define a report and write its characteristics

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

• Table of Contents

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

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

Definition of report writing? 

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

What is report writing? 

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

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

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

What is a report? 

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

Types of report writing

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

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

Further Reading : What is an information report

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

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

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

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

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

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

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

Structure of report writing 

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

Preliminary Parts:

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

End Matter:

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

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

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

What is the report writing format? 

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

8 Essential elements of report writing are: 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

What are the features of report writing

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

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

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

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

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

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

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

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

Significance of report writing

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

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

Further Reading: What is the significance of report writing

Report writing examples and samples

Example of Progress Report

The essential process of report writing

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

Plan and prepare:

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

Write the introduction:

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

Write the main body:

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

Write the conclusion:

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

Edit and revise:

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

Format and present:

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

Important Principles of report writing

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

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

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

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

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

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

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

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

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

Differences between a report and other forms of writing

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

Essay vs report writing

Project writing vs report writing

Research methodology vs report writing

Article writing vs report writing

Content writing vs report writing

Business plan vs report writing

Latest topics for report writing in 2024

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

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

Report writing skills and techniques 

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

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

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

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

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

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

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

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

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

Tips for effective report writing

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

What is the ethical consideration involved in report writing 

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

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

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

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

Common mistakes in report writing 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Best Software for writing reports 

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

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

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

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

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

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

What is the conclusion of report writing

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

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

Example of conclusion in report writing:

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

1. RETURN TO TOPIC:

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

2. RESTATE THESIS:

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

3. SUMMARY OF IDEAS DISCUSSED:

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

4. CONCLUDING STATEMENT [restating thesis]:

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

Frequently Asked Questions

Q1) what is report writing and example.

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

Q2) What is report writing and types of reports?

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

Q3) What are the 5 steps of report writing

The five steps of report writing, are as follows:

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

Q4) What is a report in short answer? 

Share your read share this content.

• Opens in a new window

Aditya Soni

You might also like.

Business Communication Report Writing| What is it & How to Draft One

What Is Short Report & How To Write Short Report With Examples

11 Characteristics of a Good Business Report

Leave a reply cancel reply.

Save my name, email, and website in this browser for the next time I comment.

Report Purposes & Types

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

The following video provides a good introduction to professional reports.

Report Purposes

Reports have two main purposes:

Informative Reports

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

Analytical Reports

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

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

Report Types

There are two main types of report:

Informal Reports

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

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

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

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

A QUICK COMPARISON: USING HEADINGS

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

Formal Reports

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

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

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

The following video compares and reviews informal and formal reports.

Importance of Reports in Organizations

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

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

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

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

Examples of some common reports include the following:

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

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

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

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

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

Is this a good option? Check here.

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

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

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

Privacy Policy

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Learning Objectives

• Discuss the main parts of a report.
• Understand the different types of reports.
• Write a basic report.

What Is a Report?

Choose a type of report by its function, and display the information in a vivid way that is easily understood.

Pixabay – CC0 public domain.

Reports are documents designed to record and convey information to the reader. Reports are part of any business or organization; from credit reports to police reports, they serve to document specific information for specific audiences, goals, or functions. The type of report is often identified by its primary purpose or function, as in an accident report, a laboratory report, a sales report, or even a book report. Reports are often analytical, or involve the rational analysis of information. Sometimes they simply “report the facts” with no analysis at all, but still need to communicate the information in a clear and concise format. Other reports summarize past events, present current data, and forecast future trends. While a report may have conclusions, propositions, or even a call to action, the demonstration of the analysis is the primary function. A sales report, for example, is not designed to make an individual sale. It is, however, supposed to report sales to date, and may forecast future sales based on previous trends. This chapter is designed to introduce you to the basics of report writing.

Types of Reports

Reports come in all sizes, but are typically longer than a page and somewhat shorter than a book. The type of report depends on its function. The function of the report is its essential purpose, often indicated in the thesis or purpose statement. The function will also influence the types of visual content or visual aids, representing words, numbers, and their relationships to the central purpose in graphic, representational ways that are easy for the reader to understand. The function may also contribute to parameters like report length (page or word count) or word choice and readability. “Focusing on the content of your longer business documents is not only natural but necessary because doing so helps ensure complete, correct information” (Bovee, C., and Thill, J., 2010).

Reports vary by function, and they also vary by style and tradition. Within your organization, there may be employer-specific expectations that need to be addressed to meet audience expectations. This chapter discusses reports in general terms, focusing on common elements and points of distinction, but reference to similar documents where you work or additional examination of specific sample reports may serve you well as you prepare your own report.

Informational or Analytical Report?

There are two main categories for reports, regardless of their specific function or type. An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this type of “just the facts” report is a police accident report. The report will note the time, date, place, contributing factors like weather, and identification information for the drivers involved in an automobile accident. It does not establish fault or include judgmental statements. You should not see “Driver was falling down drunk” in a police accident report. Instead, you would see “Driver failed sobriety tests and breathalyzer test and was transported to the station for a blood sample.” The police officer is not a trained medical doctor and is therefore not licensed to make definitive diagnoses, but can collect and present relevant information that may contribute to that diagnosis.

The second type of report is called an analytical report. An analytical report presents information with a comprehensive analysis to solve problems, demonstrate relationships, or make recommendations. An example of this report may be a field report by a Center for Disease Control (CDC) physician from the site of an outbreak of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and to make recommendations on the treatment and quarantine of subjects.

Table 9.3 “Types of Reports and Their Functions” includes common reports that, depending on the audience needs, may be informational or analytical.

Table 9.3 Types of Reports and Their Functions

How Are Reports Organized?

Reports vary by size, format, and function. You need to be flexible and adjust to the needs of the audience while respecting customs and guidelines. Reports are typically organized around six key elements:

• Whom the report is about and/or prepared for
• What was done, what problems were addressed, and the results, including conclusions and/or recommendations
• Where the subject studied occurred
• When the subject studied occurred
• Why the report was written (function), including under what authority, for what reason, or by whose request
• How the subject operated, functioned, or was used

Pay attention to these essential elements when you consider your stakeholders, or those who have an interest in the report. That may include the person(s) the report is about, whom it is for, and the larger audience of the business, organization, or industry. Ask yourself who the key decision makers are who will read your report, who the experts or technicians will be, and how executives and workers may interpret your words and images. While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function in its own way, playing an important role in the representation and transmission of information.

Table 9.4 Ten Common Elements of a Report

Here is a checklist for ensuring that a report fulfills its goals.

• Report considers the audience’s needs
• Format follows function of report
• Format reflects institutional norms and expectations
• Information is accurate, complete, and documented
• Information is easy to read
• Terms are clearly defined
• Figures, tables, and art support written content
• Figures, tables, and art are clear and correctly labeled
• Figures, tables, and art are easily understood without text support
• Words are easy to read (font, arrangement, organization)
• Results are clear and concise
• Recommendations are reasonable and well-supported
• Report represents your best effort
• Report speaks for itself without your clarification or explanation

Key Takeaway

Informational and analytical reports require organization and a clear purpose.

• Find an annual report for a business you would like to learn more about. Review it with the previous reading in mind and provide examples. Share and compare with classmates.
• Write a report on a trend in business that you’ve observed, and highlight at least the main finding. For example, from the rising cost of textbooks to the online approach to course content, textbooks are a significant issue for students. Draw from your experience as you bring together sources of information to illustrate a trend. Share and compare with classmates.

Bovee, C., & Thill, J. (2010). Business communication essentials: A skills-based approach to vital business English (4th ed.). Upper Saddle River, NJ: Prentice Hall.

Business Communication for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

What is report? Characteristics of Report

A report is written for a clear purpose and to a particular audience. Specific information and evidence are presented, analyzed and applied to a particular problem or issue. The information is presented in a clearly structured format making use of sections and headings so that the information is easy to locate and follow.

Characteristics of Report

Let’s keep in touch.

You're on the list!! Check your inbox or spam folder to confirm your subscription.

Reader Interactions

Leave a reply cancel reply.

This site uses Akismet to reduce spam. Learn how your comment data is processed .

👀 Turn any prompt into captivating visuals in seconds with our AI-powered design generator ✨ Try Piktochart AI!

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

If the many types of business reports make you want to scream, you’re not alone.

It can get overwhelming – from internal reports about sales activities to reports you must submit for external collaborators. 

However, the reality of modern business is that they require several business report types to achieve success. 

A  Unito report revealed that over 75% of respondents said reports provide valuable insights almost every time.

The chances are high that you’ve had to write certain types of reports, whether you realize it or not. Irrespective of your role, you’ll likely need to write reports, whether occasionally or once in a while.

And to ensure you’re writing the appropriate report for specific situations, you need to recognize the different types of reports and how to write them.

Below, you’ll discover an exhaustive list of business report types, what they do, and when you need them, plus examples and templates. 

Let’s get into it. 

Table of contents

• What is report writing?

1. Formal report

2. informal report , 3. audit report, 4. marketing report, 5. progress or periodic report, 6. trend report, 7. analytical report, 8. evaluation report, 9. client report, 10. sales report, 11. proposal report, 12. survey report , 13. research report, 14. financial report, 15. incident report, 16. project report, 17. annual report, 18. lateral report.

• 19. Vertical report

20. Event report

Make beautiful, engaging reports with Piktochart. Try it for free .

What is report writing? 

Do you remember those report cards you received at the end of every school session? The details of how well you perform academic and extracurricular activities during the year.

This is what reports do. 

Reports are documents detailing the results or findings from a process, project, or investigation. They can also refer to a well-detailed analysis of specific data sets or situations.

In business communications, report writing is the process of preparing formal documents that elaborate on a specific topic. Report writing often uses facts, tables,  graphs , charts, diagrams , etc., to explain its findings for easy comprehension.

Since any report aims to educate and inform through scientific research, preparing the  perfect report  focusing on the target audience is crucial. Some reports also present available options and recommendations based on their findings.

20 types of reports, examples, and templates 

While businesses use numerous types of reports, these are the most common ones we’ve seen used almost daily.

Formal reports often carry objective information that is in-depth and straight to the point without personal references. These reports require careful structuring based on the organization’s style and purpose.

Formal report classification includes accounting reports, functional reports, and other lengthy reports.

Informal reports are the opposite of a formal reports. It lacks strict structuring, contains short messages, and uses casual language. Businesses intending to pass quick critical information often use informal reports. Informal reports pay more attention to fast and effective communication than formal structuring.

Again, other types of informal reports fall into this category, including digital postings, emails, memo reports, and some forms of internal reports.

An audit report is a formal report created by an auditor about the financial status of an organization. Audit reports are written using generally accepted auditing standards.

However, these formats may vary slightly depending on the audit’s circumstances. An example is an end-of-the-year audit report for an organization.

Marketing reports give detailed information about marketing campaigns, from on-ground to social media campaigning . They are used for monitoring marketing activities and informing about marketing strategies that work or require improvements.

Progress reports , or periodic reports, are generated at specific intervals. Depending on the needs for the performance reports, they could be daily, weekly, monthly, quarterly, and annual reports or they may even use regularly scheduled dates. 

Progress reports are used to supply progress or performance information. Other business report types could also qualify as periodic reports if they are made available at intervals. 

Examples of progress reports include analytical reports, Google analytics reports, and inventory reports.

Sometimes called trend analysis reports, trend reports analyze everyday business operations and compare them to forecasts.

This report helps businesses discover recent industry trends and how they can benefit organizations. They also reveal important details about marketing campaigns and tell you the reach of your messages and their influences on marketing.

Examples include Google Analytics reports, surveys, and statistical reports.

Analytical reports have gained prominence in recent years due to the growing importance of business data analysis. 

The last few years have seen data analysis ingrained as part of standard business practices, and the industry expects to  reach $68 billion in annual revenue  by 2025.

Organizations leverage data-driven insights that make analytical reports one of the most common reports used. Analytical reports can suggest recommendations to improve businesses by leveraging data insights to evaluate performance.

When an organization rolls out products, services, campaigns, or processes, it must evaluate the success periodically or after the program.

An evaluation report documents a product’s effectiveness if a service meets expectations or if a campaign is successful.

Evaluation reports also highlight findings and make recommendations based on the performance. It is a formal, in-depth report, sometimes including background information, definitions, results, forecasts, and recommendations.

This report can assist with the decision-making process and show transparency to stakeholders.

Since businesses deal with clients, they need a client report detailing their relationship with each client and their work activities. Client reports clarify projects’ progress and help the business make management decisions.

Client reports are created and delivered according to the agreed time frame. For example, it could be weekly, monthly, quarterly, etc. This makes the report a periodic report.

Meetings and discussions with clients could also accompany it to explain the content. As a result, client reporting helps a business build trust.

The sales department reports a business’ sales performance to executives and the board through the sales reports. Members of the sales team could also make a sales report for other group members or the team manager.

A sales report details the performance of a business for a specified period. They can also reveal happenings on the field to inform decisions.

This type of report highlights sales volume, revenue from the sales, leads, etc. They may be used to set key performance indicators or formulate an entire business target.

Examples of sales reports include periodic reports that track sales performance for the specified period. For instance, a weekly or monthly sales report will detail sales, revenue, leads, and other metrics for the specified time periods.

Businesses go into partnerships and other forms of business relationships. But before this happens, they establish the specifics of the relationship through a proposal report.

Proposal reports are official documents highlighting how a business intends to help another.

Proposal reports are sent in response to a Request for Proposal or RFP. They contain specific steps the business will undertake to assist the recipient business.

Since a company usually receives business proposals from many businesses, aim for thorough and precise proposal reports.

Survey reports are documents that help a business highlight the findings from a survey. It does its best to summarize the responses of a survey and objectively present the information while using visuals like tables, graphs, charts, and infographics to make reports easy to read .

Research reports are documents created to communicate the findings from the research – whether business or scientific – related to the company. Experts in the field usually do it. Sometimes, a research report can uncover information requiring urgent attention.

The content in a research report includes the research process, findings, conclusions, recommendations, and limitations.

It will inform a business about essential market needs they need to attend to and how their products or service affects the public. For example, some social media platforms are looking into how they influence young people.

Financial reports and budget reports are often used interchangeably, but they are not necessarily the same.

Production and finance departments are typically in charge of these reports. Financial reports are formal documents that explain a business’s financial status and performance. Examples of budget reports include weekly or monthly financial reports that detail the economic activities for the period specified.

On the other hand, budget reports are concerned with the pre-set budget conditions and how they compare with the company’s financial situation. They help businesses make proper financial decisions and can be used to compare milestones over a specific period.

Although businesses put measures to prevent accidents and other undesirable incidents, they can still happen in the workplace. And when these incidents occur, additional steps may be required to avoid a reoccurrence. An incident report is an informational report that details the facts of an incident.

Incident reports may also reveal unusual occurrences, safety and health issues, security breaches, near misses, damage, etc.

It highlights the cause, exact occurrence, and ways to prevent incidents in the future. Specific industries like insurance companies and security agencies may also require them.

Also known as a project health report, project reports help the organization give information about specific projects.

Businesses generally embark on projects, and making reports about each allows them to track progress and assess performance effectively.

Project reports contain the objectives, which can help ensure compliance from everyone overseeing the project. Such reports also make it easy for stakeholders to give feedback, edit, assess financial requirements, and implement necessary actions.

Annual reports are comprehensive longer reports that give in-depth details about a business in the preceding year. It details the financial statements and achievements for the specific year. 

They could qualify as external reports since many organizations release their annual reports to the public. In some instances, releasing annual reports may be a mandate for some businesses.

However, companies mainly  design annual reports  to review the company’s business during the year. They help stakeholders become aware of the performance and inform shareholders and others about the financial performance.

Vertical and lateral reports are terms used when referring to the direction of a report. Compared to other reports, lateral reports describe those that move between members at the same organizational level.

Examples of these types of reports are informational reports exchanged between team managers, short reports between members of a team, or comprehensive reports between departments.

19. Vertical report 

Vertical reports comprise a document prepared in a report form shared between different organizational hierarchies. It could be from a higher level to a lower level or vice versa.

Examples include business reports from employees members of an executive team or managers to their team members.

Businesses organize many events, and event reports analyze each event’s success.

Event managers prepare these short reports and work by comparing event results to the set goals. It determines an event’s success and serves as a blueprint for future events.

Make beautiful, engaging, and different types of reports with Piktochart 

Understanding the different types of reports is crucial to using them for the growth and organization of your business. 

Not only report vital, but they can also help a business identify pain points and forecast future occurrences when appropriately used.

However, this isn’t always the case because many business report types often confuse employees and owners.

The way out is to use  report-writing tools  like Piktochart. Piktochart is an all-in-one business communication tool that helps businesses create reports, presentations, infographics, and various other business designs.

Pick a template, input your data, and watch your report come alive. Writing reports will be a breeze once you work from professional templates.  Create a free Piktochart account  to get started now!

Other Posts

10 Best Sales Report Templates for Tracking Revenue, KPIs & Growth

10 Types of HR Reports (With Templates and Examples)

7 Captivating Report Design Ideas And Tips (With Templates and Examples)

What Are Business and Technical Reports?

Morsa Images/Getty Images

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

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

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

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

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

Purpose of Business and Technical Reports

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

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

Characteristics of Effective Reports

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

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

Connecting With Your Audience

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

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

Business Reports Can Be Long or Short

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

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

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

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

• Onsite training

3,000,000+ delegates

15,000+ clients

1,000+ locations

• KnowledgePass
• Log a ticket

01344203999 Available 24/7

Report Writing Format: A Complete Breakdown

A Report is a written record detailing observations, information, actions taken, or investigations conducted. Reports are a written evaluation to assess your understanding derived from reading, research, or personal experience. They provide an opportunity to hone a valuable skill that finds widespread use in the professional environment.

Exclusive 40% OFF

Training Outcomes Within Your Budget!

We ensure quality, budget-alignment, and timely delivery by our expert instructors.

Share this Resource

• Strategic Planning and Thinking Course
• Creative Writing Course
• Journalism Course
• Academic Writing Course

The tone of a Report and Report Writing Format is always formal. In the blog, we will look at a comprehensive exploration of Report Writing Format. With these insights, you will be better equipped to convey your message with precision, facilitating an enhanced ability to attain your intended objectives. 

Table of Contents  

1) What is Report Writing? 

2) Key features of Report Writing 

3) Different types of Report Writing 

4) What is the Report Writing Format? 

5) Examples of Report Writing 

6) Tips for successful Report Writing 

7) Difference between essay and Report Writing 

8) Difference between project writing and Report Writing 

9) Common mistakes in the practice of Report Writing 

10) Conclusion 

What is Report Writing?  

Report Writing is a structured and systematic method of conveying information, findings, and analysis to a specific audience. Reports are typically used in academic, scientific, business, and professional settings to account for research, experiments, investigations, or other activities.  

The primary purpose of a Report is to present data, facts, and recommendations in a clear, organised, and objective manner. A well-crafted Report should include the following characteristics: 

1) Strict adherence to the Report brief's stipulations. 

2) A thorough analysis of pertinent information. 

3) Structuring the content in a coherent and logically ordered manner. 

4) Consistent presentation following the guidelines outlined in the Report brief. 

5) Drawing sound conclusions substantiated by the evidence and the Report's analysis. ​

Key features of Report Writing  

Effective Report Writing encompasses a range of vital features that contribute to the clarity, conciseness, and utility of the information being conveyed. These key features ensure that the Report serves its intended purpose with precision and effectiveness. Some of these include the following:  

1) Clarity of expression: Reports should be composed lucidly and concisely, devoid of jargon or technical terminology that might perplex the reader. The language employed should be easily comprehensible and readily accessible. 

2) Objective tone: A Report must maintain objectivity, ensuring it should remain free from bias or personal viewpoints. This objectivity becomes particularly critical when presenting data or analysis, as it ensures impartiality and reliability. 

3) Precision and accuracy: Reports should be founded upon credible sources and precise, verifiable data. Information needs to undergo rigorous validation and cross-verification to guarantee its correctness and currency. 

4) Structured writing: Reports should follow a well-organised and logical structure featuring distinct headings, subheadings, and sections. This organisation facilitates a seamless flow of information and enhances readability. 

Visual aids: Including visual aids, such as charts, tables, and graphs, can significantly enhance the Report's effectiveness. These graphical representations serve to illustrate key points and make complex information more accessible and comprehensible to the reader. 

Different types of Report Writing  

Reports are versatile documents crafted for an array of purposes and tailored to diverse audiences. The unique character of each Report arises from its content, purpose, and the specific facts it seeks to convey. A pivotal classification of Reports emerges from the context in which they are penned, distinguishing between formal and informal Reports. The following are some of the most prevalent Report types encompass:  

1) Annual Reports: These comprehensive documents provide a detailed overview of an organisation's activities, performance, and financial health over a year. They are typically directed towards stakeholders, shareholders, and the public. 

2) Weekly Reports: These recurring updates are geared towards summarising weekly activities, progress, and milestones, offering a snapshot of ongoing projects and goals. 

3) Academic Reports: Common in educational settings, academic Reports involve students exploring specific subjects, experiments, or research. They are essential for assessing and documenting learning and research outcomes. 

4) Research Reports: Research Reports delve into in-depth investigations, studies, or experiments, presenting findings, analyses, and conclusions based on extensive research. These Reports are instrumental in the academic, scientific, and business realms. 

5) Sales and marketing Reports: These Reports track and analyse sales performance, strategies, and customer trends, helping businesses refine their marketing efforts and enhance sales growth. 

6) Project Reports: Project Reports provide a comprehensive account of project progress, including goals, strategies, achievements, and challenges. They are invaluable for project management and accountability. 

7) Newspaper Reports: Newspaper Reports are journalistic pieces that convey news, events, or stories to the public. They adhere to a specific format and style designed for mass consumption. 

8) Magazine Reports: Tailored for a more niche audience, magazine Reports explore topics in greater depth and often combine text and visuals to engage and inform readers. 

Learn everything from assertiveness and self-esteem skills to negotiation and writing skills with our Personal Development Courses and stay ahead of the learning curve!  

What is the Report Writing Format?  

Report Writing Format is the systematic arrangement of a formal document that conveys information on a particular subject or matter. This format typically encompasses components that must be incorporated into the Report to present specific topics in an organised and systematic manner. Report Writing comprises eight essential elements, including: 

1) Title page: The title page contains vital details such as the Report's title, the author's name, the date of submission, and other pertinent information. 

2) Table of contents: The table contains the principal sections and subsections within the Report, along with their corresponding page numbers, facilitating easy navigation. 

3) Executive summary: An executive summary provides a brief overview of the Report, highlighting the key conclusions and recommendations that emerge from the Report's content. 

4) Introduction: The introduction furnishes background information concerning the subject or issue, elucidates the Report's purpose and scope, and outlines the methodology employed in its preparation. 

5) Main body: This section serves as the core of the Report, presenting most of the information. Typically, it is divided into several sections and sub-sections. Within the main body, you can anticipate encountering data, analysis, and discussions about the subject or issue at hand. 

6) Conclusion: The conclusion section encapsulates the primary findings of the Report and furnishes conclusions or recommendations in response to the gathered information and analysis. 

7) References: The references section compiles a list of all the sources cited in the Report, adhering to a specific citation style, such as APA, MLA, or Chicago. 

8) Appendices: Appendices contain supplementary materials, such as charts, tables, graphs, or additional supporting data, which enhance the reader's understanding of the Report's content. 

Acquire skills to recognise emergent approaches to monitoring and evaluation with our Strategic Planning And Thinking Course .  

The crucial components of effective Report Writing  

To craft a Report that effectively communicates its content, it's imperative to adhere to fundamental principles. These principles serve as the bedrock for ensuring that your Report is understandable but also accurate, concise, and informatively rich. Here are fundamental principles that should guide your report-writing process:  

1) Clarity: Above all, a Report should prioritise clarity. It must be structured and written in a way that is easily comprehensible to the reader. 

2) Completeness: Your Report should encompass all the essential information necessary for a comprehensive understanding of the subject matter. Nothing crucial should be omitted. 

3) Conciseness: An effective Report is marked by its brevity. It should offer only pertinent and necessary information, avoiding unnecessary verbosity or tangential details. 

4) Formatting: Proper formatting is crucial for a Report's professionalism. Consistency in fonts, spacing, and margins contributes to the overall readability and appeal of the document. 

5) Relevance: Every piece of information presented in the Report should directly align with the Report's purpose. Irrelevant details can dilute the impact and focus of the Report. 

6) Timeliness: Timeliness is a critical factor. Reports should be completed and delivered within the stipulated timeframe to ensure that the information remains relevant and actionable. 

7) Presentation: The visual presentation of the Report is important. A well-presented Report is more engaging and encourages a deeper understanding of the content. The layout, graphics, and overall aesthetics should be pleasing to the eye. 

By adhering to these core principles, you can ensure that your Report serves its purpose effectively, offering clear, comprehensive, and professional communication of the subject matter. 

Learn how to handle creative writing challenges with our Creative Writing Training .  

Example of Report Writing  

Consider the following case: If a student is instructed to draft a Report about a car accident in London, United Kingdom, where five individuals tragically lost their lives. You can follow the below provided format to write an effective report.  

Title: "Fatal Car Accident Claims Five Lives in London, United Kingdom" 

Byline: ABC 

Location and Date: London, November 20XX 

In London, United Kingdom, a devastating car accident unfolded early this morning, resulting in the tragic loss of five lives. The incident occurred at 5 AM, and within 20 minutes of the crash, bystanders rushed the victims to a nearby hospital. However, despite immediate medical attention, all five individuals were declared deceased by the senior physician at the hospital within one hour. 

While the specific details of the accident are yet to be revealed, the exact cause remains unconfirmed by the police. It is worth noting that the accident-induced traffic jam prompted the local authorities, including the Police Captain and his team, to swiftly respond by removing the vehicle and resolving the congestion issue. 

Reports suggest that the frequency of accidents in the region has increased since the beginning of the month. In response, the Police Station has established a dedicated team of six individuals to conduct a thorough investigation into these incidents. The Police Captain of London Police Station stated, "We are prioritising the resolution of this matter, as the number of accidents has escalated this month. Our team is committed to a comprehensive investigation." 

Tips for successful Report Writing  

The following are some tips for successful Report Writing:  

1) Thorough planning: Invest time and effort in systematically planning your Report to ensure effective information gathering and organisation. 

2) Expert quotations: Enhance the credibility and depth of your Report by incorporating relevant quotes from experts or authoritative sources. 

3) Credible sources: Rely on trustworthy and well-established sources for the information you include in your Report to maintain its reliability. 

4) Proofreading: Conduct meticulous proofreading before submission or publication to eliminate errors, enhance clarity, and improve overall quality. 

5) Objective focus: Ensure that every aspect of your Report aligns with its primary objective to maintain relevance and coherence. 

6) Concise language: Use short and straightforward sentences for easy comprehension and reader engagement. 

7) Structured format: Adhere to a predefined format or structure to maintain organisation and clarity in your Report. 

8) Formal tone: Employ a formal tone and writing style to convey professionalism and seriousness in your Report. 

Difference between Essay and Report Writing  

The following explains the difference between Essay and Report Writing:  

Difference between Project Writing and Report Writing  

The following table shows the differences between Project Writing and Report Writing:  

Common mistakes in the practice of Report Writing  

There exist several common errors that both students and Report Writers frequently need to correct during the process of Report composition. By sidestepping these typical pitfalls, both students and professionals can develop Reports that are not only effective but also leave a lasting impact, marked by qualities like clarity, accuracy, and objectivity: 

1) First-person writing : One common mistake often seen among students and Report writers is using the first person, involving terms like "I" or "me." In Reports, the preferred approach is to adopt an impersonal tone, opting for the passive voice instead. 

2) Incorrect formatting : A frequent error lies in the improper formatting of Reports. Reports should adhere to a format that employs numbered headings and subheadings to structure the content, whereas essays usually revolve around constructing a clear line of argument within their content. 

3) Inadequate content introduction : Failure to adequately introduce the content is another misstep. In a report, the introduction ought to present the Report's content rather than introducing the broader subject under discussion. It is crucial to clarify the report's scope and outline what the reader can expect to encounter rather than providing an exposition on a particular concept. 

4) Omitting relevant sections : Students and Report writers often need to pay more attention to the inclusion of areas explicitly outlined in the assignment instructions, such as a bibliography or specific types of information. This oversight can result in a less comprehensive interpretation of the subject matter. 

Develop yourself as a skillful writer with our Personal Development Courses and stay ahead of the learning curve!  

Conclusion  

Acquiring the skill of Report Writing is valuable for individuals in various aspects of life. Report Writing is a demanding and comprehensive endeavour that necessitates a diverse skill set, including proficiency in writing, research, design, presentation, and organisation. These reports can serve various purposes, including informing, analysing, or persuading a targeted audience. We hope our blog has answered your queries on what Report Writing Format is as its proficiency is universally beneficial for personal and professional growth. 

Dissect journalism with our Get Into Journalism Training and craft stories that bring a positive change.  

Frequently Asked Questions

Upcoming business skills resources batches & dates.

Fri 16th Aug 2024

Fri 4th Oct 2024

Fri 6th Dec 2024

Get A Quote

WHO WILL BE FUNDING THE COURSE?

My employer

By submitting your details you agree to be contacted in order to respond to your enquiry

• Business Analysis
• Lean Six Sigma Certification

Share this course

Our biggest spring sale.

We cannot process your enquiry without contacting you, please tick to confirm your consent to us for contacting you about your enquiry.

By submitting your details you agree to be contacted in order to respond to your enquiry.

We may not have the course you’re looking for. If you enquire or give us a call on 01344203999 and speak to our training experts, we may still be able to help with your training requirements.

Or select from our popular topics

• ITIL® Certification
• Scrum Certification
• Change Management Certification
• Business Analysis Courses
• Microsoft Azure Certification
• Microsoft Excel Courses
• Microsoft Project
• Explore more courses

Press esc to close

Fill out your  contact details  below and our training experts will be in touch.

Fill out your   contact details   below

Thank you for your enquiry!

One of our training experts will be in touch shortly to go over your training requirements.

Back to Course Information

Fill out your contact details below so we can get in touch with you regarding your training requirements.

* WHO WILL BE FUNDING THE COURSE?

Preferred Contact Method

No preference

Back to course information

Fill out your  training details  below

Fill out your training details below so we have a better idea of what your training requirements are.

HOW MANY DELEGATES NEED TRAINING?

HOW DO YOU WANT THE COURSE DELIVERED?

Online Instructor-led

Online Self-paced

WHEN WOULD YOU LIKE TO TAKE THIS COURSE?

Next 2 - 4 months

WHAT IS YOUR REASON FOR ENQUIRING?

Looking for some information

Looking for a discount

I want to book but have questions

One of our training experts will be in touch shortly to go overy your training requirements.

Your privacy & cookies!

Like many websites we use cookies. We care about your data and experience, so to give you the best possible experience using our site, we store a very limited amount of your data. Continuing to use this site or clicking “Accept & close” means that you agree to our use of cookies. Learn more about our privacy policy and cookie policy cookie policy .

We use cookies that are essential for our site to work. Please visit our cookie policy for more information. To accept all cookies click 'Accept & close'.

Types of Report Writing Techniques For Various Business Scenarios

When was the last time you were asked to write a report? Perhaps at the time of your annual appraisal,…

When was the last time you were asked to write a report? Perhaps at the time of your annual appraisal, when you had to prepare a performance report. But that’s not the only type of report that you have to deal with at your workplace.

There are periodic proposals, lateral reports, and so on. If you don’t want to be caught off-guard in case your manager asks you to prepare a report, it is better to familiarize yourself with the various types of reports that are used at the workplace.

An easy way to do so is to go through the unique SCQR—Situation, Complication, Question, and Resolution—Framework of report writing that is part of Harappa Education’s Writing Proficiently course.

We explain the different types of reports to give you an idea before you do the course.

Remember creating project reports during school and college days? You were given or had to choose a topic, had to research it, and present your claims and findings in detail in a creative manner.

But do you think college project reports, appraisal reports, and sales reports that your manager asks you to create can have similar structures? No, they will, in fact, have drastically different structures and each type of report will have to be dealt with differently.

Every report has unique characteristics that define its type. But then why is it important to classify them into different types? One reason is the fact that every report has a unique purpose, and knowing which type of report to use will help you serve that purpose as well as solve a particular business case.

Here are the various types of reports that are generally used:

Long and short reports:.

As the names suggest, these reports are characterized based on their lengths. A two-page report or memorandum is a short report, while a 30-page report is certainly long. The longer reports are among the types of report writing that have a formal style.

Formal and  informal reports:

Formal reports are meticulously designed documents that focus on the objectives of the organization. Think of annual audit reports. Formal reports are detailed and you won’t find any personal pronouns in these reports. On the other hand, informal reports, such as internal memorandums, are usually short and written in casual language.

Vertical and lateral reports:

These reports are characterized based on the hierarchy within organizations. For example, a report for the management or mentees is a vertical report, meant for the entire section or department across the hierarchies.

Lateral reports focus on the coordination between different departments and units in the organization. For example, the reports that are meant for, say, both the finance and administration departments are lateral.

Periodic reports:

As the name suggests, periodic reports are regularly sent out on pre-scheduled dates. In most cases, periodic reports focus on upward hierarchy, so you can also identify them as vertical reports.

These reports often serve the management to keep the business processes and activities in control. Some annual reports mandated by the government, though not vertical, are considered periodic reports.

Some other examples of periodic reports are quarterly, half-yearly, or annual reports. As these are created at a predetermined frequency, you will find a pre-set structure for these reports. So, the next time you are asked to create a periodic report, ask your manager for the pre-set structure.  You would only need to fill the current data every time.

Proposal reports:

Have you ever heard of analytical or problem-solving reports? Proposal reports are usually an extension of these kinds of reports. While there are all kinds of reports, there are some that are solution-oriented. Such kinds of reports can be identified as proposal reports. These reports usually describe how the organization can provide a solution to specific problems.

Functional reports:

Functional reports might be easier for you to recognize. These types of reporting include financial and accounting reports, marketing reports, and other reports that focus on specific business functions.

Once you know the basics of report writing and its types, the next step is to learn how to write a report. Harappa Education’s Writing Proficiently course lets you develop and improve different writing skills, which can lead you to better job opportunities and create a successful career.

Explore topics such as Report Writing , How to Write a Report , and Structure of Report from our Harappa Diaries blog section to ace your writing skills.

• Research Report: Definition, Types + [Writing Guide]

One of the reasons for carrying out research is to add to the existing body of knowledge. Therefore, when conducting research, you need to document your processes and findings in a research report. 

With a research report, it is easy to outline the findings of your systematic investigation and any gaps needing further inquiry. Knowing how to create a detailed research report will prove useful when you need to conduct research.  

What is a Research Report?

A research report is a well-crafted document that outlines the processes, data, and findings of a systematic investigation. It is an important document that serves as a first-hand account of the research process, and it is typically considered an objective and accurate source of information.

In many ways, a research report can be considered as a summary of the research process that clearly highlights findings, recommendations, and other important details. Reading a well-written research report should provide you with all the information you need about the core areas of the research process.

Features of a Research Report 

So how do you recognize a research report when you see one? Here are some of the basic features that define a research report. 

• It is a detailed presentation of research processes and findings, and it usually includes tables and graphs. 
• It is written in a formal language.
• A research report is usually written in the third person.
• It is informative and based on first-hand verifiable information.
• It is formally structured with headings, sections, and bullet points.
• It always includes recommendations for future actions. 

Types of Research Report 

The research report is classified based on two things; nature of research and target audience.

Nature of Research

• Qualitative Research Report

This is the type of report written for qualitative research . It outlines the methods, processes, and findings of a qualitative method of systematic investigation. In educational research, a qualitative research report provides an opportunity for one to apply his or her knowledge and develop skills in planning and executing qualitative research projects.

A qualitative research report is usually descriptive in nature. Hence, in addition to presenting details of the research process, you must also create a descriptive narrative of the information.

• Quantitative Research Report

A quantitative research report is a type of research report that is written for quantitative research. Quantitative research is a type of systematic investigation that pays attention to numerical or statistical values in a bid to find answers to research questions. 

In this type of research report, the researcher presents quantitative data to support the research process and findings. Unlike a qualitative research report that is mainly descriptive, a quantitative research report works with numbers; that is, it is numerical in nature. 

Target Audience

Also, a research report can be said to be technical or popular based on the target audience. If you’re dealing with a general audience, you would need to present a popular research report, and if you’re dealing with a specialized audience, you would submit a technical report. 

• Technical Research Report

A technical research report is a detailed document that you present after carrying out industry-based research. This report is highly specialized because it provides information for a technical audience; that is, individuals with above-average knowledge in the field of study. 

In a technical research report, the researcher is expected to provide specific information about the research process, including statistical analyses and sampling methods. Also, the use of language is highly specialized and filled with jargon. 

Examples of technical research reports include legal and medical research reports. 

• Popular Research Report

A popular research report is one for a general audience; that is, for individuals who do not necessarily have any knowledge in the field of study. A popular research report aims to make information accessible to everyone. 

It is written in very simple language, which makes it easy to understand the findings and recommendations. Examples of popular research reports are the information contained in newspapers and magazines. 

Importance of a Research Report 

• Knowledge Transfer: As already stated above, one of the reasons for carrying out research is to contribute to the existing body of knowledge, and this is made possible with a research report. A research report serves as a means to effectively communicate the findings of a systematic investigation to all and sundry.  
• Identification of Knowledge Gaps: With a research report, you’d be able to identify knowledge gaps for further inquiry. A research report shows what has been done while hinting at other areas needing systematic investigation. 
• In market research, a research report would help you understand the market needs and peculiarities at a glance. 
• A research report allows you to present information in a precise and concise manner. 
• It is time-efficient and practical because, in a research report, you do not have to spend time detailing the findings of your research work in person. You can easily send out the report via email and have stakeholders look at it. 

Guide to Writing a Research Report

A lot of detail goes into writing a research report, and getting familiar with the different requirements would help you create the ideal research report. A research report is usually broken down into multiple sections, which allows for a concise presentation of information.

Structure and Example of a Research Report

This is the title of your systematic investigation. Your title should be concise and point to the aims, objectives, and findings of a research report. 

• Table of Contents

This is like a compass that makes it easier for readers to navigate the research report.

An abstract is an overview that highlights all important aspects of the research including the research method, data collection process, and research findings. Think of an abstract as a summary of your research report that presents pertinent information in a concise manner. 

An abstract is always brief; typically 100-150 words and goes straight to the point. The focus of your research abstract should be the 5Ws and 1H format – What, Where, Why, When, Who and How. 

• Introduction

Here, the researcher highlights the aims and objectives of the systematic investigation as well as the problem which the systematic investigation sets out to solve. When writing the report introduction, it is also essential to indicate whether the purposes of the research were achieved or would require more work.

In the introduction section, the researcher specifies the research problem and also outlines the significance of the systematic investigation. Also, the researcher is expected to outline any jargons and terminologies that are contained in the research.  

• Literature Review

A literature review is a written survey of existing knowledge in the field of study. In other words, it is the section where you provide an overview and analysis of different research works that are relevant to your systematic investigation. 

It highlights existing research knowledge and areas needing further investigation, which your research has sought to fill. At this stage, you can also hint at your research hypothesis and its possible implications for the existing body of knowledge in your field of study. 

• An Account of Investigation

This is a detailed account of the research process, including the methodology, sample, and research subjects. Here, you are expected to provide in-depth information on the research process including the data collection and analysis procedures. 

In a quantitative research report, you’d need to provide information surveys, questionnaires and other quantitative data collection methods used in your research. In a qualitative research report, you are expected to describe the qualitative data collection methods used in your research including interviews and focus groups. 

In this section, you are expected to present the results of the systematic investigation. 

This section further explains the findings of the research, earlier outlined. Here, you are expected to present a justification for each outcome and show whether the results are in line with your hypotheses or if other research studies have come up with similar results.

• Conclusions

This is a summary of all the information in the report. It also outlines the significance of the entire study. 

• References and Appendices

This section contains a list of all the primary and secondary research sources. 

Tips for Writing a Research Report

• Define the Context for the Report

As is obtainable when writing an essay, defining the context for your research report would help you create a detailed yet concise document. This is why you need to create an outline before writing so that you do not miss out on anything. 

• Define your Audience

Writing with your audience in mind is essential as it determines the tone of the report. If you’re writing for a general audience, you would want to present the information in a simple and relatable manner. For a specialized audience, you would need to make use of technical and field-specific terms. 

• Include Significant Findings

The idea of a research report is to present some sort of abridged version of your systematic investigation. In your report, you should exclude irrelevant information while highlighting only important data and findings. 

• Include Illustrations

Your research report should include illustrations and other visual representations of your data. Graphs, pie charts, and relevant images lend additional credibility to your systematic investigation.

• Choose the Right Title

A good research report title is brief, precise, and contains keywords from your research. It should provide a clear idea of your systematic investigation so that readers can grasp the entire focus of your research from the title. 

• Proofread the Report

Before publishing the document, ensure that you give it a second look to authenticate the information. If you can, get someone else to go through the report, too, and you can also run it through proofreading and editing software. 

How to Gather Research Data for Your Report  

• Understand the Problem

Every research aims at solving a specific problem or set of problems, and this should be at the back of your mind when writing your research report. Understanding the problem would help you to filter the information you have and include only important data in your report. 

• Know what your report seeks to achieve

This is somewhat similar to the point above because, in some way, the aim of your research report is intertwined with the objectives of your systematic investigation. Identifying the primary purpose of writing a research report would help you to identify and present the required information accordingly. 

• Identify your audience

Knowing your target audience plays a crucial role in data collection for a research report. If your research report is specifically for an organization, you would want to present industry-specific information or show how the research findings are relevant to the work that the company does. 

• Create Surveys/Questionnaires

A survey is a research method that is used to gather data from a specific group of people through a set of questions. It can be either quantitative or qualitative. 

A survey is usually made up of structured questions, and it can be administered online or offline. However, an online survey is a more effective method of research data collection because it helps you save time and gather data with ease. 

You can seamlessly create an online questionnaire for your research on Formplus . With the multiple sharing options available in the builder, you would be able to administer your survey to respondents in little or no time. 

Formplus also has a report summary too l that you can use to create custom visual reports for your research.

Step-by-step guide on how to create an online questionnaire using Formplus  

• Sign into Formplus

In the Formplus builder, you can easily create different online questionnaires for your research by dragging and dropping preferred fields into your form. To access the Formplus builder, you will need to create an account on Formplus. 

Once you do this, sign in to your account and click on Create new form to begin. 

• Edit Form Title : Click on the field provided to input your form title, for example, “Research Questionnaire.”
• Edit Form : Click on the edit icon to edit the form.
• Add Fields : Drag and drop preferred form fields into your form in the Formplus builder inputs column. There are several field input options for questionnaires in the Formplus builder. 
• Edit fields
• Click on “Save”
• Form Customization: With the form customization options in the form builder, you can easily change the outlook of your form and make it more unique and personalized. Formplus allows you to change your form theme, add background images, and even change the font according to your needs. 
• Multiple Sharing Options: Formplus offers various form-sharing options, which enables you to share your questionnaire with respondents easily. You can use the direct social media sharing buttons to share your form link to your organization’s social media pages.  You can also send out your survey form as email invitations to your research subjects too. If you wish, you can share your form’s QR code or embed it on your organization’s website for easy access. 

Conclusion  

Always remember that a research report is just as important as the actual systematic investigation because it plays a vital role in communicating research findings to everyone else. This is why you must take care to create a concise document summarizing the process of conducting any research. 

In this article, we’ve outlined essential tips to help you create a research report. When writing your report, you should always have the audience at the back of your mind, as this would set the tone for the document. 

Connect to Formplus, Get Started Now - It's Free!

• ethnographic research survey
• research report
• research report survey
• busayo.longe

You may also like:

Assessment Tools: Types, Examples & Importance

In this article, you’ll learn about different assessment tools to help you evaluate performance in various contexts

21 Chrome Extensions for Academic Researchers in 2022

In this article, we will discuss a number of chrome extensions you can use to make your research process even seamless

How to Write a Problem Statement for your Research

Learn how to write problem statements before commencing any research effort. Learn about its structure and explore examples

Ethnographic Research: Types, Methods + [Question Examples]

Simple guide on ethnographic research, it types, methods, examples and advantages. Also highlights how to conduct an ethnographic...

Formplus - For Seamless Data Collection

Collect data the right way with a versatile data collection tool. try formplus and transform your work productivity today..

Your Article Library

Top 11 characteristics of a good report.

ADVERTISEMENTS:

This article throws light upon the top eleven characteristics of a good report. The characteristics are: 1. Simplicity 2. Clarity 3. Brevity 4. Positivity 5. Punctuation 6. Approach 7. Readability 8. Accuracy 9. Logical Sequence 10. Proper Form 11. Presentation.

Characteristic # 1. Simplicity:

The language shall be as simple as possible so that a report is easily understandable. Jargons and technical words should be avoided. Even in a technical report there shall be restricted use of technical terms if it has to be presented to laymen.

Characteristic # 2. Clarity:

The language shall be lucid and straight, clearly expressing what is intended to be expressed. For that the report has to be written in correct form and following correct steps.

Characteristic # 3. Brevity:

A report shall not be unnecessarily long so that the patience of the reader is not lost and there is no confusion of ideas. But, at the same time, a report must be complete. A report is not an essay.

Characteristic # 4. Positivity:

As far as possible positive statements should be made instead of negative ones. For example, it is better to say what should be done and not what should not be done.

Characteristic # 5. Punctuation :

Punctuations have to be carefully and correctly used otherwise the meaning of sentences may be misunder­stood or misrepresented.

Characteristic # 6. Approach:

There are two types of approaches: (a) Per­son—When a report is written based on personal enquiry or obser­vations, the approach shall be personal and the sentences shall be in the first person and in direct speech, (b) Impersonal—When a report is prepared as a source of information and when it is merely factual (e.g. a report on a meeting), the approach shall be impersonal and the sentences shall be in the third person and in indirect speech.

Characteristic # 7. Readability:

The keynote of a report is readability. The style of presentation and the diction (use of words) shall be such that the readers find it attractive and he is compelled to read the report from the beginning to the end.’ Then only a report serves its purpose. A report on the same subject matter can be written differ­ently for different classes of readers.

Characteristic # 8. Accuracy:

A report shall be accurate when facts are stated in it. It shall not be biased with personal feelings of the writer.

Characteristic # 9. Logical Sequence:

The points in a report shall be arranged with a logical sequence, step by step and not in a haphazard manner. A planning is necessary before a report is prepared.

Characteristic # 10. Proper Form:

A report must be in the proper form. Some­times there are statutory forms to follow.

Characteristic # 11. Presentation:

A report needs an attractive presentation. It depends on the quality of typing or printing as well as quality of paper used. Big companies make very attractive and colourful Annual Reports.

Related Articles:

• Principles of a Good Research Report
• Report Control System in Large Organisations | Preparation of a Report

Comments are closed.

• Privacy Policy

Home » Research Report – Example, Writing Guide and Types

Research Report – Example, Writing Guide and Types

Table of Contents

Research Report

Definition:

Research Report is a written document that presents the results of a research project or study, including the research question, methodology, results, and conclusions, in a clear and objective manner.

The purpose of a research report is to communicate the findings of the research to the intended audience, which could be other researchers, stakeholders, or the general public.

Components of Research Report

Components of Research Report are as follows:

Introduction

The introduction sets the stage for the research report and provides a brief overview of the research question or problem being investigated. It should include a clear statement of the purpose of the study and its significance or relevance to the field of research. It may also provide background information or a literature review to help contextualize the research.

Literature Review

The literature review provides a critical analysis and synthesis of the existing research and scholarship relevant to the research question or problem. It should identify the gaps, inconsistencies, and contradictions in the literature and show how the current study addresses these issues. The literature review also establishes the theoretical framework or conceptual model that guides the research.

Methodology

The methodology section describes the research design, methods, and procedures used to collect and analyze data. It should include information on the sample or participants, data collection instruments, data collection procedures, and data analysis techniques. The methodology should be clear and detailed enough to allow other researchers to replicate the study.

The results section presents the findings of the study in a clear and objective manner. It should provide a detailed description of the data and statistics used to answer the research question or test the hypothesis. Tables, graphs, and figures may be included to help visualize the data and illustrate the key findings.

The discussion section interprets the results of the study and explains their significance or relevance to the research question or problem. It should also compare the current findings with those of previous studies and identify the implications for future research or practice. The discussion should be based on the results presented in the previous section and should avoid speculation or unfounded conclusions.

The conclusion summarizes the key findings of the study and restates the main argument or thesis presented in the introduction. It should also provide a brief overview of the contributions of the study to the field of research and the implications for practice or policy.

The references section lists all the sources cited in the research report, following a specific citation style, such as APA or MLA.

The appendices section includes any additional material, such as data tables, figures, or instruments used in the study, that could not be included in the main text due to space limitations.

Types of Research Report

Types of Research Report are as follows:

Thesis is a type of research report. A thesis is a long-form research document that presents the findings and conclusions of an original research study conducted by a student as part of a graduate or postgraduate program. It is typically written by a student pursuing a higher degree, such as a Master’s or Doctoral degree, although it can also be written by researchers or scholars in other fields.

Research Paper

Research paper is a type of research report. A research paper is a document that presents the results of a research study or investigation. Research papers can be written in a variety of fields, including science, social science, humanities, and business. They typically follow a standard format that includes an introduction, literature review, methodology, results, discussion, and conclusion sections.

Technical Report

A technical report is a detailed report that provides information about a specific technical or scientific problem or project. Technical reports are often used in engineering, science, and other technical fields to document research and development work.

Progress Report

A progress report provides an update on the progress of a research project or program over a specific period of time. Progress reports are typically used to communicate the status of a project to stakeholders, funders, or project managers.

Feasibility Report

A feasibility report assesses the feasibility of a proposed project or plan, providing an analysis of the potential risks, benefits, and costs associated with the project. Feasibility reports are often used in business, engineering, and other fields to determine the viability of a project before it is undertaken.

Field Report

A field report documents observations and findings from fieldwork, which is research conducted in the natural environment or setting. Field reports are often used in anthropology, ecology, and other social and natural sciences.

Experimental Report

An experimental report documents the results of a scientific experiment, including the hypothesis, methods, results, and conclusions. Experimental reports are often used in biology, chemistry, and other sciences to communicate the results of laboratory experiments.

Case Study Report

A case study report provides an in-depth analysis of a specific case or situation, often used in psychology, social work, and other fields to document and understand complex cases or phenomena.

Literature Review Report

A literature review report synthesizes and summarizes existing research on a specific topic, providing an overview of the current state of knowledge on the subject. Literature review reports are often used in social sciences, education, and other fields to identify gaps in the literature and guide future research.

Research Report Example

Following is a Research Report Example sample for Students:

Title: The Impact of Social Media on Academic Performance among High School Students

This study aims to investigate the relationship between social media use and academic performance among high school students. The study utilized a quantitative research design, which involved a survey questionnaire administered to a sample of 200 high school students. The findings indicate that there is a negative correlation between social media use and academic performance, suggesting that excessive social media use can lead to poor academic performance among high school students. The results of this study have important implications for educators, parents, and policymakers, as they highlight the need for strategies that can help students balance their social media use and academic responsibilities.

Introduction:

Social media has become an integral part of the lives of high school students. With the widespread use of social media platforms such as Facebook, Twitter, Instagram, and Snapchat, students can connect with friends, share photos and videos, and engage in discussions on a range of topics. While social media offers many benefits, concerns have been raised about its impact on academic performance. Many studies have found a negative correlation between social media use and academic performance among high school students (Kirschner & Karpinski, 2010; Paul, Baker, & Cochran, 2012).

Given the growing importance of social media in the lives of high school students, it is important to investigate its impact on academic performance. This study aims to address this gap by examining the relationship between social media use and academic performance among high school students.

Methodology:

The study utilized a quantitative research design, which involved a survey questionnaire administered to a sample of 200 high school students. The questionnaire was developed based on previous studies and was designed to measure the frequency and duration of social media use, as well as academic performance.

The participants were selected using a convenience sampling technique, and the survey questionnaire was distributed in the classroom during regular school hours. The data collected were analyzed using descriptive statistics and correlation analysis.

The findings indicate that the majority of high school students use social media platforms on a daily basis, with Facebook being the most popular platform. The results also show a negative correlation between social media use and academic performance, suggesting that excessive social media use can lead to poor academic performance among high school students.

Discussion:

The results of this study have important implications for educators, parents, and policymakers. The negative correlation between social media use and academic performance suggests that strategies should be put in place to help students balance their social media use and academic responsibilities. For example, educators could incorporate social media into their teaching strategies to engage students and enhance learning. Parents could limit their children’s social media use and encourage them to prioritize their academic responsibilities. Policymakers could develop guidelines and policies to regulate social media use among high school students.

Conclusion:

In conclusion, this study provides evidence of the negative impact of social media on academic performance among high school students. The findings highlight the need for strategies that can help students balance their social media use and academic responsibilities. Further research is needed to explore the specific mechanisms by which social media use affects academic performance and to develop effective strategies for addressing this issue.

Limitations:

One limitation of this study is the use of convenience sampling, which limits the generalizability of the findings to other populations. Future studies should use random sampling techniques to increase the representativeness of the sample. Another limitation is the use of self-reported measures, which may be subject to social desirability bias. Future studies could use objective measures of social media use and academic performance, such as tracking software and school records.

Implications:

The findings of this study have important implications for educators, parents, and policymakers. Educators could incorporate social media into their teaching strategies to engage students and enhance learning. For example, teachers could use social media platforms to share relevant educational resources and facilitate online discussions. Parents could limit their children’s social media use and encourage them to prioritize their academic responsibilities. They could also engage in open communication with their children to understand their social media use and its impact on their academic performance. Policymakers could develop guidelines and policies to regulate social media use among high school students. For example, schools could implement social media policies that restrict access during class time and encourage responsible use.

References:

• Kirschner, P. A., & Karpinski, A. C. (2010). Facebook® and academic performance. Computers in Human Behavior, 26(6), 1237-1245.
• Paul, J. A., Baker, H. M., & Cochran, J. D. (2012). Effect of online social networking on student academic performance. Journal of the Research Center for Educational Technology, 8(1), 1-19.
• Pantic, I. (2014). Online social networking and mental health. Cyberpsychology, Behavior, and Social Networking, 17(10), 652-657.
• Rosen, L. D., Carrier, L. M., & Cheever, N. A. (2013). Facebook and texting made me do it: Media-induced task-switching while studying. Computers in Human Behavior, 29(3), 948-958.

Note*: Above mention, Example is just a sample for the students’ guide. Do not directly copy and paste as your College or University assignment. Kindly do some research and Write your own.

Applications of Research Report

Research reports have many applications, including:

• Communicating research findings: The primary application of a research report is to communicate the results of a study to other researchers, stakeholders, or the general public. The report serves as a way to share new knowledge, insights, and discoveries with others in the field.
• Informing policy and practice : Research reports can inform policy and practice by providing evidence-based recommendations for decision-makers. For example, a research report on the effectiveness of a new drug could inform regulatory agencies in their decision-making process.
• Supporting further research: Research reports can provide a foundation for further research in a particular area. Other researchers may use the findings and methodology of a report to develop new research questions or to build on existing research.
• Evaluating programs and interventions : Research reports can be used to evaluate the effectiveness of programs and interventions in achieving their intended outcomes. For example, a research report on a new educational program could provide evidence of its impact on student performance.
• Demonstrating impact : Research reports can be used to demonstrate the impact of research funding or to evaluate the success of research projects. By presenting the findings and outcomes of a study, research reports can show the value of research to funders and stakeholders.
• Enhancing professional development : Research reports can be used to enhance professional development by providing a source of information and learning for researchers and practitioners in a particular field. For example, a research report on a new teaching methodology could provide insights and ideas for educators to incorporate into their own practice.

How to write Research Report

Here are some steps you can follow to write a research report:

• Identify the research question: The first step in writing a research report is to identify your research question. This will help you focus your research and organize your findings.
• Conduct research : Once you have identified your research question, you will need to conduct research to gather relevant data and information. This can involve conducting experiments, reviewing literature, or analyzing data.
• Organize your findings: Once you have gathered all of your data, you will need to organize your findings in a way that is clear and understandable. This can involve creating tables, graphs, or charts to illustrate your results.
• Write the report: Once you have organized your findings, you can begin writing the report. Start with an introduction that provides background information and explains the purpose of your research. Next, provide a detailed description of your research methods and findings. Finally, summarize your results and draw conclusions based on your findings.
• Proofread and edit: After you have written your report, be sure to proofread and edit it carefully. Check for grammar and spelling errors, and make sure that your report is well-organized and easy to read.
• Include a reference list: Be sure to include a list of references that you used in your research. This will give credit to your sources and allow readers to further explore the topic if they choose.
• Format your report: Finally, format your report according to the guidelines provided by your instructor or organization. This may include formatting requirements for headings, margins, fonts, and spacing.

Purpose of Research Report

The purpose of a research report is to communicate the results of a research study to a specific audience, such as peers in the same field, stakeholders, or the general public. The report provides a detailed description of the research methods, findings, and conclusions.

Some common purposes of a research report include:

• Sharing knowledge: A research report allows researchers to share their findings and knowledge with others in their field. This helps to advance the field and improve the understanding of a particular topic.
• Identifying trends: A research report can identify trends and patterns in data, which can help guide future research and inform decision-making.
• Addressing problems: A research report can provide insights into problems or issues and suggest solutions or recommendations for addressing them.
• Evaluating programs or interventions : A research report can evaluate the effectiveness of programs or interventions, which can inform decision-making about whether to continue, modify, or discontinue them.
• Meeting regulatory requirements: In some fields, research reports are required to meet regulatory requirements, such as in the case of drug trials or environmental impact studies.

When to Write Research Report

A research report should be written after completing the research study. This includes collecting data, analyzing the results, and drawing conclusions based on the findings. Once the research is complete, the report should be written in a timely manner while the information is still fresh in the researcher’s mind.

In academic settings, research reports are often required as part of coursework or as part of a thesis or dissertation. In this case, the report should be written according to the guidelines provided by the instructor or institution.

In other settings, such as in industry or government, research reports may be required to inform decision-making or to comply with regulatory requirements. In these cases, the report should be written as soon as possible after the research is completed in order to inform decision-making in a timely manner.

Overall, the timing of when to write a research report depends on the purpose of the research, the expectations of the audience, and any regulatory requirements that need to be met. However, it is important to complete the report in a timely manner while the information is still fresh in the researcher’s mind.

Characteristics of Research Report

There are several characteristics of a research report that distinguish it from other types of writing. These characteristics include:

• Objective: A research report should be written in an objective and unbiased manner. It should present the facts and findings of the research study without any personal opinions or biases.
• Systematic: A research report should be written in a systematic manner. It should follow a clear and logical structure, and the information should be presented in a way that is easy to understand and follow.
• Detailed: A research report should be detailed and comprehensive. It should provide a thorough description of the research methods, results, and conclusions.
• Accurate : A research report should be accurate and based on sound research methods. The findings and conclusions should be supported by data and evidence.
• Organized: A research report should be well-organized. It should include headings and subheadings to help the reader navigate the report and understand the main points.
• Clear and concise: A research report should be written in clear and concise language. The information should be presented in a way that is easy to understand, and unnecessary jargon should be avoided.
• Citations and references: A research report should include citations and references to support the findings and conclusions. This helps to give credit to other researchers and to provide readers with the opportunity to further explore the topic.

Advantages of Research Report

Research reports have several advantages, including:

• Communicating research findings: Research reports allow researchers to communicate their findings to a wider audience, including other researchers, stakeholders, and the general public. This helps to disseminate knowledge and advance the understanding of a particular topic.
• Providing evidence for decision-making : Research reports can provide evidence to inform decision-making, such as in the case of policy-making, program planning, or product development. The findings and conclusions can help guide decisions and improve outcomes.
• Supporting further research: Research reports can provide a foundation for further research on a particular topic. Other researchers can build on the findings and conclusions of the report, which can lead to further discoveries and advancements in the field.
• Demonstrating expertise: Research reports can demonstrate the expertise of the researchers and their ability to conduct rigorous and high-quality research. This can be important for securing funding, promotions, and other professional opportunities.
• Meeting regulatory requirements: In some fields, research reports are required to meet regulatory requirements, such as in the case of drug trials or environmental impact studies. Producing a high-quality research report can help ensure compliance with these requirements.

Limitations of Research Report

Despite their advantages, research reports also have some limitations, including:

• Time-consuming: Conducting research and writing a report can be a time-consuming process, particularly for large-scale studies. This can limit the frequency and speed of producing research reports.
• Expensive: Conducting research and producing a report can be expensive, particularly for studies that require specialized equipment, personnel, or data. This can limit the scope and feasibility of some research studies.
• Limited generalizability: Research studies often focus on a specific population or context, which can limit the generalizability of the findings to other populations or contexts.
• Potential bias : Researchers may have biases or conflicts of interest that can influence the findings and conclusions of the research study. Additionally, participants may also have biases or may not be representative of the larger population, which can limit the validity and reliability of the findings.
• Accessibility: Research reports may be written in technical or academic language, which can limit their accessibility to a wider audience. Additionally, some research may be behind paywalls or require specialized access, which can limit the ability of others to read and use the findings.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

You may also like

Data Verification – Process, Types and Examples

Tables in Research Paper – Types, Creating Guide...

Significance of the Study – Examples and Writing...

Research Summary – Structure, Examples and...

Research Process – Steps, Examples and Tips

Survey Instruments – List and Their Uses

• Research Report
• Post last modified: 11 January 2022
• Reading time: 25 mins read
• Post category: Research Methodology

What is Research Report?

Research reporting is the oral or written presentation of the findings in such detail and form as to be readily understood and assessed by the society, economy or particularly by the researchers.

As earlier said that it is the final stage of the research process and its purpose is to convey to interested persons the whole result of the study. Report writing is common to both academic and managerial situations. In academics, a research report is prepared for comprehensive and application-oriented learning. In businesses or organisations, reports are used for the basis of decision making.

Table of Content

• 1 What is Research Report?
• 2 Research Report Definition
• 3.1 Preliminary Part
• 3.2 Introduction of the Report
• 3.3 Review of Literature
• 3.4 The Research Methodology
• 3.5 Results
• 3.6 Concluding Remarks
• 3.7 Bibliography
• 4 Significance of Report Writing
• 5 Qualities of Good Report
• 6.1 Analysis of the subject matter
• 6.2 Research outline
• 6.3 Preparation of rough draft
• 6.4 Rewriting and polishing
• 6.5 Writing the final draft
• 7 Precautions for Writing Research Reports
• 8.1.1 Technical Report
• 8.1.2 Popular Report
• 8.2.1 Written Report
• 8.2.2 Oral Report

Research Report Definition

According to C. A. Brown , “A report is a communication from someone who has information to someone who wants to use that information.”

According to Goode and Hatt , “The preparation of report is the final stage of research, and it’s purpose is to convey to the interested persons the whole result of the study, in sufficient detail and so arranged as to enable each reader to comprehend the data and to determine for himself the validity of the conclusions.”

It is clear from the above definitions of a research report, it is a brief account of the problem of investigation, the justification of its selection and the procedure of analysis and interpretation. It is only a summary of the entire research proceedings.

In other words, it can be defined as written documents, which presents information in a specialized and concise manner.

Contents of Research Report

Although no hard and fast rules can be laid down, the report must contain the following points.

• Acknowledgement
• Table of contents
• List of tables
• List of graphs
• Introduction
• Background of the research study
• Statement of the problem
• Brief outline of the chapters
• Books review
• Review of articles published in books, journals, periodicals, etc
• Review of articles published in leading newspapers
• Working papers / discusssion paper / study reports
• Articles on authorised websites
• A broad conclusion and indications for further research
• The theoretical framework (variables)
• Model / hypothesis
• Instruments for data collection
• Data collection
• Pilot study
• Processing of data
• Hypothesis / model testing
• Data analysis and interpretation
• Tables and figures
• Conclusions
• Shortcomings
• Suggestions to the problems
• Direction for further research

Preliminary Part

The preliminary part may have seven major components – cover, title, preface, acknowledgement, table of contents, list of tables, list of graphs. Long reports presented in book form have a cover made up of a card sheet. The cover contains title of the research report, the authority to whom the report is submitted, name of the author, etc.

The preface introduces the report to the readers. It gives a very brief introduction of the report. In the acknowledgements author mention names of persons and organisations that have extended co-operation and helped in the various stages of research. Table of contents is essential. It gives the title and page number of each chapter.

Introduction of the Report

The introduction of the research report should clearly and logically bring out the background of the problem addressed in the research. The purpose of the introduction is to introduce the research project to the readers. A clear statement of the problem with specific questions to be answered is presented in the introduction. It contains a brief outline of the chapters.

Review of Literature

The third section reviews the important literature related to the study. A comprehensive review of the research literature referred to must be made. Previous research studies and the important writings in the area under study should be reviewed. Review of literature is helpful to provide a background for the development of the present study.

The researcher may review concerned books, articles published in edited books, journals and periodicals. Researcher may also take review of articles published in leading newspapers. A researcher should study working papers/discussion papers/study reports. It is essential for a broad conclusion and indications for further research.

The Research Methodology

Research methodology is an integral part of the research. It should clearly indicate the universe and the selection of samples, techniques of data collection, analysis and interpretation, statistical techniques, etc.

Results contain pilot study, processing of data, hypothesis/model testing, data analysis and interpretation, tables and figures, etc. This is the heart of the research report. If a pilot study is planned to be used, it’s purpose should be given in the research methodology.

The collected data and the information should be edited, coded, tabulated and analysed with a view to arriving at a valid and authentic conclusion. Tables and figures are used to clarify the significant relationship. The results obtained through tables, graphs should be critically interpreted.

Concluding Remarks

The concluding remarks should discuss the results obtained in the earlier sections, as well as their usefulness and implications. It contains findings, conclusions, shortcomings, suggestions to the problem and direction for future research. Findings are statements of factual information based upon the data analysis.

Conclusions must clearly explain whether the hypothesis have been established and rejected. This part requires great expertise and preciseness. A report should also refer to the limitations of the applicability of the research inferences. It is essential to suggest the theoretical, practical and policy implications of the research. The suggestions should be supported by scientific and logical arguments. The future direction of research based on the work completed should also be outlined.

Bibliography

The bibliography is an alphabetic list of books, journal articles, reports, etc, published or unpublished, read, referred to, examined by the researcher in preparing the report. The bibliography should follow standard formats for books, journal articles, research reports.

The end of the research report may consist of appendices, listed in respect of all technical data. Appendices are for the purpose of providing detailed data or information that would be too cumbersome within the main body of the research report.

Significance of Report Writing

Report writing is an important communication medium in organisations. The most crucial findings might have come out through a research report. Report is common to academics and managers also. Reports are used for comprehensive and application oriented learning in academics. In organisations, reports are used for the basis of decision making. The importance of report writing can be discussed as under.

Through research reports, a manager or an executive can quickly get an idea of a current scenario which improves his information base for making sound decisions affecting future operations of the company or enterprise. The research report acts as a means of communication of various research findings to the interested parties, organisations and general public.

Good report writing play, a significant role of conveying unknown facts about the phenomenon to the concerned parties. This may provide new insights and new opportunities to the people. Research report plays a key role in making effective decisions in marketing, production, banking, materials, human resource development and government also. Good report writing is used for economic planning and optimum utilisation of resources for the development of a nation.

Report writing facilitates the validation of generalisation. A research report is an end product of research. As earlier said that report writing provides useful information in arriving at rational decisions that may reform the business and society. The findings, conclusions, suggestions and recommendations are useful to academicians, scholars and policymakers. Report writing provides reference material for further research in the same or similar areas of research to the concerned parties.

While preparing a research report, a researcher should take some proper precautions. Report writing should be simple, lucid and systematic. Report writing should be written speedily without interrupting the continuity of thought. The report writing should sustain the interest of readers.

Qualities of Good Report

Report writing is a highly skilled job. It is a process of analysing, understanding and consolidating the findings and projecting a meaningful view of the phenomenon studied. A good report writing is essential for effective communication.

Following are the essential qualities of good report:

• A research report is essentially a scientific documentation. It should have a suggestive title, headings and sub-headings, paragraphs arranged in a logical sequence.
• Good research report should include everything that is relevant and exclude everything that is irrelevant. It means that it should contain the facts rather than opinion.
• The language of the report should be simple and unambiguous. It means that it should be free from biases of the researchers derived from the past experience. Confusion, pretentiousness and pomposity should be carefully guarded against. It means that the language of the report should be simple, employing appropriate words, idioms and expressions.
• The report must be free from grammatical mistakes. It must be grammatically accurate. Faulty construction of sentences makes the meaning of the narrative obscure and ambiguous.
• The report has to take into consideration two facts. Firstly, for whom the report is meant and secondly, what is his level of knowledge. The report has to look to the subject matter of the report and the fact as to the level of knowledge of the person for whom it is meant. Because all reports are not meant for research scholars.

Steps in Writing Research Report

Report writing is a time consuming and expensive exercise. Therefore, reports have to be very sharply focused in purpose content and readership. There is no single universally acceptable method of writing a research report.

Following are the general steps in writing a research report:

Analysis of the subject matter

Research outline, preparation of rough draft, rewriting and polishing, writing the final draft.

This is the first and important step in writing a research report. It is concerned with the development of a subject. Subject matter should be written in a clear, logical and concise manner. The style adopted should be open, straightforward and dignified and folk style language should be avoided.

The data, the reliability and validity of the results of the statistical analysis should be in the form of tables, figures and equations. All redundancy in the data or results presented should be eliminated.

The research outline is an organisational framework prepared by the researcher well in advance. It is an aid to logical organisation of material and a reminder of the points to be stressed in the report. In the process of writing, if need be, outline may be revised accordingly.

Time and place of the study, scope and limitations of the study, study design, summary of pilot study, methods of data collection, analysis interpretation, etc., may be included in a research outline.

Having prepared the primary and secondary data, the researcher has to prepare a rough draft. While preparing the rough draft, the researcher should keep the objectives of the research in mind, and focus on one objective at a time. The researcher should make a checklist of the important points that are necessary to be covered in the manuscript. A researcher should use dictionary and relevant reference materials as and when required.

This is an important step in writing a research report. It takes more time than a rough draft. While rewriting and polishing, a researcher should check the report for weakness in logical development or presentation. He should take breaks in between rewriting and polishing since this gives the time to incubate the ideas.

The last and important step is writing the final draft. The language of the report should be simple, employing appropriate words and expressions and should avoid vague expressions such as ‘it seems’ and ‘there may be’ etc.

It should not used personal pronouns, such as I, We, My, Us, etc and should substitute these by such expressions as a researcher, investigator, etc. Before the final drafting of the report, it is advisable that the researcher should prepare a first draft for critical considerations and possible improvements. It will be helpful in writing the final draft. Finally, the report should be logically outlined with the future directions of the research based on the work completed.

Precautions for Writing Research Reports

A research report is a means of conveying the research study to a specific target audience. The following precautions should be taken while preparing a research report:

• Its hould belong enough to cover the subject and short enough to preserve interest.
• It should not be dull and complicated.
• It should be simple, without the usage of abstract terms and technical jargons.
• It should offer ready availability of findings with the help of charts, tables and graphs, as readers prefer quick knowledge of main findings.
• The layout of the report should be in accordance with the objectives of the research study.
• There should be no grammatical errors and writing should adhere to the techniques of report writing in case of quotations, footnotes and documentations.
• It should be original, intellectual and contribute to the solution of a problem or add knowledge to the concerned field.
• Appendices should been listed with respect to all the technical data in the report.
• It should be attractive, neat and clean, whether handwritten or typed.
• The report writer should refrain from confusing the possessive form of the word ‘it’ is with ‘it’s.’ The accurate possessive form of ‘it is’ is ‘its.’ The use of ‘it’s’ is the contractive form of ‘it is.
• A report should not have contractions. Examples are ‘didn’t’ or ‘it’s.’ In report writing, it is best to use the non-contractive form. Therefore, the examples would be replaced by ‘did not’ and ‘it is.’ Using ‘Figure’ instead of ‘Fig.’ and ‘Table’ instead of ‘Tab.’ will spare the reader of having to translate the abbreviations, while reading. If abbreviations are used, use them consistently throughout the report. For example, do not switch among ‘versus,’ and ‘vs’.
• It is advisable to avoid using the word ‘very’ and other such words that try to embellish a description. They do not add any extra meaning and, therefore, should be dropped.
• Repetition hampers lucidity. Report writers must avoid repeating the same word more than once within a sentence.
• When you use the word ‘this’ or ‘these’ make sure you indicate to what you are referring. This reduces the ambiguity in your writing and helps to tie sentences together.
• Do not use the word ‘they’ to refer to a singular person. You can either rewrite the sentence to avoid needing such a reference or use the singular ‘he or she.’

Types of Research Report

Research reports are designed in order to convey and record the information that will be of practical use to the reader. It is organized into distinct units of specific and highly visible information. The kind of audience addressed in the research report decides the type of report.

Research reports can be categorized on the following basis:

Classification on the Basis of Information

Classification on the basis of representation.

Following are the ways through which the results of the research report can be presented on the basis of information contained:

Technical Report

A technical report is written for other researchers. In writing the technical reports, the importance is mainly given to the methods that have been used to collect the information and data, the presumptions that are made and finally, the various presentation techniques that are used to present the findings and data.

Following are main features of a technical report:

• Summary: It covers a brief analysis of the findings of the research in a very few pages. 
• Nature: It contains the reasons for which the research is undertaken, the analysis and the data that is required in order to prepare a report. 
• Methods employed: It contains a description of the methods that were employed in order to collect the data. 
• Data: It covers a brief analysis of the various sources from which the data has been collected with their features and drawbacks 
• Analysis of data and presentation of the findings: It contains the various forms through which the data that has been analysed can be presented. 
• Conclusions: It contains a brief explanation of findings of the research. 
• Bibliography: It contains a detailed analysis of the various bibliographies that have been used in order to conduct a research. 
• Technical appendices: It contains the appendices for the technical matters and for questionnaires and mathematical derivations. 
• Index: The index of the technical report must be provided at the end of the report.

Popular Report

A popular report is formulated when there is a need to draw conclusions of the findings of the research report. One of the main points of consideration that should be kept in mind while formulating a research report is that it must be simple and attractive. It must be written in a very simple manner that is understandable to all. It must also be made attractive by using large prints, various sub-headings and by giving cartoons occasionally.

Following are the main points that must be kept in mind while preparing a popular report:

• Findings and their implications : While preparing a popular report, main importance is given to the findings of the information and the conclusions that can be drawn out of these findings.
• Recommendations for action : If there are any deviations in the report then recommendations are made for taking corrective action in order to rectify the errors.
• Objective of the study : In a popular report, the specific objective for which the research has been undertaken is presented.
• Methods employed : The report must contain the various methods that has been employed in order to conduct a research.
• Results : The results of the research findings must be presented in a suitable and appropriate manner by taking the help of charts and diagrams.
• Technical appendices : The report must contain an in-depth information used to collect the data in the form of appendices.

Following are the ways through which the results of the research report can be presented on the basis of representation:

• Writtenreport
• Oral report

Written Report

A written report plays a vital role in every business operation. The manner in which an organization writes business letters and business reports creates an impression of its standard. Therefore, the organization should emphasize on the improvement of the writing skills of the employees in order to maintain effective relations with their customers.

Writing effective written reports requires a lot of hard work. Therefore, before you begin writing, it is important to know the objective, i.e., the purpose of writing, collection and organization of required data.

Oral Report

At times, oral presentation of the results that are drawn out of research is considered effective, particularly in cases where policy recommendations are to be made. This approach proves beneficial because it provides a medium of interaction between a listener and a speaker. This leads to a better understanding of the findings and their implications.

However, the main drawback of oral presentation is the lack of any permanent records related to the research. Oral presentation of the report is also effective when it is supported with various visual devices, such as slides, wall charts and whiteboards that help in better understanding of the research reports.

Business Ethics

( Click on Topic to Read )

• What is Ethics?
• What is Business Ethics?
• Values, Norms, Beliefs and Standards in Business Ethics
• Indian Ethos in Management
• Ethical Issues in Marketing
• Ethical Issues in HRM
• Ethical Issues in IT
• Ethical Issues in Production and Operations Management
• Ethical Issues in Finance and Accounting
• What is Corporate Governance?
• What is Ownership Concentration?
• What is Ownership Composition?
• Types of Companies in India
• Internal Corporate Governance
• External Corporate Governance
• Corporate Governance in India
• What is Enterprise Risk Management (ERM)?
• What is Assessment of Risk?
• What is Risk Register?
• Risk Management Committee

Corporate social responsibility (CSR)

• Theories of CSR
• Arguments Against CSR
• Business Case for CSR
• Importance of CSR in India
• Drivers of Corporate Social Responsibility
• Developing a CSR Strategy
• Implement CSR Commitments
• CSR Marketplace
• CSR at Workplace
• Environmental CSR
• CSR with Communities and in Supply Chain
• Community Interventions
• CSR Monitoring
• CSR Reporting
• Voluntary Codes in CSR
• What is Corporate Ethics?

Lean Six Sigma

• What is Six Sigma?
• What is Lean Six Sigma?
• Value and Waste in Lean Six Sigma
• Six Sigma Team
• MAIC Six Sigma
• Six Sigma in Supply Chains
• What is Binomial, Poisson, Normal Distribution?
• What is Sigma Level?
• What is DMAIC in Six Sigma?
• What is DMADV in Six Sigma?
• Six Sigma Project Charter
• Project Decomposition in Six Sigma
• Critical to Quality (CTQ) Six Sigma
• Process Mapping Six Sigma
• Flowchart and SIPOC
• Gage Repeatability and Reproducibility
• Statistical Diagram
• Lean Techniques for Optimisation Flow
• Failure Modes and Effects Analysis (FMEA)
• What is Process Audits?
• Six Sigma Implementation at Ford
• IBM Uses Six Sigma to Drive Behaviour Change
• Research Methodology
• What is Research?
• What is Hypothesis?

Sampling Method

• Research Methods
• Data Collection in Research

Methods of Collecting Data

• Application of Business Research
• Levels of Measurement
• What is Sampling?
• Hypothesis Testing
• What is Management?
• Planning in Management
• Decision Making in Management
• What is Controlling?
• What is Coordination?
• What is Staffing?
• Organization Structure
• What is Departmentation?
• Span of Control
• What is Authority?
• Centralization vs Decentralization
• Organizing in Management
• Schools of Management Thought
• Classical Management Approach
• Is Management an Art or Science?
• Who is a Manager?

Operations Research

• What is Operations Research?
• Operation Research Models
• Linear Programming
• Linear Programming Graphic Solution
• Linear Programming Simplex Method
• Linear Programming Artificial Variable Technique
• Duality in Linear Programming
• Transportation Problem Initial Basic Feasible Solution
• Transportation Problem Finding Optimal Solution
• Project Network Analysis with Critical Path Method
• Project Network Analysis Methods
• Project Evaluation and Review Technique (PERT)
• Simulation in Operation Research
• Replacement Models in Operation Research

Operation Management

• What is Strategy?
• What is Operations Strategy?
• Operations Competitive Dimensions
• Operations Strategy Formulation Process
• What is Strategic Fit?
• Strategic Design Process
• Focused Operations Strategy
• Corporate Level Strategy
• Expansion Strategies
• Stability Strategies
• Retrenchment Strategies
• Competitive Advantage
• Strategic Choice and Strategic Alternatives
• What is Production Process?
• What is Process Technology?
• What is Process Improvement?
• Strategic Capacity Management
• Production and Logistics Strategy
• Taxonomy of Supply Chain Strategies
• Factors Considered in Supply Chain Planning
• Operational and Strategic Issues in Global Logistics
• Logistics Outsourcing Strategy
• What is Supply Chain Mapping?
• Supply Chain Process Restructuring
• Points of Differentiation
• Re-engineering Improvement in SCM
• What is Supply Chain Drivers?
• Supply Chain Operations Reference (SCOR) Model
• Customer Service and Cost Trade Off
• Internal and External Performance Measures
• Linking Supply Chain and Business Performance
• Netflix’s Niche Focused Strategy
• Disney and Pixar Merger
• Process Planning at Mcdonald’s

Service Operations Management

• What is Service?
• What is Service Operations Management?
• What is Service Design?
• Service Design Process
• Service Delivery
• What is Service Quality?
• Gap Model of Service Quality
• Juran Trilogy
• Service Performance Measurement
• Service Decoupling
• IT Service Operation
• Service Operations Management in Different Sector

Procurement Management

• What is Procurement Management?
• Procurement Negotiation
• Types of Requisition
• RFX in Procurement
• What is Purchasing Cycle?
• Vendor Managed Inventory
• Internal Conflict During Purchasing Operation
• Spend Analysis in Procurement
• Sourcing in Procurement
• Supplier Evaluation and Selection in Procurement
• Blacklisting of Suppliers in Procurement
• Total Cost of Ownership in Procurement
• Incoterms in Procurement
• Documents Used in International Procurement
• Transportation and Logistics Strategy
• What is Capital Equipment?
• Procurement Process of Capital Equipment
• Acquisition of Technology in Procurement
• What is E-Procurement?
• E-marketplace and Online Catalogues
• Fixed Price and Cost Reimbursement Contracts
• Contract Cancellation in Procurement
• Ethics in Procurement
• Legal Aspects of Procurement
• Global Sourcing in Procurement
• Intermediaries and Countertrade in Procurement

Strategic Management

• What is Strategic Management?
• What is Value Chain Analysis?
• Mission Statement
• Business Level Strategy
• What is SWOT Analysis?
• What is Competitive Advantage?
• What is Vision?
• What is Ansoff Matrix?
• Prahalad and Gary Hammel
• Strategic Management In Global Environment
• Competitor Analysis Framework
• Competitive Rivalry Analysis
• Competitive Dynamics
• What is Competitive Rivalry?
• Five Competitive Forces That Shape Strategy
• What is PESTLE Analysis?
• Fragmentation and Consolidation Of Industries
• What is Technology Life Cycle?
• What is Diversification Strategy?
• What is Corporate Restructuring Strategy?
• Resources and Capabilities of Organization
• Role of Leaders In Functional-Level Strategic Management
• Functional Structure In Functional Level Strategy Formulation
• Information And Control System
• What is Strategy Gap Analysis?
• Issues In Strategy Implementation
• Matrix Organizational Structure
• What is Strategic Management Process?

Supply Chain

• What is Supply Chain Management?
• Supply Chain Planning and Measuring Strategy Performance
• What is Warehousing?
• What is Packaging?
• What is Inventory Management?
• What is Material Handling?
• What is Order Picking?
• Receiving and Dispatch, Processes
• What is Warehouse Design?
• What is Warehousing Costs?

You Might Also Like

Sampling process and characteristics of good sample design, what is measure of skewness, data analysis in research, what is hypothesis testing procedure, what is research problem components, identifying, formulating,, what is scaling techniques types, classifications, techniques, cross-sectional and longitudinal research, types of charts used in data analysis, data processing in research, what is measurement scales, types, criteria and developing measurement tools, leave a reply cancel reply.

You must be logged in to post a comment.

World's Best Online Courses at One Place

We’ve spent the time in finding, so you can spend your time in learning

Digital Marketing

Personal Growth

Development