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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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Table of Contents

Collaboration, information literacy, writing process, formal reports.

  • © 2023 by Angela Eward-Mangione - Hillsborough Community College , Katherine McGee

Formal Reports are  a common genre of discourse  in business and academic  settings . Formal Reports are fancy. They aren’t one-offs. They tend to written by teams of people, often distributed teams. And they often report results from substantive textual research and empirical research . Corporations invest substantial sums to produce formal reports.

Formal Reports tend to share these organizational characteristics:

  • front matter (prefatory) material
  • back matter (supplementary) items.

Key Words: Organizational Schema

Many business professionals need to write a formal report at some point during their career, and some professionals write them on a regular basis. Knowledge Workers in business, education, and government use formal reports to make important decisions.

The purposes for Formal Reports vary across occasions , professions, disciplinary communities . They tend to be high stakes documents. Common types of formal reports include

  • Personnel Evaluation Reports
  • Feasibility Reports
  • Recommendation Reports

Analyze Your Audience

As with any genre of writing, when writing formal business reports, it is necessary to know your audience .  For example, if your audience is familiar with the background information related to your project, you don’t want to bombard them with details; instead, you will want to inform your audience about the aspects of your topic that they’re unfamiliar with or have limited knowledge of. In contrast, if your audience does not already know anything about your project, you will want to give them all of the necessary information for them to understand. Age and educational level are also important to consider when you write.  You don’t want to use technical jargon when writing to an audience of non-specialists.  These are just a couple of examples of different audience needs you will want to consider as you write your report.  There are several aspects of your audience that you want to take into account:  their gender and race/ethnicity, age/educational level, subject knowledge, and expectations–what they expect to learn from your report.

Gender and Race/Ethnicity

You don’t want to make assumptions about the gender, race, or beliefs of your audience. Use gender neutral language such as “he or she” rather than simply “he” or use “they” and pluralize the nouns (e.g. Writers need to think about audience).  Don’t say anything that implies your reader has a certain gender, race, cultural identity, or belief system.  One important way to avoid doing this is to avoid using the word “you.” Writers always need to think about the implied meanings of their words.

Educational Level and Subject Knowledge

While age may not necessarily be an issue in the business world—your audience will almost all be adults—educational level and knowledge of your subject are important to consider when writing your report.  If you are writing for someone outside of your specific field, you will either need to exclude technical jargon or provide in-text reminders or indications of what specific terms mean or items are.  For example, if you work for an automotive company, and you are writing on behalf of mechanical engineers but for an audience of business professionals, you don’t want to assume that your audience knows the names of all of the parts that make up an engine; you will have to use terms they will recognize. In some cases, a glossary of terms may be appropriate.

Expectations and Research

What does your audience expect to get out of reading your report?  What is its purpose?  Make sure that you have specifically responded to the expectations of your boss, manager, or client.  If your audience expects you to have research, make sure you know what type of research they expect. Do they want research from scholarly journal articles? Do they want you to conduct your own research?  No matter what type of research you do, make sure that it is properly documented using whatever format the audience prefers (MLA, APA, and Chicago Manual of Style are some of the most commonly-used formats).  You also want to establish a strong ethos in your report.  Use confident language that shows that you have done your research and present them with the research.

Here are some questions to consider about your audience as you write:

  • What does your audience expect to learn from your report?
  • What type of ethos should you establish?
  • How much research does your audience expect you to have?
  • How current does your research need to be?
  • What types of sources does your audience expect you to have?
  • What is the age of your audience?
  • What is the educational level of your audience?
  • How much background information does your audience need?
  • What technical terms will your audience need defined?  What terms will they already be familiar with?
  • What is the cultural background of your audience?

[ Audience | Audience Analysis for Technical Documents | Diplomacy, Tone, and Emphasis in Business Writing ]

Stylistic Conventions for Formal Reports

Not surprisingly, Formal Reports employ a technical, professional writing style . Yet what is perhaps surprising is the preponderance of the passive voice in Formal Reports.

Contrary to what is expected in other types of writing, in business reports, passive voice is sometimes preferred. If the action is more important than the person doing it, use passive rather than active voice.

A few phrases you might use include:

  • The data analyzed in this report shows . . .
  • This study was designed to analyze . . .
  • The data was collected . . .
  • The 500 students were surveyed

[ When is Passive Voice Preferable to the Active Voice? | You-Centered Business Style ]

Conventions for Organizaing Formal Reports

There are several different organizational strategies that may be used for formal reports, but all formal reports contain front matter (prefatory) material, a body, and back matter (supplementary) items. The body of a formal report discusses the findings that lead to the recommendations. The prefatory material is therefore critical to providing the audience with an overview and roadmap of the report. The following section will explain how to write a formal report with an audience in mind.

Front Matter Components

The title page provides the audience with the:

  • This should appear 2 inches from the top margin in uppercase letters.
  • Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name and then the city and state. Some reports may include an additional line that presents the name of a specific person.
  • Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.
  • This date may differ from the date the report was written. It should appear 2 inches above the bottom margin.

The items on the title page should be equally spaced apart from each other.

Title of report

A note on page numbers:

The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. You can then utilize two different types of numbering schemes. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase roman numerals for all front matter components. Utilize arabic numbers for the other pages that follow. Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right.

A note on font:

If there is no specific preference for serif vs. sans serif font, choose one and use it consistently throughout the report. Do not utilize anything besides a traditional serif (e.g., Times New Roman) or sans serif (e.g., Arial or Calibri) font.

Letter of Transmittal

A letter of transmittal announces the report topic to the recipient(s).

If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Use the concluding paragraph to offer to discuss the report; it is also customary to conclude by thanking the reader for their time and consideration.

The letter of transmittal should be formatted as a business letter. Some report writers prefer to send a memo of transmittal instead.

When considering your audience for the letter or memo of transmittal, make sure that you use a level of formality appropriate for your relationship with the reader. While all letters should contain professional and respectful language, a letter to someone you do not know should pay closer attention to the formality of the word choice and tone.

The table of contents page features the headings and secondary headings of the report and their page numbers, enabling audience members to quickly locate specific parts of the report. Leaders (i.e. spaced or unspaced dots) are used to guide the reader’s eye from the headings to their page numbers.

Table of Contents sample

The words “TABLE OF CONTENTS” should appear at the top of the page in all uppercase and bolded letters. Type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single spaced, using a combination of upper- and lowercase letters.

Executive Summary

An executive summary presents an overview of the report that can be used as a time-saving device by recipients who do not have time to read the entire report.

The executive summary should include a:

  • Summary of purpose
  • Overview of key findings
  • Identification of conclusions
  • Overview of recommendations

To begin, type “EXECUTIVE SUMMARY” in all uppercase letters and centered. Follow this functional head with paragraphs that include the above information, but do not use first-level headings to separate each item. Each paragraph of information should be single-spaced with double spacing between paragraphs. Everything except for the title should be left-aligned.

An executive summary is usually ten percent of the length of the report. For example, a ten-page report should offer a one-page summary. A 100-page report should feature a summary that is approximately ten pages.

Body of Report

The body of a formal report begins with an introduction. The introduction sets the stage for the report, clarifies what need(s) motivated it, and orients the reader to its structure.

Most report introductions address the following elements: background information, problem or purpose, significance, scope, methods, organization, and sources. As you may have noticed, some parts of a formal report fulfill similar purposes. Information from the letter of transmittal and the executive summary may be repeated in the introduction. Reword the information in order to avoid sounding repetitive.

Sample Body Page

To begin this section, type “BACKGROUND” or “INTRODUCTION” in all uppercase letters. This functional head should be followed by the information specified above (i.e., background information, problem or purpose, etc.). You do not need to utilize any first-level headings in this section.

Because this section includes background information, it would be the appropriate place to address the needs of audiences that may need additional knowledge about the topic. Provide definitions of technical terms and instruction about the overall project if necessary. If you are uncertain if your audience needs a particular piece of information, go ahead and include it; it’s better to give your reader a little bit too much background than not enough.

Discussion of Findings

The Discussion of Findings section presents the evidence for your conclusions.

This key section should be carefully organized to enhance readability.

To begin, type “DISCUSSION OF FINDINGS” in all uppercase letters. Center this and all other functional heads. Follow “DISCUSSION OF FINDINGS” with a brief paragraph that previews the organization of the report.

Useful organizational patterns for report findings include but are not limited to:

  • Best Case/Worst Case
  • Compare/Contrast
  • Journalism Pattern

Use a Best Case/Worst Case organizational pattern when you think that the audience may lack interest in the topic. When examining a topic with clear alternatives to your proposed solution, consider using a Compare/Contrast pattern. Geographical patterns work effectively for topics that are discussed by location.

When describing the organization of the report in the first paragraph, broadly identify how the material in the report is organized rather than state that the report uses a specific pattern (e.g. Chronology, Geography). For example, write, “The research findings address curriculum trends in three states: (a) Florida, (b) Georgia, and (c) North Carolina,” not, “This report uses a geographical organizational pattern.”

Follow the first paragraph with a first-level heading. Use first-level headings for all other major parts of this section. First-level headings should appear in bold, uppercase letters. Center first-level headings, but align any second-level headings with the left margin. Type any second-level headings in bold, upper- and lowercase letters.

As you present, interpret, and analyze evidence, consider using both text and graphics. Take into account what will be easiest for your audience to understand.

Include citations for all quoted or paraphrased material from sources as well; check with your organization as to whether they prefer parenthetical citations or footnotes.

Integrating Graphics

Formal report authors use graphics to present data in different forms. Paragraphs of text and complex or numerical data tend to bog readers down, making graphics a beneficial enhancement. Graphics also make data easier to understand, so they sometimes make a stronger impact on the audience.

Knowing when—and how—to effectively employ graphics is the key to successfully integrating them. Keeping the audience in mind is also critical.

Figure 1 summarizes uses and audience benefits for the most frequently employed types of graphics. The types of graphics are presented alphabetically to make them easier to remember.

Computers have made it easier for professionals to create effective graphics. Most of the graphics in Figure 1 can be created in Microsoft Office Word and Excel.

There may also be some occasions in which a formal report includes graphics from a particular print or online source. In these instances, it is critical to include a caption that presents the source of the graphic.

Back Matter Components

Conclusions and recommendations.

The conclusions and recommendations section conveys the key results from the analysis in the discussion of findings section. Up to this point, readers have carefully reviewed the data in the report; they are now logically prepared to read the report’s conclusions and recommendations.

Type “CONCLUSIONS AND RECOMMENDATIONS” in all uppercase letters. Follow this functional head with the conclusions of the report. The conclusions should answer any research questions that were posed earlier in the report. Present the conclusions in an enumerated or bulleted list to enhance readability.

Recommendations offer a course of action, and they should answer any problem or research questions as well.  Think back to the expectations of your audience.  Have all of their requirements been addressed?

Works Cited

All formal reports should include a works cited page; his page documents the sources cited within the report. The recipient(s) of the report can also refer to this page to locate sources for further research.

It is acceptable to follow MLA (Modern Language Association), CMS (Chicago Manual of Style), or APA (American Psychological Association) documentation style for entries on this page. Arrange all sources alphabetically. Refer to the latest edition of the appropriate style handbook for more information about how to format entries for print and electronic sources on the Works Cited page

While some of the formatting rules may seem tedious at first, they are necessary in order for your audience to better understand the report. Using a regulated format allows for a more universal organization that everyone will understand. Being aware of your audience’s needs and expectations will allow for a strong report that will satisfy your employee and demonstrate your competence in your field.

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Unit 40: Report Type and Function: Formal Report

Learning objectives.

Target icon

  • understand the function of a formal report

Introduction

A formal report is a document that analyzes information, determines conclusions and offers recommendations to solve problems.  Formal reports are the result of the gathering and analyzing of large amounts of data.  This data is then presented to decision makers in business, industry, and government to aid in the process of making important decisions.  Formal reports are longer (10+ pages) and are therefore also referred to as long reports .  Long reports have a more formal tone, tackle complex and challenging topics, and are almost always  analytical  in nature.  Similar to informal reports, formal reports are also organized into sections and utilize headings and subheadings to help readers access information.  The follow video provides and comprehensive overview of the long report.

Conducting Research

An informal report may be written without including any research.  However, the same cannot be said of the formal report.  Because of the scope and complexity of formal reports, there is a need for in-depth and extensive data research and analysis.  Collecting research is a critical part of writing the formal report.  The conclusions made and the recommendations that follow should be based on facts, statistics, expert knowledge and other forms information.   Thus, collecting credible, up-to-date, and reliable information is a critical part of writing a formal report. Given the easy access to research databases, the internet, and other sources of digitized information, collecting information is nearly effortless today.

Table 22.5 Types of Report Data

formal report writing meaning

Documentation

Whenever research based on other people’s work is included in a report, credit must be given to that work.  This is called documentation.  Proper documentation adds credibility to the information presented in a report and protects the writer against charges of plagiarism.  Famous historians, high-level journalists, politicians, and educators have suffered grave consequences for not providing the required documentation.

To add clarity to writing and avoid charges of plagiarism, document the following:

formal report writing meaning

  • Any facts, statistics, graphs, and drawings that are not common knowledge
  • Quotations or another person’s actual spoken or written words
  • Paraphrases of another person’s spoken or written words
  • Visuals, images, and any kind of electronic media

Refer to Chapter 2 for a full overview of documentation.

formal report writing meaning

  • Select five business articles from a combination of print and online resources.  Using APA, develop a Reference list of those resources.
  • Select a professional journal for your field of study.  Select an article is at least five pages long, of interest to you, and provides information on emerging trends in your field.   Write an executive summary of the article for a busy executive who does not have time to read the entire article but who needs to stay current on what is happening in your field of expertise.

formal report writing meaning

Acadia University. (2017). You quote it, you note it . Vaughan Memorial Library . Retrieved on January 14, 2020, from https://library.acadiau.ca/files/sites/library/tutorials/flash/you_quote_it_you_note_it/index.html

GreggLearning. (2019). Writing long reports [Video]. Youtube.  Retrieved from https://www.youtube.com/watch?v=szFDwdS-D8k

Guffey, M., Loewry, D., & Griffin, E. (2019). Business communication: Process and product (6th ed.). Toronto, ON: Nelson Education. Retrieved from http://www.cengage.com/cgi-wadsworth/course_products_wp.pl?fid=M20b&product_isbn_issn=9780176531393&template=NELSON

Meyer, C. (2017). Communicating for results (4th ed.). Don Mills, ON: Oxford University Press. Retrieved from https://oup-arc.com/access/meyer-4e-student-resources#tag_case-studies

Communication at Work Copyright © 2019 by Jordan Smith is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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9.16: How to Write a Formal Report

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Learning Outcomes

  • Discuss how to write a formal report

Writing formal reports, like informal report, and that of any other writing task follows the same three steps. First is the planning. Second is the writing. Third is the revising.

formal report writing meaning

Planning Your Formal Report

In all business writing, the first step is to check and see whether there is a prescribed structure for the document that is about to be created. If so, follow that. Many formal reports have specific formats that must be followed exactly. For example, some sales proposal requests and responses become part of a contract; therefore, you should ensure documents such as these have a legal review both in the planning of the document and as a part of the final review step.

Other steps in preparation of a formal report follow in the same way as those for an informal report. In an informal report, however, it is less likely there will be multiple writers. With a formal report, there may be many contributors. If so, it is important to meet as a group to divide the work, talk about style, and plan how the final document will be assembled and edited to ensure a common voice or tone throughout. You may wish to consider some of the strategies discussed in Module 12: Collaboration in and Across Teams.

Next you’ll complete any data gathering needed. A formal report likely requires extensive planning and data gathering: some proposals may require weeks or months in researching and preparing. For example, think about a proposal for the next three years of new store locations or construction. The author (likely a team of authors) will need primary and secondary research, which takes a great deal of time to gather and analyze.

You will use knowledge of that data to create the report’s outline. In constructing that outline, again consider the depth of understanding of the reader and the likelihood the reader’s views align with that of the report’s determination.

With group writing, there may be several coordination meetings at each stage of the document’s creation.

Writing Your Formal Report

Writing the formal report is a much easier task once you have created a detailed outline in the planning process. This outline is what helps the writing move along, as you already know exactly what is to be provided where and when. When writing a formal report as a team, a carefully constructed outline facilitates assigning sections of the report to different authors from the team. The writer or writers can then focus on paragraph structure, wording, and phrasing using the lessons found in Module 2: Writing in Business.

With a formal report, it is extremely rare to see the casual phrasing that might be found in a short message or informal report. Formal reports rarely use personal pronouns, contractions, or passive verb structures. However, this does not mean the language should be stilted or use excessively long words. You’ll continue to use the same clarity of wording as in all business communications.

Formatting Your Report

Formal reports implement many of the formatting skills you learned earlier. Usually formal reports are single spaced with double spaces between paragraphs. Usually paragraphs are not indented, but this may vary from organization to organization. The right hand side of paragraphs are left ragged.

Section headings are always provided in a formal report. It is acceptable to use labels to match the section’s purpose (e.g., Introduction, Findings, Research Methods). The headings may also use terms directly related to the report’s purpose such as “Fruit Spoilage Problem,” “Facts about Fruit Spoilage,” “Suggestions to Improve Fruit Freshness.” You may also have specific subheadings within more general section titles.

Formal reports of all types use page numbers.The pages may be numbered in a format such as 1–50, or they may be numbered by the section, such as Methods 1–Methods 50. The material in the front part of a report is generally numbered in lowercase roman numerals (i–ix).

Revising Your Formal Report

because of the length and possible subject complexity of formal reports, the final review takes more time than you might expect and involves more people. As mentioned in the start of this section, some reports may require additional legal review.

The most effective way to ensure a professional document is to have a team of individuals independently read the document, marking changes, corrections, and questions as they go. This team then meets as a group with one individual charged with collecting all corrections. This person ensures continuity across the entire document. If such a formal process cannot be completed, then you should work to ensure there are at least two reviewers who review work they themselves did not write.

As mentioned before, the final revision must consider both grammar and style issues as well as revisiting the primary purpose of the document.

Practice Question

https://assessments.lumenlearning.co...sessments/8592

Contributors and Attributions

  • Plan, Write, Revise Formal Report. Authored by : Susan Kendall. License : CC BY: Attribution

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6.7: How to Write a Formal Report

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  • Page ID 46181

Learning Objectives

  • Discuss how to write a formal report

Writing formal reports, like informal report, and that of any other writing task follows the same three steps. First is the planning. Second is the writing. Third is the revising.

formal report writing meaning

Planning Your Formal Report

In all business writing, the first step is to check and see whether there is a prescribed structure for the document that is about to be created. If so, follow that. Many formal reports have specific formats that must be followed exactly. For example, some sales proposal requests and responses become part of a contract; therefore, you should ensure documents such as these have a legal review both in the planning of the document and as a part of the final review step.

Other steps in preparation of a formal report follow in the same way as those for an informal report. In an informal report, however, it is less likely there will be multiple writers. With a formal report, there may be many contributors. If so, it is important to meet as a group to divide the work, talk about style, and plan how the final document will be assembled and edited to ensure a common voice or tone throughout. You may wish to consider some of the strategies discussed in Module 12: Collaboration in and Across Teams.

Next you’ll complete any data gathering needed. A formal report likely requires extensive planning and data gathering: some proposals may require weeks or months in researching and preparing. For example, think about a proposal for the next three years of new store locations or construction. The author (likely a team of authors) will need primary and secondary research, which takes a great deal of time to gather and analyze.

You will use knowledge of that data to create the report’s outline. In constructing that outline, again consider the depth of understanding of the reader and the likelihood the reader’s views align with that of the report’s determination.

With group writing, there may be several coordination meetings at each stage of the document’s creation.

Writing Your Formal Report

Writing the formal report is a much easier task once you have created a detailed outline in the planning process. This outline is what helps the writing move along, as you already know exactly what is to be provided where and when. When writing a formal report as a team, a carefully constructed outline facilitates assigning sections of the report to different authors from the team. The writer or writers can then focus on paragraph structure, wording, and phrasing using the lessons found in Module 2: Writing in Business.

With a formal report, it is extremely rare to see the casual phrasing that might be found in a short message or informal report. Formal reports rarely use personal pronouns, contractions, or passive verb structures. However, this does not mean the language should be stilted or use excessively long words. You’ll continue to use the same clarity of wording as in all business communications.

Formatting Your Report

Formal reports implement many of the formatting skills you learned earlier. Usually formal reports are single spaced with double spaces between paragraphs. Usually paragraphs are not indented, but this may vary from organization to organization. The right hand side of paragraphs are left ragged.

Section headings are always provided in a formal report. It is acceptable to use labels to match the section’s purpose (e.g., Introduction, Findings, Research Methods). The headings may also use terms directly related to the report’s purpose such as “Fruit Spoilage Problem,” “Facts about Fruit Spoilage,” “Suggestions to Improve Fruit Freshness.” You may also have specific subheadings within more general section titles.

Formal reports of all types use page numbers.The pages may be numbered in a format such as 1–50, or they may be numbered by the section, such as Methods 1–Methods 50. The material in the front part of a report is generally numbered in lowercase roman numerals (i–ix).

Revising Your Formal Report

because of the length and possible subject complexity of formal reports, the final review takes more time than you might expect and involves more people. As mentioned in the start of this section, some reports may require additional legal review.

The most effective way to ensure a professional document is to have a team of individuals independently read the document, marking changes, corrections, and questions as they go. This team then meets as a group with one individual charged with collecting all corrections. This person ensures continuity across the entire document. If such a formal process cannot be completed, then you should work to ensure there are at least two reviewers who review work they themselves did not write.

As mentioned before, the final revision must consider both grammar and style issues as well as revisiting the primary purpose of the document.

Practice Question

https://assessments.lumenlearning.co...sessments/8592

Contributors and Attributions

  • Plan, Write, Revise Formal Report. Authored by : Susan Kendall. License : CC BY: Attribution

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9.4: Writing Formal Reports

While you may write much shorter, more casual reports, it’s helpful to go into a bit of detail about formal reports. Formal reports are modular, which means that they have many pieces. Most audience members will not read every piece, so these pieces should stand on their own. That means that you will sometimes repeat yourself. That’s okay. Your audience should be able to find exactly what they need in a particular section, even if that information has already been introduced elsewhere.

For example, the Executive Summary is aimed at managers. It’s a short, persuasive overview of everything in the report. The Introduction may contain very similar information, but it focuses on giving a short, technical overview of everything in the report. Its goal is to inform, not to persuade.

Let’s take a look at some of the parts of the report in greater detail.

The title page may be formatted in different ways depending on company-specific requirements, but it generally provides the audience with the following information:

  • This should appear 2 inches from the top margin in uppercase letters.
  • Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name and then the city and state. Some reports may include an additional line that presents the name of a specific person.
  • Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.
  • This date may differ from the date the report was written. It should appear 2 inches above the bottom margin.

The items on the title page should be equally spaced apart from each other.

A Note on Page Numbers:

The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. You can then utilize two different types of numbering schemes. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase roman numerals for all front matter components. Use arabic numbers for the other pages that follow. Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right.

Letter of Transmittal

A letter of transmittal announces the report topic to the recipient(s).

If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Use the concluding paragraph to offer to discuss the report; it is also customary to conclude by thanking the reader for their time and consideration.

The letter of transmittal should be formatted as a business letter ( please see 4.3: Writing Business Letters for more details ). Some report writers prefer to send a memo of transmittal instead.

When considering your audience for the letter or memo of transmittal, make sure that you use a level of formality appropriate for your relationship with the reader. While all letters should contain professional and respectful language, a letter to someone you do not know should pay closer attention to the formality of the word choice and tone.

Table of Contents

The table of contents page features the headings and secondary headings of the report and their page numbers, enabling audience members to quickly locate specific parts of the report. Leaders (i.e. spaced or unspaced dots) are used to guide the reader’s eye from the headings to their page numbers.

The words “TABLE OF CONTENTS” should appear at the top of the page in all uppercase and bolded letters. You can type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single spaced, using a combination of upper- and lowercase letters.

Executive Summary

An executive summary presents an overview of the report that can be used as a time-saving device by recipients who do not have time to read the entire report.

The executive summary should include a:

  • Summary of purpose
  • Overview of key findings
  • Identification of conclusions
  • Overview of recommendations

To begin, type “EXECUTIVE SUMMARY” in all uppercase letters and centered. Follow this functional head with paragraphs that include the above information, but do not use first-level headings to separate each item. Each paragraph of information should be single-spaced with double spacing between paragraphs. Everything except for the title should be left-aligned.

An executive summary is usually ten percent of the length of the report. For example, a ten-page report should offer a one-page summary. A 100-page report should feature a summary that is approximately ten pages.

The executive summary is usually seen as the most important part of the report, and it should be written last. When you’re writing the executive summary, imagine sitting across from your most important audience members. If you have just a few minutes to talk to them, what do you want them to know? What would be most persuasive?

Introduction

The main text of a formal report begins with an introduction. The introduction sets the stage for the report, clarifies what need(s) motivated it, and helps the reader understand what structure the report will follow.

Most report introductions address the following elements: background information, problem or purpose, significance, scope, methods, organization, and sources. As you may have noticed, some parts of a formal report fulfill similar purposes. Information from the letter of transmittal and the executive summary may be repeated in the introduction. Reword the information in order to avoid sounding repetitive.

To begin this section, type “BACKGROUND” or “INTRODUCTION” in all uppercase letters. This functional head should be followed by the information specified above (i.e., background information, problem or purpose, etc.). You do not need to utilize any first-level headings in this section. Because this section includes background information, it would be the appropriate place to provide information for audiences that may need additional knowledge about the topic. Provide definitions of technical terms and instruction about the overall project if necessary. If you are uncertain if your audience needs a particular piece of information, go ahead and include it; it’s better to give your reader too much background than not enough.

Discussion of Findings

The Discussion of Findings section presents the evidence for your conclusions.

This key section should be carefully organized to enhance readability.

Useful organizational patterns for report findings include but are not limited to:

  • Best Case/Worst Case
  • Compare/Contrast
  • Journalistic Pattern

Use a Best Case/Worst Case organizational pattern when you think that the audience may lack interest in the topic. When examining a topic with clear alternatives to your proposed solution, consider using a Compare/Contrast pattern. Geographical patterns work effectively for topics that are discussed by location.

When describing the organization of the report in the first paragraph, broadly identify how the material in the report is organized rather than state that the report uses a specific pattern (e.g. Chronology, Geography). For example, write, “The research findings address curriculum trends in three provinces: (a) British Columbia, (b) Alberta, and (c) Ontario,” not, “This report uses a geographical organizational pattern.”

Follow the first paragraph with a first-level heading. Use first-level headings for all other major parts of this section. First-level headings should appear in bold font. Center first-level headings, but align any second-level headings with the left margin. Type any second-level headings in bold, upper- and lowercase letters.

Using numbers to distinguish between first-level and second-level headings might be a good idea if you have a lot of sections (example: 1.First-level Heading vs. 1.1. Second-level Heading).

As you present, interpret, and analyze evidence, consider using both text and graphics. Take into account what will be easiest for your audience to understand.

Include citations for all quoted or paraphrased material from sources as well; check with your organization as to whether they prefer parenthetical citations or footnotes.

Integrating Graphics

Formal report authors use graphics to present data in different forms. Paragraphs of text and complex or numerical data tend to bog readers down, making graphics a beneficial enhancement. Graphics also make data easier to understand, so they sometimes make a stronger impact on the audience.

Knowing when—and how—to effectively employ graphics is key to successfully integrating them. Keeping the audience in mind is also critical ( for more information about creating charts and graphs, see 2.3: Effective Document Design and  Appendix A: Visual Communication .)

Conclusions and Recommendations

The conclusions and recommendations section conveys the key results from the analysis in the discussion of findings section. Up to this point, readers have carefully reviewed the data in the report; they are now logically prepared to read the report’s conclusions and recommendations.

Type “CONCLUSIONS AND RECOMMENDATIONS” in all uppercase letters. Follow this functional heading with the conclusions of the report. The conclusions should answer any research questions that were posed earlier in the report. Present the conclusions in an enumerated or bulleted list to enhance readability.

Recommendations offer a course of action, and they should answer any problem or research questions as well.  Think back to the expectations of your audience.  Have all of their requirements been addressed?

Works Cited/ Reference Page

All formal reports should include a works cited page; his page documents the sources cited within the report. The recipient(s) of the report can also refer to this page to locate sources for further research.

It is acceptable to follow MLA ( Modern Language Association ), CMS ( Chicago Manual of Style ), or APA (American Psychological Association) documentation style for entries on this page. Arrange all sources alphabetically. Refer to the latest edition of the appropriate style handbook for more information about how to format entries for print and electronic sources.

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While some formatting rules may seem tedious at first, they are necessary in order for your audience to better understand the report and to be able to locate and examine your sources if needed. Using a regulated format allows for an organization and citation style that everyone can follow. Being aware of your audience’s needs and expectations will allow for a strong report that will satisfy your employee and demonstrate your competence in your field.

9.4: Writing Formal Reports Copyright © 2021 by Melissa Ashman; Arley Cruthers; eCampusOntario; Ontario Business Faculty; and University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.

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Chapter 11: Business Reports

Venecia Williams

Learning Objectives

  • Understand the different types of reports
  • Discuss the main parts of a formal report
  • Examine how to use headings and lists
  • Learn how to integrate graphics

Reports are documents designed to record and convey information to the reader. Reports are part of any business or organization; from credit reports to sales reports, they serve to document specific information for specific audiences, goals, or functions. Reports come in all sizes but are typically longer than a page and somewhat shorter than a book. The type of report depends on its function. The function of the report is its essential purpose, often indicated in the purpose statement. The function may also contribute to parameters like report length (page or word count) or word choice and readability. Reports vary by function, but they also vary by style and tradition. Within your organization, there may be employer-specific expectations that need to be addressed to meet audience expectations.

Informational or Analytical Report?

There are two main categories for reports, regardless of their specific function or type. An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this type of “just the facts” report is a summary report. The report will summarize the most pertinent information from a text based on the audience’s needs.

The second type of report is called an analytical report. An analytical report presents information with a comprehensive analysis to solve problems, demonstrate relationships, or make recommendations. An example of this report may be a field report by a physician from the Public Health Agency of Canada from the site of an outbreak of the Covid-19 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and recommendations on the treatment and quarantine of subjects.

Informal and Formal Reports

Reports can also be classified as informal and formal reports. Informal reports tend to be a few pages long and are normally written for someone within the organization. Informal reports are normally sent as memos, sometimes attached to an email, or as letters. Formal reports, on the other hand, are much longer and are usually, though not always, sent outside an organization. Whether you write an informal or formal report depends on the audience for the report and the information required.

Writing a Formal Report

Many business professionals need to write a formal report at some point during their career, and some professionals write them on a regular basis. Key decision-makers in business, education, and government use formal reports to make important decisions. As opposed to informational reports that offer facts and information without analysis, formal reports provide the end product of a thorough investigation with analysis. Although writing a formal report can seem like a daunting task, the final product enables you to contribute directly to your company’s success.

While you may write much shorter, more casual reports, it’s helpful to go into a bit of detail about formal reports. Formal reports are modular, which means that they have many pieces. Most audience members will not read every piece, so these pieces should stand on their own. That means that you will often repeat yourself. That’s okay. Your audience should be able to find exactly what they need in a particular section, even if that information has been repeated elsewhere.

While it’s fine to copy and paste between sections, you will likely need to edit your work to ensure that the tone, level of detail and organization meet the needs of that section. For example, the Executive Summary is aimed at managers. It’s a short, persuasive overview of everything in the report. The Introduction may contain very similar information, but it focuses on giving a short overview of everything in the report. Its goal is to inform, not to persuade.

Report Organization

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

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

Pay attention to these essential elements when you consider your stakeholders. That may include the person(s) the report is about, whom it is for, and the larger audience of the organization. Ask yourself who the key decision-makers are, who the experts will be, and how your words and images may be interpreted.

While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function, playing an important role in the transmission of information. There are several different organizational patterns that may be used for formal reports, but all formal reports contain front matter (prefatory) material, a body, and back matter (supplementary) items. The prefatory material is therefore critical to providing the audience with an overview and roadmap of the report. The body of a formal report discusses the findings that lead to the recommendations. The back matter provides additional information. Some common elements in a report are shown in Figure 11.1.

Figure 11.1 | Parts of a Report

Front Matter

Front matter includes all the information preceding the body of the report.

The title page provides the audience with the:

  • This should appear 2 inches from the top margin in uppercase letters.
  • Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name. Some reports may include an additional line that presents the name of a specific person.
  • Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.
  • This date may differ from the date the report was written. It should appear 2 inches above the bottom margin.

The items on the title page should be equally spaced apart from each other.

A note on page numbers: The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. You can then utilize two different types of numbering schemes. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase Roman numerals for all front matter components. Utilize Arabic numbers for the other pages that follow. Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right.

A note on font: If there is no specific preference for serif vs. sans serif font, choose one and use it consistently throughout the report. Do not utilize anything besides a traditional serif (e.g., Times New Roman) or sans serif (e.g., Arial or Calibri) font.

Letter or Memo of Transmittal

A letter or memo of transmittal announces the report topic to the recipient(s).

If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Use the concluding paragraph to offer to discuss the report; it is also customary to conclude by thanking the reader for their time and consideration.

A letter of transmittal should be formatted as a business letter. Some report writers prefer to send a memo of transmittal instead. When considering your audience for the letter or memo of transmittal, make sure that you use a level of formality appropriate for your relationship with the reader. While all letters should contain professional and respectful language, you should pay closer attention to the formality of the word choice and tone in a letter to someone you do not know. Figure 11.2 illustrates a report with a letter of transmittal.

Table of Contents

The table of contents page features the headings and secondary headings of the report and their page numbers, enabling audience members to quickly locate specific parts of the report. Leaders (i.e. spaced or unspaced dots) are used to guide the reader’s eye from the headings to their page numbers.

The words “TABLE OF CONTENTS” should appear at the top of the page in all uppercase and bolded letters. Type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single-spaced, using a combination of upper and lowercase letters. Figure 11.3 demonstrates the organization of a typical table of contents and executive summary for a report.

List of Figures and Tables

The list of figures has many of the same design considerations as the table of contents. Readers use the list of figures to find the illustrations, diagrams, tables, and charts in your report. Complications arise when you have both tables and figures. Strictly speaking, figures are illustrations, drawings, photographs, graphs, and charts. Tables are rows and columns of words and numbers; they are not considered figures. For longer reports that contain dozens of figures and tables each, create separate lists of figures and tables. Put them together on the same page if they fit. You can combine the two lists under the heading, “List of Figures and Tables,” and identify the items as figure or table as is done in Figure 13.3.

Executive Summary

An executive summary presents an overview of the report that can be used as a time-saving device by recipients who do not have time to read the entire report.

The executive summary should include a:

  • Summary of purpose
  • Overview of key findings
  • Identification of conclusions
  • Overview of recommendations

If the executive summary, introduction, and transmittal letter strike you as repetitive, remember that readers don’t necessarily start at the beginning of a report and read page by page to the end. They skip around; they may scan the table of contents and they usually skim the executive summary for key facts and conclusions. They may read carefully only a section or two from the body of the report, and then skip the rest. For these reasons, reports are designed with some duplication so that readers will be sure to see the important information no matter where they dip into the report.

To organize this section, type “EXECUTIVE SUMMARY” in all uppercase letters and centred. Follow this functional head with paragraphs that include the above information, but do not use first-level headings to separate each item. Each paragraph of information should be single-spaced with double spacing between paragraphs. Everything except for the title should be left-aligned.

An executive summary is usually ten percent of the length of the report. For example, a ten-page report should offer a one-page summary. A 100-page report should feature a summary that is approximately ten pages.

The body is the main section of the report and includes the introduction, discussion or findings, conclusion and recommendations.

Introduction

The body of a formal report begins with an introduction. The introduction sets the stage for the report, clarifies what need(s) motivated it, and orients the reader to its structure. Most report introductions address the following elements: background information, problem or purpose, significance, scope, methods, organization, and sources. As you may have noticed, some parts of a formal report fulfill similar purposes. Information from the letter of transmittal and the executive summary may be repeated in the introduction. Reword the information in order to avoid sounding repetitive.

To begin this section, type “BACKGROUND” or “INTRODUCTION” in all uppercase letters. This functional head should be followed by the information specified above (i.e., background information, problem or purpose, etc.). You do not need to utilize any first-level headings in this section.

Because this section includes background information, it would be the appropriate place to address the needs of audiences that may need additional knowledge about the topic. Provide definitions of technical terms and instructions about the overall project if necessary. If you are uncertain if your audience needs a particular piece of information, go ahead and include it; it’s better to give your reader a little bit too much background than not enough. The organization of a typical introduction is illustrated in Figure 11.4.

Discussion of Findings

The Discussion of Findings section presents the evidence for your conclusions. This key section should be carefully organized to enhance readability.

To begin, type “DISCUSSION OF FINDINGS” in all uppercase letters. Center this and all other functional heads. Follow “DISCUSSION OF FINDINGS” with a brief paragraph that previews the organization of the report.

Useful organizational patterns for report findings include but are not limited to:

  • Best Case/Worst Case
  • Compare/Contrast
  • Journalism Pattern

Use a Best Case/Worst Case organizational pattern when you think that the audience may lack interest in the topic. When examining a topic with clear alternatives to your proposed solution, consider using a Compare/Contrast pattern. Geographical patterns work effectively for topics that are discussed by location. When describing the organization of the report in the first paragraph, broadly identify how the material in the report is organized rather than state that the report uses a specific pattern (e.g. Chronology, Geography). For example, write, “The research findings address curriculum trends in three provinces: (a) British Columbia, (b) Alberta, and (c) Ontario,” not, “This report uses a geographical organizational pattern.”

Follow the first paragraph with a first-level heading. Use first-level headings for all other major parts of this section. First-level headings should appear in bold, uppercase letters. Center first-level headings, but align any second-level headings with the left margin. Type any second-level headings in bold, upper- and lowercase letters.

As you present, interpret, and analyze evidence, consider using both text and graphics. Take into account what will be easiest for your audience to understand. Include citations for all quoted or paraphrased material from sources as well; check with your organization as to whether they prefer parenthetical citations or footnotes.

Conclusions and Recommendations

The conclusions and recommendations section conveys the key results from the analysis in the discussion of findings section. Up to this point, readers have reviewed the data in the report; they are now logically prepared to read the report’s conclusions and recommendations. Type “CONCLUSIONS AND RECOMMENDATIONS” in all uppercase letters. Follow this functional head with the conclusions of the report. The conclusions should answer any research questions that were posed earlier in the report. Present the conclusions in an enumerated or bulleted list to enhance readability. Recommendations offer a course of action, and they should answer any problem or research questions as well.  Think back to the expectations of your audience.  Have all of their requirements been addressed?

Back Matters

Back matters contain all the supplementary materials and can include works cited, appendices, a glossary and an index.

Works Cited

All formal reports should include a works cited page; this page documents the sources cited within the report. Documenting your information sources is all about establishing, maintaining, and protecting your credibility in the profession. You must cite (“document”) borrowed information regardless of the shape or form in which you present it. Whether you directly quote, paraphrase, or summarize it—it’s still borrowed information. Whether it comes from a book, article, a diagram, a table, a web page, a product brochure, an expert whom you interview in person—it’s still borrowed information. Use the documentation style appropriate to your industry (e.g. APA, MLA, Chicago).

Appendices are those extra sections following the conclusion. What do you put in an appendix?—anything that does not comfortably fit in the main part of the report but cannot be left out of the report altogether. The appendix is commonly used for large tables of data, big chunks of sample code, fold-out maps, background that is too basic or too advanced for the body of the report, or large illustrations that just do not fit in the body of the report. Anything that you feel is too large for the main part of the report or that you think would be distracting and interrupt the flow of the report is a good candidate for an appendix. Notice that each one is given a letter (A, B, C, and so on).

Headings are the titles and subtitles you see within the actual text of much professional scientific, technical, and business writing. Headings are like the parts of an outline that have been pasted into the actual pages of the document. Headings are an important feature of professional writing. They alert readers to upcoming topics and subtopics, help readers find their way around in long reports and skip what they are not interested in, and break up long stretches of straight text.

Headings are also useful for writers. They keep you organized and focused on the topic. When you begin using headings, your impulse may be to include the headings after  you’ve written the rough draft. Instead, visualize the headings  before  you start the rough draft, and plug them in as you write.

General Guidelines

  • Use headings to mark off the boundaries of the major sections and subsections of a report.
  • Make the phrasing of headings parallel.
  • Avoid “stacked” headings—any two consecutive headings without intervening text.
  • When possible, omit articles from the beginning of headings. For example, “The Pressurized Water Reactor” can easily be changed to “Pressurized Water Reactor” or, better yet, “Pressurized Water Reactors.”
  • Don’t use headings as lead-ins to lists or as figure titles.
  • Avoid “widowed” headings; that’s where a heading occurs at the bottom of a page and the text it introduces starts at the top of the next page. Keep at least two lines of body text with the heading, or force it to start the new page.

Format and Style

The style and format for headings shown in this chapter is not the “right” or the “only” one; it is just one among many. As illustrated in Figure 11.5 headings function like outline elements inserted into the text at those points where they apply.

When formatting your headings and subheadings, pay close attention to details such as vertical and horizontal spacing; capitalization; use of bold, italics, or underlining; and punctuation. Headings occur within the body of a document. Don’t confuse headings with document titles. Although titles may look like first-level headings in smaller documents, think of them as separate things.

First-level headings are the highest level of headings in your document. Apply the same format or style to all first-level headings. This style should be different from that which is applied to second-level heading. All second-level headings should have the same style. Similarly, this style should be different from that which is applied to third-level headings (and all third-level headings should have the same style), and so on. There are different ways and styles you can use to differentiate various levels of headings. Use whatever styles are appropriate for the document and audience.

Lists are useful because they emphasize selected information in regular text. Lists can be horizontal, with the listed items included directly in the sentence/paragraph. Lists can be vertical, such as when you see a list of three or four items strung out vertically on the page rather than in normal paragraph format. Lists, particularly vertical lists, are noticeable and readers are likely to pay more attention to them. Certain types of lists also make for easier reading. For example, in instructions, it is a big help for each step to be numbered and separated from the preceding and following steps. Lists also create more white space and spread out the text so that pages don’t seem like solid walls of words.

Like headings, the various types of lists are an important feature of professional writing. They help readers understand, remember, and review key points. They help readers follow a sequence of actions or events. They also break up long stretches of straight text.

Follow these general guidelines when making lists:

  • Use lists to highlight or emphasize text or to enumerate sequential items.
  • Use a lead-in to introduce the list items and to indicate the meaning or purpose of the list.
  • Make sure that each item in the list reads grammatically with the lead-in.
  • Make list items parallel in phrasing.
  • Avoid overusing lists because using too many lists destroys their effectiveness.

Bullet points are democratic, meaning each item in a bulleted list is of equal importance. This is in contrast to numbered lists where items may have different levels of importance, priority, or sequence. Use bulleted lists for items that are in no required order. Use numbered lists for items that are in a required order (such as step-by-step instructions) or for items that must be referred to by item number.

Emphasis, as the term is used here, is the use of typographical effects to call attention to text. These effects can include italics, bold, all-caps, quotation marks, colour, and so on. Emphasis attracts the attention of the reader—or “cues” them—to actions they must take or to information they must consider carefully. Practically any special textual effect that is different from regular body text can function as an emphasis technique. Things like italics, bold, underscores, caps, different size type, alternate fonts, colour, and more can act as emphasis techniques.

However, if emphasis techniques are used in excess, readers can become reluctant to read a text and may avoid it altogether because it is too busy or distracting.  NOTICE how UNREADABLE this sentence IS BECAUSE TOO MUCH emphasis is used .

Analyzing The Audience

As with any type of writing, when writing formal business reports, it is necessary to know your audience.  For example, if your audience is familiar with the background information related to your project, you don’t want to bombard them with details; instead, you will want to inform your audience about the aspects of your topic that they’re unfamiliar with or have limited knowledge of. In contrast, if your audience does not already know anything about your project, you will want to give them all of the necessary information for them to understand. Age and educational level are also important to consider when you write.  In addition, you don’t want to use technical jargon when writing to an audience of non-specialists.  These are just a couple of examples of different audience needs you will want to consider as you write your report.  

Educational Level and Subject Knowledge

While age may not necessarily be an issue in the business world—your audience will almost all be adults—educational level and knowledge of your subject are important to consider when writing your report.  If you are writing for someone outside of your specific field, you will either need to exclude technical jargon or provide in-text reminders or indications of what specific terms mean or items are.  For example, if you work for an automotive company, and you are writing on behalf of mechanical engineers but for an audience of business professionals, you don’t want to assume that your audience knows the names of all of the parts that make up an engine; you will have to use terms they will recognize. In some cases, a glossary of terms may be appropriate.

Expectations and Research

What does your audience expect to get out of reading your report?  What is its purpose?  Make sure that you have specifically responded to the expectations of your boss, manager, or client.  If your audience expects you to have research, make sure you know what type of research they expect. Do they want research from scholarly journal articles? Do they want you to conduct your own research?  No matter what type of research you do, make sure that it is properly documented using whatever format the audience prefers (MLA, APA, and Chicago Manual of Style are some of the most commonly-used formats).  You also want to establish a strong ethos in your report.  Use confident language that shows that you have done your research and present them with the research.

For further information about what types of research you may want to include, see this article about  research methods and methodologies .

Here are some questions to consider about your audience as you write:

  • What does your audience expect to learn from your report?
  • What type of ethos should you establish?
  • How much research does your audience expect you to have?
  • How current does your research need to be?
  • What types of sources does your audience expect you to have?
  • What is the age of your audience?
  • What is the educational level of your audience?
  • How much background information does your audience need?
  • What technical terms will your audience need defined?  What terms will they already be familiar with?
  • What is the cultural background of your audience?

Integrating Graphics

Sometimes, despite writing clearly and concisely, it can be helpful to your audience if you use supporting graphics–whether that be tables, illustrations, maps, photos, charts, or some other type of other visual aid.

Before getting into details on creating, formatting, and incorporating graphics, consider the types and their functions. You can use graphics to represent the following elements in your writing:

  • Objects: If you’re describing a fuel-injection system, you’ll probably need a drawing or diagram of the object. If you are explaining how to graft a fruit tree, you’ll need some illustrations of how that task is done. Photographs, drawings, diagrams, and schematics are the types of graphics that show objects.
  • Numbers:  If you’re discussing the rising cost of housing in Vancouver, you could use a table with the columns being for five-year periods since 1970; the rows could be for different types of housing. You could show the same data in the form of bar charts, pie charts, or line graphs. Tables, bar charts, pie charts, and line graphs are some of the principal ways to show numerical data.
  • Concepts:  If you want to show how your company is organized, such as the relationships of the different departments and officials, you could set up an organization chart, which is boxes and circles connected with lines showing how everything is hierarchically arranged and related. This would be an example of a graphic for a concept; this type depicts nonphysical, conceptual things and their relationships.
  • Words:  Graphics can be used to depict words. You’ve probably noticed how some textbooks may put key definitions in a box, maybe with different colours in the background. The same can be done with key points or extended examples.

Documenting Graphics

Just as you would cite and reference a paraphrase or a direct quote, so too must you cite and reference any graphics that you use that were created by someone else or that were based on someone else’s data. Indicate the source of any graphic or data you have borrowed. Whenever you borrow a graphic or data from some other source, document that fact in the figure title using an in-text citation. You should also include the reference information in the reference list.

Guidelines for Using Graphics

  • Use graphics  whenever they would normally be necessary.
  • Make sure your graphics are appropriate to your audience, subject matter, and purpose. Don’t include advanced, highly technical graphics your audience may not understand.
  • Intersperse graphics and text on the same page. Place graphics as near to the point in the text where they are relevant as is reasonable and don’t put them on pages by themselves or attach them to the end of documents. However, if a graphic does not fit properly on one page, put it at the top of the next, and continue with regular text on the preceding page. Don’t leave half a page blank just to keep a graphic near the text with which it is associated.
  • Always discuss graphics in nearby text preceding the graphic. Don’t just include a graphic without an explanation. Orient readers to the graphic and explain its basic meaning. They need to have a purpose and be introduced before the reader encounters them on the page. The first mention of a graphic is called a lead-in statement, and your graphics must always be introduced by a lead-in. Similarly, it is typically recommended to also use a lead-out statement after the graphic. This is a statement that connects the figure to the material that follows.
  • Use titles and labels for graphics.
  • Include identifying detail such as illustration labels, axis labels, keys, and so on.
  • Make sure graphics fit within normal margins—if they don’t, enlarge or reduce the copies. Leave at least 2 blank lines above and below graphics.

Computers have made it easier for professionals to create effective graphics. Most of the graphics in Figure 11.6 can be created in Microsoft Office Word and Excel. There may also be some occasions in which a formal report includes graphics from a particular print or online source. In these instances, it is critical to include a caption that presents the source of the graphic.

Figure 11.6 summarizes uses and audience benefits for the most frequently employed types of graphics.

Drawings, Diagrams, and Photos

To depict objects, place, people, and relationships between them, you can use photos, drawings, diagrams, and schematics. Just as you would cite and reference a paraphrase or a direct quote, so too must you cite and reference any illustrations, diagrams, and photos that you use that were created by someone else or that were based on someone else’s data. Indicate the source of any graphic or data you have borrowed. Whenever you borrow a graphic or data from some other source, document that fact in the figure title using an in-text citation. You should also include the reference information in the reference list.

Figure 11.6 | Types of Graphics

Tables, Charts, and Graphs

Tables are rows and columns of numbers and words (though mostly numbers). They permit rapid access to and relatively easy comparison of information. If the data is arranged chronologically (for example, sales figures over a ten-year period), the table can show trends—patterns of rising or falling activity. However, tables are not necessarily the most vivid or dramatic means of showing such trends or relationships between data—for that, you’d want to use a line graph, which is discussed in the next section.

Guidelines for using tables

Follow these general guidelines when making tables:

  • As with other types of graphics, you should refer to the table in the text just preceding the table.
  • You should also explain the general significance of the data in the table; don’t expect readers to figure it out entirely for themselves.
  • Don’t overwhelm readers with large tables! Simplify the table data down to just that amount of data that illustrates your point—without of course distorting that data.
  • Just as you would cite and reference a paraphrase or a direct quote, so too must you cite and reference any tables that you use that were created by someone else or that were based on someone else’s data. Indicate the source of any graphic or data you have borrowed. Whenever you borrow a graphic or data from some other source, document that fact in the figure title using an in-text citation. You should also include the reference information in the reference list.

Charts and Graphs

Charts and graphs are just another way of presenting the same data that is presented in tables. At the same time, however, you get less detail or less precision in a chart or graph than you do in the table. Imagine the difference between a table of sales figures for a ten-year period and a line graph for that same data. You get a better sense of the overall trend in the graph but not the precise dollar amount. Other types of charts and graphs are horizontal bar charts, vertical bar charts, and pie charts.

Just as you would cite and reference a paraphrase or a direct quote, so too must you cite and reference any charts or graphs that you use that were created by someone else or that were based on someone else’s data. Indicate the source of any graphic or data you have borrowed. Whenever you borrow a graphic or data from some other source, document that fact in the figure title using an in-text citation. You should also include the reference information in the reference list.

Checklist for Writing Reports

As you reread and revise your report, keep in mind the following:

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

Reports require organization and a clear purpose. Business reports can be informational, analytical, formal and informal. Though reports vary by size, format, and function, most include six key elements. As with any type of business writing, it is important to use audience analysis to determine the organization and content of reports.

End of Chapter Activities

11a. thinking about the content.

What are your key takeaways from this chapter? What is something you have learned or something you would like to add from your experience?

11b. Discussion Questions

Discussion Questions

  • Have you ever written a formal report?
  • Do you feel confident converting data into tables, charts and graphs?
  • Find an annual report for a business you would like to learn more about. Review it with the previous reading in mind and provide examples. Share and compare with classmates.

11c. Applying chapter concepts to a situation

Collecting Data From Customers

Quick Meals is a food delivery service that delivers a variety of meal options to customers at an affordable cost. They provide customers with a new menu each week that they can use to choose items from for lunch or dinner. This service is used regularly by schools and businesses that do not have a cafeteria but would like to provide students and staff with convenient meal choices.

Farshad works as an Operations Manager at Quick Meals. He notices that their services are in high demand and decides to change the menus to offer healthier and more organic options. As a result, the meals cost more. Their regular customers are not pleased with this, and there is an increase in complaints and a decrease in sales.

Upon noticing the changes, Farshad calls a meeting with the supervisor of the customer service department, Susan. He asks her to reach out to the customers to find out their thoughts on the menu changes. Farshad intends to use this information to adjust the menus again. However, this time, it will be to suit the needs of the customers.

How should Susan go about getting this information to determine the issue?

11d. Writing Activity

Watch this video from TED.com on Txtng is killing language. JK!!! . We can think about texting as the opposite of what we would do in a formal report. Summarize the video. Do you think formal reports will change in the future as the way we communicate changes?

Attribution

Content attribution.

This chapter contains information from Business Communication for Success  which is adapted from a work produced and distributed under a Creative Commons license (CC BY-NC-SA) in 2010 by a publisher who has requested that they and the original author not receive attribution. This adapted edition is produced by the  University of Minnesota Libraries Publishing  through the  eLearning Support Initiative ,  Business Communication For Everyone  (c) 2019 by Arley Cruthers and is licensed under a  Creative Commons-Attribution-NonCommercial-ShareAlike 4.0 International license , and Online Technical Writing by David McMurrey and is licensed under a  Creative Commons Attribution 4.0 International License .

Media Attribution

Geography Icon made by Freepik  from  www.flaticon.com

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Line Chart Icon made by DinosoftLabs from www.flaticon.com

Pie Chart Icon made by Freepik from www.flaticon.com

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Government of Canada, S. (2017, September 29). Measuring the economy, region by region. Retrieved June 30, 2020, from https://www.statcan.gc.ca/eng/blog/cs/economy

Government of Canada, S. (2018, September 27). Annual Demographic Estimates: Canada, Provinces and Territories, 2018 (Total Population only) Analysis: Total Population. Retrieved June 30, 2020, from https://www150.statcan.gc.ca/n1/pub/91-215-x/2018001/sec1-eng.htm

Government of Canada. (2020, June 30). Canadian Business Counts, with employees, December 2019. Retrieved June 30, 2020, from https://www150.statcan.gc.ca/t1/tbl1/en/tv.action?pid=3310022201

Guffey, M. E., & Almonte, R. (2019).  Essentials of Business Communication . Toronto, Ontario: Nelson.

Jeon, S., Liu, H., & Ostrovsky, Y. (2019, December 16). Measuring the Gig Economy in Canada Using Administrative Data. Retrieved June 30, 2020, from https://www150.statcan.gc.ca/n1/pub/11f0019m/11f0019m2019025-eng.htm

Chapter 11: Business Reports by Venecia Williams is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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Formal Report: What is it & How to Create it!

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If you run a business, we’re sure you have to take AT LEAST one decision every day.

It’s definitely a stressful thing to do…but what if we tell you that there’s something that can make your decision-making process easier? We’re talking about formal reports!

Formal reports are a part and parcel of every industry. They are written to provide information, analyze an issue, or make recommendations.

Formal reports are similar to your regular reports but they delve a little deeper into the details and format. They’re basically a fine-tuned version of regular reports.

Confused? Don’t worry, in this blog, we’ll cover everything from what formal reports are to how you can create them easily. So let’s get started!

What is a Formal Report? (Definition)

A formal report is an official report that includes detailed information, research, and other data necessary to make business decisions.

A formal report includes specific sections and divisions. These sections might be according to the rules of the company, or the requirements of the organization to which the report is being sent.

This report is generally written for outlining the details of some project, documenting the results of an experiment, solving a problem, and advocating a course of action.

A employee with a formal report

Depending on the topic, formal reports can be pages long and super-extensive.  Some examples of formal reports include:

  • Feasibility Report
  • Safety Report
  • Compliance Report
  • Recommendation Report
  • Annual Report

Now let’s understand why we need a formal report in the first place…

Read more:  Business Report: What is it & How to Write it? (Steps & Format)

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Benefits of a Formal Report

1. Clarity: A formal report focuses on key aspects of any given project. Such defined sections and parts help the reader to easily comprehend what’s being said. A formal report contains no jargon or unnecessary writing aspects that could mislead the reader and helps boost clarity.

2. Decision-Making Tool: Modern business organizations operate with a multitude of information daily. Formal reports deduce large pieces of information into sections that can be used to make decisions more quickly and aptly.

3. Offers accuracy : Formal reports contain plenty of facts and figures. It has concrete information that leaves no room for ambiguity. And this is what makes a formal report a completely reliable and accurate document.

4. Objectivity: A formal report is neutral and unbiased. And if an analysis is put forth, then it is clearly backed up with hard-hitting facts and figures. This makes the formal report a great citation to be used in other reports!

5. Valuable Source of Information : Formal reports act as a valuable source of information that can be used in the future. They are pieces of evidence of everything that happened n an organization and how they tackled it.

The benefits of formal reports are endless and that is why it is pivotal that you create one in the most perfect way possible. So without further ado, let’s dive straight into learning how to create formal reports!

How To Create a Formal Report? (Step By Step)

Step 1. start with a plan .

It’s crucial that you know what you want to achieve with this report. Think of it as a project that you would handle. This way your report has a better chance of being clear and concise.

Also, if you are writing a formal report for your organization, make sure you check if there is an established format that needs to be followed. With such specified formats, your reports have a better chance of looking all the more professional.

Step  2. Title 

The first part of a formal report is an introductory page that includes all the basic details of the report. Follow this order for your report:

  • Name of the report
  • Name, title, and organization of the individual receiving the report
  • Name of the author and any necessary identifying information
  • Date of submission

Keep in mind that all these parts are equally spaced and clearly visible as it offers the first impression for what’s to come.

Step  3. Letter Of Transmittal 

The transmittal letter is a letter that informs the recipient of the topic and purpose of your report. The letter also specifies what other documents are included in the report.

The letter of transmittal should be formatted as a business letter. Some people also prefer a memo over a letter.

Make sure that you use a certain level of formality depending on your relationship with the reader. Although, it’s crucial that all your letters are professional when you’re writing to someone who you don’t particularly know, closer attention to detail will go a long way!

Step  4. Table Of Contents

Next in line is a table of contents. This part helps the reader to easily locate parts of your formal report, especially if it’s a long read.

Include headings, sub-headings, and also mention the corresponding page numbers. Write the heading exactly like it’s written within your report.

If you are using Bit.ai for your documents and reports then this will be automatically created based on your headers and sub-headers.

Read more:  Performance Report: What is it & How to Create it? (Steps Included)

Step  5. Executive Summary 

An executive summary is a complete overview of your formal report.  It’s very useful especially if the reader doesn’t have the time to read the entirety of your report.

The executive summary should include a:

  • Summary of purpose
  • Overview of Key Findings
  • Conclusions
  • Overview of Recommendations (If Mentioned)

Although an executive summary comes early on in your report, it’d be wise to write this part only after you’ve completed the rest of your report. Also, keep it as condensed as possible.

Step  6. Introduction 

The body of a formal report starts with an introduction.

Mention the details of why you are writing the report in the first place. Include the purpose, set the stage for what’s to come, and mention any vital background information on the topic.

Provide definitions for technical terms and other definitions about your overall project, if necessary.

Read more:   Grant Proposal: What, Why & How to Write it?

Step  7. Present Your Findings 

This part will probably be the lengthiest part of your report. Present the results of your study succinctly with enough information to back it up.

These findings will form the foundation for your conclusion. Use bullet points, headings, and subheadings to make sure everything is clearly understood and organized.

As you present all key evidence, make sure you include graphics and illustrations for easier comprehension. Long paragraphs filled with numbers and data tend to bore most audiences, and graphics offer much-needed relief and enhance the overall look of your formal report.

An employee is adding files to his report

Keep in mind that you only use graphics when needed and employ them effectively. Too many graphics are just as bad as none. Strike the perfect balance between text and graphics, and your report will work wonders!

Step  8. Conclusion And Recommendations

This section simply conveys the key results from your findings.

Along with a proper conclusion, you need to mention recommendations too, that offer a course of action to resolve the issue highlighted in your report.

If you add any goals, make sure they are measurable!

Step  9. Bibliography Or Citations 

If you are sourcing information from other sources in your formal report then you should include a bibliography. Basically, include all the sources that have been used in the report. Label each of these sources clearly and also refer to the pages where they’ve been used.

…and that is all! We understand that taking time off your crammed schedule to create a power-packed formal report may seem distressing.

So how do you do it in the most efficient way possible? Let us tell you!

Create Mind-Blowing Formal Reports With Bit.ai   

If you want your formal report to be awesome, you need to make sure that it has the perfect format and that it has stunning visuals in it.

And all this can be a hassle….BUT NOT ANYMORE!

Bit features infographic

Check out how you can woo your readers by using Bit as your helping hand…

1. All Your Teams Under One Single Roof

Creating a report all alone is a daunting task. You have to research content, dig up the numbers, collect and organize a lot of data, come up with an outline, and so much more. That is why Bit allows you to bring all your relevant teams together for report creation!

Here, you can create as many workspaces as you want around different teams and collaborate with them on your report in real-time. You can finally say goodbye to emails for communicating across teams!

2. Rich Media Integrations 

To engage your readers, you need to add a variety of graphics and other media in your report. Most documentation platforms let you add only static images which can also be pretty dull after a certain point.

But, Bit.ai integrates with over 100+ popular applications (YouTube, Typeform, LucidChart, Spotify, Google Drive, etc.) so you can add any type of rich media in their reports beyond just text and images.

3. Live Analytics For Your Report

Bit allows you to share your documents with your clients via a “trackable link”. This link provides you with awesome insights and analytics. You can see who viewed your report and how much time they spend on your report.

You can also see how far down your readers have scrolled your report and where your reader lost interest. This way, you can make the changes accordingly the next time around.

4. Design Automation

Bit.ai has a plethora of stunning templates that you can use for creating documents that are fully responsive. Just put your content and let Bit take care of the formatting. That’s not it! Bit offers design automation which makes every document that you create eye-catching. You can change the layout and color theme of the document with one click.

5. Client Portal

Let’s say you wanted to share your formal report with your clients but you don’t want them to see or edit anything else. Well, with Bit’s client portal all of that is possible!

You can invite your clients into your workspaces through guest access. You can give them access to the document and everything else will be removed from their view and access. Guests can get two types of access to documents: read-only or comment-only.

This way you can communicate in a hassle-free manner with all your clients!

And There Is More To It…

With many intriguing templates and a myriad of features , Bit is an all-rounded tool for all your reporting needs. Trust us, your data is secure here and your work will become more efficient than ever with Bit!

When it comes to formal reports, it’s all about the details!

Yes, we know that creating reports is not the most enticing and glamorous job but no one said it needs to be boring!

With Bit.ai, creating formal reports will not only become an easy task but your reports will be a refreshing change from those dull black and white ones.

Don’t wait any longer – the next time a formal report shows up on your to-do list, no more whining, use Bit, and woo your teams with intriguing formal reports!

Did you enjoy our blog on creating formal reports? Let us know by tweeting us @bit_docs, we’d love to hear from you!

Further reads: 

Project Timeline: What is it & How to Create it? (Step By Step)

Annual Report: What is it & How to Create it?

Formal Letter: What Is It & How to Create it?

How to Write a Business Case: Step By Step Guide

Progress Report: What is it & How to Write it? (Steps & Format)

KPI Report: What it is & How to Create a Perfect One?

Survey Report: What is it & How to Create it?

Marketing Report: Definition, Types, Benefits & Things to Include!

Sales Report: What is it and How to Create One?

Technical Report: What is it & How to Write it? (Steps & Structure Included)

Consulting Proposal: What is it & How to Create it? (Steps Included)

Formal reports - Pinterest

10 Best Customer Retention Strategies for Startups!

Complaint Letter: What is it & How to Create it? (With Examples)

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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. 

Master the art of professional Email communication with our Email Etiquette Training – Boost your online presence and productivity now!  

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. 

Unleash your creativity and become a master storyteller with our Creative Writing Training - Start your writing journey now!  

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. 

Unlock the power of effective communication with our Report Writing Training - Start crafting impactful Reports today!  

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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Chapter 6: Reports

How to write a formal report, learning outcomes.

  • Discuss how to write a formal report

Writing formal reports, like informal report, and that of any other writing task follows the same three steps. First is the planning. Second is the writing. Third is the revising.

Image of three circles representing the planning, writing, and revising stages of the writing process. The first circle on the left is blue with white text that says "Plan purpose preliminary research outline/ organize". The middle circle is purple with white text that says "write writing phrasing/wording layout and pages". The last circle on the right is green and in white text says "Revise grammar proofreading verify purpose".

Planning Your Formal Report

In all business writing, the first step is to check and see whether there is a prescribed structure for the document that is about to be created. If so, follow that. Many formal reports have specific formats that must be followed exactly. For example, some sales proposal requests and responses become part of a contract; therefore, you should ensure documents such as these have a legal review both in the planning of the document and as a part of the final review step.

Other steps in preparation of a formal report follow in the same way as those for an informal report. In an informal report, however, it is less likely there will be multiple writers. With a formal report, there may be many contributors. If so, it is important to meet as a group to divide the work, talk about style, and plan how the final document will be assembled and edited to ensure a common voice or tone throughout. You may wish to consider some of the strategies discussed in Chapter 12: Collaboration in and Across Teams.

Next you’ll complete any data gathering needed. A formal report likely requires extensive planning and data gathering: some proposals may require weeks or months in researching and preparing. For example, think about a proposal for the next three years of new store locations or construction. The author (likely a team of authors) will need primary and secondary research, which takes a great deal of time to gather and analyze.

You will use knowledge of that data to create the report’s outline. In constructing that outline, again consider the depth of understanding of the reader and the likelihood the reader’s views align with that of the report’s determination.

With group writing, there may be several coordination meetings at each stage of the document’s creation.

Writing Your Formal Report

Writing the formal report is a much easier task once you have created a detailed outline in the planning process. This outline is what helps the writing move along, as you already know exactly what is to be provided where and when. When writing a formal report as a team, a carefully constructed outline facilitates assigning sections of the report to different authors from the team. The writer or writers can then focus on paragraph structure, wording, and phrasing using the lessons found in Chapter 2: Writing in Business.

With a formal report, it is extremely rare to see the casual phrasing that might be found in a short message or informal report. Formal reports rarely use personal pronouns, contractions, or passive verb structures. However, this does not mean the language should be stilted or use excessively long words. You’ll continue to use the same clarity of wording as in all business communications.

Formatting Your Report

Formal reports implement many of the formatting skills you learned earlier. Usually formal reports are single spaced with double spaces between paragraphs. Usually paragraphs are not indented, but this may vary from organization to organization. The right hand side of paragraphs are left ragged.

Section headings are always provided in a formal report. It is acceptable to use labels to match the section’s purpose (e.g., Introduction, Findings, Research Methods). The headings may also use terms directly related to the report’s purpose such as “Fruit Spoilage Problem,” “Facts about Fruit Spoilage,” “Suggestions to Improve Fruit Freshness.” You may also have specific subheadings within more general section titles.

Formal reports of all types use page numbers.The pages may be numbered in a format such as 1–50, or they may be numbered by the section, such as Methods 1–Methods 50. The material in the front part of a report is generally numbered in lowercase roman numerals (i–ix).

Revising Your Formal Report

Because of the length and possible subject complexity of formal reports, the final review takes more time than you might expect and involves more people. As mentioned in the start of this section, some reports may require additional legal review.

The most effective way to ensure a professional document is to have a team of individuals independently read the document, marking changes, corrections, and questions as they go. This team then meets as a group with one individual charged with collecting all corrections. This person ensures continuity across the entire document. If such a formal process cannot be completed, then you should work to ensure there are at least two reviewers who review work they themselves did not write.

As mentioned before, the final revision must consider both grammar and style issues as well as revisiting the primary purpose of the document.

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formal report writing meaning

Report Writing And Its Significance In Your Career

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

Report Writing And Its Significance In Your Career

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

What Is Report Writing?

Elements of report writing, importance of report writing.

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

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

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

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

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

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

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

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

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

Executive Summary:

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

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

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

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

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

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

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

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

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

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

The summary should communicate the message clearly and independently.

Introduction:  

The introduction section should:

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

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

Define the relevant objectives and purpose of the report

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

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

Discussion:

This section serves two purposes:

It justifies the recommendations.

It explains the conclusions.

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

Present your analysis logically.

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

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

Connect your theory with real-life scenarios

Conclusion:

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

  • The primary conclusion should come first.

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

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

Keep the conclusion brief and specific.

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

Decision-Making Tool

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

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

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

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

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

Professional Improvements

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

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

Quick Source For Problem-Solving

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

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

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

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

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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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  • Steps in Report Writing: Report Writing Format

Report writing is a formal style of writing elaborately on a topic. The tone of a report and report writing format is always formal. The important section to focus on is the target audience. For example – report writing about a school event, report writing about a business case, etc.

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Introduction.

All your facts and information presented in the report not only have to be 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.

One needs to write reports with much analysis. 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. Mostly, it is specified by the person who’s asked for the report whether they would like your take or not if that is the case.

report writing format

In many cases, you need to be clear about your own suggestions too for a specific case after a factual report. That depends on why are you writing the report and who you are writing it for in the first place. Knowing your audience’s motive for asking for that report is very important as it sets the course of the facts focused in your report .

These different kinds of reports are also covered in our previous chapter in reports writing. We recommend you to read our chapter on kinds of reports before diving into the report format. Now that we have some idea about report-writing, let’s get straight into our report writing format.

Report Writing Format

Following are the parts of a report format that is most common..

  • Executive summary – highlights of the main report
  • Table of Contents – index page
  • Introduction – origin, essentials of the main subject
  • Body – main report
  • Conclusion – inferences, measures taken, projections
  • Reference – sources of information

Let us understand each one of them in detail.

Executive summary.

You summarize the main points of the report, such as the report topic, the data obtained, the data analysis methods, and recommendations based on the data. The summary could be as short as a paragraph or as long as five pages, depending on the length of the full report.

Usually, the recipient of the report doesn’t always have the time to read through the entire report. This summary gives the reader a gist of the important points.

Remember that although attached as the first page, this summary is always putting a perspective for the entire report, meaning that effort-wise, the writer always needs to include it at the end.

Most importantly, the summary should contain:

  • the purpose of the report
  • what you did (analysis) and what you found (results)
  • your recommendations; these recommendations should be short and not go beyond a page

Table of Contents

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.

This section is the beginning of your report. It highlights the major topics that are covered and provides background information on why the data in the report was collected. It also contains a top view of what’s covered in the report.

The body of the report describes the problem, the data that was collected, sometimes in the form of table or charts , and discusses with reasons. The body is usually broken into subsections, with subheadings that highlight the further breakdown of a point. Report writing format is very specific that way about clear and crisp headings and subheadings.

This just structures out readers clarity in understanding and further enhances the logical flow that can get hard to follow. Since a report has no personal bias or opinions, you can imagine that reading through a report can be a bit boring and people may find it hard to follow through. In such a case, it’s always best to create pointers and lay out the points in short and simple methods .

Note: Tables and figures must all be labeled

At the end of our main body lies the tying of ends together in the much-awaited conclusion . The conclusion explains how the data described in the body of the document may be interpreted or what conclusions may be drawn. The conclusion often suggests how to use the data to improve some aspect of the business or recommends additional research.

This solution then may be implemented to solve a given problem the report was made for in the first place. Big consultancies or service providers prepare reports in the form of Microsoft Powerpoint or the Keynote in Mac to present to the stakeholders. At the end of which lies the conclusive suggestion section.

If you used other sources of information to help write your report, such as a government database, you would include that in the  references . The references section lists the resources used to research or collect the data for the report. References provide proof for your points. Also, this provides solid reasoning for the readers so that they can review the original data sources themselves. Also, credit must be given where credit is due.

Lastly, comes the appendix. Although this one is not necessary, more like an optional element. This may include additional technical information that is not necessary to the explanation provided in the body and conclusion but further supports the findings, such as tables or charts or pictures, or additional research not cited in the body but relevant to the discussion. Note: Tables and figures must all be labelled.

In case you want to closely look at report writing format example or take a look at the report writing sample, our next chapter will have a clear example of the same. Stay tuned.

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

    1 Choose a topic based on the assignment. Before you start writing, you need to pick the topic of your report. Often, the topic is assigned for you, as with most business reports, or predetermined by the nature of your work, as with scientific reports. If that's the case, you can ignore this step and move on.

  2. 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 ...

  3. Writing Formal Reports

    Writing Formal Reports While you may write much shorter, more casual reports, it's helpful to go into a bit of detail about formal reports. Formal reports are modular, which means that they have many pieces. ... Understanding the parts of the report can be challenging, so test your knowledge by dragging the part of the report to its definition.

  4. An Example of a Formal Report (With Types and a Template)

    A formal business report is an official document used to organize statistics, research, and data to help decision-makers analyze information. Formal reports can encompass several pages or many, depending on the topic presented. Related: Everything You Need to Know About Report Writing Example of a formal report An example of a formal report ...

  5. Formal Report Categories, Examples & Format

    Formal reports should be clear and concise and written in a formal business tone, avoiding slang and the overuse of jargon. When writing a formal report, planning and rhetorical awareness ...

  6. Formal Reports

    Many business professionals need to write a formal report at some point during their career, and some professionals write them on a regular basis. Key decision makers in business, education, and government use formal reports to make important decisions. As opposed to informational reports that offer facts and information without analysis, formal reports provide the end product of a thorough ...

  7. Unit 40: Report Type and Function: Formal Report

    A formal report is a document that analyzes information, determines conclusions and offers recommendations to solve problems. Formal reports are the result of the gathering and analyzing of large amounts of data. This data is then presented to decision makers in business, industry, and government to aid in the process of making important decisions.

  8. 11.2 Writing a Formal Report

    Type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single-spaced, using a combination of upper and lowercase letters. Figure 11.2 demonstrates the organization of a typical table of contents and executive summary for a report.

  9. 9.16: How to Write a Formal Report

    Section headings are always provided in a formal report. It is acceptable to use labels to match the section's purpose (e.g., Introduction, Findings, Research Methods). The headings may also use terms directly related to the report's purpose such as "Fruit Spoilage Problem," "Facts about Fruit Spoilage," "Suggestions to Improve ...

  10. 6.7: How to Write a Formal Report

    When writing a formal report as a team, a carefully constructed outline facilitates assigning sections of the report to different authors from the team. The writer or writers can then focus on paragraph structure, wording, and phrasing using the lessons found in Module 2: Writing in Business. ... contractions, or passive verb structures ...

  11. 9.4: Writing Formal Reports

    Title of the report. This should appear 2 inches from the top margin in uppercase letters. Name, title, and organization of the individual receiving the report. Type "Prepared for" on one line, followed by two separate lines that provide the receiving organization's name and then the city and state.

  12. Chapter 11: Business Reports

    Although writing a formal report can seem like a daunting task, the final product enables you to contribute directly to your company's success. ... Use a lead-in to introduce the list items and to indicate the meaning or purpose of the list. Make sure that each item in the list reads grammatically with the lead-in. Make list items parallel in ...

  13. Formal Report: What is it & How to Create it!

    Step 4. Table Of Contents. Next in line is a table of contents. This part helps the reader to easily locate parts of your formal report, especially if it's a long read. Include headings, sub-headings, and also mention the corresponding page numbers. Write the heading exactly like it's written within your report.

  14. What is Report Writing? Introduction, Types & Format

    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 ...

  15. How To Write a Report in 7 Steps (Plus Tips)

    Knowing how to write a successful report can make you a valuable asset in your current workplace or an appealing candidate for new employers. Here are some steps to follow when writing a report: 1. Decide on terms of reference. Many formal reports include a section that details the document's "terms of reference" (or ToR).

  16. How to Write a Formal Report

    Formal reports implement many of the formatting skills you learned earlier. Usually formal reports are single spaced with double spaces between paragraphs. Usually paragraphs are not indented, but this may vary from organization to organization. The right hand side of paragraphs are left ragged. Section headings are always provided in a formal ...

  17. Formal Reports

    Define types of formal reports, including proposals; Discuss different methods of sharing formal reports; ... When writing a formal report as a team, a carefully constructed outline facilitates assigning sections of the report to different authors from the team. The writer or writers can then focus on paragraph structure, wording, and phrasing ...

  18. What Is Report Writing?

    According to the commonly known definition of report writing, a report is a formal document that elaborates on a topic using facts, charts, and graphs to support its arguments and findings. Any report—whether it's about a business event or one that describes the processes of various departments in a company—is meant for a particular type ...

  19. Report Writing: How to Write, Format, Tips, Samples & 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:

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

    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.

  21. Steps in Report Writing: Report Writing Format Explained

    Report writing is a formal style of writing elaborately on a topic. The tone of a report and report writing format is always formal. ... Remember that although attached as the first page, this summary is always putting a perspective for the entire report, meaning that effort-wise, the writer always needs to include it at the end. Most ...

  22. Report Writing Format and Types of formal reports

    Report writing types of Reports and method of writing a formal report to any proper Authorities.In this video you will know the definition of report, types o...

  23. Informal Report Definition, Types & Examples

    Informal report types include: Informational reports: share information. Analytical reports: provide an analysis or recommendation in addition to sharing information. Progress reports: discuss ...