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How To Write A Report Introduction: An Academic Guide

By Laura Brown on 27th July 2023

You are definitely here to learn how to write an introduction to a report. So let’s answer it directly!

Well, an effective introduction of a report should succinctly introduce the topic, state the purpose and scope of the report, and provide a brief overview of the key points to be discussed . A report introduction should capture the reader’s interest and set the tone for the rest of the document.

This could be the summary of what should be included in a report introduction and how you can write it. But this summary is not enough to understand completely how you are going to start your report.

Since you are here, you must have got an academic report to tackle. Well, let’s start by talking about something that’s often overlooked but absolutely crucial – the introduction! Trust us, nailing the introduction can make a world of difference to your entire report.

Your report introduction is like the friendly handshake you offer to your readers. It sets the tone, gives an overview of what’s to come, and entices them to stick around for the good stuff. A well-crafted intro not only impresses your readers but also shows off your writing chops and analytical skills.

So, let’s dive into the world of introductions and make your reports shine right from the very start! Get ready to captivate your audience and make your mark in the educational realm. Let’s go!

How To Write A Report Introduction: An Academic Guide

1. First, Understand The Purpose Of Your Report

To embark on successful academic writing , it’s crucial to grasp the essence of your report’s purpose. Reports come in various types, including essays, research papers, case studies, and many more! Each type requires a tailored approach to crafting a report introduction that captivates your readers.

Once you have identified the type of report you have got to prepare, the second most important thing is to understand why you have been given this report. What is the purpose, and what could be the possible outcome of completing this report.

2. Analyse The Target Audience

Audience engagement is a critical aspect of your report! Let’s shine a spotlight on your readers, who are the real heroes, and explore the art of tailoring your report introduction to captivate them.

It is really essential to consider the readers’ background and knowledge. Are they seasoned professors, fellow students, or professionals in a specific field? Understanding their perspectives helps you strike the perfect balance of technicality and simplicity in your introduction.

Crafting an introduction that speaks directly to your audience is the key. Inject enthusiasm, sprinkle relatable examples, and address their pain points . Use audience-savvy techniques, ensuring your introduction resonates with readers and leaves them eager to explore your entire report.

So, let’s dive in and charm your audience with an introduction they won’t forget! Let’s get started with how to write a report introduction!

3. Elements of a Strong Introduction

Before we head directly into how to start a report introduction, we need to understand some basic elements of the introduction of a report. A well-crafted introduction not only piques the interest of the readers but also sets the tone for the entire document. To achieve this, it should incorporate the following essential elements:

• Opening Hook or Attention-Grabber

The first few sentences of your introduction should captivate the reader’s attention and compel them to delve further into your report. An opening hook can take various forms, such as a thought-provoking question, a compelling statistic, a vivid anecdote, or a relevant and surprising fact.

• Contextualising the Report’s Topic

Following the attention-grabber, it is essential to provide the necessary context for your report’s topic. This contextualisation allows readers to grasp the background, relevance, and significance of the subject under investigation. Incorporate relevant historical, theoretical, or practical information to situate the report within its broader academic or real-world context.

• Thesis Statement or Main Objective

The thesis statement, often positioned at the end of the opening paragraph of the report introduction, concisely articulates the main objective or central argument of your report. It should be clear, specific, and focused, guiding readers on what they can expect to explore further in the document. A strong thesis statement sets the direction for the entire report, providing a roadmap for readers to navigate the subsequent sections with a clear understanding of the primary purpose.

• Overview of Report Structure and Sections

To facilitate navigation and comprehension, it is crucial to provide readers with an overview of the report’s structure and its key sections. This section-by-section outline acts as a guide, giving readers a glimpse of the organisation and flow of the report.

By skillfully incorporating these elements, your introduction will establish a strong groundwork for your report, fostering engagement and understanding throughout its entirety. Now we can move on with your actual question, how to write an introduction for an academic report! After reading this guide, if you still find anything difficult, you can always contact our report writing service for 24/7 assistance.

4. Crafting the Opening Hook

The art of crafting an engaging opening hook lies in its ability to seize the reader’s attention from the outset. Anecdotes and real-life examples breathe life into the report , making complex topics relatable and captivating for your readers. As you go on to illustrate the practical implications of the subject matter, your readers can immediately connect with the content. It will allow you to foster a sense of curiosity to explore further.

In addition to anecdotes, you should incorporate relevant statistics or data. It infuses credibility and significance into the introduction. Numbers possess a persuasive power, shedding light on the magnitude of an issue and underscoring the urgency of the report’s focus. Thought-provoking questions, on the other hand, spark introspection and stimulate critical thinking. Coupled with compelling quotes, they entice readers to contemplate the broader implications of the subject matter.

An effective opening hook in the report introduction, whether through anecdotes, statistics, or questions, sets the stage for an intellectually stimulating journey through the report’s core ideas. By capturing your reader’s imagination, the introduction paves the way for a rewarding exploration of the report’s findings and insights.

Since, students often search for how to write an introduction for a report example, here is one for you. The opening of the introduction could be like this:

In the age of digital interconnectedness, social media platforms have revolutionised the way we communicate, share information, and interact with others. The allure of virtual networks, however, comes hand in hand with growing concerns about their impact on mental health. As these platforms become an integral part of our daily lives, it is crucial to examine the intricate relationship between social media usage and its potential consequences on individuals’ psychological well-being, a pressing issue that forms the focal point of this academic report.

5. Providing Context for the Report

A well-contextualised introduction is paramount to the comprehension of the matter of the report. You should first delve into the background and history of the topic to provide readers with a comprehensive understanding of its evolution over time. This historical perspective lays the groundwork for appreciating the report’s relevance in the present context.

Moreover, describing the current relevance and significance of the topic bridges the gap between theory and practice. It highlights the practical implications and real-world applications, enticing readers to explore further. In addition to how to write a report introduction, it is essential to address the previous research or related studies to showcase the existing body of knowledge and identify gaps that the current report aims to fill.

By combining historical context, present-day relevance, and existing research, the introduction forges a clear pathway for readers to navigate through the report’s findings, enriching their understanding and appreciation of the subject matter.

Let’s have a look at an example from the sample report introduction:

The exponential rise of social media has transformed the dynamics of social interactions, communication, and information dissemination, transcending geographical boundaries. With billions of users actively engaging on platforms such as Facebook, Twitter, Instagram, and TikTok, the implications on mental health have garnered significant attention from researchers, health professionals, and society at large. This report endeavours to delve into the multifaceted impacts of social media on mental health, analysing its effects on emotional well-being, self-esteem, and psychological distress.

6. Formulating a Clear Thesis Statement

As we go on to learn how to write an introduction of a report, we should know about the thesis statement. A strong thesis statement is like the backbone of your whole work. It’s the core purpose and focus of what you are doing. When you define the main objective and scope in your thesis, it gives your readers a sneak peek into what you are trying to achieve.

To make it effective, keep the thesis concise and specific. Avoid any vagueness or ambiguity . This will help sharpen the direction of the report and guide your readers to understand the main argument better.

When your thesis aligns with the objectives of your report, everything flows more smoothly. It acts as a navigational tool, guiding you and your readers through all the details and helping everyone grasp the subject matter better. So, get ready to make your report shine with a killer thesis statement!

Let’s have an example of a thesis statement from the introduction of a report:

This report aims to explore the complexities of the relationship between social media usage and mental health, considering both positive and negative aspects. By synthesising existing research, psychological theories, and empirical evidence, we seek to shed light on the various mechanisms through which social media can influence mental health outcomes. Ultimately, this examination underscores the importance of promoting digital well-being and fostering responsible social media use for individuals of all ages.

7. Outlining the Report Structure

An effectively outlined report structure serves as a roadmap for readers. It gives readers a clear and organised overview of what’s inside. First off, listing the major sections or points give them a quick glimpse of how it’s all laid out.

And here’s the trick: a brief description of each section helps readers know what to expect. That way, they can read with focus and easily find what they need later.

When you highlight the logical progression of the report, it keeps everything flowing smoothly. Each section builds upon the previous ones, creating a cohesive narrative. This way, readers can get a comprehensive understanding of the topic.

Putting it all together, a well-structured report becomes a valuable guide for your readers. It leads them through all the details and ensures a rewarding and informed reading experience.

Do’s & Don’ts of How to Make a Report Introduction

Concluding on how to write a good introduction for a report.

A strong introduction forms the backbone of your report, as it plays a pivotal role in engaging readers and guiding their journey through the study’s contents. By recapitulating the significance of a well-crafted introduction, we underscore how it captivates readers from the outset, fostering their interest and curiosity.

The introduction sets the tone for the entire report, shaping readers’ perceptions and expectations. As this guide highlights the key elements for creating an effective introduction and how to start writing a report introduction, we encourage students to apply these principles to their own reports. By doing so, they can elevate the impact of their work, leaving a lasting impression on their readers.

We hope that this guide will help you through the introduction process. You can further go on to read how to write a conclusion for a report , so that you can create an excellent report for you.

Laura Brown

Laura Brown, a senior content writer who writes actionable blogs at Crowd Writer.

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Are you working on a report and struggling to write an engaging introduction? Do you want to know how to hook your readers and make them want to read your entire report? To better understand the concept of report introduction writing, visit the following link;

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In this step-by-step guide, we'll teach you how to write a report introduction that will get your readers excited about what's to come. It is a skill; mastering it can be the difference between a good and bad report.

What is a Report?

A report is an academic document that contains data or findings from an investigation. Reports are usually used to communicate the results of a business project, scientific study, or research effort. Reports typically include a section of the executive summary, followed by sections that provide more detailed information.

Explore What is the Goal of Report Writing Here

The length and format of a report vary depending on its purpose and audience. For example, an annual report for shareholders will be very different from a scientific one. Ultimately, the goal of any report is to provide clear and concise information about a particular subject.

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Structure of a Report

The structure of a report is very important in report writing conventions. The structure of a report is as follows.

1. Introduction

The introduction is the first section of a report and sets the tone for the rest of the document. The main objective of an introduction is to introduce your topic and get your readers interested in what you have to say.

2. Executive Summary

The executive summary is a short, concise overview of the findings or conclusions presented in a report. It's typically one or two paragraphs long and should be written last.

The body of a report contains all the detailed information about your topic. It can be divided into subsections if needed.

4. Conclusion

The conclusion wraps up the information presented in the body of the report and offers some final thoughts on the subject matter.

5. Appendices

Appendices are optional sections that contain additional information related to your topics, such as charts, graphs, tables, images, or data sets.

Role of Introduction in a Report

The purpose of an introduction in an academic report is to offer a clear, concise overview of the main points the report will address.

The introduction of a report is critical as it sets the stage for the rest of the report and provides your readers with a framework to understand your findings.

Learn More about What should Keep in Mind While Writing Introduction

It is important to remember that the introduction is not meant to be exhaustive; instead, its goal is to give the reader a basic understanding of what the report will cover.

It should state the overall purpose or goals of the report. It must provide a brief overview of the methods used to gather information and data for the report. Finally, the introduction should briefly touch on the key findings or takeaways from the report. By including these elements, you can ensure that your readers clearly understand your report's core.

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Characteristics of a well-written report introduction.

  • The introduction should convey the purpose of the report.
  • The introduction should provide an overview of the report's key points.
  • The introduction should clarify why the topic is necessary or relevant.
  • The introduction should define any key terms used in the report.
  • The introduction's purpose is to set the tone for the rest of the report.
  • The introduction should clarify what the reader can expect to find in the report.
  • The introduction should be well-organized and easy to follow.
  • The introduction should be no more than one or two paragraphs long.
  • The introduction must end with a clear statement of the report's thesis or main argument.

Components of a Well-Written Introduction

There are three parts to a well-written introduction:

  • The transition

The hook grabs the reader's attention with a brief report overview. The transition briefly explains how the hook relates to the rest of the report. The scope statement clearly and concisely states the report's leading authority.

Here's how to craft various parts of the introduction:

1. The Hook

The first part of a well-written introduction is the hook. The hook grabs the reader's attention and gives them a reason to keep reading. It can be a crucial statistic, important background information, and an overview of the topic in consideration.

2. The Transition

The second part of a well-written introduction is the transition. The transition connects the hook to the purpose of the report. In this part, write about what to expect from the report.

3. The Scope

A well-written introduction's third and final part describes the report's scope. You should briefly discuss the data collection methods, analysis, and results of the report.

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Steps of writing a report introduction, 1: introduce the topic of the report.

Present your report's topic and explain it briefly to familiarize the reader with the topic of the report. The concise way to introduce it is by explaining the background of the title and elaborating on the outcome.

 2. Summarize the Main Points Covered in the Report

In the second step, provide a summary of your key points, sections, results, and discussions of the report.

3. State the Purpose of the Report

Step 3 should describe the aim and purpose of your report. Use concise language and expressive verbs. Avoid jargon, ambiguities, and technical complexities early in your report.

4. Preview the Main Findings of the Report

In the final step of your report introduction, tell your readers what results you gained and what are the report's primary findings.

Template of the Report Introduction

You can follow this template to craft a concise and crisp introduction to your report.

"The purpose of this report is to (explain what the report will be about). This report will (give an overview of what the report will cover). The methodology used in this report is (explain how the report was created). The findings of this report are based on (describe what the report found). This report concludes with (give a summary of the report's conclusions)."

To conclude, writing a report introduction can make or break your complete report analysis. Therefore, the said recommendations must be followed to stand out in your report writing. 

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Report writing: overview.

  • Scientific Reports
  • Business Reports

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

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

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

What makes a good report?

Following the instructions 

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

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

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

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

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

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

Writing style

The language of reports should be:

Formal  – avoid contractions and colloquial expressions.

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

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

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

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

Strong paragraphs

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

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

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

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

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

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

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

PEEL technique

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

P oint : what do you want to talk about?

E vidence : show me!

E valuation : tell me!

L ink : what's coming next?

Example of a strong paragraph, with PEEL technique:

report writing introduction background

Paragraph bridges

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

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

Report Structure

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

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

Terms of Reference

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

(Executive) Summary 

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

Contents (Table of Contents)

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

Introduction

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

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

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

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

Conclusion 

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

Recommendations

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

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

Bibliography

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

Formatting reports

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

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Research Design in Business and Management pp 53–84 Cite as

Writing up a Research Report

  • Stefan Hunziker 3 &
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A research report is one big argument how and why you came up with your conclusions. To make it a convincing argument, a typical guiding structure has developed. In the different chapters, distinct issues need to be addressed to explain to the reader why your conclusions are valid. The governing principle for writing the report is full disclosure: to explain everything and ensure replicability by another researcher.

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Field, A. (2016). An adventure in statistics. The reality enigma . SAGE.

Field, A. (2020). Discovering statistics using IBM SPSS statistics (5th ed.). SAGE.

Früh, M., Keimer, I., & Blankenagel, M. (2019). The impact of Balanced Scorecard excellence on shareholder returns. IFZ Working Paper No. 0003/2019. Retrieved June 09, 2021, from https://zenodo.org/record/2571603#.YMDUafkzZaQ .

Yin, R. K. (2013). Case study research: Design and methods (5th ed.). SAGE.

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Hunziker, S., Blankenagel, M. (2021). Writing up a Research Report. In: Research Design in Business and Management. Springer Gabler, Wiesbaden. https://doi.org/10.1007/978-3-658-34357-6_4

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Report writing

  • Features of good reports
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Introduction

Organising your information, abstract / executive summary, literature review, results / data / findings, reference list / bibliography.

  • Writing up your report

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The structure of a report has a key role to play in communicating information and enabling the reader to find the information they want quickly and easily. Each section of a report has a different role to play and a writing style suited to that role. Therefore, it is important to understand what your audience is expecting in each section of a report and put the appropriate information in the appropriate sections.

The guidance on this page explains the job each section does and the style in which it is written. Note that all reports are different so you must pay close attention to what you are being asked to include in your assignment brief. For instance, your report may need all of these sections, or only some, or you may be asked to combine sections (e.g. introduction and literature review, or results and discussion). The video tutorial on structuring reports below will also be helpful, especially if you are asked to decide on your own structure.

  • Finding a structure for your report (video) Watch this brief video tutorial for more on the topic.
  • Finding a structure for your report (transcript) Read along while watching the video tutorial.

report writing introduction background

  • When writing an essay, you need to place your information  to make a strong argument
  • When writing a report, you need to place your information  in the appropriate section

Consider the role each item will play in communicating information or ideas to the reader, and place it in the section where it will best perform that role. For instance:

  • Does it provide background to your research? ( Introduction  or  Literature Review )
  • Does it describe the types of activity you used to collect evidence? ( Methods )
  • Does it present factual data? ( Results )
  • Does it place evidence in the context of background? ( Discussion )
  • Does it make recommendations for action? ( Conclusion )

report writing introduction background

  • the purpose of the work
  • methods used for research
  • main conclusions reached
  • any recommendations

The introduction … should explain the rationale for undertaking the work reported on, and the way you decided to do it. Include what you have been asked (or chosen) to do and the reasons for doing it.

- State what the report is about. What is the question you are trying to answer? If it is a brief for a specific reader (e.g. a feasibility report on a construction project for a client), say who they are.

- Describe your starting point and the background to the subject: e.g., what research has already been done (if you have to include a Literature Review, this will only be a brief survey); what are the relevant themes and issues; why are you being asked to investigate it now?

- Explain how you are going to go about responding to the brief. If you are going to test a hypothesis in your research, include this at the end of your introduction. Include a brief outline of your method of enquiry. State the limits of your research and reasons for them, e.g.

report writing introduction background

Introduce your review by explaining how you went about finding your materials, and any clear trends in research that have emerged. Group your texts in themes. Write about each theme as a separate section, giving a critical summary of each piece of work, and showing its relevance to your research. Conclude with how the review has informed your research (things you'll be building on, gaps you'll be filling etc).

  • Literature reviews LibGuide Guide on starting, writing and developing literature reviews.
  • Doing your literature review (video) Watch this brief video tutorial for more on the topic.
  • Doing your literature review (transcript) Read along while watching the video tutorial.

The methods  should be written in such a way that a reader could replicate the research you have done. State clearly how you carried out your investigation. Explain why you chose this particular method (questionnaires, focus group, experimental procedure etc). Include techniques and any equipment you used. If there were participants in your research, who were they? How many? How were they selected?

Write this section  concisely  but  thoroughly  – Go through what you did step by step, including everything that is relevant. You know what you did, but could a reader follow your description?

report writing introduction background

Label your graphs and tables clearly. Give each figure a title and describe in words what the figure demonstrates. Save your interpretation of the results for the Discussion section.

The discussion ...is probably the longest section. It brings everything together, showing how your findings respond to the brief you explained in your introduction and the previous research you surveyed in your literature review. This is the place to mention if there were any problems (e.g. your results were different from expectations, you couldn't find important data, or you had to change your method or participants) and how they were, or could have been, solved.

  • Writing up your report page More information on how to write your discussion and other sections.

The conclusions ...should be a short section with no new arguments or evidence. This section should give a feeling of closure and completion to your report. Sum up the main points of your research. How do they answer the original brief for the work reported on? This section may also include:

  • Recommendations for action
  • Suggestions for further research

report writing introduction background

If you're unsure about how to cite a particular text, ask at the Study Advice Desk on the Ground Floor of the Library or contact your Academic Liaison Librarian for help.

  • Contact your Academic Liaison Librarian

The appendices ...include any additional information that may help the reader but is not essential to the report's main findings. The report should be able to stand alone without the appendices. An appendix can include for instance: interview questions; questionnaires; surveys; raw data; figures; tables; maps; charts; graphs; a glossary of terms used.

  • A separate appendix should be used for each distinct topic or set of data.
  • Order your appendices in the order in which you refer to the content in the text.
  • Start each appendix on a separate page and label sequentially with letters or numbers e.g. Appendix A, Appendix B,…
  • Give each Appendix a meaningful title e.g. Appendix A: Turnover of Tesco PLC 2017-2021.
  • Refer to the relevant appendix where appropriate in the main text e.g. 'See Appendix A for an example questionnaire'.
  • If an appendix contains multiple figures which you will refer to individually then label each one using the Appendix letter and a running number e.g. Table B1, Table B2. Do not continue the numbering of any figures in your text, as your text should be able to stand alone without the appendices.
  • If your appendices draw on information from other sources you should include a citation and add the full details into your list of references (follow the rules for the referencing style you are using).

For more guidance see the following site:

  • Appendices guidance from University of Southern California Detailed guidance on using appendices. Part of the USC's guide to Organizing Your Social Sciences Research Paper.
  • << Previous: Types of Report
  • Next: Writing up your report >>
  • Last Updated: Jan 29, 2024 11:27 AM
  • URL: https://libguides.reading.ac.uk/reports

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What is Report Writing? A Beginner's Guide

Explore the art of effective communication in our blog, "What is Report Writing? A Beginner's Guide." Discover the fundamental skills needed for Report Writing and how it plays a crucial role in various aspects of life, from academics to the professional world. Get started on your journey to becoming a proficient Report Writer.

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Well, you're in the right place. In this blog, we will explain What is Report Writing and take you through the world of Report Writing step by step. We'll explore different Report types, learn about the Report Writing format, discover helpful tips, and even distinguish it from other types of writing. 

Table of Contents  

1) Understanding What is Report Writing? 

2) Types of Reports 

3) What is the Report Writing format?  

4) Tips for effective Report Writing 

5) Difference between Project Writing and Report Writing 

6) Conclusion 

Understanding What is Report Writing? 

Report Writing is the process of presenting information in a structured and organised way. It serves as a means of communicating facts, findings, or recommendations to a specific audience, typically in a written format. This type of writing is used in various fields, including academics, business, science, and government, to convey important details and insights. 

A Report typically starts with a clear purpose or objective. The Writer gathers relevant information through research, observation, or data collection. This data is then analysed and organised into a coherent document. Reports can vary in length, complexity, and style, depending on the intended audience and purpose. 

One of the key aspects of Report Writing is its structure. A typical Report consists of sections such as an introduction, methodology, findings or results, discussion, and a conclusion. These sections help readers understand the context, the process of gathering information, the outcomes, and the significance of the findings. 

Reports often include visual aids like charts, graphs, and tables to make complex data more accessible. Additionally, citing sources is essential to provide credibility and allow readers to verify the information.  

Report Writing Training

Types of Reports 

Different Types of Reports serve various purposes, and understanding their distinctions is crucial for effective communication in academic, professional, and organisational settings. Here, we'll explore four common types of Reports:  

Types of Reports

Routine Reports 

Routine Reports are regular updates on ongoing activities, often within an organisation. These Reports provide concise information about daily or periodic operations, helping stakeholders stay informed and make informed decisions.  

They focus on facts and figures, avoid unnecessary details, and typically follow a standardised format. Examples include daily Sales Reports, Attendance Reports, And Inventory Status Reports. Routine Reports are essential for tracking performance and ensuring smooth operations. 

Special Reports 

Special Reports are more in-depth and are created for specific purposes, such as investigating a particular issue or analysing a unique situation. These Reports require extensive research and a comprehensive presentation of findings. They are often used to address complex problems or make critical decisions.  

For instance, a company might commission a Special Report to evaluate the impact of a new product launch, or a government agency might prepare a Special Report on the environmental impact of a policy change. Special Reports provide a thorough examination of a specific topic and often include detailed recommendations. 

Formal Reports 

Formal Reports are comprehensive and meticulously structured documents characterised by a standardised format. They usually include a title page, table of contents, executive summary, methodology, findings, discussion, recommendations, and conclusion. Formal Reports are common in academic and corporate environments, as well as in government and research institutions.  

They are used to present detailed information and analyses, often for decision-making or academic purposes. A thesis, a business proposal, or an annual Financial Report are examples of Formal Reports. These Reports require a high degree of professionalism and follow strict formatting and citation guidelines. 

Informal Reports 

Informal Reports are less structured and often used for internal communication within an organisation. They are generally shorter and more straightforward than Formal Reports, emphasising brevity and efficiency. Memos, email updates, and short Progress Reports are common examples of informal Reports. 

They serve to share information quickly, often within a department or among team members. Informal Reports are valuable for everyday communication, problem-solving, and decision-making within an organisation, and they do not require the extensive structure and formality of Formal Reports. 

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What is the Report Writing format?  

Report Writing Format is a way of organising and presenting information in a concise and clear manner. It usually follows a standard structure that can be adapted to different purposes and audiences. A typical Report Writing format consists of the following elements:  

Elements in Report Writing

a) Title page : This is the first page of the Report that contains the title, the author’s name, the date, and any other relevant information. 

b) Table of contents : This is an optional page that lists the sections and subsections of the Report with their corresponding page numbers. 

c) Executive summary (or abstract) : This serves as a concise summary outlining the key points and discoveries within the Report. It should be written in a clear and concise manner and highlight the purpose, scope, methodology, results, analysis, conclusion, and recommendations of the Report. 

d) Introduction : This is the first section of the Report that introduces the topic, background, objectives, and scope of the Report. It should also provide a clear statement of the problem or research question that the Report aims to address. 

e) Methodology : This is the section that describes how the data or information was collected and analysed. It should explain the methods, tools, techniques, sources, and criteria used in the research or investigation. It should also mention any limitations or challenges encountered in the process. 

f) Findings/results : This is the section that presents the data or information obtained from the research or investigation. It should be organised in a logical and coherent manner, using headings, subheadings, tables, graphs, charts, and other visual aids to illustrate the key points and trends. 

g) Analysis and discussion : This is the section that interprets and evaluates the findings or results of the Report. It should explain what the data or information means, how it relates to the problem or research question, and what implications or conclusions can be drawn from it. It should also compare and contrast the findings or results with other relevant sources or literature. 

h) Conclusion : This is the final section of the Report that summarises the main points and findings of the Report. It should restate the purpose, objectives, and scope of the Report and provide a clear answer to the problem or research question. It should also highlight the main implications or contributions of the Report to the field or topic of interest. 

i) Recommendations : This is an optional section that provides suggestions or actions based on the findings or conclusions of the Report. It should be realistic, feasible, and specific and address any issues or gaps identified in the Report. 

j) References : This is a list of sources that were cited or consulted in the Report. It should follow a consistent citation style, such as APA, MLA, Harvard, etc. 

k) Appendices : These are additional materials that support or supplement the main content of the Report. They may include data tables, calculations, questionnaires, interview transcripts, etc. 

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Tips for effective Report Writing 

Here are some tips for effective Report Writing:  

Tips for effective Report Writing

a) Know your purpose and audience : Before you start writing, you should have a clear idea of why you are writing the Report and who will read it. This will help you decide what information to include, what tone and style to use, and how to structure and format your Report. 

b) Plan and research : You should plan your Report by outlining the main sections and sub-sections and identifying the key points and arguments you want to make. You should also research your topic thoroughly, using reliable and relevant sources and taking notes of the data and evidence you will use to support your claims. 

c) Write and edit : You should write your Report in a concise and clear manner, using simple and precise language and avoiding jargon and slang. You should also follow the Report Writing format that suits your purpose and audience and use headings, subheadings, bullet points, tables, graphs, charts, and other visual aids to organise and present your information. You should also edit your Report carefully, checking for spelling, grammar, punctuation, and formatting errors and ensuring that your Report is coherent and consistent. 

d) Use tools and software : You can use various tools and software to help you with your Report Writing process. For example, you can use Bing to search for information on your topic or to find examples of Reports written in different formats. You can write and edit your Report, using features such as grammar check, spell check, word count, citation manager, etc, in Google Docs or Microsoft Word. You can also use PowerPoint or Prezi to create and present your Report visually.

a) Purpose : Project Writing is usually done to demonstrate the student’s ability to apply their skills and knowledge to a specific problem or topic. Report Writing is usually done to present the results and findings of a research or investigation on a specific problem or topic. 

b) Format : Project Writing does not have a fixed format, but it may follow the structure of an essay, with an introduction, body, and conclusion. Report Writing has a fixed format, with a title page, table of contents, summary, introduction, methodology, findings/results, analysis/discussion, conclusion, recommendations, references, and appendices. 

c) Features : Project Writing is more creative and flexible than Report Writing. It may include personal opinions, reflections, or recommendations. Report Writing is more formal and objective than project writing. It should be based on reliable sources and data and avoid personal opinions or bias. 

d) Examples : Some examples of Project Writing are a business plan, a marketing campaign, a software development, a case study analysis, etc. Some examples of Report Writing are a Lab Report, a Market Research Report, a Scientific Report, a Feasibility Report, etc. 

Project Writing and Report Writing are different types of academic writing that require different skills and approaches. You should always check the requirements and expectations of your course and module handbooks, instructions from your lecturer, and your subject conventions before you start writing. 

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Conclusion 

Report Writing is a crucial skill that can open doors to various opportunities in your academic and professional life. By understanding What is Report Writing, the types of Reports, Report Writing formats, and following effective tips, you can become a proficient Report Writer. Moreover, recognising the differences between project writing, article writing, and Report Writing will help you choose the right approach for your communication needs. Finally, with the help of modern Report writing software, you can streamline the process and create impressive Reports that convey your message effectively.  

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Report writing

What is a report and how does it differ from writing an essay? Reports are concise and have a formal structure. They are often used to communicate the results or findings of a project.

Essays by contrast are often used to show a tutor what you think about a topic. They are discursive and the structure can be left to the discretion of the writer.

Who and what is the report for?

Before you write a report, you need to be clear about who you are writing the report for and why the report has been commissioned.

Keep the audience in mind as you write your report, think about what they need to know. For example, the report could be for:

  • the general public
  • academic staff
  • senior management
  • a customer/client.

Reports are usually assessed on content, structure, layout, language, and referencing. You should consider the focus of your report, for example:

  • Are you reporting on an experiment?
  • Is the purpose to provide background information?
  • Should you be making recommendations for action?

Language of report writing

Reports use clear and concise language, which can differ considerably from essay writing.

They are often broken down in to sections, which each have their own headings and sub-headings. These sections may include bullet points or numbering as well as more structured sentences. Paragraphs are usually shorter in a report than in an essay.

Both essays and reports are examples of academic writing. You are expected to use grammatically correct sentence structure, vocabulary and punctuation.

Academic writing is formal so you should avoid using apostrophes and contractions such as “it’s” and "couldn't". Instead, use “it is” and “could not”.

Structure and organisation

Reports are much more structured than essays. They are divided in to sections and sub-sections that are formatted using bullet points or numbering.

Report structures do vary among disciplines, but the most common structures include the following:

The title page needs to be informative and descriptive, concisely stating the topic of the report.

Abstract (or Executive Summary in business reports)

The abstract is a brief summary of the context, methods, findings and conclusions of the report. It is intended to give the reader an overview of the report before they continue reading, so it is a good idea to write this section last.

An executive summary should outline the key problem and objectives, and then cover the main findings and key recommendations.

Table of contents

Readers will use this table of contents to identify which sections are most relevant to them. You must make sure your contents page correctly represents the structure of your report.

Take a look at this sample contents page.

Introduction

In your introduction you should include information about the background to your research, and what its aims and objectives are. You can also refer to the literature in this section; reporting what is already known about your question/topic, and if there are any gaps. Some reports are also expected to include a section called ‘Terms of references’, where you identify who asked for the report, what is covers, and what its limitations are.

Methodology

If your report involved research activity, you should state what that was, for example you may have interviewed clients, organised some focus groups, or done a literature review. The methodology section should provide an accurate description of the material and procedures used so that others could replicate the experiment you conducted.

Results/findings

The results/findings section should be an objective summary of your findings, which can use tables, graphs, or figures to describe the most important results and trends. You do not need to attempt to provide reasons for your results (this will happen in the discussion section).

In the discussion you are expected to critically evaluate your findings. You may need to re-state what your report was aiming to prove and whether this has been achieved. You should also assess the accuracy and significance of your findings, and show how it fits in the context of previous research.

Conclusion/recommendations

Your conclusion should summarise the outcomes of your report and make suggestions for further research or action to be taken. You may also need to include a list of specific recommendations as a result of your study.

The references are a list of any sources you have used in your report. Your report should use the standard referencing style preferred by your school or department eg Harvard, Numeric, OSCOLA etc.

You should use appendices to expand on points referred to in the main body of the report. If you only have one item it is an appendix, if you have more than one they are called appendices. You can use appendices to provide backup information, usually data or statistics, but it is important that the information contained is directly relevant to the content of the report.

Appendices can be given alphabetical or numerical headings, for example Appendix A, or Appendix 1. The order they appear at the back of your report is determined by the order that they are mentioned in the body of your report. You should refer to your appendices within the text of your report, for example ‘see Appendix B for a breakdown of the questionnaire results’. Don’t forget to list the appendices in your contents page.

Presentation and layout

Reports are written in several sections and may also include visual data such as figures and tables. The layout and presentation is therefore very important.

Your tutor or your module handbook will state how the report should be presented in terms of font sizes, margins, text alignment etc.

You will need good IT skills to manipulate graphical data and work with columns and tables. If you need to improve these skills, try the following online resources:

  • Microsoft online training through Linkedin Learning
  • Engage web resource on using tables and figures in reports
  • Introduction and Essential Elements of Report Writing

Report writing is a formal style of writing elaborately on a topic. The tone of a report is always formal. The audience it is meant for is always thought out section. For example – report writing about a school event, report writing about a business case, etc. Today we shall learn about the essential elements of Report Writing.

Suggested Videos

Introduction to report writing.

Report Writing

Before we get into Report writing, how about we first draw a clear distinction between essays and reports. These words are sometimes used interchangeably, but there is definitely a difference of purpose for both. Let’s see some differences between essays and reports:

Essential Elements to Report Writing

From the previous section, you must have gotten a tiny idea of what Reports are like. Let’s break it down further here extending from that point

Furthermore,

  • write-up flows like – introduction, body, conclusion and summary. The layout is pretty crisp with a title page, numbered subheadings, clear bulleted points, recommendations, references, appendices, dates, and timings reported exactly sometimes, and so on. This format stays consistent throughout.
  • All your facts and information presented in the report not only have to bias-free, but they also have to be a 100% correct. Proof-reading and fact-checking is always what you do as a thumb rule before submitting a report.

Browse more Topics under Report Writing

  • Kinds of Reports
  • Steps in Report Writing
  • Tips and Conventions with Sample Reports

Parts of a Business Report

So, broadly here’s what we have as sub-headings in a report for a business student in the given order: Executive summary, table of contents, introduction, body, conclusion , references, Appendices.

This gives you a broad idea of what flow of thought you are to keep while writing a report.

Example of a Report for Business Students

XYZ Case study Short Business Report: Guidelines

This document provides an outline for our annual business. Please follow this format when preparing your case reports.

The report should begin with a table of contents. This explains the audience, author , and basic purpose of the attached report. It should be short and to the point.

DATE: March 24, 2018 TO: Mr. Siddhartha Malik FROM: Jeena Claudette, Marketing team, XYZ company

Executive Summary

The second page of the document must have a report title at the top, and provide an executive summary, that is a paragraph or two that summarizes the report. It should provide a sufficient overview of the report so that an executive (who doesn’t have the time or energy to fully read through the long report) can actually grasp the main points beforehand.

report writing introduction background

Most importantly, the summary should contain (a) the purpose of the report, (b) what you did (analysis) and what you found (results), and (c) your recommendations. These recommendations should be short and not go beyond a page.

Next page in the report must contain a title at the top (the same title that you put on the top of the previous page. This is the first page that should actually be numbered, and it should be page 2 (as the table of contents is not technically part of the report).

  • This part introduces the reader to your report, sets the purpose in place and broadly plates out the content of your entire document.
  • Throughout your report, keep breaking points and starting off a new logical thought with a numbered sub-heading
  • A conclusive paragraph ties up all the information written before and leaves room for inferences if any
  • The length of the body of the report will be determined by necessity to convey the analysis and conclusions, but should generally not exceed 10 pages.
  • Tables and figures must all be labeled.
  • References could be cited in footnotes, or in a separate “References” section, if they are many or if you prefer that format.

Remember there’s a format that’s structure-wise similar but some of your sections are actually your preferences. For being on the safe side, it’s always better to be extra careful in your initial report writing days and eventually, your style will evolve from there. Stay tuned, we got a lot more fun report-writing to do.

Solved Examples for You

Question: Read the information and fill in the report blanks.

Global Warming: – A threat – Caused ecological threat to many countries – We must check it – Otherwise, it will be too late.

Global warming ________ [1] the world. It ________ [2] disturbances. There is a ________ [3] countries and islands. If we want to save our planet, we ________ [4]. We have to use methods to create ecological balance otherwise it ________ [5].

Global warming is a threat to the world. It causes ecological disturbances. There is a serious threat to many countries and islands. If we want to save our planet, we should keep a check on it. We have to use methods to create ecological balance otherwise it will be too late.

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Research Method

Home » Research Report – Example, Writing Guide and Types

Research Report – Example, Writing Guide and Types

Table of Contents

Research Report

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.

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How To Write A Lab Report | Step-by-Step Guide & Examples

Published on May 20, 2021 by Pritha Bhandari . Revised on July 23, 2023.

A lab report conveys the aim, methods, results, and conclusions of a scientific experiment. The main purpose of a lab report is to demonstrate your understanding of the scientific method by performing and evaluating a hands-on lab experiment. This type of assignment is usually shorter than a research paper .

Lab reports are commonly used in science, technology, engineering, and mathematics (STEM) fields. This article focuses on how to structure and write a lab report.

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Table of contents

Structuring a lab report, introduction, other interesting articles, frequently asked questions about lab reports.

The sections of a lab report can vary between scientific fields and course requirements, but they usually contain the purpose, methods, and findings of a lab experiment .

Each section of a lab report has its own purpose.

  • Title: expresses the topic of your study
  • Abstract : summarizes your research aims, methods, results, and conclusions
  • Introduction: establishes the context needed to understand the topic
  • Method: describes the materials and procedures used in the experiment
  • Results: reports all descriptive and inferential statistical analyses
  • Discussion: interprets and evaluates results and identifies limitations
  • Conclusion: sums up the main findings of your experiment
  • References: list of all sources cited using a specific style (e.g. APA )
  • Appendices : contains lengthy materials, procedures, tables or figures

Although most lab reports contain these sections, some sections can be omitted or combined with others. For example, some lab reports contain a brief section on research aims instead of an introduction, and a separate conclusion is not always required.

If you’re not sure, it’s best to check your lab report requirements with your instructor.

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Your title provides the first impression of your lab report – effective titles communicate the topic and/or the findings of your study in specific terms.

Create a title that directly conveys the main focus or purpose of your study. It doesn’t need to be creative or thought-provoking, but it should be informative.

  • The effects of varying nitrogen levels on tomato plant height.
  • Testing the universality of the McGurk effect.
  • Comparing the viscosity of common liquids found in kitchens.

An abstract condenses a lab report into a brief overview of about 150–300 words. It should provide readers with a compact version of the research aims, the methods and materials used, the main results, and the final conclusion.

Think of it as a way of giving readers a preview of your full lab report. Write the abstract last, in the past tense, after you’ve drafted all the other sections of your report, so you’ll be able to succinctly summarize each section.

To write a lab report abstract, use these guiding questions:

  • What is the wider context of your study?
  • What research question were you trying to answer?
  • How did you perform the experiment?
  • What did your results show?
  • How did you interpret your results?
  • What is the importance of your findings?

Nitrogen is a necessary nutrient for high quality plants. Tomatoes, one of the most consumed fruits worldwide, rely on nitrogen for healthy leaves and stems to grow fruit. This experiment tested whether nitrogen levels affected tomato plant height in a controlled setting. It was expected that higher levels of nitrogen fertilizer would yield taller tomato plants.

Levels of nitrogen fertilizer were varied between three groups of tomato plants. The control group did not receive any nitrogen fertilizer, while one experimental group received low levels of nitrogen fertilizer, and a second experimental group received high levels of nitrogen fertilizer. All plants were grown from seeds, and heights were measured 50 days into the experiment.

The effects of nitrogen levels on plant height were tested between groups using an ANOVA. The plants with the highest level of nitrogen fertilizer were the tallest, while the plants with low levels of nitrogen exceeded the control group plants in height. In line with expectations and previous findings, the effects of nitrogen levels on plant height were statistically significant. This study strengthens the importance of nitrogen for tomato plants.

Your lab report introduction should set the scene for your experiment. One way to write your introduction is with a funnel (an inverted triangle) structure:

  • Start with the broad, general research topic
  • Narrow your topic down your specific study focus
  • End with a clear research question

Begin by providing background information on your research topic and explaining why it’s important in a broad real-world or theoretical context. Describe relevant previous research on your topic and note how your study may confirm it or expand it, or fill a gap in the research field.

This lab experiment builds on previous research from Haque, Paul, and Sarker (2011), who demonstrated that tomato plant yield increased at higher levels of nitrogen. However, the present research focuses on plant height as a growth indicator and uses a lab-controlled setting instead.

Next, go into detail on the theoretical basis for your study and describe any directly relevant laws or equations that you’ll be using. State your main research aims and expectations by outlining your hypotheses .

Based on the importance of nitrogen for tomato plants, the primary hypothesis was that the plants with the high levels of nitrogen would grow the tallest. The secondary hypothesis was that plants with low levels of nitrogen would grow taller than plants with no nitrogen.

Your introduction doesn’t need to be long, but you may need to organize it into a few paragraphs or with subheadings such as “Research Context” or “Research Aims.”

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A lab report Method section details the steps you took to gather and analyze data. Give enough detail so that others can follow or evaluate your procedures. Write this section in the past tense. If you need to include any long lists of procedural steps or materials, place them in the Appendices section but refer to them in the text here.

You should describe your experimental design, your subjects, materials, and specific procedures used for data collection and analysis.

Experimental design

Briefly note whether your experiment is a within-subjects  or between-subjects design, and describe how your sample units were assigned to conditions if relevant.

A between-subjects design with three groups of tomato plants was used. The control group did not receive any nitrogen fertilizer. The first experimental group received a low level of nitrogen fertilizer, while the second experimental group received a high level of nitrogen fertilizer.

Describe human subjects in terms of demographic characteristics, and animal or plant subjects in terms of genetic background. Note the total number of subjects as well as the number of subjects per condition or per group. You should also state how you recruited subjects for your study.

List the equipment or materials you used to gather data and state the model names for any specialized equipment.

List of materials

35 Tomato seeds

15 plant pots (15 cm tall)

Light lamps (50,000 lux)

Nitrogen fertilizer

Measuring tape

Describe your experimental settings and conditions in detail. You can provide labelled diagrams or images of the exact set-up necessary for experimental equipment. State how extraneous variables were controlled through restriction or by fixing them at a certain level (e.g., keeping the lab at room temperature).

Light levels were fixed throughout the experiment, and the plants were exposed to 12 hours of light a day. Temperature was restricted to between 23 and 25℃. The pH and carbon levels of the soil were also held constant throughout the experiment as these variables could influence plant height. The plants were grown in rooms free of insects or other pests, and they were spaced out adequately.

Your experimental procedure should describe the exact steps you took to gather data in chronological order. You’ll need to provide enough information so that someone else can replicate your procedure, but you should also be concise. Place detailed information in the appendices where appropriate.

In a lab experiment, you’ll often closely follow a lab manual to gather data. Some instructors will allow you to simply reference the manual and state whether you changed any steps based on practical considerations. Other instructors may want you to rewrite the lab manual procedures as complete sentences in coherent paragraphs, while noting any changes to the steps that you applied in practice.

If you’re performing extensive data analysis, be sure to state your planned analysis methods as well. This includes the types of tests you’ll perform and any programs or software you’ll use for calculations (if relevant).

First, tomato seeds were sown in wooden flats containing soil about 2 cm below the surface. Each seed was kept 3-5 cm apart. The flats were covered to keep the soil moist until germination. The seedlings were removed and transplanted to pots 8 days later, with a maximum of 2 plants to a pot. Each pot was watered once a day to keep the soil moist.

The nitrogen fertilizer treatment was applied to the plant pots 12 days after transplantation. The control group received no treatment, while the first experimental group received a low concentration, and the second experimental group received a high concentration. There were 5 pots in each group, and each plant pot was labelled to indicate the group the plants belonged to.

50 days after the start of the experiment, plant height was measured for all plants. A measuring tape was used to record the length of the plant from ground level to the top of the tallest leaf.

In your results section, you should report the results of any statistical analysis procedures that you undertook. You should clearly state how the results of statistical tests support or refute your initial hypotheses.

The main results to report include:

  • any descriptive statistics
  • statistical test results
  • the significance of the test results
  • estimates of standard error or confidence intervals

The mean heights of the plants in the control group, low nitrogen group, and high nitrogen groups were 20.3, 25.1, and 29.6 cm respectively. A one-way ANOVA was applied to calculate the effect of nitrogen fertilizer level on plant height. The results demonstrated statistically significant ( p = .03) height differences between groups.

Next, post-hoc tests were performed to assess the primary and secondary hypotheses. In support of the primary hypothesis, the high nitrogen group plants were significantly taller than the low nitrogen group and the control group plants. Similarly, the results supported the secondary hypothesis: the low nitrogen plants were taller than the control group plants.

These results can be reported in the text or in tables and figures. Use text for highlighting a few key results, but present large sets of numbers in tables, or show relationships between variables with graphs.

You should also include sample calculations in the Results section for complex experiments. For each sample calculation, provide a brief description of what it does and use clear symbols. Present your raw data in the Appendices section and refer to it to highlight any outliers or trends.

The Discussion section will help demonstrate your understanding of the experimental process and your critical thinking skills.

In this section, you can:

  • Interpret your results
  • Compare your findings with your expectations
  • Identify any sources of experimental error
  • Explain any unexpected results
  • Suggest possible improvements for further studies

Interpreting your results involves clarifying how your results help you answer your main research question. Report whether your results support your hypotheses.

  • Did you measure what you sought out to measure?
  • Were your analysis procedures appropriate for this type of data?

Compare your findings with other research and explain any key differences in findings.

  • Are your results in line with those from previous studies or your classmates’ results? Why or why not?

An effective Discussion section will also highlight the strengths and limitations of a study.

  • Did you have high internal validity or reliability?
  • How did you establish these aspects of your study?

When describing limitations, use specific examples. For example, if random error contributed substantially to the measurements in your study, state the particular sources of error (e.g., imprecise apparatus) and explain ways to improve them.

The results support the hypothesis that nitrogen levels affect plant height, with increasing levels producing taller plants. These statistically significant results are taken together with previous research to support the importance of nitrogen as a nutrient for tomato plant growth.

However, unlike previous studies, this study focused on plant height as an indicator of plant growth in the present experiment. Importantly, plant height may not always reflect plant health or fruit yield, so measuring other indicators would have strengthened the study findings.

Another limitation of the study is the plant height measurement technique, as the measuring tape was not suitable for plants with extreme curvature. Future studies may focus on measuring plant height in different ways.

The main strengths of this study were the controls for extraneous variables, such as pH and carbon levels of the soil. All other factors that could affect plant height were tightly controlled to isolate the effects of nitrogen levels, resulting in high internal validity for this study.

Your conclusion should be the final section of your lab report. Here, you’ll summarize the findings of your experiment, with a brief overview of the strengths and limitations, and implications of your study for further research.

Some lab reports may omit a Conclusion section because it overlaps with the Discussion section, but you should check with your instructor before doing so.

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A lab report conveys the aim, methods, results, and conclusions of a scientific experiment . Lab reports are commonly assigned in science, technology, engineering, and mathematics (STEM) fields.

The purpose of a lab report is to demonstrate your understanding of the scientific method with a hands-on lab experiment. Course instructors will often provide you with an experimental design and procedure. Your task is to write up how you actually performed the experiment and evaluate the outcome.

In contrast, a research paper requires you to independently develop an original argument. It involves more in-depth research and interpretation of sources and data.

A lab report is usually shorter than a research paper.

The sections of a lab report can vary between scientific fields and course requirements, but it usually contains the following:

  • Abstract: summarizes your research aims, methods, results, and conclusions
  • References: list of all sources cited using a specific style (e.g. APA)
  • Appendices: contains lengthy materials, procedures, tables or figures

The results chapter or section simply and objectively reports what you found, without speculating on why you found these results. The discussion interprets the meaning of the results, puts them in context, and explains why they matter.

In qualitative research , results and discussion are sometimes combined. But in quantitative research , it’s considered important to separate the objective results from your interpretation of them.

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Formal Report Sections

report writing introduction background

In addition to the body of the report, formal reports include specific front and back matter.

Front Matter

Front matter – the sections that come before the body of the report – establishes the authority of the report, intended audience, and key concepts.  Front matter includes:

  • letter of transmittal – to introduce the report to its audience
  • cover/title page of the report
  • table of contents/list of figures if needed (use if a report is longer than 5 pages or so, and/or contains many different sections and figures; if the formal report is relatively short or direct, a table of contents may be omitted )
  • executive summary – a condensed version of key ideas

Read more fully about the letter of transmittal and executive summary on the following page of this text.

Report Body

The body of a formal report may contain many sections, among which are the following. Note that, aside from the Introduction, Background, and Purpose/Problem sections, which most formal reports contain in some configuration at the start of the body, the rest of the sections change depending on your purpose, audience, context, role, and other communications variables you identify in your situational analysis. It’s up to you to identify and create the sections you need to include in each formal report.

Introduction

The introduction sets up the structure of a report. It tells your reader what is to come and in what order, and it reminds your reader of the situation that instigated the report’s creation. This section is key to the reader following and retaining major points of the report. Sometimes the introduction contains background and purpose or problem, although these sections may also be separate, depending on the communication situation.

The background section explains the circumstances that led to the report’s creation and may explain the current situation, including any potential constraints such as budget, time, human resources, etc.  In some situations, you may want to incorporate background into the introduction.

Purpose or Problem Statement

A purpose or problem statement may be part of the introduction and/or background, or it can stand separately, depending upon the complexity of the report. A purpose or problem statement should directly, succinctly, and clearly relay its information.  The intention of a purpose or problem statement is to eliminate uncertainty or questions in your reader, so that the reader can focus immediately on the report’s function and main ideas.

Sections for Each Topic or Group of Information, Related to your Purpose

You’ll develop your own sections appropriate to your report’s purpose, audience, and other communication variables, as shown in the examples below.  Each section should have a clear, descriptive heading; longer sections should have subheadings; and the sections should have a logic in terms of grouping and classifying information.

example 1: incident report

If you are writing an analytical report on an unfortunate incident that occurred at work, as a result of an email that was inappropriately forwarded, you might include the following body sections after your Introduction/Background/Purpose:

  • Steps Taken to Address the Situation
  • Environmental Analysis
  • Recommendations to Avoid Future Incidents

example 2: research report

If you were asked to research the feasibility of hosting a carnival event as a fundraiser for your group, you might include some or all of the following body sections after your Introduction/Background/Purpose:

  • Project Management Group
  • Recommendations

Some Additional, Often-Used Report Sections

  • Research/Methods – This section explains your process of finding information; it does not contain the data itself, which comes later in the body or in an appendix, if the data is lengthy. Explaining your methodology helps establish  credibility by showing that you consulted appropriate sources, and that your perspective is supported by outside experts.
  • Available Options/Possible Solutions – This section presents multiple ways to approach a concept, process, or issue, other than the one you end up recommending. Including a comprehensive look at options also establishes your credibility by showing that you have considered the pros and cons of many possibilities before choosing one. Note that this section is sometimes combined with the recommended solution and evaluation.
  • Recommendation/Solution – This section may be a short statement of your recommendations, or it may be combined with your evaluation of the situation and explanation of why this solution is the best. If your audience is likely to resist your recommendation, the evaluation might appear before you make the recommendation, to lead your readers through a logical argument toward your recommendation. In some reports the recommendation is used in lieu of the conclusion.
  • Evaluation – This section details and prioritizes each option’s feasibility using criteria you develop, e.g., cost, ease of implementation, maintenance, etc. Explain how the solution you recommend is the best using these criteria; show that your solution will result in substantial benefits for the group or organization. You may want to add graphs, charts, etc. if they help your audience understand your information.  You may want to use statistics that back up your reasoning. If you have not yet evaluated how other solutions do not address your criteria as well, then include that evaluation here.
  • Implementation/Schedule – This section details when, why, where, and how certain activities will occur. Include what is expected to happen, the date and time of implementation, the duration of implementation, etc. You may also choose to say that you will note what works and what needs to be changed during a certain implementation period. This section is often standard in analytical reports.  In informative reports, it may show “how to” do something. Note that you may opt for a separate schedule section or may include a schedule within an implementation section.  Schedules provide readers with three things: 1) a final deadline, so readers will know when to expect results, 2) interim deadlines, which are also a way to track progress, and 3) assurance of feasibility.
  • Personnel/Qualifications – This section identifies the people involved in a project, team, or investigation.  You may explain what their tasks and responsibilities are, and show why each member is appropriate for the task, based on talent and experience.

The conclusion finishes the body of the report by summarizing the major ideas of the report. While not the same as an executive summary, it has a similar feel as it provides the report’s key concepts. A conclusion should never introduce a fact or idea not presented earlier in the report.

Back Matter

Back matter contains documentation, a glossary, an appendix, or any other appropriate, additional information that helps clarify the sources of information used in the body of the report.  For example, you may have researched a lot of data that you used as the basis for recommendations in your report, which focuses on purchasing and implementing new information technology (IT).  That data may be overwhelming to your primary audience, a top manager interested in expanding the company but not fully knowledgeable in technical fields.  However, you know that your data could be very useful to your secondary audience of IT managers, who need to be convinced of the validity, currency, and scope of your research when consulted by the top manager.  You may choose to include the data in an appendix to meet the needs of both of your audiences.

Back matter will change depending on the context of the report, and some reports may not contain any back matter.

The following video discusses a formal report’s front and back matter.

Visual Overview of a Sample Report’s Sections

The figure below shows just one example of the many possible sections in a sales proposal, which is one type of report. White pages are front and back matter; shaded pages are the body of this particular report. Note that this proposal was written in response to a request for proposals (RFP), so the author decided to include a copy of the RFP at the start. Note also that, to follow the format required in the RFP, the writer moved the executive summary before the title page of the report, instead of at the end of the front matter, since required format always take precedence over standard practice.

Image of order sections of a proposal. There are thirteen rectangles representing pages found in a report. The pages laid in an accordion fashion, one on top of each other. The pages the following text starting with the first page: "Copy of RFP (optional), letter of transmittal, abstract or summary, title page, table of connects, list of figures, introduction, background, problem, purpose, schedule, staffing, budget, authorization, appendix."

Formal Reports in Action

Remember that formal report sections always align to writing situation. When writing formal reports, you usually have the ability to create, name, and order sections in the body of the report according to your purpose, context, and audience’s needs. For example, if your audience is expected to react neutrally or positively to your message, then your conclusion or recommendation might be offered near the beginning of the report. If your audience is expected to react negatively to your message, then you may want to implement what you’ve learned about presenting negative information and place the conclusion or recommendation toward the end of the report. Whatever sections you develop, make sure that they result from your conscious choice, based on your situational analysis of the communication situation for the formal report.

The following video briefly discusses the parts of a formal report.

The following video first reviews basic professional communication concepts and then discusses the sections of a formal report (approx. 2 minutes into the video), offering a useful overview of report writing within the context of writing processes.

To see a sample, annotated, formal report, link to the University of Wellington’s publication, How to Write a Business Report .  The sample report is in Appendix D, pages 23-38.

  • Report Sections original information and information adapted from page on Formal Reports from Business Communication Skills for Managers; attributions below. Authored by : Susan Oaks. Project : Communications for Professionals. License : CC BY-NC-SA: Attribution-NonCommercial-ShareAlike
  • 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
  • image of pages of a business report. Authored by : David Schwarzenberg. Provided by : Pixabay. Located at : https://pixabay.com/photos/financial-analytics-blur-business-2860753/ . License : CC0: No Rights Reserved
  • video Analytical Reports: Front and Back matter. Provided by : University of Minnesota Writing Studies. Located at : https://www.youtube.com/watch?v=MrljzRy6HVc . License : Other . License Terms : YouTube video
  • video Business Report: Structure. Authored by : Morag. Provided by : Academic Skills, The University of Melbourne. Located at : https://www.youtube.com/watch?v=i4YM0fqw-gI&t=8s . License : Other . License Terms : YouTube video
  • video Business Reports. Authored by : Lorin Mayo. Located at : https://www.youtube.com/watch?v=R6I3uYxxvOs . License : Other . License Terms : YouTube video

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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

Annual-Business-Report-of-Reliance-industries

Example of Progress Report

Sample-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. 

inverted-introduction-pyramid-framework

Example of conclusion in report writing:

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

1. RETURN TO TOPIC:

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

2. RESTATE THESIS:

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

3. SUMMARY OF IDEAS DISCUSSED:

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

4. CONCLUDING STATEMENT [restating thesis]:

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

Frequently Asked Questions

Q1) what is report writing and example.

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

Q2) What is report writing and types of reports?

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

Q3) What are the 5 steps of report writing

The five steps of report writing, are as follows:

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

Q4) What is a report in short answer? 

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Report Writing Format, Tips, Samples and Examples

Pankaj dhiman.

  • Created on December 11, 2023

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

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

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

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

What is Report Writing ?

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

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

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

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

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

Format of Report Writing 

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

Introduction:

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

Conclusion:

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

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

Report Writing Examples – Solved Questions from previous papers

Example 1: historical event report.

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

Solved Report:

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

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

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

Key Events:

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

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

Lasting Impact:

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

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

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Report writing Samples

 book review report.

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

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

Themes and Characters:

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

Plot and Pacing:

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

Writing Style:

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

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

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

Report Writing Tips

Recognise your audience:

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

Precision and succinctness:

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

Logical Structure:

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

Use headings and subheadings to improve readability.

Introduction with Purpose:

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

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

Methodology Details:

Clearly explain the methods or processes used to gather information.

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

Presentation of Findings:

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

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

Talk and Interpretation:

Examine the findings and talk about the ramifications.

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

Brief Conclusion:

Recap the main ideas in the conclusion.

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

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Common mistakes for Report Writing 

Insufficient defining:.

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

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

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

Inadequate Coordination:

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

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

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

Inadequate Research:

Error: Conducting insufficient research or relying on incomplete data.

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

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

Inconsistent Formatting:

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

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

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

Unsubstantiated Conclusions:

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

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

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

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

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

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

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

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

What is Report Writing?

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

What is Report Writing

Table of Content

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

Report Writing Definition

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

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

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

Report Writing Advantage

A written report also provides the following advantages:

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

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

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

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

Parts of a Report

Following are the main sections of a formal report :

Introduction

Conclusions, recommendations.

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

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

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

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

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

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

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

Types of Reports

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

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

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

Informational reports

Analytical reports, news reports.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Structure of News Report

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

Remaining details

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

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

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

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

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

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

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

Report Writing Process

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

Before writing a report, identify the following parameters:

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

To research the facts or information for report writing:

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

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

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

Feasibility Reports

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

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

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

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

Proposal Writing

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

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

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

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

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

Cover letter

Executive summary, pricing information, terms and conditions.

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

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

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

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

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

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

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

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Our next-generation model: Gemini 1.5

Feb 15, 2024

The model delivers dramatically enhanced performance, with a breakthrough in long-context understanding across modalities.

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A note from Google and Alphabet CEO Sundar Pichai:

Last week, we rolled out our most capable model, Gemini 1.0 Ultra, and took a significant step forward in making Google products more helpful, starting with Gemini Advanced . Today, developers and Cloud customers can begin building with 1.0 Ultra too — with our Gemini API in AI Studio and in Vertex AI .

Our teams continue pushing the frontiers of our latest models with safety at the core. They are making rapid progress. In fact, we’re ready to introduce the next generation: Gemini 1.5. It shows dramatic improvements across a number of dimensions and 1.5 Pro achieves comparable quality to 1.0 Ultra, while using less compute.

This new generation also delivers a breakthrough in long-context understanding. We’ve been able to significantly increase the amount of information our models can process — running up to 1 million tokens consistently, achieving the longest context window of any large-scale foundation model yet.

Longer context windows show us the promise of what is possible. They will enable entirely new capabilities and help developers build much more useful models and applications. We’re excited to offer a limited preview of this experimental feature to developers and enterprise customers. Demis shares more on capabilities, safety and availability below.

Introducing Gemini 1.5

By Demis Hassabis, CEO of Google DeepMind, on behalf of the Gemini team

This is an exciting time for AI. New advances in the field have the potential to make AI more helpful for billions of people over the coming years. Since introducing Gemini 1.0 , we’ve been testing, refining and enhancing its capabilities.

Today, we’re announcing our next-generation model: Gemini 1.5.

Gemini 1.5 delivers dramatically enhanced performance. It represents a step change in our approach, building upon research and engineering innovations across nearly every part of our foundation model development and infrastructure. This includes making Gemini 1.5 more efficient to train and serve, with a new Mixture-of-Experts (MoE) architecture.

The first Gemini 1.5 model we’re releasing for early testing is Gemini 1.5 Pro. It’s a mid-size multimodal model, optimized for scaling across a wide-range of tasks, and performs at a similar level to 1.0 Ultra , our largest model to date. It also introduces a breakthrough experimental feature in long-context understanding.

Gemini 1.5 Pro comes with a standard 128,000 token context window. But starting today, a limited group of developers and enterprise customers can try it with a context window of up to 1 million tokens via AI Studio and Vertex AI in private preview.

As we roll out the full 1 million token context window, we’re actively working on optimizations to improve latency, reduce computational requirements and enhance the user experience. We’re excited for people to try this breakthrough capability, and we share more details on future availability below.

These continued advances in our next-generation models will open up new possibilities for people, developers and enterprises to create, discover and build using AI.

Context lengths of leading foundation models

Highly efficient architecture

Gemini 1.5 is built upon our leading research on Transformer and MoE architecture. While a traditional Transformer functions as one large neural network, MoE models are divided into smaller "expert” neural networks.

Depending on the type of input given, MoE models learn to selectively activate only the most relevant expert pathways in its neural network. This specialization massively enhances the model’s efficiency. Google has been an early adopter and pioneer of the MoE technique for deep learning through research such as Sparsely-Gated MoE , GShard-Transformer , Switch-Transformer, M4 and more.

Our latest innovations in model architecture allow Gemini 1.5 to learn complex tasks more quickly and maintain quality, while being more efficient to train and serve. These efficiencies are helping our teams iterate, train and deliver more advanced versions of Gemini faster than ever before, and we’re working on further optimizations.

Greater context, more helpful capabilities

An AI model’s “context window” is made up of tokens, which are the building blocks used for processing information. Tokens can be entire parts or subsections of words, images, videos, audio or code. The bigger a model’s context window, the more information it can take in and process in a given prompt — making its output more consistent, relevant and useful.

Through a series of machine learning innovations, we’ve increased 1.5 Pro’s context window capacity far beyond the original 32,000 tokens for Gemini 1.0. We can now run up to 1 million tokens in production.

This means 1.5 Pro can process vast amounts of information in one go — including 1 hour of video, 11 hours of audio, codebases with over 30,000 lines of code or over 700,000 words. In our research, we’ve also successfully tested up to 10 million tokens.

Complex reasoning about vast amounts of information

1.5 Pro can seamlessly analyze, classify and summarize large amounts of content within a given prompt. For example, when given the 402-page transcripts from Apollo 11’s mission to the moon, it can reason about conversations, events and details found across the document.

Reasoning across a 402-page transcript: Gemini 1.5 Pro Demo

Gemini 1.5 Pro can understand, reason about and identify curious details in the 402-page transcripts from Apollo 11’s mission to the moon.

Better understanding and reasoning across modalities

1.5 Pro can perform highly-sophisticated understanding and reasoning tasks for different modalities, including video. For instance, when given a 44-minute silent Buster Keaton movie , the model can accurately analyze various plot points and events, and even reason about small details in the movie that could easily be missed.

Multimodal prompting with a 44-minute movie: Gemini 1.5 Pro Demo

Gemini 1.5 Pro can identify a scene in a 44-minute silent Buster Keaton movie when given a simple line drawing as reference material for a real-life object.

Relevant problem-solving with longer blocks of code

1.5 Pro can perform more relevant problem-solving tasks across longer blocks of code. When given a prompt with more than 100,000 lines of code, it can better reason across examples, suggest helpful modifications and give explanations about how different parts of the code works.

Problem solving across 100,633 lines of code | Gemini 1.5 Pro Demo

Gemini 1.5 Pro can reason across 100,000 lines of code giving helpful solutions, modifications and explanations.

Enhanced performance

When tested on a comprehensive panel of text, code, image, audio and video evaluations, 1.5 Pro outperforms 1.0 Pro on 87% of the benchmarks used for developing our large language models (LLMs). And when compared to 1.0 Ultra on the same benchmarks, it performs at a broadly similar level.

Gemini 1.5 Pro maintains high levels of performance even as its context window increases. In the Needle In A Haystack (NIAH) evaluation, where a small piece of text containing a particular fact or statement is purposely placed within a long block of text, 1.5 Pro found the embedded text 99% of the time, in blocks of data as long as 1 million tokens.

Gemini 1.5 Pro also shows impressive “in-context learning” skills, meaning that it can learn a new skill from information given in a long prompt, without needing additional fine-tuning. We tested this skill on the Machine Translation from One Book (MTOB) benchmark, which shows how well the model learns from information it’s never seen before. When given a grammar manual for Kalamang , a language with fewer than 200 speakers worldwide, the model learns to translate English to Kalamang at a similar level to a person learning from the same content.

As 1.5 Pro’s long context window is the first of its kind among large-scale models, we’re continuously developing new evaluations and benchmarks for testing its novel capabilities.

For more details, see our Gemini 1.5 Pro technical report .

Extensive ethics and safety testing

In line with our AI Principles and robust safety policies, we’re ensuring our models undergo extensive ethics and safety tests. We then integrate these research learnings into our governance processes and model development and evaluations to continuously improve our AI systems.

Since introducing 1.0 Ultra in December, our teams have continued refining the model, making it safer for a wider release. We’ve also conducted novel research on safety risks and developed red-teaming techniques to test for a range of potential harms.

In advance of releasing 1.5 Pro, we've taken the same approach to responsible deployment as we did for our Gemini 1.0 models, conducting extensive evaluations across areas including content safety and representational harms, and will continue to expand this testing. Beyond this, we’re developing further tests that account for the novel long-context capabilities of 1.5 Pro.

Build and experiment with Gemini models

We’re committed to bringing each new generation of Gemini models to billions of people, developers and enterprises around the world responsibly.

Starting today, we’re offering a limited preview of 1.5 Pro to developers and enterprise customers via AI Studio and Vertex AI . Read more about this on our Google for Developers blog and Google Cloud blog .

We’ll introduce 1.5 Pro with a standard 128,000 token context window when the model is ready for a wider release. Coming soon, we plan to introduce pricing tiers that start at the standard 128,000 context window and scale up to 1 million tokens, as we improve the model.

Early testers can try the 1 million token context window at no cost during the testing period, though they should expect longer latency times with this experimental feature. Significant improvements in speed are also on the horizon.

Developers interested in testing 1.5 Pro can sign up now in AI Studio, while enterprise customers can reach out to their Vertex AI account team.

Learn more about Gemini’s capabilities and see how it works .

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IMAGES

  1. Difference between "Introduction" and "Background summary" in report

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  2. how to write an academic report introduction

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  3. report writing introduction background

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  4. How to Write a Report Properly and Effectively

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  5. PPT

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  6. Introduction Template For Report

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VIDEO

  1. WRITING REPORT

  2. Report Writing

  3. Technical Writing Introduction

  4. Report Writing Introduction, Types of Reports, points to be kept in mind

  5. Best writing background #writing #backgroundmusic #shorts

  6. Best writing background #writing #backgroundmusic #shorts

COMMENTS

  1. How To Write A Report Introduction With Examples

    1. First, Understand The Purpose Of Your Report To embark on successful academic writing, it's crucial to grasp the essence of your report's purpose. Reports come in various types, including essays, research papers, case studies, and many more! Each type requires a tailored approach to crafting a report introduction that captivates your readers.

  2. How to write the Introduction and the background for a ...

    Answer: The Introduction section sets the context for your research work, explains the research problem, and indicates the purpose behind the study. The Introduction also highlights how your research contributes to knowledge in your field and builds on previous similar studies. You need to ensure that your Introduction does the following:

  3. Writing a Research Paper Introduction

    Step 1: Introduce your topic The first job of the introduction is to tell the reader what your topic is and why it's interesting or important. This is generally accomplished with a strong opening hook. The hook is a striking opening sentence that clearly conveys the relevance of your topic.

  4. PDF A quick guide to report writing

    There are three main forms of reports: factual, instructional and persuasive; each has a different purpose and will require different arguments and evidence to achieve that purpose. It will help you write good reports if you know what you are trying to achieve before you start your report.

  5. How to Write a Report Introduction: A Step-By-Step Guide

    1. Introduction The introduction is the first section of a report and sets the tone for the rest of the document. The main objective of an introduction is to introduce your topic and get your readers interested in what you have to say. 2. Executive Summary

  6. How to Write an Essay Introduction

    Step 1: Hook your reader Step 2: Give background information Step 3: Present your thesis statement Step 4: Map your essay's structure Step 5: Check and revise More examples of essay introductions Other interesting articles Frequently asked questions about the essay introduction Step 1: Hook your reader

  7. PDF REPORT WRITING: Writing the introduction and conclusion paragraphs

    Based on interviews with managers and staff in six organisations (public and commercial), this report examines these three problem areas, and shows that many of the difficulties faced by both natives and migrants in the workforce are caused by a lack of awareness of, and training in, intercultural communication.

  8. Overview

    The introduction should clearly articulate the purpose and aim (and, possibly, objectives) of the report, along with providing the background context for the report's topic and area of research. A scientific report may have an hypothesis in addition or in stead of aims and objectives.

  9. 4

    The components of the introduction fit within a general framework that allows the researcher to describe the study and to provide a rationale for its implementation. The framework of the introduction consists of three segments - unequal in length but each essential in conveying the background and purpose of the study.

  10. Writing up a Research Report

    If the assignment is a 2000-word essay, the introduction should be between 160 and 200 words, while for a 3500-word report it should be between 290 and 350 words. There is no absolute rule for the length. Be as reasonable about it as you can. The introduction contains the relevant background of the problem.

  11. Structuring your report

    ( Introduction or Literature Review) Does it describe the types of activity you used to collect evidence? ( Methods) Does it present factual data? ( Results) Does it place evidence in the context of background? ( Discussion) Does it make recommendations for action? ( Conclusion) Top tip…

  12. How to Write a Report: A Guide to Report Formats with Examples

    Matt Ellis Updated on January 16, 2024 Students A report is a nonfiction account that presents and/or summarizes the facts about a particular event, topic, or issue. The idea is that people who are unfamiliar with the subject can find everything they need to know from a good report.

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    A Beginner's Guide Sienna Roberts 21 November 2023 Explore the art of effective communication in our blog, "What is Report Writing? A Beginner's Guide." Discover the fundamental skills needed for Report Writing and how it plays a crucial role in various aspects of life, from academics to the professional world.

  14. Report writing

    Contact. Contact Skills@Library. Report writing. In your introduction you should include information about the background to your research, and what its aims and objectives are. You can also refer to the literature in this section; reporting what is already known about your question/topic, and if there are any gaps.

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    The purpose of report writing is essential to inform the reader about a topic, minus one's opinion on the topic. It's simply a portrayal of facts, as it is. Even if one gives inferences, solid analysis, charts, tables and data is provided.

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    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.

  17. How To Write A Lab Report

    Introduction. Your lab report introduction should set the scene for your experiment. One way to write your introduction is with a funnel (an inverted triangle) structure: Start with the broad, general research topic. Narrow your topic down your specific study focus. End with a clear research question.

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    The background section explains the circumstances that led to the report's creation and may explain the current situation, including any potential constraints such as budget, time, human resources, etc. In some situations, you may want to incorporate background into the introduction. Purpose or Problem Statement

  19. Report Writing Format with Templates and Sample Report

    2. Follow the Right Report Writing Format: Adhere to a structured format, including a clear title, table of contents, summary, introduction, body, conclusion, recommendations, and appendices. This ensures clarity and coherence. Follow the format suggestions in this article to start off on the right foot. 3.

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

    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 ...

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    Report Writing Examples - Solved Questions from previous papers . Example 1: Historical Event Report . Question: Write a report on the historical significance of the "Battle of Willow Creek" based on the research of Sarah Turner. Analyze the key events, outcomes, and the lasting impact on the region. Solved Report:

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    Introduction 1.1 Purpose The purpose of this report is to investigate the reasons behind the rise in computer gaming addiction among teenagers. The report will also recommend preventive measures for computer gaming addiction. 1.2 Background A recent study on game technology (Tan, 2010) shows that nearly 75% of teenagers in Singapore play ...

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

  24. Introducing Gemini 1.5, Google's next-generation AI model

    A note from Google and Alphabet CEO Sundar Pichai: Last week, we rolled out our most capable model, Gemini 1.0 Ultra, and took a significant step forward in making Google products more helpful, starting with Gemini Advanced.Today, developers and Cloud customers can begin building with 1.0 Ultra too — with our Gemini API in AI Studio and in Vertex AI.