology

In research-oriented reports, the methodology section explains the approach taken to gather data, conduct experiments, or perform studies.

6. Findings

The findings section presents the data collected or the results of the research in a clear and organized manner, often using tables, graphs, or charts.

7. Discussion

The discussion section interprets the findings, provides insights, and offers explanations for observed patterns or trends.

8. Conclusion

The conclusion summarizes the main points, draws conclusions based on the findings, and may include recommendations for future actions.

9. Recommendations

In reports with actionable outcomes, the recommendations section suggests specific steps or strategies based on the findings.

10. References

The references section lists all the sources cited in the report, ensuring proper acknowledgment of external work and adding credibility.

Writing Tips for an Effective Sample Report

Creating a compelling report requires not just proper structure but also excellent writing skills. Here are some valuable tips to enhance your report writing:

1. Know Your Audience

Understanding your target audience is crucial when writing a report. Tailor your language, tone, and content to suit the reader’s level of expertise and interest.

2. Use Clear and Concise Language

Keep your writing clear, straightforward, and to the point. Avoid jargon and unnecessary technical terms that may confuse readers.

3. Organize Information Logically

Present information in a logical sequence, ensuring that each section flows smoothly into the next. Use headings and subheadings to provide a clear structure.

4. Support Claims with Evidence

Back up your statements with credible evidence and data. This adds credibility to your report and strengthens your arguments.

5. Edit and Proofread Thoroughly

Always review your report for grammar, spelling, and punctuation errors. A well-edited report shows professionalism and attention to detail.

6. Seek Feedback

Before finalizing your report, seek feedback from colleagues or peers. Fresh perspectives can help identify areas of improvement.

Selecting Engaging Report Writing Topics

Choosing the right topic is essential for crafting a compelling report. Whether it’s for academic, business, or research purposes, an engaging topic will capture the reader’s interest and keep them invested in your report. Here are some inspiring report writing topics:

1. The Impact of Technology on Modern Workplace s

Explore how technology has transformed traditional workplaces, affecting productivity, communication, and employee satisfaction.

2. Environmental Sustainability in Urban Cities

Examine the efforts made by urban cities to promote environmental sustainability, including green initiatives and waste reduction strategies.

3. The Rise of E-Learning: A Comprehensive Analysis

Analyze the growth of e-learning platforms, their effectiveness in education, and their potential to revolutionize the traditional learning system.

4. Cybersecurity Threats and Mitigation Strategies for Businesses

Investigate the latest cybersecurity threats faced by businesses and outline effective strategies to safeguard sensitive data and prevent cyber attacks.

5. Mental Health in the Workplace: Strategies for Employee Well-Being

Discuss the importance of addressing mental health issues in the workplace and propose strategies to support employee well-being.

Real-World Examples of Impactful Reports

To gain a deeper understanding of report writing’s practical applications, let’s explore some real-world examples:

1. World Health Organization (WHO) – Global Health Report

The WHO publishes comprehensive reports on global health issues, providing data on disease outbreaks, vaccination rates, and healthcare access worldwide. These reports play a crucial role in shaping global health policies and initiatives.

2. McKinsey & Company – Industry Research Reports

Management consulting firm McKinsey & Company produces insightful industry research reports that analyze market trends, consumer behavior, and business strategies. These reports serve as valuable resources for executives and decision-makers.

3. Intergovernmental Panel on Climate Change (IPCC) – Climate Assessment Reports

The IPCC releases periodic reports on climate change, assessing its impacts, causes, and potential solutions. These reports are instrumental in guiding environmental policies and international climate agreements.

A Sample Report Writing Format on A Bank Robbery.

The following points will make it easy to write a report easily shown below.

( Heading) DARING BANK ROBBERY

( Who Reported ) By a Special Correspondent

Where, When, What: Kolkata, August 14 (Introduction): A daring (CART) robbery took place today at 3 p.m. at the United Bank of India, Gariahat Branch, Kolkata.

How, why, Casualty: According to the Branch Manager, three men armed with pistols overpowered the security staff and locked the gate from the inside. One of the miscreants (710) herded the customers and the staff into one corner of the bank and kept them silent at gunpoint. The other two miscreants snatched the keys from the Manager.

Condition: Then they unlocked the vault and bagged cash and jewelry worth Rs. 40 lacks. They came out of the bank hurling bombs, jumped into a black Maruti Van, and sped away.

Reaction & Measures Taken (Conclusion): The police arrived within half an hour. No one has been arrested yet. Investigations are on, as the Deputy Commissioner of Police told the media.

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Report writing types in english:.

Basically, Report writing in English is of  three types .

• General Report Writing:  These reports give an account of a person’s experience of an event or an incident.
• Newspaper Report Writing:  Newspaper reports are based on true incidents or accidents meant to express some information to the public.
• Business Report Writing:  Business reports are made on orders based on observation, investigation, and analysis.

General Report Writing Examples

Example 1: Business Report – Market Analysis

Title: Market Analysis for XYZ Company’s Product Expansion

Executive Summary: The market analysis report assesses the potential of XYZ Company to expand its product line into a new market segment.

Introduction: This report aims to investigate the feasibility and potential challenges associated with XYZ Company’s entry into the youth-oriented consumer electronics market.

Methodology: Data was collected through a combination of surveys, focus groups, and secondary research from reputable industry reports.

Findings: The youth-oriented consumer electronics market is growing rapidly, with an annual growth rate of 12% over the past three years.

XYZ Company’s brand recognition is relatively low among the target audience.

The price sensitivity of the target market is a significant factor to consider.

• Analysis: The findings suggest that while there is a lucrative opportunity for XYZ Company to enter the market, it will require a focused marketing campaign and competitive pricing strategies to overcome initial brand awareness challenges.
• Discussion: By leveraging social media and influencers, XYZ Company can effectively reach the target audience and build brand loyalty. Additionally, offering a competitive pricing model will attract price-conscious customers.
• Recommendations:
• Collaborate with popular influencers to gain credibility and reach a wider audience.

Offer attractive introductory pricing and discounts to entice price-sensitive customers.

Conclusion: Entering the youth-oriented consumer electronics market presents a promising opportunity for XYZ Company. By implementing the recommended strategies, the company can capitalize on this potential growth and expand its product line successfully.

Remember that the specific format and content of a report may vary based on the requirements set by your institution, organization, or supervisor. Always check for any specific guidelines before starting your report writing.

Write a newspaper report on the “Annual Prize Distribution Ceremony in your school” 

Annual Prize Distribution Ceremony in your school

By Staff Reporter

[City, Date]: The air was abuzz with excitement and anticipation as [Your School Name] hosted its grand Annual Prize Distribution Ceremony yesterday. The event, held in the school auditorium, was a momentous occasion that celebrated the academic excellence and achievements of the students.

Distinguished guests, parents, and faculty members graced the ceremony with their presence. The school principal, in his opening address, emphasized the significance of recognizing and applauding students’ efforts beyond academics.

The highlight of the event was the distribution of prizes to the meritorious students, acknowledging their outstanding performance in academics, sports, and extracurricular activities. The audience erupted with applause as the achievers walked up the stage to receive their awards.

The melodious music, vibrant dances, and thought-provoking skits captivated the audience.

The Annual Prize Distribution Ceremony concluded on a high note, leaving everyone inspired and motivated. It served as a testament to the school’s commitment to nurturing holistic development among its students.

[Your School Name] once again proved that it is not only a center of academic excellence but also a platform for nurturing well-rounded individuals.

By [Your Name]

Write a newspaper repot on “A terrible fire broke out in Kolkata”

Terrible fire breaks out in kolkata, causing extensive damage.

Kolkata, Date: A devastating fire broke out in a commercial area of Kolkata yesterday, causing widespread destruction and panic among residents and businesses. The incident occurred in the bustling market district, engulfing several multi-story buildings.

Eyewitnesses reported that the fire started in one of the shops due to an electrical short circuit and quickly spread to nearby establishments. Despite the immediate response from firefighters, the blaze proved challenging to control, as narrow streets hindered their access.

Local authorities and emergency services rushed to the scene, evacuating people from nearby buildings and providing medical assistance to those affected. Tragically, a few individuals sustained minor injuries in the process.

The fire caused extensive damage to properties, resulting in significant financial losses for business owners. The full extent of the damage is yet to be assessed.

Investigations into the incident are underway to determine the exact cause and potential safety lapses. As the city mourns the loss of properties and livelihoods, efforts are being made to extend relief and support to the affected residents.

1. Write a report for a newspaper about A Terrible Train Accident.

Odisha Train Accident / Coromandel Express Train Accident

Balasore, 3rd June 2023: At around 7 pm, 2nd June on Friday evening 10-12 coaches of the Shalimar-Chennai Coromandel Express derailed near Baleswar and fell on the opposite track. After some time, another train from Yeswanthpur to Howrah dashed into those derailed coaches resulting in the derailment of its 3-4 coaches. The train crash involving two passenger trains and a goods train in Odisha’s Balasore on Friday is said to be one of the deadliest rail accidents in India. More than 230 people have lost their lives in the accident and 900 have been injured. NDRF, ODRAF, and Fire Services are still working to cut the bogie and try to recover the living or the dead. Local people were seen helping the teams responsible for rescue and relief operations and they queued up to donate blood for the injured in Balasore. As a result, Local people became able to rescue 200-300 injured people A high-level committee has been declared to conduct an inquiry into the train accident. The Centre has announced an ex-gratia compensation of Rs 10 Lakh each to the kin of the deceased and Rs 2 Lakh to grievous and Rs 50,000 for minor injuries, Union Railways Minister Ashwini Vaishnav said.

2. Write a report for a newspaper about A Magic Show .

By Anik Dutta

On Friday, November 18:  our school authority invited a magician to surprise the students of the school with a magic show. The magic show was a gift to the students from the school’s authoritative body as the school won the award for Best Disciplined School in Kolkata for the year 2015. The magic show was organized on the school’s open-air stage. The show went on for 2 hours, from 12 to 2 pm. The first magic shown by the great magician was pulling out of a rabbit from his hat which was absolutely empty when he wore it. The spectators were pleasantly surprised. He showed exciting magic tricks one after the other and ended the show with a message to the awestruck students, ‘Practice maths well, and you can do magic too as it is nothing but a game of calculation’. The show was immensely appreciated by all.

3. Write a report for a newspaper about Health Issues of the people of your District .

Health Issues of the People of Your District

By Ravi Yogi

On 20 May 2021:  a health awareness campaign camp was organized in the Howrah district by the World Health Organisation. Some volunteers were chosen, who from then on, visit each house every month to remind people to get their children vaccinated. People now follow their instructions and keep their surroundings clean to avoid certain diseases. The volunteers distributed water purifiers at a cheap rate so that people could use them to get pure water. The mosquito-repellant sprays are used every month and mosquito nets are now used to keep mosquitoes away. If the volunteers arrange a blood donation camp every month it could help the people in need. Also, a free health checkup camp could be arranged for further health improvement of the people of the locality.

4. Write a report for a newspaper about the Annual sports Event of Your School .

Annual Sports Event of Your School

By Anwesha Das

The annual sports day of our school (St. Agnes H.S. School) was held on February 15 for the junior students at the school grounds. The event for the junior students started at 9:30 in the morning with a relay race. The next race they had was a tricycle race and the last one the junior students had was a treat to watch. The junior ones’ had to run wearing long gowns and they had to run the track without falling even once.

The juniors enjoyed the fun sporting events a lot, while the visitors’ race involving the parents remained the highlight of the day. At the end of the program Chief Guest Sourav Ganguly gave away the awards to the winners and the class teacher of each class distributed a box containing candies, a chocolate pastry, an orange, and two vanilla cream-filled wafer biscuits to every pupil of her class. The event turned out to be a joyful one with a smile on everyone’s face.

Newspaper Report Writing : Format, Topics, Examples

5. write a newspaper report on the first downpour of the season ..

FIRST DOWNPOUR OF THE SEASON

Kolkata, June 13:  Today Kolkata experienced its first downpour during the season. The showers were brought about by a deep depression over the Gangetic West Bengal. There was incessant (WESO) rainfall accompanied by thunder and lightning. In Kolkata, it rained throughout the day with occasional breaks. The weather office at Alipore has recorded a rainfall of 20 cm. Many low-lying areas went underwater. Some of the major roads were waterlogged for several hours. There were traffic jams on many roads. The hand-pulled rickshaws had stopped. Train and air services were disrupted. There were cable faults in many parts of the city. Two persons were electrocuted. But they have not yet been identified, said the police officials.

6. As a Reporter for an English daily, write a report about A violent cyclonic storm .

A VIOLENT CYCLONIC STORM

By a Special Correspondent

Katak, August 12:  A violent cyclonic storm ravaged the coastal areas of Odisha today. The cyclone started at about 6.45 p.m. It was said to have rushed at a speed of 80 km per hour. The worst-affected areas include Puri, Baleswar, and Paradip. The cyclone raised the sea to an alarming height. The high tidal waves submerged the low-lying coastal areas. It caused incalculable damage to life and property. More than 10,000 people were rendered homeless. Train services were totally disrupted. The State Government sent its rescue team along with central paramilitary forces to tackle the situation. A sum of Rs. 3 crores has been sanctioned for the relief and rehabilitation of the cyclone-hit people.

7. Write a report for a newspaper about A Serious Road Accident

A Serious Road Accident

Kolkata, January 18:  As many as 20 persons including two women and a child were injured in an accident at about 8 pm, on M, G, Road yesterday. The accident took place when a speeding minibus, in a bid to overtake a private bus, skidded off the road. The vehicle carrying 45 passengers went straight into a shopping mall, after breaking the roadside railing, Persons inside the mall and the bus suffered serious injuries Local people started the rescue operation. The injured were taken to the nearest hospital. Locals got agitated and blocked the road causing the suspension of traffic for more than 3 hours. However, the police came and brought the situation under control.

8. Write a report within 100 words for an English daily about Cyclone hitting Coastal West Bengal .

Cyclone hits Coastal West Bengal

-By a Staff Reporter

Kolkata, June 12, 2013:  A severe cyclone with a speed of 80 km. per hour hit the coastal areas of West Bengal yesterday evening at about 6-45 p.m. Caused by a deep depression in the Bay of Bengal, the cyclone ripped through the state resulting in huge damage to life and property. 60 persons have died and thousands have been rendered homeless. Train services have been disrupted leaving a number of people stranded. The state government has taken immediate steps to provide relief to the victims. More than 5000 people have been evacuated to temporary relief shelters. The Chief Minister has reviewed the situation and assured the people of all help.

9. Write a newspaper report on a road accident within 100 words .

BRAKE FAILURE BUS COLLIDES WITH A TRUCK

By a Staff Reporter

Kolkata, October 1, 2015:  Yesterday at around 10:30 am an accident took place at Sinthi More when an Esplanade bound bus, of route no 78/1, suddenly collided with a truck. The report says the brake failure of the bus was the cause of this mishap. Five passengers were injured including a child and a woman. According to passengers, the ill-fated bus was moving at a great speed. Near Sinthi More the driver lost control and banged behind a truck. Local people rushed in, and took the injured to the nearest hospital where they were released after first aid. Traffic got disrupted. Cops reached the spot quickly, intervened, and normalcy was restored within an hour.

10. Write a report on a Railway accident.

A MAN DIED IN A RAILWAY ACCIDENT

By Kishore Ganguli

Kolkata, April 25:  A man died after he had been hit by a Sealdah bound train close to Barrackpore station around 5.40 am today when the victim was returning home from a regular morning walk. According to an eyewitness, the man was trying to cross the tracks, got confused, and ended up on the track on which the train was coming on. Being hit on his head, he was hospitalized immediately. But the doctors declared him dead. The locals made a blockade on the railway tracks. The police came, dispersed the irate mob and the train service was restored. The railway authorities announced an exgratia payment of Rs 2 lakh to the next of kin of the deceased. The situation is tense till now.

FAQs about Report Writing

Q: what is the ideal length for a report.

Reports can vary in length depending on their purpose and complexity. However, a concise report of 10-20 pages is often preferred to keep the reader engaged.

Q: Can I use bullet points in my report?

Yes, using bullet points can enhance readability and make key information stand out. However, use them sparingly and only when appropriate.

Q: Should I include visuals in my report?

Yes, incorporating relevant visuals like graphs, charts, and images can make complex data easier to understand.

Q: Can I include my opinion in the report?

While reports should be objective and fact-based, there might be instances where your expert opinion is valuable. If so, clearly distinguish between facts and opinions.

Q: How can I make my executive summary compelling?

The executive summary should be concise yet informative. Highlight the most important findings and recommendations to pique the reader’s interest.

Q: Is it necessary to follow a specific report writing style?

Different organizations or fields may have their preferred report writing style. Always follow the guidelines provided by your institution or industry standards.

Q: What is the main purpose of a report?

A: The main purpose of a report is to present information, findings, and recommendations in a structured and organized manner.

A: Yes, bullet points can help present information concisely and improve readability.

Q: How long should an executive summary be?

A: An executive summary should be concise, typically ranging from one to two pages.

Q: Is it necessary to include visuals in a report?

A: Including visuals such as charts, graphs, and images can enhance the reader’s understanding of complex data.

Q: What are some common mistakes to avoid in report writing?

A: Common mistakes to avoid include using overly technical language, neglecting to cite sources properly, and lacking a clear structure.

Q: How can I make my report more engaging?

A: To make your report engaging, use real-life examples, incorporate visuals, and use a conversational tone when appropriate.

• WRITING SKILLS
• Business Writing

How to Write a Report

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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

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 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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Writing a report

Topic outline.

The purpose of a report is often to present relevant information in an ordered way and to make carefully considered suggestions based on that information.

Reports are usually a mixture of fact and opinion, reflecting on key facts and details to offer suggestions to the reader.

Reports can also be used to offer an objective view of a situation, proposing alternatives for the reader to consider.

For example, reports in a workplace might include statistics to support different plans for the future of the business so that people can decide on the best option.

The audience of a report is often someone in charge, for example a teacher, or an employer, so the language and tone of a report tends to be more formal.

• think about the audience that the report is for – are you writing this report for one reader, or for a group of people such as the organisers of an event?
• the impression you want your reader to have of you – usually a report should be impersonal and relatively formal since you are writing to someone who is in charge. You would not normally use slang or contractions ( such as don’t or can’t) .It is usually best to avoid attempts at humour or sarcasm
• the purpose for the report – you may have been asked to make suggestions or recommendations in your report based on personal experience, or to offer an overview of a more complex situation. Try to include a range of topic related vocabulary used appropriately
• how to reassure your reader that your report is going to be useful – i magine if your report was full of emotive words and personal appeals based on your own viewpoint, your reader might not be convinced that you were offering them an objective and accurate evaluation. For your report to be effective you will need to sound calm and polite.
• Identify and group the key information, facts and details your report needs to include before you start writing – the structure of a report is usually in three parts. For example:
• An overview – briefly introduce the topic of the report and the key areas you will consider. Your reader should be able to understand what you will be writing about and why by just reading this section.
• A middle – develop and support the relevant facts and opinions about the topic that you or others have noticed.
• An end – offer a brief summary of your suggestions, recommendations or solutions. Here you might like to include any new points you think should be considered in the future .
• Organise different aspects of the report into paragraphs as appropriate – this will help you to explain, develop and support your points.
• Help your reader to locate the information they need more easily – a report should be well-organised and clear. Reports often use headings to show the reader what information can be found in each section. Sometimes bullet points might also be used to highlight key information to the reader. Do not overdo these, but a precise, short, bulleted list can help to draw your reader’s attention to the key points you are making.
• Connect the points you are making logically – for example, where you are offering suggestions based on points you made earlier you might use a linking word or phrase such as ‘in conclusion’, ‘as a consequence’ or ‘finally’.
• Select activity Example of a report Example of a report

• Select activity Resource Resource

English Report Writing

Teachers and professors often provide students with various tasks and assignments to accomplish as a way of testing their intellectual and logical capacities. Other than writing an essay , reports serve as a great way for students to expand their knowledge on a specific topic for a better learning experience. With English reports being a common course requirement for students to prepare during their secondary and tertiary years in an institution, learning about the basics of report writing is essential.

What is English Report Writing? English report writing is the process of preparing a formal document in English, detailing specific information or findings in a structured and clear manner. It involves collecting and analyzing data, then presenting it in a logical format. This type of writing is common in various fields like business, education, and research, serving the purpose of informing or making recommendations. Key features include an organized structure with sections such as introduction, body, and conclusion, and a focus on clarity, accuracy, and objectivity in presenting information.

Say for example, the purpose of your English report is to discuss the different poetic elements that have shaped the course of literature in the past centuries. Here, the report would require a thorough study on the history of poetic literature and how it has gradually changed over the years. This will help the researcher, who may be a student, understand why things are the way they are today.

Other categories of a report may cover technical and business topics, field reports, and scientific reports. The first category includes disciplines that focus on engineering, commerce, accounting, finance, and information technology, where reports come in the form of a case study or problem. Field reports , on the other hand, require extensive analysis on phenomena or events in the real world that center on particular theories studied in the given field. Scientific reports, also referred to as laboratory reports, include methods, results, and conclusions that are essential to the investigation of a study. You may also like essay writing examples & samples .

When writing a report, its always important to structure the document in such a way that promotes clarity in communication. The scope and style of the report would also depend on its intended audience, its purpose, as well as the type of information being delivered.

Elements/ Format of English Report Writing

Before you begin creating your document, it’s important to take note of the standard structure that must be followed when making a report. While the structure may slightly vary depending on the type of report created, the general report writing format consists of the following chapters:

The only thing difficult about preparing the title page is creating the title itself. A good title must be compelling and sufficiently informative to capture the attention of readers. Most titles define the main subject, along with the concepts or theories covered in the report. Apart from that, the title page also consists of other blocks of information such as the submission date, the names and positions of the authors, and the principal reader (or the organization) responsible for preparing the document. You may also see writing templates & examples .

Table of contents

Adding a table of contents would depend on the length of the said report. It wouldn’t be practical to create a table of contents for a five-page document, but if the report goes beyond ten pages, then it might be necessary to guide readers. It would also be best to create the table of contents once the report has already been finalized.

Executive summary

An executive summary , otherwise known as the abstract, is a brief technical summary of a report that is designed to provide a quick overview of the study for readers to grasp. It must present key concepts that have been presented in the report’s content, along with the findings, conclusions, and recommendations. This should give readers a glimpse of what has been covered in the report, specifically for those who do not have the time to read the whole thing. And since it’s supposed to be a summary, then a one-page chapter would do.

Introduction

Also referred to as the background of the study, the introduction briefly describes the problem or issue being reported on. It defines the purpose of the said report, along with the specific objectives that must be met. The scope and limitations of the study, which may include the hypothesis made by the researchers, should also be stated clearly to give readers an idea of what to expect. You may also like writing examples in doc .

The “Body” of a report is its core section where the main information is detailed. It typically includes methodology, which explains how research was conducted or data gathered; findings, where the actual data or information collected is presented; and analysis, which interprets the findings, discussing their significance and relevance to the report’s topic.

Drawing detailed conclusions based on your results is critical to the report. Most people simply scan through a report to focus solely on the executive summary and the conclusion. With that being said, it’s important to arrange data in such a way that major conclusions are pointed out first. Identify significant issues related to the case and provide your interpretation for each. There must be a logical pattern of facts stated clearly and concisely to make it easier for readers to comprehend. You may also check out book writing examples & samples .

Best Example of English Report Writing

Title: The Impact of Online Learning on High School Students   Abstract: This report examines how online learning has affected high school students’ academic performance and well-being during the 2023-2024 school year.   Introduction: The shift to online learning due to global health concerns has significantly altered the educational landscape. This report aims to analyze its impact on students’ learning and mental health.   Methodology: Data was collected through surveys and interviews with students, teachers, and parents from five high schools.   Findings: The results indicate a mixed impact on academic performance, with some students thriving while others struggle with the lack of in-person interaction.   Discussion: The findings suggest that online learning offers flexibility but lacks the social interaction crucial for some students’ learning and emotional well-being.   Conclusion and Recommendations: The report concludes that while online learning is effective for some, schools should offer blended learning options to cater to diverse student needs.

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A Quick Guide to Report Writing

Report writing is a long, daunting process for many individuals. It demands a lot of time and effort for researchers to complete before the proposed due date.

Fortunately, this can be an enjoyable learning experience when done correctly. Here is a step-by-step process to guide you in your report writing journey.

1. Select a Topic.

It’s impossible to write a good report about something you’re not interested in, or completely clueless about.

But before you pick out a topic to discuss, start by understanding the assignment given. What is asked from you? What information do you need to relay? Your topic must be specific and original for it to work. A relatable topic is easier to write about because chances are, you may already possess basic knowledge on the subject which could serve as a foundation for your report. This way, you wouldn’t be wasting too much time at the library browsing through books and journals that focus on a given topic. You may also see formal writing examples & samples .

Additionally, try to keep it as specific as possible. Broad subject matters are more difficult to approach because there are a lot more grounds that need to be covered, which is why you need to be particular with what you hope to address.

2. Research on the Subject.

One of the most important steps in report writing is the research process. This is where trips to the library is much needed. Most report writing guidelines indicate a specific number of sources needed to finish the paper, and following these instructions is essential in completing a course.

The library’s database is usually filled with a vast variety of sources for you to check out. You may even look for reputable online sources for quick and easy data gathering. It’s also best to stick with information from published documents that are uploaded on reliable platforms such as government agency websites and scholarly journals. You might want to avoid forums and chat rooms as well, as these sources do not possess a credible backing. You may also like script writing examples & samples .

3. Prewrite Your Report.

No report would ever be complete without a proper thesis statement. This simply summarizes what you want to prove to your target readers in a brief and general statement.

Another helpful tip to take note of is to create an outline of your report. This will make it easier for you to gather thoughts and put into writing by visualizing how your report would look like. After writing your thesis statement, list down at least three main ideas that support it. With the help of a subtopic, you can then get into descriptive details for your report. You may also check out tips for writing an effective essay .

4. Start Writing.

Once you have successfully created a draft for your report, you can move on to the formal writing process. Here, the topic must be introduced, discussed, and analyzed in a comprehensive manner. This also where the aforementioned report writing format comes to play.

5. Finalize the Document.

Before submitting the report, be sure to review it for any spelling and grammar mistakes. Check whether the information specified in the document make complete sense, and are relevant to the overall purpose of the report. For better results, you can read the report from an outsider’s perspective to see if it communicates clearly. You can also get someone else to take a look at the report for further evaluation.

Whether you’re writing an English report, a school report , or a simple narrative report , it’s important to keep these writing tips in mind. Though report writing can be a meticulous task for most individuals, with the right attitude and guidance, you’re sure to create the perfect report in no time.

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Features of Report Writing: A Brief Overview

Features of Report Writing explores key elements like clarity, accuracy, objectivity, structure, visual aids, evidence, and recommendations. These features ensure effective communication by presenting information, substantiating claims with credible evidence, and providing actionable recommendations.

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Table of Contents  

1) What is Report Writing? 

2) Features of Report Writing 

     a) Clarity  

     b) Accuracy  

     c) Visual aids  

     d) Evidence  

     e) Structure  

     f) Recommendations  

     g) Objectivity 

3) Steps to write a Report 

4) Conclusion 

What is Report Writing ?  

Report Writing is a systematic and structured process of gathering, analysing, and presenting information in a formal document. It is a vital communication tool used across various fields, including academia, business, government, and research. Reports serve the purpose of informing, analysing, and making recommendations based on gathered data and research findings .   

The process typically involves:  

a) Defining the purpose and scope of the Report 

b) Conducting thorough research 

c) Organising the collected data 

d) Presenting the information clearly and concisely 

Reports can vary in complexity, from simple one-page documents to extensive research papers, business proposals, or technical manuals. Effective Report Writing requires a keen understanding of the target audience, as well as the ability to convey complex ideas understandably .   

It involves structuring the content logically, ensuring coherence and consistency, and providing evidence-based conclusions or recommendations. Well-written Reports facilitate informed decision-making, problem-solving, and knowledge dissemination within organisations, making them invaluable tools for conveying critical information and contributing to the overall success of various endeavours. 

Features of Report Writing  

To help you create an effective Report, here are some of its Features of Report Writing:  

Clarity  

Clarity in Report Writing is crucial. It ensures that complex ideas and data are presented straightforwardly and understandably. A clear Report leaves no room for ambiguity, allowing readers to grasp the information effortlessly. Achieving clarity involves:  

a) Using simple and precise language 

b) Structuring sentences and paragraphs logically 

c) Employing visuals like charts or graphs for better comprehension 

When a Report is clear, readers can quickly discern the key points, making it an effective tool for conveying information, aiding decision-making, and facilitating meaningful communication in various professional and academic contexts. 

Accuracy   

Accuracy is a pivotal feature in Report Writing, ensuring the information presented is precise, reliable, and error-free. It demands thorough research, attention to detail, and fact-checking to substantiate claims and findings. Inaccurate data can mislead readers and compromise the Report's credibility .   

Writers must verify sources, use reliable data collection methods, and cross-verify information to maintain the Report's accuracy. Precision in language, adherence to established methodologies, and rigorous analysis contribute to the overall accuracy of the Report. A meticulously accurate Report enhances its reliability and builds trust, making it an invaluable tool for informed decision-making and academic discourse. 

Visual aids  

Visual aids are essential components of effective Report Writing, enhancing understanding and retention of information. Graphs, charts, tables, and images simplify complex data, making it accessible to a broad audience. These visuals provide a clear visual representation of trends, comparisons, and patterns, supplementing textual information.   

They are potent tools for emphasising key points, supporting arguments, and enhancing comprehension. Well-designed visuals make the Report visually appealing and help readers absorb information more efficiently. By presenting data visually, Report writers can engage their audience, simplify complex concepts, and reinforce the main ideas, ensuring the Report's message is communicated effectively.  

Evidence  

Evidence in Report Writing refers to factual data, examples, or expert opinions supporting the document's claims and conclusions. It serves as the foundation upon which reliable arguments and analyses are built. Strong evidence enhances the Report's credibility, persuading readers of the validity of the presented information.   

Researchers often rely on empirical studies, statistical data, surveys, or credible sources to substantiate their findings. They have correctly cited evidence not only validates the Report's assertions but also demonstrates the writer's thorough research and expertise on the topic. Evidence strengthens the Report's integrity, assuring readers that the information presented is well-grounded and trustworthy.    

Structure  

Structure in Report Writing refers to the organised framework that guides the presentation of information. A well-defined structure ensures logical flow, enabling readers to navigate the content seamlessly. It typically includes sections such as introduction, methodology, findings, analysis, conclusions, and recommendations.   

Each section has a specific purpose, contributing to the overall coherence of the Report. The structure provides a roadmap for the writer, ensuring that essential points are covered systematically. Clear headings and subheadings delineate different topics, enhancing readability. A structured Report improves comprehension and reflects the writer's professionalism and attention to detail, making the document more impactful and persuasive to its intended audience. 

Recommendations  

Recommendations in Report Writing are crucial suggestions based on the findings and analysis. These actionable insights offer practical solutions, strategies, or actions that address the issues highlighted in the Report. Recommendations are grounded in evidence, making them credible and valuable for decision-makers.    

Well-crafted recommendations are specific, feasible, and tailored to the context, providing a clear pathway for implementing changes or improvements. They serve as a guide for stakeholders, helping them make informed choices and take adequate measures. The quality and relevance of recommendations often determine the Report's impact, as they empower organisations and individuals to make positive changes based on the Report's insights. 

Objectivity  

Objectivity in Report Writing refers to presenting information and analysis in an unbiased, impartial, and fair manner. It demands writers separate personal opinions or emotions from presenting facts and findings. Objective Reports rely on empirical evidence, verifiable data, and expert opinions, ensuring the content is reliable and credible.   

By maintaining objectivity, the writer establishes trust with the readers, enabling them to form opinions based on the presented information. Objectivity is essential in research and professional contexts, allowing for an accurate representation of reality and fostering a balanced, rational discussion of the topic.  

Are you interested in improving your Report Writing skills? Register now for our Report Writing Training !  

Steps to write a Report  

Writing a comprehensive Report involves structured steps that ensure the document is well-organised, informative, and coherent. Here's a detailed overview of the essential steps to write a Report: 

a) Define purpose : Clarify the Report's objectives and scope. 

b) Research : Gather relevant information from credible sources.  

c) Organise : Structure the Report with clear sections and headings. 

d) Write introduction : Provide context, purpose, and research questions. 

e) Methodology : Explain research methods and data collection processes.  

f) Present findings : Display data using visuals, charts, or tables.  

g) Analysis : Interpret results, discuss trends, and draw connections. 

h) Conclusions : Summarise critical points, answering research questions.  

i) Recommendations : Suggest actionable solutions based on findings.  

j) Edit and proofread : Revise for clarity, coherence, and accuracy.  

Do you want to show your creativity and hone your writing talents? Sign up now for our Creative Writing Training !  

Conclusion  

Understanding the art of Report Writing is essential for effective communication. There are some Features of Report Writing which, when followed, can be efficiently prepared. These features include following a structured approach, defining clear objectives, conducting thorough research, and presenting findings logically and objectively. 

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Introduction

• Literature review
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• What is cohesion?
• Cohesion vs coherence
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• In-text citations
• Reference sections
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Language for reports Some formulaic phrases

On this page you will find some language for reports . The language provides further examples of the formulaic language used in academic contexts. As with other formulaic language (e.g. the language for presentations ), you do not need to learn all of these phrases. You should be able to use at least one phrase for each function (e.g. stating the aim(s) of your report, referring to figures in the Results section or the Discussion section ). How many more you learn after this is up to you. Good writing requires varying the expressions you use, rather than using the same ones all the time. On the other hand, you will only state the aim once in a report, so one phrase may be enough for life!

Preliminaries

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

The title of your report will depend very much on the subject matter, and will be very individual. Nonetheless, there are some useful verbs and phrases which can be used in titles, especially for science reports. These include:

• Investigating X
• Calculating X
• Measuring X
• Demonstrating X
• Analysing X
• Determining X
• An Investigation into X
• A Demonstration of X
• An Analysis of X

There is no special language for writing abstracts or contents pages , which are the other components of the prilimaries of a report.

You may need to talk about something in general in the background section of your introduction. The most common way is to use [No article] + [plural]. For example:

• Mobile phones have become very popular in China in recent years.

It is also possible to use [The] + [singular]. For example:

• The mobile phone has become very popular in China in recent years.

The background section of your introduction is likely to require in-text citations. Some structures for citations are given below. For more, see the references and citations section.

You may need to give definitions and classify in this section. See the relevant pages on the website for language for definitions and classification.

If you want to refer to theories or principles, you can use the following structures.

The following structures can be used for presenting equations.

The following phrases can be used for stating what something stands for or represents.

• X stands for/represents/denotes/symbolizes Y
• Y is represented by X
• Y is denoted by X
• Y is symbolized by X
• ...where X is/stands for/denotes/represents Y

This part of the report explains why you are writing the report. The tense you use will depend on whether the subject of the sentence is the report (which still exists) or the experiment (which has finished). If you are referring to the report, you should use present tense . If you are referring to the experiment, which has finished, you should use past tense .

Examples of aims, using the above structures, are given below.

• The aim of this experiment was to measure the value of gravity in Guangzhou by using a simple pendulum.
• The aim of this report is to investigate whether class size has a significant effect on student achievement.

The Method section outlines how you gathered information. Because academic language does not usually use 'I' or 'we', this section will often contain passive structures, usually the past passive (because the experiment or survey is finished). It can be useful to use transition signals to show sequence or process, such as the ones below.

• First(ly)/Initially/At first/At the beginning/To begin with...
• Second(ly)/Then/Next/Subsequently/After that...
• Finally/At the end/Lastly...
• After doing X, Y was done.
• After X was done, Y was done.
• Before/prior to doing X, Y was done.
• Before X was done, Y was done.
• Prior to X being done, Y was done.

For example:

• After measuring the length of the string, the bob was moved several degrees.

Science reports will usually include apparatus for conducting the experiment. The following phrases can be used for describing the apparatus.

If you use tables, charts, etc., the following language can be used to refer to these. Note that this language is description, i.e. it does not analyse or draw conclusions.

The following language can be used for referring to graphs etc. in the Discussion section. Unlike similar phrases used for the Findings section , which merely describe, this language discusses, i.e. it says what the information means.

The following phrases can be used for science reports when comparing the results to those expected.

The following phrases can be used when discussing how errors may have affected the results.

There is not much language for conclusions, though conclusion signals such as 'In conclusion' are useful. For science reports, the following phrases can be used to indicate the degree of accuracy.

Recommendations

Recommendations can use the following modal verb constructions

Examples, using the above structures, are given below.

• Based on the conclusions above, it is recommended that the company consider paying more attention to above-the-line promotion in order to attract new customers.
• Further research should be carried out to find out if these opinions are true in other market segments.

If you are writing a lab report, the following conditional structures can be used to indicate how the experiment could have been improved.

There is no language for reference sections, but you can refer to the section on reference sections for more information on these.

There is no language for appendices, though the following may be used in the main body to refer to the appendices.

• A complete copy of X is shown in Appendix 1.
• For more detail, refer to Appendix 1, which shows...
• See Appendix 1 for more information.

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There is a downloadable checklist for reports ( structure and language) in the writing resources section.

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Author: Sheldon Smith    ‖    Last modified: 10 April 2022.

Sheldon Smith is the founder and editor of EAPFoundation.com. He has been teaching English for Academic Purposes since 2004. Find out more about him in the about section and connect with him on Twitter , Facebook and LinkedIn .

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.

English Compositions

Report Writing Format | How to Write a Report | Example [PDF]

In the last few weeks, I have come to know through several comments that many students are still having some serious confusion regarding report writing. That’s why despite going through the sessions, they’re still unable to frame perfect reports. But both from a real-time and examination point of view, report writing has significant importance. 

Talking about the exam, in the CBSE question papers’ writing section, report writing tends to carry a lot of marks (5 marks) if attending. Though students have a choice between a few other types of writing comprehension, report writing is probably the easiest and scoring one if properly written. Keeping this utter importance in mind, I have decided to come up with a comprehensive guide dedicated to report writing in order to make report writing much easier for you. 

I am going to divide this session into a few sections. First, you will be introduced to the exact definition of report writing and then we will gradually move forward to learn to write a proper report. 

Table of Contents

Definition: what is report writing, importance of report writing, types of report writing, format for report writing, dos and don’ts while writing a report, here are some examples of different report writings, frequently asked questions (faqs), an in-depth video guide on report writing.

A report is a concise piece of write-up to summarise an event that already has taken place. Basically, it is a systematic and well-organised presentation of facts and findings without any kind of exaggeration or personal opinion. 

Briefly, it was a perfect definition of report writing. Reports can be written for many different purposes. These purposes are where exactly the importance of report writing lies.

As I mentioned earlier, the importance of any particular subject lies in its purposes. The same applies to Report writing as well. That’s why before knowing how to frame a proper report, it’s very important to understand the purposes of report writing.

Reports are written to summarise an event that already has taken place to keep account of that event, to let people know about that event who haven’t witnessed it. Besides it, in professional sectors, reports are written for problem-solving purposes. These kinds of reports tend to contain analysis along with information in order to create a way to find a solution for a specific issue. Other than these, reports can also be written for personal improvement purposes. 

Hopefully, now you have understood all the purposes why reports are generally written in real-time. 

Keep in Mind

• Before jumping into the types and format of report writing, it’s very important to note that reports are not essays. That’s why there is no scope for excessive elaboration and personal opinion. A report has to be a concise one with limited words, irrespective of which type it is. The recommended word limit by CBSE for report writing is 150-200 words. 
• Besides this, in report writing, a neutral tone has to be maintained throughout the write-up. The information in the report must need to be authentic and ideally should be presented with proper reference if needed. Overall you have to maintain the originality of the event you are reporting without any post-incidental modification. 

Generally, there are many types of report writing depending on the event, reporter as well as publisher of the report. But among the many kinds, two types of reports are most popular hence the most significant for you. These are Newspaper Reports and Magazine Reports. CBSE has only these two types of reports in its syllabus. So, now let’s understand what these two kinds of reports are in real-time. 

Newspaper Reports

As the title suggests, Newspaper reports are those reports that are published or written exclusively for newspapers. The events that are reported in newspapers generally tend to be sensitive. That’s why it is mandatory to maintain a neutral perspective and authentic information. The language in these reports needs to be simple and straight for the common people. 

Magazine Reports

Magazine reports are generally published in school or college magazines. The events that are reported in magazines are significantly different from the newspaper reports. These are sports, internal programs, campaigns, etc. As the events here are of different types, the tone of writing also changes in magazine reports. The strictness of maintaining a neutral perspective loosens here significantly. Besides, a little touch of personal opinion can add value to these kinds of reports.

As these reports are generally published in domestic magazines, slight decoration words can be incorporated. But again, unnecessary elaboration can not be entertained and the reports have to be concise here too.

Before knowing the structural format of Reports writing, you must be introduced to the elements that reports are structured with. Here we will discuss both the formats for magazine reports and newspaper reports. 

No matter which type of report you are writing, the basic elements are almost the same. 

• A report needs a heading or a title at the very beginning. This heading or title can be of two types: 1) Summarising the topic within a line. 2) Creating mystery to attract the readers. The titles for magazine reports tend to be quite straightforward that summarise the event in a few words. But in terms of newspaper reports, the heading or the title generally appears to be mysterious to attract the readers to the newspaper article.
• Date & Place are indivisible parts of newspaper report writing. Dates signify the day when the report is written and the place signifies where the event has taken place. It is important for keeping the proper account of the event and also helps to maintain the authenticity of the report. They are written either on the left side of the paper or just below the heading. It can also be written at the very beginning of the introduction. But for magazine reports, place and date do not need to be mentioned. 
• The Name & Designation of the reporter is another important thing to mention properly in all kinds of reports. They are written either on the right side of the paper after the heading or just below the heading. In report writing format, the Name & Designation of the reporter is referred to as bylines.
• Introduction: The introduction is the elaborative expansion of the heading itself. It tends to summarise the main event just within 2-3 lines. 
• Main Content: It is the primary descriptive part of the report. Here you have to write the details about the event, and the sequence with proper reference if available. At this point, try highlighting the issues regarding the event that are quite significant. 
• Conclusion: Here you will end the report. So, try to mention here what action is/will be taken if writing newspaper reports. If you are writing magazine reports, mention how the event ended and how the audience felt about the event. Always try to finish the conclusion on a positive note. Remember, this is the part that will help you to score better. 

Now I am summarising the format for your better understanding. 

There are always some points that help to add value to your report and some points that need to be avoided. 

• Think of the event you are about to write and plan to structure the information before you start writing the report. 
• Always start writing the report from a fresh page and try to finish within it. 
• Be direct and crisp with the information you mention in the report. 
• Value-neutral point of view is the key to an excellent report. 
• Always write your report in the past tense.
• Use passive voice and indirect speech to write your report as you are writing from a third-person perspective. 
• Be as brief as possible with your report. Try to fit all the information within the word limit. Always remember, your job is to express the event, not to impress.
• Always avoid repeating the information. The info you once mentioned, do not mention that further. If you are running out of words, conclude it. 
• Never elaborate on the information you’re putting in your report. 
• For newspaper reports, don’t put administrative information without proper reference. 
• Always avoid giving detailed descriptions.
•  Related information doesn’t need to be mentioned in reports. 
• Never mention your personal details throughout the report writing. If required use abbreviations like ‘ABC’ ‘XYZ’ etc. 

For your help, I am going to write one newspaper and one magazine report as examples. Hopefully, after reading them properly, you will clearly understand the entire concept of report writing. 

Magazine Report Example:

GYANPEETH COLLEGE ORGANISED THE ANNUAL CULTURAL CEREMONY

Ashwini Sharma; Senior Class Representative

Our college is famous for having some special arrangements for this day every year. This year was no exception for us as well. The college celebrated the annual cultural programme this year in the college auditorium on  17th  January.

Our college authority decided to celebrate this year’s annual cultural program with a different vibe than other years. For the annual cultural ceremony, they invited some poor children along with their parents. According to the plan of the cultural committee of our school, we dedicated this day to helping the needy and serving the poor. We have also decided to raise some funds in order to help orphan children.

The fund will afterwards go to some social welfare organisation. All the invited poor and distressed children were provided with new clothes. Students gave their older books, notebooks, and other study accessories.

Then a small-scale cultural program was staged exclusively by the students. They sang, they recited, and even they staged a short drama. All the faces of the children were glittering with joy. By 4:30 in the afternoon, the program came to an end with a short speech by the college principal.

Newspaper Report Example:

JEWELLERY SHOP ROBBED AT ICHAPUR IN DARK RAINY NIGHT

Special Correspondents

Ichapur, August 11: A jewellery shop in Ichapur named Santosh Golden House got robbed yesterday night. It is the 2nd jewellery shop that got robbed this year in Ichapur. Shop manager Gautam Sadhukhan discovered this incident first when he came to open the shop in the morning.

According to him, like every other day, he came to open the shop and found that all the main locks of the front gate were broken and informed the police as well as the owner instantly. He dared not to further open the shop and touch anything. The police, as well as the shop owner Mr Bimal Biswas, came as soon as possible.

Then after opening the shop in the hands of police officers, it was discovered wholly looted with three broken CCTVs. But fortunately, everything was recorded till the robbers broke those cameras. The police are investigating the case and trying to trace the gang.

As per the report of Mrs Ranjita Guha, the officer-in-charge of the case, it was discovered from the CCTV footage that there were five members in the gang, and they entered the shop at around 3 am at midnight. The loss of around 77 lakhs of rupees is assumed by the owner of the shop.

Even though going through an entire session, students tend to seek some straight answers to a few common questions related to report writing here. Below, I am trying to answer some of those commonly asked questions.

How do I start Report Writing?

You should start writing a report only after a proper evaluation of the topic on which you are going to write. After you are all set with the necessary information and the structure, start the report with an appropriate title and the reporter’s name. Keep your tone professional, sentences simple and brief. 

How can I get full marks in report writing?

You can score really high marks if not full if you follow the format properly. Make your title as appropriate as possible by keeping it crisp and directly referring to the main subject. Then divide the body of the report into three segments; first briefing the heading, then describing the key points and finally the conclusion.

Which tense is used in report writing?

Always use past tense in the report writing. Remember, in the report, you are just explaining an event that has already happened earlier. But sometimes, if the situation demands, you can make use of the continuous form of the present tense to explain some presently happening extension of the past event.

Which method should I follow to write reports?

If you are confused with many methods of report writing, consider referring to your respective board’s guidelines. But frankly speaking, there should be no issue with following any of the methods as long as it’s serving the primary purpose of report writing.

That was all about our session on report writing . It was one of the most comprehensive sessions we have ever conducted on any kind of English writing. In today’s session, we have discussed the definition, type, format, and basic elements of report writing. If you have gone through this session thoroughly, hopefully now you have a holistic overview of the report writing. Now go through our other sessions on report writing examples on various topics and try writing one yourself. Remember, self-evaluation is the ultimate key to scoring better in exams.

If you still face any issues while writing or have any further doubts, let me know through some quick comments. I will try to resolve your query as soon as possible. And don’t forget to join our Telegram channel to get the latest updates on the upcoming sessions. 

Best of luck with your exam. Thank you.

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 .

• How To Write a Report: Cambridge B2 First

• Posted on 20/01/2021
• Categories: Blog
• Tags: B2 First , Cambridge Exams , Cambridge FCE First Certificate of English , FCE , Writing

Imagine the scene. It’s exam day. You’re nearly at the end of your Cambridge English B2 First exam . You’ve just finished writing Part 1 – the essay , and now it’s time to start Part 2. So you turn over the page to find three options:

– A review you know

– An article you’ve seen before

– But what’s this? A report??*

Don’t be intimidated. A report is another formal writing task. And it’s actually quite formulaic, which makes it a popular choice for students in Writing Part 2. It’s also a great opportunity to show you can communicate factual information, in a formal tone with clear organisation.

Excited to learn how to write a first-rate report? Good. We’re here to help you every step of the way and make sure you leave that exam full of confidence that you’ve passed.

*Remember you only need to choose one question to answer. Other titles may include an informal or formal email, and at B2 First for Schools there is a story option instead of a report.

Three steps to writing a report for Cambridge B2 First

Let’s begin by taking a look at a typical question for the report.

Step One: Make a plan

Before you put pen to paper and start your report, hold your horses . A plan is the best chance you have for success. Start by asking these two questions:

1. Who is the report for?

Take a look at the reader of your report. It’s normally a teacher, a superior or a peer group like the members of a book club. In this case your audience is a group leader . That means you should keep the tone nice and formal . Try to avoid contractions, colloquial language and keep it polite.

2. What do you have to do?

Look at the question and underline all the key parts. This will help focus your attention on the task in hand and decide how to organise your report.

There’ll normally be two or three things they want you to do and you’ll always be asked to give a recommendation or suggestion.

The structure is the bones of your report. It’s so important because it holds everything together. Here’s one way to organise your report but perhaps you have another idea?

1. Introduction

2. How technology is used in subject X

3. How technology is used in subject Y

4. Your recommendation for which lesson the teacher should watch

The trick is to keep the structure nice and simple. And always check you’re answering the question.

Brainstorm:

Now you have a clear outline, consider the main topic paragraphs and what you want to include. If you get stuck , think about your own real life experiences. How is technology used in your own lessons at school? Make some notes on your ideas.

Step Two: Write it

If you haven’t skipped the planning stage, writing your report should be easy. An important thing to add here is that reports often contain subheadings. In fact, in the B2 First exam they are strongly encouraged!

Introduction

Remember that a report is a document that presents information in a clear and organised way. Think about science reports or statistical reports. They have strong introductions that clearly state their aims.

Useful language:

• The aim / purpose / intention of this report is to…
• In this report I will look at…
• This report is based on…
• This report is intended to…

Here’s what a clearly defined report intro might look like…

Just make sure you don’t copy words from the question exactly, and instead try to paraphrase .

Main body of report

This is where we get to the main body of the report. Again, we want to keep it really clear and organised and one way to do that is with bullet points or numbering .

However, don’t overdo it. If you use bullets and numbering in one section, avoid using them in the next. You want to show off that you can write well in English and use a wide range of vocabulary and structures. You also want to use some fancy, formal sounding linkers to connect your ideas.

• Currently…
• To begin with…
• Firstly, Secondly, Thirdly…
• It appears that…
• According to…
• One way…
• Another way…
• Furthermore / In addition…

Now move on to your second paragraph. Try to stay general and avoid personal anecdotes. Don’t start talking about what you like to do at school in your technology classes or what you had for dinner last night. Instead, keep things relevant to the task.

A good way to do this is by using passive reporting verbs:

• It is generally believed that…
• It is thought that…
• One way in which technology is used…
• X is considered to be…

Remember to expand on your points giving reasons for your ideas. And if you do everything right, your second paragraph may look something like this.

Recommendations

Here’s the fun part! This is where you can look back at your ideas and give your own opinion. Make sure you mention the ideas from the previous paragraphs and don’t forget to give reasons why.

• All things considered…
• I would recommend / suggest + ing…
• I would recommend / suggest + object + infinitive (no to)…
• Based on all the findings…
• Although both… , I think that…
• It would seem that……

Let’s look at this sample answer.

If you run out of things to say – remember you can mention the weaknesses of the other option.

Step Three: Check it

Now hopefully you’ve written a report to be proud of. The only thing left to do is to refine it before the time is up !

Make sure you’ve:

• answered all parts of the question, including making a recommendation/suggestion
• used formal language and no contractions like I’m, It’s, haven’t etc.
• written subheadings for each paragraph
• used correct spelling and punctuation
• linked your sentences with connectors eg. However, Because, Although, Furthermore, etc .

Sample report questions

Now you’re a master in report writing, why not put everything you’ve learnt into practice? Try one of these sample report questions.

Glossary for language learners:

hold your horses (exp): used to tell someone to stop and consider carefully their decision or opinion about something.

the bones of sth. (n): the structure or main idea of something.

get stuck (v): to be in a position where you’re unable to move.

skipped (v): missed out to move on to the next thing.

paraphrase (n): to say something in a different way but so it means the same.

overdo (v): to do too much of something.

show off (pv): to show your abilities and accomplishments.

expand on (v): to develop an idea.

run out of (pv): to deplete / to be used up.

time is up (exp): the time allowed is finished.

exp = expression

pv = phrasal verb

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8 English Words You Need For 2021

• By: oxfordadmin
• Posted on 07/01/2021

5 Tips For Reading The News In English

• Posted on 03/02/2021

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• How to Write a Report

How to Write a Report? - Tips and Guidelines

Ever tried writing a report on some event you were a part of? What are the kind of details you think should be included in a report? Learn everything about report writing, how to write a report, the various types of reports, and the format and structure of a report in this article.

Table of Contents

What is a report, what to include in a report, types of reports, report writing format and structure, how to write a report, frequently asked questions on report writing.

A report is a document of the summary of an event, issue, or a topic. A report is never a fictional story. Writing a report aims to let the unaware readers know about a particular topic or idea. However, there is no particular definition of a report. Any discourse, written or verbal, covering a particular topic is known as a report. A report can be a courtroom confession or a child’s book report. But in general, when people talk about a report, it is more of an official document describing the facts of a topic, which is typically written by experts. The information regarding the event or topic must have enough evidence to support the statement. The data must be factually correct as it reaches various readers. A report must be written in an informative tone rather than opinionated.

A report is a document which covers all the information related to the event or topic and includes all the factual information. Therefore, the one who writes a report must ensure that all the information provided has proper evidence for the same.

The information that can be added to a report include,

• The brief details of the event
• Consequences and effects of the event
• Evaluation of statistical data and analytics
• Interpretations from the information
• How the information is relevant to other events

There is often a lot of confusion when it comes to report writing and essay writing, although there are clear differences between them. Both essays and reports are written based on factual information; essays include the personal opinion of the author; whereas, reports stick to the facts. However, reports also include the author’s interpretation of the topic in the conclusion of the report. The only difference is that these interpretations are objective. A report is a more systematic and organised way of writing which includes headings, subheadings, etc. and makes it easier for the readers to read. Essays, on the other hand, are mostly written in a single flow without subheadings or breaks.

Reports are classified into three main types depending on the purpose or motive behind the report. The common types of reports are

• Academic Reports: This report tests the child’s comprehension ability. It tests if the student has understood the lesson and is able to comprehend the subject matter, such as books, historical events, biographies, etc.
• Business Reports: It can be a marketing report, work report, etc., and the main purpose of writing the business report is to identify different business strategies.
• Scientific Reports: Share research findings like case studies and journals.

The structure of a report depends on the type of report and the requirements of the report. The basic format for writing a report is mentioned below.

• Executive Summary: Like an abstract in any academic paper, an executive summary is a standalone section of the report that summarises the whole of the report so that the readers know what to expect. These are mostly used in official reports.
• Introduction: The introduction of the report plays a crucial role as it includes the main idea of the report. The main argument is discussed in the introduction before you put your points and the evidence is collected.
• Body: The body comes after the introduction of the report. It includes all the information regarding the event or the topic. All the facts and evidence collected can be displayed in the body of the report. The body covers the major part of a report.
• Conclusion: It is the part of a report where all the information is gathered together, and your personal opinion or judgement is explained in this paragraph.

A report can be written easily if you have adequate information and you know how to categorise your points. You can follow to the tips provided below to write a report.

• Finding a suitable topic
• Conducting a research
• Gathering all the information
• Writing a thesis statement
• Preparing an outline
• Writing the final report
• Reviewing and revising
• Editing and proofreading

Let us look at each of these in detail.

Finding a Suitable Topic

Before you can start writing your report, it is crucial to find the topic you wish to write on. In most cases, the topic is already given, and if not, you can find a suitable topic for the same. To find the topic, you must keep in mind that you must be interested in the topic and must be able to collect the required information.

Conducting a Research

Whatever the kind of report, academic, business, news, etc., healthy research must be conducted. Research is essential to find adequate information regarding the topic. Since a report includes all the factual data, extensive research is essential. It is essential to find the right evidence to prove your topic.

Gathering all the Information

After you are done with your research, you can jot down all the points at a place and note down all the facts collected. After collecting the information, you can decide on the subheadings and divide them as per their categories.

Writing a Thesis Statement

A thesis statement is written to conceptualise the main theme of the report. Just like the first sentence or the topic of the report, the thesis statement summarises the main points in brief.

Preparing the Outline

Preparing an outline of a report is essential for all the kids who are writing a report because you can categorise your important points and it becomes easy for you to decide on the headings and subheadings. It is essential to prepare the outline so that you do not miss out on the important points.

Writing the Final Report

After you have prepared the rough draft, you can start writing the final report. The final report must be written in simple language and in short sentences. The sentences must be short but convey the message clearly.

Reviewing and Revising

After the final report is written, it is crucial to revise and recheck if all the information has been added and you are not missing out on important information. Make sure to check if all the information has been added under the right heading and subheading.

Editing and Proofreading

After the final revision of the report, you must check the report for any grammar , spelling, and typographical errors. It is common that while writing, you might have overlooked a lot of mistakes. Therefore, final proofreading is essential.

What is a report?

A report can be a discourse containing any information which people are not aware of. A report can be either written or verbal.

What is the purpose of a report?

The purpose of writing reports is to spread information regarding an event, topic, or idea in brief. For example, a news report is written to spread the news among the people.

What is the format of a report?

• Executive Summary
• Introduction

How to write a report?

• Find a suitable topic
• Conduct a research
• Gather all the information
• Write a thesis statement
• Prepare an outline
• Write the final report
• Review and revise
• Edit and proofread

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Report Writing in English

How to teach report writing in english.

To equip students with the skills necessary for effective report writing in English, focusing on structure, clarity, and coherence, thereby enabling them to present information in a professional and comprehensible manner.

Introduction to Report Writing in English

• Define report writing as a formal style of writing that conveys information in a structured, concise, and objective manner.
• Discuss the key components of a report, including an introduction, methodology, findings, conclusion, and recommendations, emphasizing the importance of each section for clear communication.

Real Life Examples

• Use examples from business, academic, and technical reports to illustrate the format and style of professional report writing.
• Highlight the differences in report writing across various fields, such as scientific research reports, business project reports, and academic reports.

Interactive Activities

• Conduct a ‘Report Writing Workshop' where students create reports on given topics or their own research, applying the principles of effective report writing.
• Organize a ‘Peer Review' session, where students exchange their reports and provide constructive feedback on structure, content, and language use.

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Exercise 6: Writing a report (Ultimate Guide)

Exercise 6: writing a report (ultimate guide).

Exercise 6 of the Reading and Writing paper of the IGCSE English as a Second Language (ESL) exam (0510/0511/0991/0993) is always a formal or a semi-formal writing. It can be an article, a report, or a review.

In this article, you will discover how to write an almost perfect report that impresses the examiner and gets you the highest band.

So, what is a report?

A report is a nonfiction account that presents and/or summarizes the facts about a particular event, topic, or issue to a person of authority. Reports are a mixture of facts and opinions.

The purpose of a report is often to give relevant information in an ordered way and to make suggestions to the reader based on that information . Therefore, the vocabulary should be Standard English and straightforward , presenting the topic precisely .

The Tone and register of a report

The audience of the report is often a teacher or someone in charge (e.g., the head teacher, organizers of an event, etc.) so the language and tone tend to be more formal and impersonal .

A report should be well-organized and clear . It often has headings to show the reader what information can be found in each section of the report. This helps the reader to locate the information they need more easily.

Now, let’s discover the ideal format of a report.

The format of a report

A report often follows a 3-part structure (in addition to the title), which may span 3-5 paragraphs:

• Title/heading: The title of the report you are writing about. It should be brief and relevant. For example, “Report: School Trip to a Recycling Centre”, “A Visit to a Recycling Centre”, etc.
• First Paragraph: Introduction
• Body paragraph(s): Findings (organized according to the requirements of the report asked for in the question), for example, what you enjoyed about the trip, what you learned, etc.
• Final paragraph: Conclusion and Recommendations

Introduction

The purpose of the introduction is to provide a background and an overview of the report. It should include:

• The 7 WHs (of which 3 are absolutely necessary): Who (e.g. your class), What (e.g. a day spent at a science exhibition), When (e.g. last week), Where (e.g. in the town), Why (e.g. to learn about recycling), (written by) Whom (yourself), to Whom (e.g. your teacher, organizers of the event, etc.).
• The purpose of the report (what it will cover): This is mentioned in the question, e.g. things that students enjoyed about the trip, suggestions for improvements if it’s repeated next year, etc.

Here are some example phrases to mention the purpose of the report:

• The report aims to highlight/present/investigate …
• The report contains relevant information regarding …
• The (aim/intention/purpose) of this report is to (present/discuss/outline/detail/highlight) … based on (my observations/feedback from students, etc.).
• How you collected the information you have based your report on (e.g. observation, feedback from students, from a survey, interviewed classmates, etc.). This is optional , so you may or may not include it.

Here are some examples of effective report introductions (the 3 necessary Whs have been underlined):

• Last week , our class spent the day at a science exhibition in the town. This report aims to detail what we learned from the visit and provide recommendations for improvement if it is repeated next year.
• As requested, I have prepared a report about a sports festival my class attended last week . I have interviewed my classmates, and my findings are presented below.
• As requested by my teacher, I have compiled a detailed assessment of the work experience week that my class participated in on the 1 st of March . This report aims to outline what was learnt by students and provide suggestions to enhance the experience next time.
• Last week , our school had the opportunity to visit The National Museum of Egyptian Civilization (NMEC) . The purpose of this report is to provide an account of our visit and offer suggestions for improvements based on my observations and feedback from students.

Remember to keep the introduction brief.

The body of the report generally includes your findings , which are the positive and/or negative things you and other people have noticed. It should be organized according to what is asked for in the question , for example, what you enjoyed about the trip, what you learned, etc. The choice of subheadings will depend on what you mention in the body of the report.

Here are some guidelines:

• Read the question carefully, underline the keywords and draft a plan for your report in the blank space below the question using a pencil.
• You can use the few prompts given in the question, but it is better to use your own ideas if you want to get higher marks. If, however, you are out of ideas, use the ideas in the question and make sure to paraphrase them (write them in different words) and develop them well.
• Decide how many body paragraphs you need and what ideas you want to include in each paragraph; write a suitable subheading for each one .
• Present each topic in detail under suitable subheading and support your ideas and develop them well with reasons, evidence, or examples .
• Keep to the topic (don’t wander away from the main subject and requirements of the report). Remind yourself constantly by looking again at the question.
• Use a wide variety of formal linking words and cohesive devices to create a smooth and logical flow in your writing. Here are some examples.

Showing order

• First of all
• First and foremost
• In the first place
• To begin with
• Subsequently
• In addition,
• Furthermore,
• Additionally,
• Not only … but also…
• As well as.

Contrasting

• Nevertheless
• Even though
• Despite/ Despite the fact that
• In spite of
• On the other hand
• On the contrary
• By contrast
• In comparison
• Alternatively

Giving Examples

• For example
• For instance
• One clear example is
• To illustrate
• In other words
• Results and consequences: as a result, consequently, therefore, thus, hence, for this reason, as a result (of), which means that, etc.
• Reasons and causes: owing to, because (of), on account of, due to, since, as, etc. 

Highlighting and Stressing

• Particularly
• In particular
• Specifically

Conclusion and Recommendations

The conclusion should include:

• A brief summary of the main points raised in your report (expressed in different words)

Your opinion about the whole experience or on the facts that you have discovered.

For example, “In conclusion, I believe that the trip was an overall success, as it provided an invaluable opportunity for students to discover more about the fascinating world of science.”

In the new syllabus, the word limit is reduced to only 160 words, so it’s preferred to mention your opinion about the whole experience briefly rather than summarizing the main points raised in the report. For example, “To conclude, the visit was an exceptional learning experience and a success overall”.

Here are some concluding phrases you could use:

• In conclusion
• To conclude
• On the whole
• All things considered
• It can be concluded that …
• I feel/ I believe/ I am convinced/ I am confident that …
• Your recommendations, solutions, or suggestions + Reason/ your prediction on what will happen if the recommendation is followed

For example: “I recommend extending the duration of the visit and prohibiting the use of mobile phones to maximize the learning experience.”

Here are some example phrases you could use for giving recommendations, solutions or suggestions:

• I suggest/recommend/propose …
• I would like to suggest …
• A solution to this issue might be …

Note: It’s also possible to write 2 separate paragraphs for the conclusion and the recommendations.

Points to keep in mind

• Organize your report into 3-5 paragraphs depending on the requirements of the question. Leave a line between paragraphs or indent the first line of each new paragraph. Don’t do both!
• Take care of spelling, punctuation, and grammar. This is important as the examiner will look at the accuracy of your language.
• Use a combination of simple, compound, and complex sentences, with more focus on complex structures .
• Use a wide range of formal vocabulary, including some advanced and less commonly used ones.
• Include a range of topic-related vocabulary to show that you have a good understanding of the topic, for example, if a question asks for a report about a sports festival that your class attended, sports-related vocabulary could be included, such as “fitness”, “warm up before exercising”, “gym”, “membership fees”, “tournament”, etc.
• Use a wide range of formal linking words. Examples have been mentioned earlier.
• Use advanced punctuation sparingly (1-3 in the whole report), for example, colon (:) and semicolon (;).
• Aim to complete towards the maximum word limit (approximately 200 words for the current syllabus and 160 words for the new syllabus). Exceeding the word limit slightly (15-20 words) is fine as long as you write accurately and complete the task within the correct time. If you exceed the word limit by any number of words, be it even 100, no marks will be cut directly, but you increase your chances of making more mistakes and spending more time than required for this exercise, which may affect your mark indirectly. If you write towards the lower limit or below, you are highly unlikely to achieve the highest band for Content as your content is not well developed.
• Spend about 30 minutes on this exercise : the initial 5 minutes for planning and the last 2-3 minutes for checking your work for simple spelling, punctuation, and grammatical mistakes.
• Use passive voice to increase the formality of your report, for example, “No food had been provided.”, “We were given plenty of information.”, “The seats were damaged.”, etc. But don’t write entirely in passive voice; just try to include some passive sentences.
• Use reported speech rather than direct speech to increase the formality of your report, for example, “Most students said that they would have liked to take part in more activities”.
• Write legibly

Don’ts:

• Avoid contractions (isn’t, aren’t, etc.) .
• Avoid abbreviations and slang (texting language) such as, OMG, BTW, gonna, etc.
• Avoid using informal vocabulary, informal linking words (e.g. “besides”, “anyway”, etc.) and idioms.
• Avoid directly addressing the reader (using “you”).
• Avoid listing (firstly, secondly, thirdly, etc.). There is no problem in writing “firstly” but avoid writing “secondly” and “thirdly”.
• Avoid repetition of vocabulary and beginning your sentences with the same words. Sometimes, students write 3 or more sentences in a row starting with “The”!

Practice a lot of past papers and get feedback on your writing. If you don’t have a teacher, reread these notes and check for what you have done right and what you haven’t. Read some of the samples on the samples page to see what you have just learned effectively used and incorporated into a report.

Good luck! Go get that A*!

16 responses to “Exercise 6: Writing a report (Ultimate Guide)”

thanks for all your effort

You’re welcome 🙂

Extremely helpful and detailed notes! Appreciate all the hardwork put into this. One question though, with the new word limit, which I usually tend to follow, my ideas can be somewhat under-developed what can I do? To illustrate, a question asking for what I liked and improvements, I mentioned two points I liked and one suggestion and tried to develop them, yet, they feel under-developed, what can I do? And how can I tell if my idea is well developed? Thank you!!

Thank you for your kind words! We’re glad you found them helpful!

It’s normal to feel that your ideas are under-developed with the reduction in the word limit of the new syllabus. Examiners know this, and that’s why the focus is now more on language.

However, you can do the following to overcome this feeling: 1-Write a suitable number of strong ideas. As for the example provided, giving 2 ideas for each would be ideal, or if you can’t find more suggestions, write 3 points about what you liked. 2-Exceed the word limit slightly (if you have good language and make few mistakes)

You know you have developed the idea if it’s convincing (i.e. you have provided reasons, evidence or examples, whichever is applicable). And this doesn’t have to be lengthy.

Thank you u have the best among all. I was dying for one like this. Keep it up and publish more! 🙂

Thank you so much for your kind words and wonderful feedback! Truly appreciated!

Thank you for the notes! it really helps! Will u be making notes for review? and if yes, when will it be out? Thx

That’s great to hear! Yes, we’re currently working on it, and we believe it’ll be available within one to two weeks.

Thanks a lot, it really helps. Btw according to the word count, does it mean even if i exceed the wor count by a lot, it does not affect my marks at all as long as it’s well written? I’m quite concerned about this since 200 is already not really enough for me sometimes, and now they’ve reduced it to 160.

i meant word count, there’s a typo, sorry

You’re welcome 🙂 Regarding your question, it’s important to note that the word limit provided is only for guidance, and no marks will be cut for just exceeding it. However, we recommend writing towards the upper limit of 160 words or just above it by 15-20 words since exceeding the word limit too much could lead to making more mistakes, and most importantly, spending more time than required for this exercise, which could affect the time available for other exercises. So, if you have a good quality of writing and you manage to plan your time effectively, you can safely write towards 200 words.

Thank you so much. My first time to see such a helpful website!

Thank you for your kind words! We’re glad our website proved helpful!

Thank you so much you’ve helped so much thank you I love this website

Thank you for your kind words! We’re glad it was helpful!

God bless you. I am grateful for this help.

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ESSAY "WRITE A REPORT" JANUARY 2024

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