how to write school reports examples

School Report Writing: 10 Top Tips and Expert Advice for 2022

Learning Ladders Blog School Report Writing: 10 Top Tips and Expert Advice for 2022

How to write a school report

We would all like to think that parents thoroughly read through our carefully crafted pupil school reports. How they must appreciate the hours we put into school report writing! However, the reality is that reports are often not as cherished as we would hope. It’s very easy to get them wrong. Wrong name in a copy and paste. Blanket statements for the class such as “We had a great time at Arundel Castle”, then finding out the student didn’t attend that day…

But it’s also just as easy to get them right. Being specific. Writing in simple language. Providing opportunities for parents to get more involved in their child’s education. All of these elements help to create a great school report.

To help you write great end of year reports, let’s answer the simple question: what is a school report? In a nutshell it’s a written assessment of a pupil’s performance and provides valuable guidance to parents and teachers, as well as students.

Reports take time

Unfortunately, school report writing can take time. To make them as personal as we would like to, they can take hours. We want to add personal touches. We want to tailor everything to every time. But if you are writing them frequently, end of year reports can eat into quite a few weekends. Writing them termly, or bulk writing huge reports yearly is very time consuming. Automation can help nowadays. No longer do you have to use the clunky systems of the past – many modern assessment systems can take away some of the strain. Ongoing communications with parents can streamline reports, so you don’t have to include those things which have already been discussed.

Personalising school reports can go wrong

Despite all attempts to the contrary, personalisation can go wrong. It can be difficult when trying to remember everything about every child over the whole year. Remembering exactly who did what at the nativity performance is difficult in June! For those teachers who teach one subject to many children it is even harder.

Teachers and parents each have a different focus Teachers may spend ages pouring over assessment data to pick out some key targets and achievements. Some parents may want to jump to the end of the report to see if their child has loads of friends. Other parents do want to have detailed information on their child’s successes and want to help from home. A lack of detail in this area could leave them feeling like they cannot build on the recommendations.

So how do you get it right?

Here are 10 top tips to assist you with school report writing:

• Ensure nothing is a total surprise . A parent should not be finding out via the report anything which will come as a total shock – good or bad! If their child has been off task 80% of the time, they shouldn’t be finding out just before the holidays. This doesn’t help them to support changes. The report should build on and confirm the ongoing conversations, adding to the parental engagement which has gone beforehand throughout the year.
• Keep it simple . Avoid the jargon and acronyms which abound in education. Add details and simple explanations where necessary. A glossary of terms relevant to the school could even be part of the template. This can be especially helpful if you have your own assessment terms. You may also want to add a quick guide to terms such as “fronted adverbials” also.
• Be specific . Statements should be simple, and in layman’s terms, but be based on solid evidence. “Joshua did well this year” is not specific enough. Parents may like to hear such a lovely statement, but it gives them nothing to engage with. They will end up asking Joshua what he did well in… which Joshua may also not be sure of the details.
• Use the ‘4 parts’ rule . Each statement in a school report should include 4 elements: the achievement/success; evidence of that success; the target; resources to help meet the target. So, a four-part phrase might be: “Joshua has progressed well in handwriting. He is now joining most of his letters in each word. His next step is to keep the sizing of his handwriting consistent. A great website to help model this is…” All too often we stop after 3 parts: success, evidence, target. This leaves parents stuck when they want to support that target. Directing them to resources that match the school’s curriculum helps the parents.
• Follow school guidance . Every school has their own ideas about what should be included. How many words to include, for example, and usually a template. If you’re new to a school but want to get started on reports early, make sure to ask for some examples from last year to get a sense of what is expected. You may think you got the reports done before the holidays, but there is nothing more deflating than finding you need to rewrite them completely.
• There is a place for automation . Teachers may have been stung by old report writing software. It may have messed up genders or come up with some grammatically terrible sentences. Many modern assessment platforms have much more advanced techniques and tools available now. You spend the term and year updating data for the graphs and assessment information. Why not then allow the system to take some of your workload? Your assessment knows exactly where the pupils are, based on your RAG ratings of statements and such. They will output sentences to reports which follow your own school’s curriculum, and it knows who is a girl or a boy! And gets the names right every time. Technology, at its very best, is efficient, which leaves you more time to write the personal statement parts.
• Add resources and links . Again, some systems have a reporting online option. This links parents to resources that are curriculum-linked. This means that for each target they are directed to high-quality resources to use at home. This can turn your school report writing into a significant part of your teaching. Also, your learning and assessment cycle. Parents being involved in their child’s education makes a huge difference. Where you are printing reports, you can add short links. These could be simple recommended resources such as YouTube channels, websites and even apps, which you know are educationally sound.
• Make the layout easy to follow . The school template can be important in making sure reports are easy to understand. If there are grades for some subjects and not others, a design change can help to make that seem strange. As with marketing rules, there are ways to bring the parent’s eye to the key information they need to see. At Learning Ladders, we have worked really hard to ensure our reports stand out. They are based on these principles outlined. You may not have control over your school template, but you can ensure sentences are concise and paragraphs are not too long. These make the report much easier to read.
• Don’t overdo it . A few key successes and a few targets are great. Make it manageable. A list of 20 successes might seem wonderful but will be very overwhelming. For the core subjects, 3-5 successes and 3 key targets are plenty. For foundation subjects, 3 successes and 1 or 2 things to work on would be perfect.
• Treat it like a parent’s evening . When writing the personal part of the report, I like to pretend the parent is in front of me, as though I am saying everything to their face, imagining their reaction. That helps me to be enthusiastic and realistic – which comes across even on the page. This also helps me to write each pupil’s report statement in one go, rather than going back and forth to edit (which is when I am more likely to make mistakes!). I also try to imagine their questions and add a bit of context or answer those upfront, as part of the report.

To find out how Learning Ladders makes school report writing easy, whilst keeping all those individual touches that parents love, have a read about our automated pupil reports .

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How to Write a School Annual Report — Templates + Examples [2023]

Education-related or school annual reports are great opportunities to connect with your community. In this blog, we’ll walk through what you should include in your school’s report. And, how to design one yourself, including:

What is a school annual report and when is it published?

Why are school annual reports important, what to include in a school annual report.

• How to write an annual report for a school
• How and where to share a school annual report

Best examples of school annual reports

An annual report for a school is just like an annual report for any other nonprofit organization. Great annual reports showcase a year’s worth of impact, accomplishments, and updates to help engage their community. Unlike Form 990, an annual report is optional, but an industry standard.

Usually, the development team at the school creates and writes the annual report. They oversee the content that is included within the report itself. The marketing team, if there is one, also plays a big role, too. From editing the content to disseminating it, the marketing team makes sure it finds the right people, at the right time.

Typically, schools publish their annual reports in the fall. At this point, the fiscal year is over, and the development team has had a chance to organize its accounting. Publishing in the fall is also great for motivating donors to give. The holiday season and Giving Tuesday are not only great times to showcase impact. They’re also great times to ask for donations.

A school annual report is a great opportunity to connect with the community. Many schools create their reports to update supporters on new events, community outreach, and even offer some spotlights on student achievements. 

Regardless, annual reports act as an engagement tool. They educate, inspire, and excite communities to stay connected and supportive of the mission.

⭐  Ready to start using an annual report builder?  Sign up for Yearly →

No two school annual reports will look the same. But, most include the following sections:

• A compelling cover image and title
• Introductory message from leadership
• Yearly highlights and accomplishments 
• Expense and revenue information
• Recognition of sponsors and important alumni
• Links to event recaps (lectures, webinars, etc.)
• Program, workshop, and fellowship information
• Relevant grant information
• Photos of students and/or profiles
• Staff and executive leadership recognition
• Contact information

 Once you’ve nailed all the right sections, it’s time to get creative.

How to design an annual report for a school

Once you’ve obtained all the right information and enlisted the best stakeholders to help, its time to understand how to write the annual report . Text-heavy paper reports are a thing of the past. Instead, supporters are more interested in reading scannable content and hearing emotional stories. And, interacting with the content itself.

To do this we recommend:

Selecting a school annual report template:  By using an annual report builder, schools can select from a variety of templates to start their annual report. Depending on the theme of the annual report, brand colors, or fonts, some templates might be better suited for their report than others.

Embed videos from past events, panels, and workshops:  It’s great to include written information about these past events. But, it’s even more important to embed the video right into the report. That way, supporters can watch the recap in real-time.

Include graphs and charts: When showcasing your accomplishments and detailing your financial information, use data visualization . The more understandable you can make dense material, the better.

Add custom donation links:  Readers want a seamless experience. That means including custom donate links . In doing so, so supporters can contribute right from your report.

Integrate social media:  Have a post from the past year that reflects your mission? Embed the post right into the report! This shows readers that you’re dedicated to staying relevant. And, it allows them to follow your work on another platform.

Use drag-and-drop editing. By using digital report builders, organizations can use drag-and-drop editing to save time and energy when resting their reports. Insert text boxes, images, and more, by selecting pre-made design elements.

Invite collaborators. Writing an annual report takes lots of effort and energy. By using software that allows for multiple collaborators—at the same time—organizations can make their annual report design a group effort. 

Now that we’ve covered how to write an annual report , let’s check out how to share it.

How to share your published school annual report

One of the best things about making your impact and annual report digital ? You can share it almost anywhere.

On social media: Post your annual report to LinkedIn, Twitter, or even Facebook. Tag alumni and important stakeholders so they don’t miss it.

In an e-newsletter:  Embed your annual report right into an e-newsletter. Send it out to important alumni, donors, and staff.

At a conference : Big academic conference coming up? Project your annual report as a presentation or slide deck.

Within your school’s website: Create a tab on your website that includes all your annual reports. This way, supporters can view them at any time.

Send it out via snail mail: Digital annual report software gives organizations the ability to download their report into a printable pdf. That means organizations can print and send out their report via snail mail—the old-fashioned way.

⭐ Use an annual report template to create your school annual report in minutes →

Now that we’ve covered all the basics of writing a school annual report, it’s time to take a look at some of the best annual report examples, in order to get a bit more inspiration.

Episcopal Day School of St. Matthew

This digital report does a great job of building an emotional connection with readers, and telling their unique organizational story at the same time.

Why we love this digital annual report:

• Donor lists: Stakeholders can scroll through dozens of donors which help build a community around the mission.
• Brand colors and fonts: Readers are reminded of this organization’s unique brand story through the use of unique fonts and colors.
• Infographics: Data visualization helps readers better understand financial information and other important metrics. With a better understanding, these readers are more compelled to give.
• Photos: Images of students and faculty help build an emotional bond between readers and the organization—ideal for encouraging donations and ongoing support.

Harvard University Center for African Studies

Harvard University takes its annual report to a whole new level of interactivity.

Why we love this digital report:

• Interactive maps and infographics: Harvard keeps readers engaged and inspired by including clickable maps and infographics in their report, making it feel like a truly immersive experience.
• Event recap videos: Harvard’s annual report is packed with even recaps, in video format As readers scroll through, they can pause and take a look at one of their many events—even if they missed the live version.
• Links to webinars: Like the event recaps, Harvard lists some of its most notable webinars from the year, so readers can peruse them at their own leisure.

Ubongo’s school annual report is full of branded elements making it show-stopping marketing tool.

 Why we love this digital report:

• Use of bold, bright colors: Ubongo’s school annual report feels like one big celebration. Not only does this engage readers, but it helps remind them of Ubongo’s values and mission.
• Use of illustrations: Illustrations throughout this annual report make it feel akin to a storybook—in line with its mission and values.
• Photos of beneficiaries: Ubongo creates a strong emotional tie with supporters by showcasing exactly who benefits from donor contributions.

McDonogh School

The McDonogh school annual report is a great example of data visualization in action and expert supporter engagement.

• Clear impact: W hen reading this school’s annual report, supporters can see the impact of their contributions almost immediately. With well-designed numbers and stats, this annual report is quite reader-friendly.
• Gratitude: Throughout the annual report, this school includes several spotlights of donors and legacy students. In doing so, they create a community and express appreciation.

⭐ Need more inspiration? Check out the b est annual report examples of 2023 →

Wrapping it Up

Regardless of your school’s mission, a digital report is a great way to excite readers, show gratitude, and turn readers into lifelong donors. 

With templates, drag-and-drop editors, and a mobile responsive platform, anyone in your organization can create award-winning reports that help you make more impact than ever before. Plus, a digital annual report allows schools to share their findings in a variety of ways, start reaching brand-new followers, and keep in touch with old ones.

Ready to get started on your school annual report for free? Check out Yearly’s free 14-day trial.

Josh Kligman  is the CEO of Yearly, a platform for nonprofits to create their own digital reports. Josh has been working with nonprofits on annual reports, brand and partnerships since 2011. He is helping nonprofits create more engaging, digital annual and impact reports with Yearly. Throughout his career, Josh has helped launch and run nonprofit brand campaigns and media partnerships nationally and locally, using television, radio and web, to amplify the reach of campaigns and provide demonstrated value for non-profit stakeholders. Josh received his B.A. from American University in Communications and his M.B.A. from American University in Marketing Management and Entrepreneurship.

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10 School Report Writing Tips to Save Time

• Teaching Strategies, Tactics, and Methods

School report writing has two main components: an assessment component and an advice component.

The advice component takes the form of a progress report, but no one model or framework works for everybody.

If you have to write 50 school reports in two weeks, you might struggle to include individual, quality feedback.

A recent report from the Open University mentions using robotic assistants to answer student queries and help with assessment. It would, in theory, open up more time for teachers to give good feedback on school reports.

However, we’re not quite there yet! So, as we wait for robots to make their way into the classroom, here are some school report writing tips to help you improve your practice.

• Use Simple, Jargon-Free Language

Parents and children must understand the report to understand their progress fully.

Here’s a jargon-heavy example: “Claire was enthusiastic about the new pedagogic tools we implemented last week and maneuvered the tools aptly.”

To compare, here’s a better example free of jargon: “Claire is starting to understand that hard work leads to success; she has a positive attitude and is taking increased ownership of her learning.”

See the difference? Making your writing easy to understand will ensure everyone can get as much helpful information from the report as possible.

Carefully chosen and precise feedback can be influential.

Statements like ‘she has done a good job’ are too vague. But, unfortunately, they’re unclear enough and don’t provide concrete ways to improve.

Instead, be specific, so parents and children know what to do next.

• Use Examples

Another way to improve school report writing is to give examples.

Why is this beneficial?

It helps the student understand what worked and what didn’t.

The student will be able to remember the example, so they can help explain it to their parents.

It means the report is individual to each learner.

For example, you could write: “Claire is starting to understand that hard work leads to success. It can be evidenced by her essay on ‘Deforestation’ in which she has used the feedback from the last term to improve her grade this term.”

• Share the Gradings and Provide a Model or Example

If you explain more about how children have been graded or scored, it’ll help learners and parents better understand what they’ve achieved and what is needed to reach the next level.

A model or example can also help with this. It puts the grade into practice and can inspire children to improve their work.

• Sandwich Model

One model to be aware of is the ‘sandwich model.’ The Open University has credited this for its high student satisfaction scores in assessment and feedback.

The basic model is to provide constructive criticism sandwiched in between praise, like a slice of cheese between bread!

First, praise the student for something they’ve done well. Next, give them an example of where they haven’t met the expected outcome. Finally, finish with more praise.

It gives you a good balance between praising students, which ensures they keep up their excellent work and constructive feedback that helps them to understand any inaccuracies.

• Refer to Guidelines

It’s worth checking school guidelines before you start writing your school reports.

For example, your school may want you to use the National Curricular statements for most of the report and devote only 10% to anecdotal evidence.

• Feedforward 

It’s essential to remember that you must include concrete steps students must take.

It can be as simple as listing a step. For example, “learn a word a day to improve vocabulary.” Or you could point parents to a resource that might benefit the student.

School reports should be timely.

Feedback should be given as soon as possible; in theory, you shouldn’t wait for a report to provide feedback. Instead, the information should reinforce any feedback you’ve already given.

It’s also worth bearing in mind the pace of life for parents. For example, I used to send two significant reports yearly but found out that they’d only read them weeks after receiving them.

It often means there’s a delay in them carrying out the actions in the report.

Now, I send at least two other minor reports that alert the parents to what’s coming up and any actions they might take.

An example of a minor report could read something like this:

“Claire has been performing consistently in all her subjects. It would appear that she has acted on the feedback from my year-end report and made the necessary adjustments to her daily practices. I sincerely thank you for your support in helping Claire realize her potential. By the first week of July, I will send a detailed year-end report to articulate how well Claire has performed in her subjects in grade 8 about national standards and with peers from her class. If you would like to discuss any aspects of Claire’s progress, please reach out to me.”

• Personalise It

It isn’t easy when you’re writing dozens of reports. But a few tweaks can go a long way.

Here’s a quick checklist:

Ensure to proofread every report you write!

Attention to detail is essential. It shows parents that their child is receiving a quality education and reassures them that their children are in good hands.

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Writing School Reports

Report writing.

Writing school reports is undeniably time-consuming but also an important part of a teacher’s job. They are also an opportunity to create strong relationships between teachers and the family of their students. Reports help teacher highlight concerns or are an opportunity to congratulate and also help to communicate to parents and students the way forward.

Reports are thoughtful, helpful and honest. Keep it straightforward and accurate but emphasise the positives. Write professionally, making a note of achievements. Of course, you can also use reports as a way to let parents know of any concerns – but remain professional. If you have any serious concerns, then the parents should know about it already! Under no circumstances use the report card as an opportunity to “settle scores with children”- it’s deeply unprofessional.

When it comes to writing reports, some schools use comment bank, IT-led responses that can be generated quickly from a database of pre-written sentences. This is faster and removes the risk of errors in spelling and grammar, but it can also result in a less personalised report. Schools prefer teachers to write each report , adding personal comments to make them individualised, but this approach takes longer and requires careful proof-reading. No parent will be impressed with teacher errors such as “ Tom’s spelin needs attention ”. Whatever your school’s format for report writing, you must follow it to ensure continuity.

Resist the temptation to generalise or cut and paste as it shows that you either aren’t aware of your pupil’s individual circumstances or worse still – that you don’t care.

Here are our tips

Allow plenty of time and plan ahead –  Writing reports can take longer than you think and you don’t want to be rushed or to miss the deadline. When you start at a new school, study the report system in use. get familiar with the software, read previous reports etc. Plan your work, your marking and your record keeping with one eye on what you’re going to have to do at report time.

Record information throughout the year –  Keeping a file recording information about pupils at regular intervals can make recalling details for the reports much easier. You can record the results of tests as well as store copies of the pupils’ best work. This system is likely to make reports much more personal and meaningful to the parent and the child.

E.G “ Simon is working well in his Science classes. He is regularly producing Level 4 work and in relation to the class, he is in the top third of pupils”

Reports look more professional if the vocabulary is descriptive and concise. Avoid using the words ‘good’, ‘well’ and ‘average’. These words give a very general picture and are not very informative. Try to find a more interesting and thoughtful comment like the ones below.

• Grasps new concepts quickly
• Loves learning new skills
• Enjoys being involved in
• Has a wide general knowledge
• Is quick to transfer new information from his short-term to long-term memory
• Is well-organised/reliable/keen

Know your children and focus on individuals

Seems obvious, but even with good record keeping and banks of useful statements there’s no substitute for having a solid mental picture of the child you’re writing about. Focus on putting names to faces and build relationships from day one in the school. You teach to a class , but pupils are individuals. Over and above any formal performance data the school may ask you to record, try keeping updated summary notes on the more personal strengths and weaknesses of each pupil:

E.G . Jack Jones – attentive, quiet, easily overlooked, dry wit when you get to know him well.

Parents will be pleased when you show this understanding of their child in your written reports or parent / teacher interviews

Keep it simple

Remember you are writing for the parents so avoid jargon.

Most parents are looking for three essential bits of information from a school report:

• Is my child doing well?
• Where is improvement needed?
• How does it compare with my child’s last report?

Provide details and give examples

Parents want to know that their children are moving forward in your subject. It’s not enough to say “Doing well”. Study previous reports and write comments which make comparisons in specific areas

E.G. “Her watercolour work has improved technically this term, as illustrated in her painting of Don Quixote now displayed in the school entrance hall.

Write legibly

If you have to produce a hand-written report, make sure it is legible and in an adult script.

Don’t patronise

Be clear, concise and don’t patronise. Remember you’re addressing adults who know their own children.

Be accurate and check spelling and grammar

A single factual error, spelling mistake or example of poor grammar can devalue for the parent, everything else you write. Check, check and check again before you submit your reports. Once written, allow yourself time to read all the reports through. Use spell-check, a dictionary and best of all – use your friends, partners and colleagues to proof-reader

Positive, not negative

You are paid to make sure that Jack does his homework, so “Jack never does his homework” is actually a comment on your performance not his! Judgmental words invite a similar response. Remember your audience are programmed to protect the very person you are writing about – and may well be ready to pounce!

If you write a report which is largely negative, it can lead to a breakdown in relations between the school and home. Although you have to be honest about the pupils’ shortcomings, it is important to highlight their strengths first and your tone should display your genuine interest in the child.

Try using some of these expressions, which demonstrate a positive approach:

• For example, I was pleased when…
• Or, I hope he will develop his talent for…
• And, I enjoy teaching her because…

These comments may help highlight the pupil’s weakness in the most positive manner:

For the less able:

• tries hard but needs extra support
• is keen but has a short attention span
• copes best in a small group
• needs extra practice at each level to keep up with the class
• acquires new skills/concepts after a lot of practice.

For the reluctant learner try:

• makes avoidable mistakes
• needs to check her work more closely
• needs to supervise closely to be kept on task

For the child with poor social skills:

• needs to consider other children’s feelings
• does not realise that other children deserve as much attention in class

Highlight the school’s values

The comment “Susan has shown great kindness to a new pupil this term” will make Susan feel good and also signal to her parents that there’s much more to her school life than her progress through the curriculum.

Where credit is due

Make sure you note any support or credit worthy actions. Is the child in a choir or on a sports team? Does he or she work hard backstage during school shows? Make sure that this kind of contribution isn’t missed

E.G “Jane has shown considerable improvement in her homework over this last half term . She’s gained noticeably in confidence as a result. Many thanks for your support”

Help colleagues and ask support staff

Draw the attention of other teachers to comments they might make. The observations of teaching assistants , playground supervisors and office staff can also add a different and often positive dimension to a child’s report.

E.G “Could you mention that Carl worked really well on that Geography trip I helped you to supervise? “

Maintain perspective  –  If your proposed comment on a student’s report differs significantly from the general trend, for example, much poorer effort in your subject than in any others, put the report aside until you can discuss it with your line manager. This is something that should have been spotted earlier – now it needs dealing with, possibly with a parent consultation before the report goes home.

In conclusion, writing reports can be a daunting task, especially in your first year of teaching. Take heart knowing that when you have completed them you can congratulate yourself on a job well done and for those of you writing your first reports – it will be easier next year !

Key Takeaways

1. prioritize clarity and precision in report writing.

• Effective Communication: Use simple language free of teacher jargon to ensure students’ parents clearly understand the report. Avoid general comments and strive for precise feedback that reflects the child’s progress in core subjects throughout the school year.
• Accuracy: Always double-check for errors in spelling and grammar. Accuracy in report writing reflects professionalism and helps maintain trust between educators and families.

2. Utilize Tools and Resources Efficiently

• Comment Banks: Leverage comment banks for efficient report writing, but customize them to add personal touches. This balances efficiency with personalization, showing genuine engagement with each student’s progress .
• Software and Systems: Familiarize yourself with the school’s report writing system at the start of the year, whether it involves traditional report cards or digital platforms. This preparation is crucial for smooth report writing processes.

3. Maintain a Comprehensive Record

• Student Reports: Keep detailed records of students’ performances across various assessments and activities. This continuous documentation aids in creating insightful year reports that truly capture the essence of each student’s journey.
• Own Learning Reflection: Encourage students to reflect on their own learning, which can provide valuable insights when writing reports. This not only fosters students’ self-awareness but also enriches the content of the reports.

4. Foster Positive Relationships through Report Comments

• Engagement with Parents: Use report comments as a bridge to strengthen relationships with students’ parents. Clearly communicate achievements and areas for improvement, making sure to highlight key information about the child’s educational journey.
• Student-Centric Approach: Focus on each student’s unique abilities and challenges. Tailor your comments to reflect individual achievements and specific needs, enhancing the personal value of the reports.

5. Plan Strategically and Execute Diligently

• School Report Writing Tips: Start planning early, allowing ample time for thorough preparation and reflection. This ensures that you can provide a thoughtful analysis of each child’s academic year without the pressure of impending deadlines.
• Report Writer Best Practices: Stay consistent with the school’s report writing format and policies to ensure continuity and fairness in how student achievements are reported and perceived.

By adhering to these key takeaways, teachers can enhance the quality and impact of their school reports. Remember, the goal of school report writing is not just to inform but also to inspire students and engage parents in the educational process effectively.

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15 Helpful Tips for Writing Student Reports

Written by Victoria (Teach Starter)

Writing student reports is always a stressful time of year for teachers. To a new teacher, the task can become quite overwhelming. Where do I start? What do I write? How can I individualise my reports?

The main aim of a report is to inform parents and students of a student’s achievements at the time of reporting. It provides information on the progress the student has made since the last reporting period and outlines suggested steps that can be taken to ensure improvements are made.

To assist with your next reporting period, we have outlined ten helpful tips from teachers in the know about writing student reports.

Teacher Tips for Writing Student Reports

(1) know your school.

Your school, like every school, will have its own system for report card comments. Make sure to consult with your principal or curriculum coordinator to get a clear understanding of their expectations. If you’re a first-year teacher and are feeling totally overwhelmed, take the initiative to set up a meeting with a mentor or more experienced member of staff and seek guidance. Prepare your questions and take notes.

(2) Start early

Do you find it hard to get started with report card writing? Getting started can often be the hardest bit. It’s easy to feel overwhelmed by the enormity of the task and the thought of how long it’s going to take to finish report card comments for an entire class. Why not get a head start on your general comments as soon as you have gathered enough observational information from your students.

Tips for getting started on report cards…

• Set a timer for fifteen minutes and commit to writing two or three report card comments. Tell yourself you’ve only got to do it for 15 minutes.
• Break the huge task of report writing into smaller chunks. Consider starting with your general comments. Break your general report card comments into chunks of two or three a day.
• Start with the hardest task. You’ll be surprised how empowering and motivating it is to know that you’ve completed the bit you were dreading most. It’s all downhill from here!
• Use positive self-talk. Tell yourself I’ve got this, I can do this, I’m on a roll, and kid yourself – this is easy!
• Throw a report card writing party. Invite some of your nearest and dearest colleagues to come together and motivate each other to make a start!

(3) Ease of understanding

When writing reports to parents, it is important that you make each comment easy to understand. Try to use two connected ideas per sentence to explain how the student is progressing.

For example: ‘ When problem-solving, S arah needs to explain her mathematical thinking’  (first idea)  ‘rather than recording the answers’  (second idea) .

(4) Report card comment bank

Comment banks are a useful go-to when you are struggling to express yourself in a clear and concise way. There’s no denying that they are a time saver. Opinion on whether report card comment banks are a good thing is split. In some schools the use of comment banks is compulsory, in others, they are frowned upon and in others, comment banks are optional.

During my teaching experience, I found a happy medium and used a combination of general comment bank statements with my own personalised comments.

If you need some help and support, download our Report Card Comments .

(5) Consider peer marking through the term

Marking is probably one of the biggest time saturators. During report card writing time, be strategic about the tasks you set to reduce your marking workload. One way to alleviate this pressure is to consider peer marking and self-marking. This is probably more suited to older students. Not only does this alleviate the pressure of you, but students also gain a lot from marking their peer’s work. Here are just some of the reasons we love peer marking:

• Exposure to a wide range of ideas and perspectives.
• Motivation to improve their own work.
• A deeper understanding of quality and the importance of meeting the success criteria.
• The opportunity to work in collaboration with others.
• The opportunity to develop self-assessment skills.

Provide your students with a peer marking scaffold by using our  Two Stars and a Wish Poster and Feedback Slips   or choosing from our selection of   Checklist Resources .

(6) Stick to the point

When report writing, it can be very easy to divert from the point and include unnecessary information. Parents only need to be informed about important matters that are relevant to their child. Unnecessary information will only cause confusion.

For example, instead of ‘ John delightfully expresses a range of different ideas during whole-class discussions in our inquiry sessions’ , write ‘ John participates in class discussions and shares his ideas with others’.

(7) Avoid teacher jargon

Most parents don’t know ‘teacher talk’. Avoid using teacher jargon and specialist terms when writing reports. Present information in a clear and precise manner which makes it easy for parents to understand.

For example, instead of  ‘Grace applies a range of higher-order thinking skills and comprehension strategies when decoding texts’, write  ‘When reading, Grace uses a range of skills to identify the meaning of the text’.

(8) Inform parents about their child’s level of achievement

When report writing, try to avoid detailed curriculum descriptions or lists of all the units and activities you have covered in class. Parents want to know how their child is performing in relation to the expected levels of achievement, as well as the areas in which their child needs to improve.

For example, instead of  ‘Daniel has developed efficient mental and written strategies and uses appropriate digital technologies for multiplication and division where there is no remainder’ , write  ‘Daniel uses his knowledge of multiplication facts to solve a range of division problems. He is now working towards solving problems with larger numbers.’

It’s also a good idea to notify parents if their child is potentially dropping a grade from the previous report card. There’s nothing worse than a parent receiving a report card and not knowing their child may have dropped a grade and not understanding why.

(9) Refer to the child’s ongoing performance

When reading their child’s report, parents want to know what was learned, how well their child performed, whether there are any areas for improvement and what should be done for their child to meet the next achievement standard. Try and avoid any comments that may only refer to task completion or that only provide an evaluation.

For example, instead of  ‘Emily has completed the required writing task’ , write  ‘Emily has achieved a personal writing goal by constructing an informative text without the use of a scaffold. She is now working towards punctuating her writing correctly’.

(10) Use evidence to support your comments

When writing reports, continuously refer back to samples of students’ work. Use these work samples as evidence to indicate individual student achievements against the standards, or in comparison to other students in the class. Base your comments on quality evidence and be prepared to provide parents with examples of their child’s work.

Evidence also includes data collected by the teacher; such as anecdotal notes, tracking sheets and a record of scores. Ensure you have evidence for areas of strength and improvement, ways in which the school has or will support the child and how parents can assist their child at home.

(11) Consider the collection of data

Collecting data throughout the school year is greatly important for report writing. It enables you to track the progression of each student and their learning, as well as provide you with a collection of quality evidence.

Don’t leave your collection of data and report writing to the last minute. This will not only create stress for you, but for your students (who will certainly not appreciate being given a year’s worth of assessment tasks in one week!) Keep a scrapbook to take notes as you walk around the classroom, use samples of work from daily activities, or take photos during group tasks. The more you collect, the more evidence you will have and the easier it will be to write your reports.

For more ideas on how to get organised for the collection of data for report cards, check out our blog – The Ultimate Time-Saving Tip for Report Cards .

(12) Use a checklist

Prevent the chance of leaving something out or writing too much by using a  report writing checklist . A checklist will ensure that you have included student achievements, areas for improvement, what the school is doing to support the student and their learning, suggestions for the parents to help their child progress and a general comment with new learning goals.

(13) Prepare the parents

There will be times when you will need to write a report that doesn’t reflect the expectations of the parents. If you are aware that a child is not going to achieve a standard or has required additional support to complete set tasks, then it is strongly recommended that you  interview the parents of those children, prior to them receiving their child’s report.

When meeting with parents, have an open conversation about how their child is performing in class and what support you are already providing, with suggestions for the future. Create a partnership with the parents and provide them with suggested activities to support the child at home. Continue an open dialogue with the parents about the progress of their child. Parents greatly appreciate being informed about their child personally from their teacher, instead of waiting for a report card to read about it.

(14) Involve the student

When writing reports, try to involve the students as much as possible. Get students to set personal learning goals and evaluate these goals at the end of the learning period. Let the students identify their own strengths and areas that need improvement. Include these learning goals and evaluations in your reports to make them more personal and to give students some accountability for their own learning.

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(15) Proofreading tips

Leaving adequate time for proofreading is very important. Even if the ultimate responsibility to proofread lies with your grade coordinator or principal, it is your responsibility to deliver report cards that are as error-free as possible. The quality of your work reflects on you and your level of care.

Here are some general tips for proofreading:

• Proofread first thing in the morning.
• Read your report card comments out loud and also silently. Read them slowly.
• Use a spell checker and grammar checker as a first screening, but don’t depend on them.
• Keep a list of your most common errors and proof for these separately.
• Double-check the spelling of names.
• Double-check little words: “or,” “of,” “it,” and “is” are often interchanged.
• If you’re not 100% certain about a comment, don’t include it.
• Ask someone who is not a teacher to proofread your report card comments. If they understand your comments, your students’ parents or guardians will too!
• Check for overuse of the pronouns he or she and the student’s name. Try to alternate the use of the student name and the relative pronoun.

Lastly, but most importantly, take care of yourself! Writing report cards can be very stressful and it takes its toll on your mental wellbeing. The combination of this huge administrative task, classroom and co-curricular responsibilities in your day-to-day life can really add up.

Make time for a giggle. Read Cassie’s blog  Stop. Laugh. Report Card Writing Memes  for a little brain break (teacher style).

Share your ULTIMATE teacher tip when it comes to writing report cards in our Facebook Group – Teacher Talk .

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Report Writing

• Updated on  
• Nov 4, 2023

The term “report” refers to a nonfiction work that presents and/or paraphrases the facts on a specific occasion, subject, or problem. The notion is that a good report will contain all the information that someone who is not familiar with the subject needs to know. Reports make it simple to bring someone up to speed on a subject, but actually writing a report is far from simple. This blog will walk you through the fundamentals of report writing, including the structure and practice themes.

This Blog Includes:

What is a report, reporting formats, newspaper or magazine reports, business reports, technical reports, what is report writing, report writing: things to keep in mind, structure of report writing, magazine vs newspaper report writing format, report writing format for class 10th to 12th, report writing example, report writing for school students: practice questions, report writing slideshare.

• Report Writing in 7 steps

Also Read: Message Writing

A report is a short document written for a particular purpose or audience. It usually sets out and analyses a problem often recommended for future purposes. Requirements for the precise form of the report depend on the department and organization. Technically, a report is defined as “any account, verbal or written, of the matters pertaining to a given topic.” This could be used to describe anything, from a witness’s evidence in court to a student’s book report.

Actually, when people use the word “report,” they usually mean official documents that lay out the details of a subject. These documents are typically written by an authority on the subject or someone who has been tasked with conducting research on it. Although there are other forms of reports, which are discussed in the following section, they primarily fulfil this definition.

What information does reporting contain? All facts are appreciated, but reports, in particular, frequently contain the following kinds of information:

• Information about a circumstance or event
• The aftereffects or ongoing impact of an incident or occurrence
• Analytical or statistical data evaluation
• Interpretations based on the report’s data
• Based on the report’s information, make predictions or suggestions
• Relationships between the information and other reports or events

Although there are some fundamental differences, producing reports and essays share many similarities. Both rely on facts, but essays also include the author’s personal viewpoints and justifications. Reports normally stick to the facts only, however, they could include some of the author’s interpretation in the conclusion.

Reports are also quite well ordered, frequently with tables of contents of headers and subheadings. This makes it simpler for readers to quickly scan reports for the data they need. Essays, on the other hand, should be read from beginning to end rather than being perused for particular information.

Depending on the objective and audience for your report, there are a few distinct types of reports. The most typical report types are listed briefly below:

• Academic report: Examines a student’s knowledge of the subject; examples include book reports, historical event reports, and biographies.
• Identifies data from company reports, such as marketing reports, internal memoranda, SWOT analyses, and feasibility reports, that is useful in corporate planning.
• Shares research findings in the form of case studies and research articles, usually in scientific publications.

Depending on how they are written, reports can be further categorised. A report, for instance, could be professional or casual, brief or lengthy, and internal or external. A lateral report is for persons on the author’s level but in separate departments, whereas a vertical report is for those on the author’s level but with different levels of the hierarchy (i.e., people who work above you and below you).

Report formats can be as varied as writing styles, but in this manual, we’ll concentrate on academic reports, which are often formal and informational.

Also Read: How to Write a Leave Application?

Major Types of Reports

While the most common type of reports corresponds to the ones we read in newspapers and magazines, there are other kinds of reports that are curated for business or research purposes. Here are the major forms of report writing that you must know about:

The main purpose of newspaper or magazine reports is to cover a particular event or happening. They generally elaborate upon the 4Ws and 1H, i.e. What, Where, When, Why, and How. The key elements of newspaper or magazine report writing are as follows:

• Headline (Title)
• Report’s Name, Place, and Date
• Conclusion (Citation of sources)

Here is an example of a news report:

Credit: Pinterest

Business reports aim to analyze a situation or case study by implementing business theories and suggest improvements accordingly. In business report writing, you must adhere to a formal style of writing and these reports are usually lengthier than news reports since they aim to assess a particular issue in detail and provide solutions. The basic structure of business reports includes:

• Table of Contents
• Executive summary
• Findings/Recommendations

The main purpose of the technical report is to provide an empirical explanation of research-based material. Technical report writing is generally carried out by a researcher for scientific journals or product development and presentation, etc. A technical report mainly contains 

• Introduction
• Experimental details
• Results and discussions
• Body (elaborating upon the findings)

Must Read: IELTS Writing Tips

A report is a written record of what you’ve seen, heard, done, or looked into. It is a well-organized and methodical presentation of facts and results from an event that has already occurred. Reports are a sort of written assessment that is used to determine what you have learned through your reading, study, or experience, as well as to provide you with hands-on experience with a crucial skill that is often used in the business.

Before writing a report, there are certain things you must know to ensure that you draft a precise and structured report, and these points to remember are listed below:

• Write a concise and clear title of the report.
• Always use the past tense.
• Don’t explain the issue in the first person, i.e. ‘I’ or ‘Me’. Always write in the third person.
• Put the date, name of the place as well as the reporter’s name after the heading.
• Structure the report by dividing it into paragraphs.
• Stick to the facts and keep it descriptive.

Must Read: IELTS Sample Letters

The format of a report is determined by the kind of report it is and the assignment’s requirements. While reports can have their own particular format, the majority use the following general framework:

• Executive summary: A stand-alone section that highlights the findings in your report so that readers will know what to expect, much like an abstract in an academic paper. These are more frequently used for official reports than for academic ones.
• Introduction: Your introduction introduces the main subject you’re going to explore in the report, along with your thesis statement and any previous knowledge that is necessary before you get into your own results.
• Body: Using headings and subheadings, the report’s body discusses all of your significant findings. The majority of the report is made up of the body; in contrast to the introduction and conclusion, which are each only a few paragraphs long, the body can span many pages.
• In the conclusion, you should summarize all the data in your report and offer a clear interpretation or conclusion. Usually, the author inserts their own personal judgments or inferences here.

Report Writing Formats

It is quintessential to follow a proper format in report writing to provide it with a compact structure. Business reports and technical reports don’t have a uniform structure and are generally based on the topic or content they are elaborating on. Let’s have a look at the proper format of report writing generally for news and magazines and the key elements you must add to a news report:

To Read: How to Learn Spoken English?

The report writing structure for students in grades 10 and 12 is as follows.

• Heading :  A title that expresses the contents of the report in a descriptive manner.
• Byline : The name of the person who is responsible for drafting the report. It’s usually included in the query. Remember that you are not allowed to include any personal information in your response.
•  (introduction) : The ‘5 Ws,’ or WHAT, WHY, WHEN, and WHERE, as well as WHO was invited as the main guest, might be included.
• The account of the event in detail : The order in which events occurred, as well as their descriptions. It is the primary paragraph, and if necessary, it can be divided into two smaller paragraphs.
• Conclusion : This will give a summary of the event’s conclusion. It might include quotes from the Chief Guest’s address or a summary of the event’s outcome.

Credit: sampletemplates.com

Credit: SlideShare

Now that you are familiar with all the formats of report writing, here are some questions that you can practice to understand the structure and style of writing a report.

• You are a student of Delhi Public School Srinagar handling a campus magazine in an editorial role. On the increasing level of global warming, write a report on the event for your school magazine. 
• On the Jammu-Srinagar highway, a mishap took place, where a driver lost his control and skidded off into a deep gorge. Write a report on it and include all the necessary details and eyewitness accounts. 
• As a reporter for the Delhi Times, you are assigned to report on the influx of migrants coming from other states of the country. Take an official statement to justify your report.
• There is a cultural program in Central Park Rajiv Chowk New Delhi. The home minister of India is supposed to attend the event apart from other delegates. Report the event within the 150-200 word limit. 
• Write today’s trend of COVID-19 cases in India. As per the official statement. include all the necessary details and factual information. Mention the state with a higher number of cases so far.
• In Jawaharlal Nehru Stadium in New Delhi, a table tennis tournament was held between Delhi Public School New Delhi and DPS Punjab. Report the event in 250-300 words.

Also Read: Formal Letter Format, Types & Samples

Credits: Slideshare

Report Writ ing in 7 steps

• Choose a topic based on the assignment
• Conduct research
• Write a thesis statement
• Prepare an outline
• Write a rough draft
• Revise and edit your report
• Proofread and check for mistakes

Make sure that every piece of information you have supplied is pertinent. Remember to double-check your grammar, spelling, tenses, and the person you are writing in. A final inspection against any structural criteria is also important. You have appropriately and completely referenced academic work. Check to make sure you haven’t unintentionally, purposefully, or both duplicated something without giving credit.

Related Articles

Any business professional’s toolkit must include business reports. Therefore, how can you create a thorough business report? You must first confirm that you are familiar with the responses to the following three questions.

Every company report starts with an issue that needs to be fixed. This could be something straightforward, like figuring out a better way to organise procuring office supplies, or it could be a more challenging issue, like putting in place a brand-new, multimillion-dollar computer system.

You must therefore compile the data you intend to include in your report. How do you do this? If you’ve never conducted in-depth research before, it can be quite a daunting task, so discovering the most efficient techniques is a real plus.

Hopefully, this blog has helped you with a comprehensive understanding of report writing and its essential components. Aiming to pursue a degree in Writing? Sign up for an e-meeting with our study abroad experts and we will help you in selecting the best course and university as well as sorting the admission process to ensure that you get successfully shortlisted.

Ankita Mishra

A writer with more than 10 years of experience, including 5 years in a newsroom, Ankita takes great pleasure in helping students via study abroad news updates about universities and visa policies. When not busy working you can find her creating memes and discussing social issues with her colleagues.

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How to Write a Report (2023 Guide & Free Templates)

You have a report due in a few days, but you’re still procrastinating like a pro.

Sounds familiar?

If you’ve been staring at a blank page, wondering how to write a report the best way possible, you’re not alone. For many, writing a report, especially for the first time, can feel like rolling a giant boulder uphill.

The good news is that from a first draft to creating reports that people love to read is a skill you can develop and polish over time.

Whether you’re a student, a professional, or someone who wants to up their report-writing game, keep reading for a 2023 guide and step-by-step instructions on how to write a report. Plus, learn about the basic report format.

You’ll also get access to report templates that you can edit and customize immediately and learn about a tool to make reports online (no need to download software!). You can also jump right into customizing templates by creating a free account .

What is report writing?

Report writing is a way of communicating information, data, insight, or analysis. It’s an essential skill that will come in handy in various settings, from academic research or diving into historical events to business meetings.

But creating a report can be a bit intimidating at first.

In its simplest form, report writing starts with researching and gathering all the information, analyzing your findings, and presenting it in a way that’s easy for your audience to understand.

Sounds easy enough, right? 

Well, there’s a bit more to it than that. We’ll guide you through every step of the process to write an entire report from a rough draft and data in the next section. 

But first, let’s get to know the different types of reports.

Types of reports

Reports come in all shapes and sizes, and the type of report you write will depend on your specific goals and audience. Each type of report has its unique purpose, format, and style.

The most common types of reports are: 

• Academic report – These include school reports, book reports, thesis reports, or analytical reports between two opposing ideas.
• Business report – Business reports range from annual reports to SWOT analyses . The goal of business reports is to communicate ideas, information, or insights in a business setting.
• Research report –  Research reports are often more scientific or methodological in nature. They can take the form of case studies or research papers. 

Learn more : 20 Types of Reports and When to Use Them (Plus Templates)

How to write a report without feeling overwhelmed

Breaking down the report writing process into three stages can make it much more manageable for you, especially if it’s your first time to create one. 

These three stages are: 

• Pre-writing stage
• Writing stage
• Post-writing stage

Let’s take a look at the steps for each stage and how to write a good report in 2023 that you can be proud of.

Stage 1: Pre-writing 

The pre-writing stage is all about preparation. Take some time to gather your thoughts and organize your main idea. Write a summary first.

Here are important steps to help you deal with the overwhelm of creating an insightful report. 

Understand the purpose of your report

Knowing your purpose will help you focus and stay on track throughout the process. Dig into the why of your report through these questions:

• Who is your intended reader? Are you familiar with your audience’s language and how they think?
• What are you trying to achieve with your report? Are you trying to inform, persuade, or recommend a course of action to the reader? 

Research your topic

It’s time to gather as much information as you can about your topic. This might involve reading books, articles, and other reports. You might also need to conduct interviews with subject matter experts.

Pro tip on how to write a report : Pick reputable sources like research papers, recently-published books, and case studies by trustworthy authors. 

Make a report outline

An outline is a roadmap for your report. It covers your title, introduction, thesis statement, main points, and conclusion. Organizing your thoughts this way will help you keep focus and ensure you cover all the necessary information.

While you can create a report without creating an outline, you could write a better report with an outline. An outline helps you organize your facts and important points on paper. 

Stage 2: Writing

Once you have completed the pre-writing stage, it’s time to write your report. 

Follow the proper report writing format

You will feel a lot of resistance at this point because this is where most of the tedious work of report writing happens. However, the process can be a breeze if you follow a proper structure and report writing format.

The structure of your report can vary depending on the type of report you’re creating, but the report writing format below can serve as a guide for anyone.

• Title page. This is the first page of your report and should include the report’s title, the author’s name, the date of presentation or submission, and any other relevant information, such as your name or the organization’s name.
• Table of Contents (TOC ). This section contains subsections of your report and their corresponding page numbering.  A well-written TOC will help readers navigate your report easily and find the information they need.
• Brief summary . This part provides an overview of the report’s particular purpose, subject, methodology, key findings, and recommendations. This section is often called the executive summary in corporate reports.
• Introduction . The introduction should provide background information about the topic and explain why the report was written. It should also state the aims and objectives of your report and give an overview of the methodology used to gather and analyze the data. Make sure you include a powerful topic sentence.
• Main body. The main body of the report should be divided into subsections, each dealing with a specific aspect of the topic. These sections should be clearly labeled and organized in a logical order. In most reports, this is also the part where you explain and present your findings, analysis, and recommendations.
• Conclusion. Summarize the main points of your report and provide a final summary, thought, or suggestions. Review your thesis statement. The conclusion also includes any limitations of the study and areas for further research or future action.
• References . This section should include a list of all the sources cited in the report, like books, journal articles, websites, and any other sources used to gather information on your subject.
• Appendices . In the appendices section, you should include any additional information relevant to the report but not in the article’s main body. This might consist of raw data, event details, graphs, charts, or tables.

With all these key report elements, your readers can look forward to an informative, well-organized, and easy-to-read report.

Pro tips: Remember to use clear and concise language in your essay. It is also required to follow a specific type of formatting set by your organization or instructor.

Plus, use the active voice when you can because it helps improve clarity. To write a report essay in a passive voice makes it sound less concise.

Reports should usually be written in the third person.

Edit and proofread the article

Once you have completed your first essay draft, take some time to edit and proofread your work. Look for spelling mistakes and grammar errors, as well as any areas where the flow of your article could be improved. Review your topic sentence.

If hiring a professional editor isn’t possible, have a colleague or someone else read your rough draft and provide feedback. You can also use tools like Grammarly and the Hemingway App . 

Stage 3: Post-writing

You’re almost there! This stage is about finalizing your report and ensuring it is ready to be shared. 

Format your report

Ensure your report is formatted correctly, with clear and easy-to-read fonts, headings, and subheadings.

Incorporate visuals

Adding visuals to your report article is another great way to help your audience understand complex information more easily.

From charts to illustrations, the right visual can help highlight and explain key points, events, trends, and patterns in your data, making it easier for the reader to interpret the information.

Want to check out more templates? Get access to the template gallery today .

However, it’s important to use visuals sparingly and ensure they are relevant and effectively support the texts. You will learn more about effectively incorporating visuals into your report as you scroll down below to the next sections. 

Share your report

Once your report is complete, share it with your audience. This might involve submitting it to your boss, presenting it to a group, or sharing it online.

A final note for this section: Remember to take your time, stay organized, and most importantly, have fun! Writing a report can be a rewarding experience, especially if you get positive feedback when you present.

How to add visuals to your report

Adding visuals to your report is more than just putting a graph or chart for every piece of information.

There are no hard and fast rules but use the pointers below as guidelines:

• Each visual in your report should have a purpose. Don’t just add a pie chart or bar graph for the sake of adding one. Your visual of choice should offer clarity to readers that’s impossible to achieve with words alone. Piktochart’s report maker lets you search for free stock images and illustrations to add to any page with drag and drop.
• Add captions, legends, or arrows to your visuals when possible. For more technical reports, graphics are either Tables or Figures. Number them in order of appearance (Figure 1, Figure 2, Table 1, etc.) and give each a descriptive title.
• Place the visual close to the relevant text on the page.
• Document the source of the visual, citing it in both the caption and references section if necessary.
• Make the graphic stand out with colors, borders, boxes, spacing, and frames.

Learn more : How to Improve Your Data Visualization Design in 6 Steps 

Write reports like a pro with Piktochart’s easy-to-edit report templates

Creating reports from scratch can be time-consuming. The great news is you don’t have to make reports from scratch like how it used to be in the 90s and early 2000s. Organizations of all shapes and sizes now understand that you can also create the perfect report with the help of templates.

For example, Piktochart offers a variety of fully customizable templates, allowing you to easily add your branding, colors, and text within the online editor. You can visualize your thesis statement and first draft in less than an hour. It’s also possible to start writing directly in the tool, adding graphics page by page.

These templates range from reports for school presentations to sales reports. By editing them, you can create professional-looking reports without the hassle of formatting and design.

Here are some examples of Piktochart’s professionally-designed templates. If you can’t pick one that matches your report writing format and needs, create a free Piktochart account to get access to more templates. 

Survey report template 

This survey report template includes clear visualizations, making your report findings easier to understand. From customer surveys to employee satisfaction reports, this template is quite versatile. 

Research report template 

This research report template is perfect for anyone looking to create a thorough and professional research report. The template includes all the necessary sections to help you easily organize your research and present your findings in a concise document.

Corporate report template 

Looking for a corporate report template example with an editable table of contents and foreword? This template is the perfect fit!

Whether you’re presenting to investors or sharing information with your team, this corporate report template will help you create a polished and informative executive summary for any corporate organization.

Case study report template

Whether you’re conducting a business case study or an academic case study, this case study report template can help you earn your readers’ trust. This template is specifically designed with fashion as its main theme, but you can edit the photos and details to make it more on-brand with your niche.

Marketing report template

Use this template to create comprehensive marketing reports. The template includes editable sections for social media, data from search engines, email marketing, and paid ads. 

Financial report template 

With this customizable finance report template, you don’t need to make a financial report from scratch. Once you’ve written your content, save your report in PDF or PNG formats.

Annual report template 

This annual report template is the right template for creating a professional and informative executive summary of your organization’s performance over the past year. This template was designed for HR annual reports, but you can also repurpose it for other types of yearly reports. 

See more report templates by creating a free Piktochart account . 

Quick checklist for better report writing

Before you submit or present your report, use the quick checklist below to help ensure that your report is well-structured, accurate, clear, and properly cited. Most of all, you must ensure that your report meets your audience’s expectations and has all the information and details they need. 

Purpose and audience

• Does the report address its purpose and meet the needs of the intended audience?

Structure and organization

• Is the material appropriately arranged in sections?
• Have irrelevant details been removed?

Accuracy and analysis

• Has all the material been checked for accuracy?
• Are graphs and tables clearly labeled? Check the page numbers too.
• Is the data in graphs or tables analyzed and explained in words?
• Does the discussion or conclusion show how the results relate to the objectives mentioned in the introduction?
• Have the results been compared with existing research from the literature survey?

Writing style and clarity

• Is the report written in a tone that’s indicated in the brand style guide (for corporate reports)? Does it avoid colloquialisms or contractions? 
• Does it follow the organization’s specific guidelines for writing style? 
• Is it jargon-free and clearly written? Have you translated technical terms into simpler words?
• Use the active voice when you can because it helps improve clarity. A written report in a passive voice may make it sound less concise. 

Acknowledgment and citation

• Have all ideas and event data taken from or inspired by someone else’s work been acknowledged with a reference?
• Have all illustrations and figures taken from someone else’s work been cited correctly?

Proofreading

• Has the report been carefully proofread for typos, spelling errors, and grammatical mistakes?

Make engaging and effective reports quickly with Piktochart

Writing a report is a must-have skill for anyone looking to communicate more effectively in their personal and professional lives. 

With the steps we’ve provided in this guide, anyone can learn how to write a report that is informative, engaging, and comprehensive.

Plus, the free templates we highlighted are valuable for individuals looking to create reports quickly and efficiently. They can also be used to transform a longer report filled with texts into something more engaging and easy to digest.

Sign up for a free Piktochart account today, and look forward to writing reports with its library of modern, customizable report templates. 

Piktochart offers professionally designed templates for all your visual communication needs. It is your one-stop shop for presentations , posters , logos , email signatures , infographics , and more. Customize all templates according to your brand assets in seconds. Get started for free today.

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Top 10 School Report Templates with Examples and Samples

Gunjan Gupta

We all know report cards, don’t we? With grades and numbers, they were nothing less than a horror story that influenced self-perception, parental opinions, and future educational or career pathways. 

But do you often wonder if the grades A to F in the report cards show our true potential? This question nudges us to dig deeper into these documents and change our outlook on using them, especially since the modern education system values diversity in learning styles and intelligence. 

If you are wondering how then keep on reading.

This is where our ready-to-use PowerPoint report templates act as a game-changer for educators striving to craft more personalized, comprehensive, and visually engaging documents. 

These reports allow educators to move beyond traditional grading systems, offering a canvas to illustrate students' progress with graphs, charts, and personalized comments. They enable the integration of digital portfolios, project-based assessments, and soft skill evaluations, thus providing a multi-dimensional view of student growth.

Intrigued to know more about school calendars and how they can be adapted for various educational levels, from elementary to high school? Here is a must-read then. Click to learn more! 

Utilizing ready-to-use PPT templates simplifies the report creation process and empowers educators to present a more nuanced and colorful narrative of student achievement. With these tools, school reports can truly reflect the unique journey of every learner, ensuring that each report is not just a summary of grades, but a story of individual learning paths and achievements. This modern approach to school reporting can revolutionize how educators, students, and parents view and value educational progress, making every report an opportunity to celebrate the diverse capabilities of students.

So, without further ado, let’s dive deeper into these designs and transform our grading system for good! 

Got a school success story? But don’t know how and where to feature it? Here are 5 best school newsletter templates to help you. Download them today! 

Template 1: Playschool Proposal Report Sample

Discover our Playschool Proposal, presenting comprehensive information on formal environments and structured processes tailored to children. This proposal outlines the project's context and primary objectives for daycare services, showcasing a range of engaging activities like the kids' introduction, snack breaks, outdoor play, etc. It details the diverse playing and learning programs that foster children's development, whether they be infants, toddlers, preschoolers, or kindergarteners. It also provides an investment plan outlining services such as summer school camps, play school, transportation, and others, along with their costs and key benefits that the clients can expect. Additionally, this proposal offers a concise overview of the company and its standards, and programs, including recent sessions and events. It is a great asset to up your planning game.

Download now 

Template 2: Private School Annual Report Sample

Take advantage of this report template to provide a comprehensive overview of annual accomplishments, financial standings, student progressions, and future visions for your private educational establishments. It also highlights the key initiatives undertaken by the institution to improve learning such as English proficiency, support to teachers, and more. This makes this set essential for stakeholders such as parents, faculty, and board members to view invaluable insights to make informed decisions. It also guides the trajectory of the institution while ensuring alignment with its overarching goals and aspirations, thereby contributing to its sustained growth and success.

Template 3: Preschool Annual Report Template

Tailored for preschools, this specialized template tracks student advancement, staff growth, program efficacy, and financial robustness. By transparently documenting these facets, it nurtures stakeholder involvement and upholds accountability within the preschool ecosystem. This comprehensive tool furnishes a detailed panorama of the preschool's functioning and accomplishments, facilitating informed decision-making and continuous improvement. Whether assessing educational strategies or financial allocations, this template empowers administrators to make data-driven choices that enhance the overall preschool experience for students, staff, and families. Get it now.

Template 4: Sample School Counseling Annual Report

This document assesses the effects of counseling services on student welfare, academic prowess, and interpersonal development. This is done by shedding light on the school mission, academic activities, concerned crisis, counseling highlights, school balance sheet, and more. It also illuminates achievements and pinpoints avenues for advancement. This helps nurture a comprehensive framework for student assistance and growth and creates a conducive environment for achieving academic and personal excellence.

Template 5: Annual School Library Report Sample

This report outlines the library's role in realizing educational objectives by presenting circulation statistics, program accomplishments, resource enhancements, and strategic blueprints for future growth. It serves as a foundational document for championing library resources and propelling literacy endeavors throughout the school ecosystem by presenting sections like academic highlights, school progress snapshots, future developments, and more. This helps accentuate the library's profound impact on the holistic educational journey. The report emphasizes the library's vital role in enhancing intellectual engagement and academic progress by promoting knowledge dissemination and cultivating a learning culture. Its in-depth insights and proactive strategies enable stakeholders to appreciate and harness the library's essential contribution to shaping educational achievements.

Download now  

Template 6: Bifold One-Page Middle School Newsletter Template

This concise and dynamic report template helps in sharing significant updates, milestones, accomplishments, and forthcoming activities within the middle school. By facilitating swift and accessible communication, it cultivates a robust bond among students, educators, and families, bolstering a collective sense of belonging and enthusiasm. Through its streamlined approach, it fortifies school spirit and participation, nurturing an environment conducive to collaboration and inclusivity. By prioritizing clarity and conciseness, it optimizes engagement and ensures that pertinent information reaches all stakeholders, thus building a cohesive and vibrant middle school community. Get it now.

Template 7: Bifold One-Page Elementary School Library Newsletter

Crafted with the intention of fostering greater literacy and library involvement among elementary school students, this newsletter presents a diverse array of engaging content. From exciting updates on library happenings to curated book suggestions and insightful event recaps, it offers an enriching experience tailored to young readers. Interactive reading initiatives further enhance its appeal, encouraging active participation and a deeper connection with literature. More than just exchanging messages, this newsletter serves as a vital instrument in nurturing a passion for reading and cultivating a lasting appreciation for education. By highlighting literacy and advocating for library resources, it motivates students to eagerly explore the boundless domains of knowledge, empowering them to become enthusiastic pursuers of wisdom. Download this template now.

Download now

Template 8: One-Page Back to School Parent Newsletter Presentation Report

This invaluable tool provides parents with essential information, updates, and resources to facilitate a smooth transition back to school. With its thorough coverage of school policies, procedures, and available support services, it strengthens collaboration between parents and the school community. With crucial knowledge and resources at their disposal, parents can utilize this slide to ready themselves in offering necessary guidance and support, ultimately ensuring their children thrive. This comprehensive method cultivates a nurturing environment that promotes both academic and social development, setting the stage for a rewarding educational experience.

Template 9: Preschool Weekly Lesson Plan in One Page Summary Presentation Report

Designed as a concise and practical aid for educators, this one-page summary offers a structured approach to teaching. It delineates clear objectives, engaging activities, and effective assessment methods. By promoting consistency in learning experiences, particularly for preschool students, it facilitates optimal developmental outcomes. This tool serves as a roadmap for educators, ensuring their instructional plans align with overarching educational goals. Its streamlined format enhances instructional efficiency while fostering a conducive learning environment. With a focus on clarity and coherence, educators can confidently navigate each week's curriculum, maximizing the impact of their teaching efforts and supporting the holistic growth of young learners. Get it now.

Template 10: One-Pager Monthly School Guide Newsletter Template

This comprehensive monthly digest offers a diverse array of content including news highlights, practical tips, event schedules, and valuable educational materials. By engaging with the broader school community, the newsletter cultivates essential links, promoting involvement and nurturing a feeling of cohesion within the school environment. This helps create an atmosphere of transparent communication and collaborative endeavors among students, parents, and staff. It also helps in raising awareness and encourage participation in the school’s educational community, where each person is empowered to play a significant role in advancing the school's objectives and ambitions. Get it now.

The Evolution of School Reports

As we draw the curtains on our exploration of the dynamic landscape of school reports, it's clear that these educational documents are on the cusp of a profound transformation. The journey from traditional grade listings to personalized narratives, powered by the innovative use of ready-to-use PowerPoint templates, marks a significant leap towards honoring the multifaceted achievements of students. 

This evolution is not just about changing formats or adding visual appeal; it's about redefining success in education. It shows a commitment towards recognizing every student's unique journey, celebrating not just academic milestones but personal growth, creativity, and resilience.

So, don’t just wait and watch. Download your favorite tools today! 

P.S. Are you curious about which newsletter templates are favored by educators? Here are a few to ease your racing mind

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How to Write a Report

Last Updated: March 15, 2024 Fact Checked

This article was co-authored by Emily Listmann, MA and by wikiHow staff writer, Amy Bobinger . Emily Listmann is a Private Tutor and Life Coach in Santa Cruz, California. In 2018, she founded Mindful & Well, a natural healing and wellness coaching service. She has worked as a Social Studies Teacher, Curriculum Coordinator, and an SAT Prep Teacher. She received her MA in Education from the Stanford Graduate School of Education in 2014. Emily also received her Wellness Coach Certificate from Cornell University and completed the Mindfulness Training by Mindful Schools. There are 22 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 8,747,561 times.

When you’re assigned to write a report, it can seem like an intimidating process. Fortunately, if you pay close attention to the report prompt, choose a subject you like, and give yourself plenty of time to research your topic, you might actually find that it’s not so bad. After you gather your research and organize it into an outline, all that’s left is to write out your paragraphs and proofread your paper before you hand it in!

Easy Steps to Write a Report

• Choose an interesting topic and narrow it down to a specific idea.
• Take notes as you research your topic. Come up with a thesis, or main theme of your report, based on your research.
• Outline the main ideas you’ll cover in your report. Then, write the first draft.

Sample Reports

Selecting Your Topic

• The guidelines will also typically tell you the requirements for the structure and format of your report.
• If you have any questions about the assignment, speak up as soon as possible. That way, you don’t start working on the report, only to find out you have to start over because you misunderstood the report prompt.

• For instance, if your report is supposed to be on a historical figure, you might choose someone you find really interesting, like the first woman to be governor of a state in the U.S., or the man who invented Silly Putty.
• If your report is about information technology , you could gather information about the use of computers to store, retrieve, transmit, and manipulate data or information.
• Even if you don’t have the option to choose your topic, you can often find something in your research that you find interesting. If your assignment is to give a report on the historical events of the 1960s in America, for example, you could focus your report on the way popular music reflected the events that occurred during that time.

Tip: Always get approval from your teacher or boss on the topic you choose before you start working on the report!

• If you’re not sure what to write about at first, pick a larger topic, then narrow it down as you start researching.
• For instance, if you wanted to do your report on World Fairs, then you realize that there are way too many of them to talk about, you might choose one specific world fair, such as the Panama-Pacific International Exposition, to focus on.
• However, you wouldn’t necessarily want to narrow it down to something too specific, like “Food at the Panama-Pacific International Exposition,” since it could be hard to find sources on the subject without just listing a lot of recipes.

Researching the Report

• If you don’t have guidelines on how many sources to use, try to find 1-2 reputable sources for each page of the report.
• Sources can be divided into primary sources, like original written works, court records, and interviews, and secondary sources, like reference books and reviews.
• Databases, abstracts, and indexes are considered tertiary sources, and can be used to help you find primary and secondary sources for your report. [5] X Research source
• If you’re writing a business report , you may be given some supplementary materials, such as market research or sales reports, or you may need to compile this information yourself. [6] X Research source

• Librarians are an excellent resource when you're working on a report. They can help you find books, articles, and other credible sources.
• Often, a teacher will limit how many online sources you can use. If you find most of the information you need in the library, you can then use your online sources for details that you couldn’t find anywhere else.

Tip: Writing a report can take longer than you think! Don't put off your research until the last minute , or it will be obvious that you didn't put much effort into the assignment.

• Examples of authoritative online sources include government websites, articles written by known experts, and publications in peer-reviewed journals that have been published online.

• If you’re using a book as one of your sources, check the very back few pages. That’s often where an author will list the sources they used for their book.

• Remember to number each page of your notes, so you don’t get confused later about what information came from which source!
• Remember, you’ll need to cite any information that you use in your report; however, exactly how you do this will depend on the format that was assigned to you.

• For most reports, your thesis statement should not contain your own opinions. However, if you're writing a persuasive report, the thesis should contain an argument that you will have to prove in the body of the essay.
• An example of a straightforward report thesis (Thesis 1) would be: “The three main halls of the Panama-Pacific International Exposition were filled with modern creations of the day and were an excellent representation of the innovative spirit of the Progressive era.”
• A thesis for a persuasive report (Thesis 2) might say: “The Panama-Pacific International Exposition was intended as a celebration of the Progressive spirit, but actually harbored a deep racism and principle of white supremacy that most visitors chose to ignore or celebrate.”

• The purpose of an outline is to help you to visualize how your essay will look. You can create a straightforward list or make a concept map , depending on what makes the most sense to you.
• Try to organize the information from your notes so it flows together logically. For instance, it can be helpful to try to group together related items, like important events from a person’s childhood, education, and career, if you’re writing a biographical report.
• Example main ideas for Thesis 1: Exhibits at the Court of the Universe, Exhibits at the Court of the Four Seasons, Exhibits at the Court of Abundance.

Tip: It can help to create your outline on a computer in case you change your mind as you’re moving information around.

Writing the First Draft

• Try to follow any formatting instructions to the letter. If there aren't any, opt for something classic, like 12-point Times New Roman or Arial font, double-spaced lines, and 1 in (2.5 cm) margins all around.
• You'll usually need to include a bibliography at the end of the report that lists any sources you used. You may also need a title page , which should include the title of the report, your name, the date, and the person who requested the report.
• For some types of reports, you may also need to include a table of contents and an abstract or summary that briefly sums up what you’ve written. It’s typically easier to write these after you’ve finished your first draft. [14] X Research source

• Example Intro for Thesis 1: “The Panama-Pacific International Exposition (PPIE) of 1915 was intended to celebrate both the creation of the Panama Canal, and the technological advancements achieved at the turn of the century. The three main halls of the PPIE were filled with modern creations of the day and were an excellent representation of the innovative spirit of the Progressive era.”

• Typically, you should present the most important or compelling information first.
• Example topic sentence for Thesis 1: At the PPIE, the Court of the Universe was the heart of the exposition and represented the greatest achievements of man, as well as the meeting of the East and the West.

Tip: Assume that your reader knows little to nothing about the subject. Support your facts with plenty of details and include definitions if you use technical terms or jargon in the paper.

• Paraphrasing means restating the original author's ideas in your own words. On the other hand, a direct quote means using the exact words from the original source in quotation marks, with the author cited.
• For the topic sentence listed above about the Court of the Universe, the body paragraph should go on to list the different exhibits found at the exhibit, as well as proving how the Court represented the meeting of the East and West.
• Use your sources to support your topic, but don't plagiarize . Always restate the information in your own words. In most cases, you'll get in serious trouble if you just copy from your sources word-for-word. Also, be sure to cite each source as you use it, according to the formatting guidelines you were given. [18] X Research source

• Your commentary needs to be at least 1-2 sentences long. For a longer report, you may write more sentences for each piece of commentary.

• Avoid presenting any new information in the conclusion. You don’t want this to be a “Gotcha!” moment. Instead, it should be a strong summary of everything you’ve already told the reader.

Revising Your Report

• A good question to ask yourself is, “If I were someone reading this report for the first time, would I feel like I understood the topic after I finished reading?

Tip: If you have time before the deadline, set the report aside for a few days . Then, come back and read it again. This can help you catch errors you might otherwise have missed.

• Try reading the report to yourself out loud. Hearing the words can help you catch awkward language or run-on sentences you might not catch by reading it silently.

• This is a great trick to find spelling errors or grammatical mistakes that your eye would otherwise just scan over.

• Ask your helper questions like, “Do you understand what I am saying in my report?” “Is there anything you think I should take out or add?” And “Is there anything you would change?”

• If you have any questions about the assignment requirements, ask your instructor. It's important to know how they'll be grading your assignment.

Expert Q&A

You Might Also Like

• ↑ https://libguides.reading.ac.uk/reports/writing-up
• ↑ https://emory.libanswers.com/faq/44525
• ↑ https://opentextbc.ca/writingforsuccess/chapter/chapter-7-sources-choosing-the-right-ones/
• ↑ https://libguides.merrimack.edu/research_help/Sources
• ↑ https://www.wgtn.ac.nz/__data/assets/pdf_file/0010/1779625/VBS-Report-Writing-Guide-2017.pdf
• ↑ https://www.library.illinois.edu/hpnl/tutorials/primary-sources/
• ↑ https://libguides.scu.edu.au/harvard/secondary-sources
• ↑ https://learningcenter.unc.edu/tips-and-tools/taking-notes-while-reading/
• ↑ https://wts.indiana.edu/writing-guides/how-to-write-a-thesis-statement.html
• ↑ https://libguides.usc.edu/writingguide/outline
• ↑ https://ecampusontario.pressbooks.pub/engl250oer/chapter/10-4-table-of-contents/
• ↑ https://writingcenter.unc.edu/tips-and-tools/thesis-statements/
• ↑ https://www.yourdictionary.com/articles/report-writing-format
• ↑ https://www.monash.edu/rlo/assignment-samples/assignment-types/writing-an-essay/writing-body-paragraphs
• ↑ https://www.grammarly.com/blog/5-most-effective-methods-for-avoiding-plagiarism/
• ↑ https://wts.indiana.edu/writing-guides/using-evidence.html
• ↑ https://www.student.unsw.edu.au/writing-report
• ↑ https://writingcenter.unc.edu/tips-and-tools/revising-drafts/
• ↑ https://writing.wisc.edu/handbook/grammarpunct/proofreading/
• ↑ https://opentextbc.ca/writingforsuccess/chapter/chapter-12-peer-review-and-final-revisions/
• ↑ https://writingcenter.unc.edu/tips-and-tools/editing-and-proofreading/

About This Article

It can seem really hard to write a report, but it will be easier if you choose an original topic that you're passionate about. Once you've got your topic, do some research on it at the library and online, using reputable sources like encyclopedias, scholarly journals, and government websites. Use your research write a thesis statement that sums up the focus of your paper, then organize your notes into an outline that supports that thesis statement. Finally, expand that outline into paragraph form. Read on for tips from our Education co-author on how to format your report! Did this summary help you? Yes No

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How to Write School Reports

Writing school reports can be a daunting and time-consuming task. But great school reports put a smile on parents’ faces, support student learning and growth, and may be treasured for years to come.

What makes a report great?

From a parent’s perspective, the hallmark of a great report is its authenticity - it captures the essence of their child . This personal touch shows that you truly know and value their child. On the contrary, a generic report that could apply to any student in the class will lack impact and leave parents feeling unsatisfied.

For students, a report becomes meaningful when it's accurate and individual . It's not uncommon for students to compare their reports with peers, and they will quickly pick up on duplicated content or overlooked personal achievements.

What to include?

Think about the recurring questions that pop up during parents’ evenings - these are a reliable indicator of what parents wish to know. Typical queries include:

• How does my child behave in class?
• Do they work hard?
• Are they progressing as expected?
• Are they enjoying their studies?
• What can they do to improve?
• Has [a specific issue] improved since we last spoke?

In your report, include specific examples to illustrate strengths and areas for improvement. This adds weight to your comments, making the report more personal and impactful. Here’s an example:

Year 10 Geography Report for Marta: Marta demonstrates an impressive ability to absorb and recall detailed geographical facts. Her recent presentation on the River Nile was a testament to this, as she explained key river processes with clarity and depth. However, Marta sometimes struggles when connecting facts to wider global issues. For instance, during our climate change topic, she accurately described the greenhouse effect but could have expanded more on its global socio-economic impacts. Her analytical skills are something we can focus on next term. In terms of behaviour, Marta is both respectful and attentive. She displays a positive attitude towards learning and clearly enjoys the subject, particularly the physical geography elements. Her motivation is evident in the effort she puts into her classwork and homework. However, Marta could benefit from increased engagement with her peers during group tasks. Collaborative work is crucial not only for understanding geography but also for developing interpersonal skills. Overall, Marta is making very good progress. I look forward to seeing her continued growth and development next term.

How to save time

Real Fast Reports allows you to compose reports in succinct bullet points, which our AI then transforms into fully written reports at the click of a button. Combine this powerful tool with the following strategies to transform your report writing process:

• Avoid last-minute stress by gradually building up comments in the weeks and months before the report deadline. Real Fast Reports makes it easy to add bullet point comments every now and then, e.g. when a student excels in a piece of work or masters a new skill.
• Engage your students by encouraging them to reflect on their strengths and areas for development. Use a printed form or an online survey to gather their insights, which can then directly inform their report.
• Multi-task during lessons - assign an independent task to your students while you jot down observations about each of them. Writing precise, insightful comments becomes much easier when you're observing a student at work.

Experience the difference

Try Real Fast Reports for free and join the report writing revolution.

This summer, we're also offering complimentary school packages. Share this page with your school leaders and extend the benefits of Real Fast Reports to your entire teaching team. Transform the way you handle report writing and enhance the value of your school reports for students and parents alike.

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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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how to write an academic report: Examples and tips

Writing a report should be concise and to the point. It should also be relevant to the topic. Make sure to check your work with someone and read it aloud. Proofreading is also important because computer programs cannot catch every mistake. You may even want to wait a day before you read it to make sure that it is error-free. Keep in mind that an academic report differs from a business or technical report.

Avoiding the present tense

While the present tense is commonly used in academic writing, it isn’t always necessary. When anyone tells you about writing how to write an academic report , you can switch the tense within the same sentence or paragraph when you shift from general statements to more specific examples based on research. Other times, it’s appropriate to use the present tense when you write about a particular event that has changed over time.

The best time to use either tense is determined by the context in which you’re writing. While both are acceptable, you’ll want to ensure that your reader knows when you made your findings. In most cases, the present tense will mean that you’re writing about the time you did the research, while the past tense can be interpreted in different ways.

Introducing your topic

The introduction is the first section of your paper, and it should capture the reader’s interest and make them want to read the rest of your paper. You can do this by opening with a compelling story, question, or example that shows why your topic is important. The hook should also establish the relevance of your paper in the wider context.

The introduction should also have a thesis statement, which should explain your research paper’s topic and point of view. This statement will guide the organization of your essay. A strong thesis statement is specific, clear, and able to be proved.

Stating your thesis statement

Your thesis statement should be clear and concise. It should be able to persuade others while laying out your strong opinions. It should also contain an argument. For example, you could argue that the government should ban 4×4 pickup trucks. Or, you might argue that the amount of foul language in movies is disproportionate to the amount of it in real life.

A strong thesis statement contradicts a commonly held viewpoint. It is not too complex to explain over the course of the paper. It should also express a single main idea.

Putting together an outline before writing your report

Putting together an outline is a great way to organize your paper. Outline the content that you will cover and how you plan to support your main point. You can use a list format or alpha-numeric format to organize your outline. Regardless of the format, your outline should have a parallel structure and include the same types of words in each section. It is also a good idea to include citations whenever possible.

When you’re writing, outlining will help you get the most out of your writing. It will save you time and effort when writing because you can make full sentences and well-developed essays with an outline.

Avoiding jargon

One of the most important things to remember when writing an academic report is to avoid using jargon. These words are often difficult to understand, and although they are useful shorthand for scientists, they may alienate non-specialist readers. The use of jargon is the most common reason that readers complain about writing, but there are ways to replace these terms with plainer versions.

Jargon is specialized terminology used by a specific group. It can be incredibly difficult to understand if you’re not part of the group. It also tends to make your writing more complicated and shows that you’re trying to show off your knowledge.

How to Write an Academic Report – Examples and Tips

While the present tense is commonly used in academic writing, it isn’t always necessary. When writing an academic report, you can switch the tense within the same sentence or paragraph when you shift from general statements to more specific examples based on research. Other times, it’s appropriate to use the present tense when you write about a particular event that has changed over time.

Owen Ingram is a research-based content writer, who works for Cognizantt, a globally recognised professional SEO service and Research Prospect , a Servizio di redazione di saggi e dissertazioni . Mr Owen Ingram holds a PhD degree in English literature. He loves to express his views on a range of issues including education, technology, and more.

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More From Forbes

How color can improve connection and reinvigorate the workplace.

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A vibrant area for connection.

Let's face it: most workplaces feel dull. Offices, factories, retail stores, schools, hospitals, and other workplaces often seem institutional rather than vibrant and engaging. This is primarily because the use of color in these spaces is driven either by organizational brand standards or architectural color trends. However, one organization's bold experimentation with color in schools is demonstrating a more impactful role for color in our environments — fostering a sense of connection and organizational pride. This new perspective on color usage has the potential to improve connection and reinvigorate the workplace.

The color of our spaces can have surprising effects on people’s lives. Color can influence a person’s emotions and mindset, their sense of safety, their connection to others, and even their sense of self-worth. The strategic use of color within the workplace can help facilitate certain activities: vibrant colors for socialization and sparking new ideas, muted colors for concentration, or calming colors for times of respite and contemplation. Despite this, the use of color in most workplaces is typically driven by aesthetic rather than experiential priorities.

Offices, in particular, are in need of a color makeover. A majority of office workers cite connection with others as their top priority for spending time in the office, and it has become common practice for CEOs to promote “culture” as the justification for return-to-office mandates. Yet, most spaces within the office where people are meant to connect — such as cafeterias, meeting rooms, coffee bars, and project spaces — don’t look noticeably different from the rest of the office. If strengthening connection and culture are the goals, then institutional brand standards should not govern the design.

Colorful place to connect.

In California, one nonprofit organization is pioneering the use of color to improve culture and connection in a different type of space: elementary schools. Project Color Corps , founded by one of the world’s foremost color experts, Laura Guido-Clark, aims to enhance life at schools in underserved communities. Through a collaborative process, Guido-Clark’s team of volunteers works with students and educators to recolor drab and dated playgrounds and building exteriors to foster a greater sense of connection and wellbeing.

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“Our surroundings directly impact how we feel,” says Guido-Clark. “Color has the power to change the way we see the world around us and the way we see ourselves. It can bring joy and ease, and elicit many emotions. Color acts as a point of connection between ourselves and our feelings, and can also connect us to one another and represent our larger shared stories.”

Playgrounds, in particular, are crucial spaces where young people live out a shared story. It’s in the context of play, apart from the order and supervision of the classroom, where social skills develop and friendships form. But too often, children in under-resourced schools experience this critical developmental time in gray, institutional environments. By collaborating with students and educators to transform a concrete playground into a vibrant hub of connection, Project Color Corps seeks to provide students a greater sense of pride and deeper attachment to their environment.

Before: exterior of Hoover Elementary before transformation

In a recent project, Project Color Corps partnered with design firms BAMO and SWA , Steph and Ayeshia Curry’s Eat.Learn.Play foundation, and playground equipment nonprofit KABOOM! to transform the exterior of Hoover Elementary in Oakland, California. Through collaboration with students, parents, and educators, the team converted a full city block of beige buildings and concrete surfaces into a place that not only enhances connection and community pride for students but also for the surrounding neighborhood.

After: exterior of Hoover Elementary after transformation

If playgrounds can undergo such transformational changes through the use of color, can offices, factories, and other workplaces also do so? Guido-Clark believes so.

“With Project Color Corps, it reinforced that color is one of the simplest and yet most powerful mediums that we have. We might think of it as surface, but it is so much deeper than that. Color is a conversation. It reflects who you are as an organization and how you want to feel within your offices, stores and spaces. This gives color intentionality. It helps you feel better, work better, and move through spaces better.”

To achieve this, organizations must initially acknowledge the role of their physical workspaces as crucial drivers of employee experience. Subsequently, as they prioritize specific areas for improvement, strategically employing color can serve as a catalyst to transform how employees interact with and within these spaces. As dull, conventional environments yield to more vibrant and purposeful designs, employees can gain a stronger sense of connection with each other, their employer, and the environments where they operate.

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Accident Report Letter

Letter maker.

As everyone would know, accidents happen. It is an inevitable part of life. Accidents can revolve around anything and at any time. May it be a bike crash, a car crash, or someone who is in an accident. For those that have witnessed the accident or are a part of it would need to report it . This can also be the reason why some employees may use it as an excuse and try as they may to make it valid. Of course it would only become valid if they were the one in the accident and not that they witnessed an accident. The only way an accident can be made a valid reason is when evidence is present. This is where an accident report letter can be of use. But what is an accident report letter? Why is it so important? How do you write one in case you may need one? Questions? Find out more below.

11+ Accident Report Letter Examples

1. accident report template.

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2. Accident Report Form template

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3. Employee Accident Report Template

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4. Sample Accident Report Template

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10. Bus Accident Report Letter

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What Is an Accident Report Letter?

An accident report letter is a document that describes what happened during the incident in the form of a formal letter. It is also a formal record of the things that happened during the accident. May it be an injury mild or severe, a near miss or even a minor problem.  The accident report letter reveals the reasons for writing, the issue of the accident, the people who may be involved or the objects or things that were involved in the accident as well as the agreement or the solution to the problem. Often than not, an accident report letter would also include conditions from both parties that would help with solving the issue and hoping to prevent the same problems in the future.

The reason why it is also important to have to write an accident report letter is to simply highlight the problem. This is especially true if you want to ask for forgiveness for the accident. There may have been casualties and you would want to figure out a solution to have them fixed or solved. For this to happen, writing a letter that consists of the reason, the issue and the asking for a solution would be a better way than to demand. In addition to that, writing a letter to the concerned person is far more formal and respectful compared to having to demand the other person regardless of who may have caused the accident first to pay for the cost of issues.

How to Write an Accident Report Letter?

Now that we have a good glimpse of what an accident report letter means, as well as the importance or the purpose of having to write one. You may now wonder, what’s next? How to write an accident report letter. Ever wondered or have you ever tried writing one before? Just like any kind of letter, an accident report letter follows the same format. Except the main difference is the content of your letter. Listed below are some tips or guidelines for you to check out if you are planning on writing an accident report letter. May it be for practice or because you may want to learn how or plan ahead, is entirely up to you. Check these ones out right now!

1. Add the Date

Like writing a letter, you always have to write the date first. You must also add the dates of when the incident happened in your letter. This way, it would be easy for the person or the people to remember when it happened as well as having the date of the accident will make it easier to trace back.

2. Person You Are Addressing It

Add the name of the person or the people you are addressing your report letter to. This is also important to remember as you write your report letter. If you do not know the name of the person you may ask around. If all else fails, check out tip number three.

3. Gather All the Information

Try to gather as much information as you possibly can. The information you can gather would be important as you write your letter. Gather the name of the person and their insurance if you can. This way you and the person or the people can find a way to figure something out.

4. Write a Sincere Apology Letter

Once you have gathered everything for the letter, begin by writing a sincere apology. The more sincere you are the better. Regardless of whose fault it may be, your letter must be polite, respectful and sincere.

5. Sign the Letter

To end the letter, sign it with your complete name. Basically just like ending a normal written letter. Signing the letter means you have agreed to do just what you wrote in the letter.

What is an accident report letter?

A document in the form of a report letter that gives out the details of the accident. As well as to find a way to resolve the problem that caused the accident.

What is expected in an accident report letter?

What you can expect in an accident report letter is the name of the people or person involved, the solution to the problem and the information that is necessary.

Why do you need to be polite when writing the letter?

Like the old saying goes “you catch more flies with honey than vinegar”, to be polite in the letter gets things done. You cannot expect a person to respond to your demands if you are rude.

Accidents happen. That is what people say, but what they never told you is you can write an accident report letter to the person that was part of the accident. The best way to do so is to politely ask for the information that you may need as well as to politely state to find a solution together.

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Write a letter to parents informing them about the upcoming parent-teacher conference at school

Compose a letter to students congratulating them on their achievements in the recent science fair.

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Oklahoma’s State Superintendent Requires Public Schools to Teach the Bible

The state superintendent, Ryan Walters, said the Bible was a “necessary historical document.” The mandate comes as part of a conservative movement to infuse Christian values in public schools.

By Sarah Mervosh and Elizabeth Dias

Sarah Mervosh covers education, and Elizabeth Dias covers religion.

Oklahoma’s state superintendent on Thursday directed all public schools to teach the Bible, including the Ten Commandments, in an extraordinary move that blurs the lines between religious instruction and public education.

The superintendent, Ryan Walters, who is a Republican, described the Bible as an “indispensable historical and cultural touchstone” and said it must be taught in certain, unspecified grade levels.

The move comes a week after Louisiana became the first state to mandate that public schools display the Ten Commandments in every classroom, which was quickly challenged in court.

The Oklahoma directive could also be challenged and is likely to provoke another fight over the role of religion in public schools.

The efforts to bring religious texts into the classroom reflect a growing national movement among conservatives — particularly Catholics and evangelicals who oppose abortion, transgender rights and what they view as liberal school curriculums — to openly embrace the idea that America’s democracy needs to be grounded in their Christian values.

That movement had a major victory in overturning Roe v. Wade two years ago, and its supporters see ending abortion as only a starting point in a broader campaign to preserve and expand the presence of their Christian values in American life. Many conservative Christians see schools as a frontier of their fight, as they seek to shape the next generation.

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