write a report

How to write a report (with tips and examples)

Delve into our practical guide designed to improve your report writing skills. Explore example reports and discover useful tips for writing clear and effective reports.

1. Understand Your Purpose: Always start with a clear understanding of your report's objective. This clarity guides your research, the writing process, and the way you present your findings.

2. Emphasize Clarity and Precision: Your report should be written in clear, simple language. Prioritize precision and avoid unnecessary jargon. Use visuals to represent complex data effectively.

3. Refine Through Revision: Never underestimate the power of editing and proofreading. These steps are critical in enhancing the quality of your report. Additionally, seeking feedback from colleagues or mentors can provide valuable insights.

What is a Report?

Imagine having to comprehend the intricate details of a six-month-long project in a single meeting, or having to make an informed decision based on a sea of raw data. Overwhelming, isn't it? This is where the power of a report comes into play.

A report is a strategic tool that communicates the results of an investigation, a project, or any complex analysis in a clear and concise way. It is the torchlight that cuts through the dense forest of data and information, guiding us toward understanding and action.

At its heart, a report is about simplicity and clarity. It takes the core findings from a more complex investigation and distills them into a simpler, easier-to-follow narrative.

Take, for example, a Financial Analysis Report in a business setting. Such a report takes a mountain of financial data – from revenue to expenses, assets to liabilities – and transforms it into a clear analysis that highlights the company's financial health, trends, and areas that need attention. By distilling complex financial data into a digestible format, the report empowers decision-makers to understand the company's financial state and make informed strategic decisions.

Types of Report

Reports come in all shapes and sizes, each designed to communicate specific types of information to particular audiences. Here are five common types of reports used in a professional setting:

Project Status Report

As its name suggests, a Project Status Report provides an update on a specific project's progress. It typically includes information about completed tasks, ongoing work, any challenges encountered, and next steps. This report is crucial in keeping stakeholders informed and facilitating timely decision-making. For example, a project manager in an IT company might prepare a weekly Project Status Report to update the leadership team about the progress of a new software development project.

Financial Report

A Financial Report is an essential document in the business world. It provides a comprehensive overview of a company's financial health, including details about revenue, expenses, profits, losses, assets, and liabilities. These reports, often prepared quarterly or annually, help stakeholders, investors, and decision-makers understand the company's financial performance and make better-informed strategic decisions.

Research Report

Research Reports are commonly used in both academia and various industries. These reports present the findings from a research study, detailing the research methods, data collected, analysis, and conclusions drawn. For instance, a market research report might reveal consumer behavior trends, helping a company shape its marketing strategy.

Audit Report

An Audit Report is a formal document outlining an auditor's unbiased examination of a company's financial statements. It gives stakeholders confidence in the company's financial integrity and compliance with regulatory standards.

Progress Report

A Progress Report is often used to monitor the advancement of ongoing work or projects. These reports can be on an individual, team, or organizational level. For example, a sales team might produce a monthly progress report showing sales volumes, trends, and areas for improvement.

Each type of report serves its unique purpose and shares a common goal: to transform complex information into an accessible format that drives understanding, decision-making, and progress.

How to Format a Report

Every report requires a structured format for clear communication. The actual format of a report might vary depending on its purpose and formality, but here are the key components of an effective report:

1. Title Page: The Title Page should include the report's title, your name, the date, and often the name of your organization or institution.

2. Executive Summary: A succinct overview of the report's key points, findings, and implications. This section gives the reader a clear idea of what to expect from the report. Sometimes it's easier to compose this section last, once the rest of the report has been completed.

3. Table of Contents: A systematic list of the report's sections and subsections, acting as a navigational tool for your reader.

4. Introduction: The foundational part of the report. It introduces the topic, outlines the report's purpose, and defines its scope, preparing the reader for what's to come.

5. Methodology: An explanation of the methods and tools used for gathering and analyzing data. This section establishes the credibility of your findings and helps the reader comprehend your investigative process. This is perhaps more common in an academic setting: a project status report, for example, is less likely to need a section dedicated to methodology.

6. Findings/Results: The section where you detail your data and the results of your analysis. This is the core of your report, presenting the results of your investigation or research. As well as written data, you should include graphs, images and tables to present your findings, where appropriate.

7. Conclusion: The summary and interpretation of your findings. It reaffirms the insights your report offers and solidifies the report's overall message.

8. Recommendations: Based on the findings, this section proposes future actions or improvements, steering the course for next steps.

The final two sections are perhaps more common in an academic report, but both are worth mentioning here too:

9. Appendices: A place for any supplementary information or data that supports your report but isn't part of the main flow. It serves as a resource for readers interested in delving deeper into the topic.

10. References/Bibliography: A list of all the sources you've cited in your report. This section gives due credit to the referenced works and showcases the depth of your research.

How to Write a Report

Writing a compelling report is a skill crucial to various professional roles, no matter what position or industry you’re in. While the subject of each report might differ, there are key steps to creating an impactful document:

1. Understand the Purpose

Before you start writing, make sure you fully understand the purpose of your report. Why is it needed? What questions should it answer? Who will be reading it? Understanding these factors will guide your research, writing style, and the overall structure of your report.

2. Conduct Thorough Research

A strong report is based on accurate and comprehensive data. In a business setting, this research is usually based on your own data, whereas in an academic setting you'll often rely on external data sources. Take the time to research your topic thoroughly, using reliable and relevant sources. Keep track of all the sources you consult—you’ll need them for your bibliography.

3. Plan Your Report

Start with an outline. This step ensures your report has a logical flow and covers all necessary points. Just like a blueprint, an outline helps you structure your thoughts, organize your data, and divide your content into meaningful sections.

4. Write Clearly and Concisely

Your goal is to communicate, not to confuse. Keep your language simple and your sentences short. Make your points clearly, and support them with facts. Avoid jargon unless it's necessary and you're certain your audience understands it.

5. Use Visuals When Helpful

Charts, graphs, tables, and other visual aids can enhance your report by illustrating complex data in a digestible way. Ensure all visuals are relevant, appropriately labelled, and referenced in the text.

6. Draft and Revise

Your first draft won't be perfect, and that's okay. The key is to start writing. Once you have your thoughts on paper, you can refine and reorganize the content. Revising is a critical part of the writing process —never underestimate its power.

7. Proofread

Review your report for grammar, punctuation, and spelling errors. Also, ensure all data and facts are accurate, and all sources are correctly cited (where applicable). An error-free report enhances your credibility and reflects your attention to detail.

8. Get Feedback

If possible, have a colleague or mentor review your report before finalizing it. They can provide fresh perspectives, point out any gaps, and suggest improvements.

9. Distribute the Report

Once your report is finalized, it's time to share your work. Distribute it to the appropriate audience, which may include your team, supervisor, or client. If the report will be discussed in a meeting or presentation , it might be helpful to distribute it in advance to give everyone a chance to review it.

Remember, writing a strong report is a blend of strategic thinking, thorough research, clear communication, and attention to detail.

Tips for Writing Successful Reports

While the structure and purpose of reports may vary, certain principles apply universally to create successful documents. Here are five tips to elevate your report writing:

1. Maintain Objectivity

Your report should present data and facts as objectively as possible. Avoid letting personal biases influence the way you present information. Even when you're interpreting results or making recommendations, ensure that your conclusions are driven by the evidence at hand.

2. Stay Focused

Each report should have a single, clear purpose. Avoid going off on tangents or including irrelevant information. While it's important to provide context and background, don't lose sight of your report's main objective.

3. Think About Your Audience

Tailor your language, tone, and level of detail to the needs and understanding of your audience. A report written for experts in your field may use different language than one written for non-specialists. Always explain technical terms or industry jargon that your readers may not be familiar with.

4. Validate Your Points

Support every assertion you make with evidence or data. This adds credibility to your report and allows readers to understand the basis of your conclusions. Wherever possible, use graphics or visuals to illustrate your points—it’s a powerful way to represent data and ideas.

5. Format consistently

Consistency lends your report a professional look and helps readability. Stick to a consistent format in terms of font, spacing, heading styles, and captioning. Ensure your visuals are in sync with the rest of the document in terms of style and color scheme.

Reports are powerful communication tools, vital in various professional settings. The ability to write an effective report is a skill that can significantly enhance your impact in the workplace. From understanding what a report is, knowing the different types of reports, through to formatting and writing your report, the goal of this guide was to provide a comprehensive overview to help you excel in this critical skill.

By keeping the report’s purpose in mind, conducting thorough research, using a clear and concise writing style, and meticulously revising and proofreading your document, you can ensure your report not only communicates its intended information but does so in an engaging, digestible manner. Employing these strategies, combined with the tips offered, will help you create high-quality, impactful reports.

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

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

Sounds familiar?

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

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

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

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

What is report writing?

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

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

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

Sounds easy enough, right? 

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

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

Types of reports

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

The most common types of reports are: 

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

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

How to write a report without feeling overwhelmed

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

These three stages are: 

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

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

Stage 1: Pre-writing 

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

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

Understand the purpose of your report

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

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

Research your topic

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

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

Make a report outline

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

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

Stage 2: Writing

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

Follow the proper report writing format

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

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

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

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

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

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

Reports should usually be written in the third person.

Edit and proofread the article

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

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

Stage 3: Post-writing

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

Format your report

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

Incorporate visuals

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

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

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

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

Share your report

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

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

How to add visuals to your report

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

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

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

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

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

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

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

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

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

Survey report template 

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

Research report template 

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

Corporate report template 

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

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

Case study report template

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

Marketing report template

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

Financial report template 

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

Annual report template 

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

See more report templates by creating a free Piktochart account . 

Quick checklist for better report writing

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

Purpose and audience

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

Structure and organization

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

Accuracy and analysis

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

Writing style and clarity

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

Acknowledgment and citation

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

Proofreading

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

Make engaging and effective reports quickly with Piktochart

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

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

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

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

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

Kyjean Tomboc is an experienced content marketer for healthcare, design, and SaaS brands. She also manages content (like a digital librarian of sorts). She lives for mountain trips, lap swimming, books, and cats.

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Ultimate Guide on How to Write a Report Tips and Sample

Defining a Report

A report is a type of writing that represents information, data, and research findings on a specific topic. The writer is expected to deliver a well-structured, credible, and informative text that dives into the small details of a certain topic, discussing its benefits and challenges.

Reports serve many important purposes. They provide recorded facts and findings. They are used to analyze data and draw insights that can be used for decision-making. Some reports serve as compliance checks to ensure that organizations meet certain standards and requirements. Also, reports are a formal way to communicate valuable information to decision-makers and stakeholders.

A report paper can be academic or about sales, science, business, etc. But unlike other texts, report writing takes much more than getting acquainted with the subject and forming an opinion about it. Report preparation is the most important stage of the writing process. Whether you are assigned to write an academic or a sales paper, before you start writing, you must do thorough research on the topic and ensure that every source of information is trustworthy.

Report writing has its rules. In this article, we will cover everything from how to start a report to how to format one. Below you will find a student research report sample. Check our paper writer service if you want one designed specifically for your requirements.

Student Research Report Sample

Before you read our article on how to write an act essay , see what an informative and well-structured report looks like. Below you will find a sample report that follows the format and tips we suggested in the article.

Explore and learn more about comprehensive but concise reports.

What are the Report Types

As mentioned, there are plenty of different types of report papers. Even though they are very formal, academic reports are only one of many people will come across in their lifetime. Some reports concentrate on the annual performance of a company, some on a project's progress, and others on scientific findings.

Next, we will elaborate more on different sorts of reports, their contents, and their purpose. Don't forget to also check out our report example that you can find below.

Academic Reports

An academic report represents supported data and information about a particular subject. This could be a historical event, a book, or a scientific finding. The credibility of such academic writing is very important as it, in the future, could be used as a backup for dissertations, essays, and other academic work.

Students are often assigned to write reports to test their understanding of a topic. They also provide evidence of the student's ability to critically analyze and synthesize information. It also demonstrates the student's writing skills and ability to simply convey complex findings and ideas.

Remember that the report outline will affect your final grade when writing an academic report. If you want to learn about the correct report writing format, keep reading the article. If you want to save time, you can always buy essays online .

Project Reports

Every project has numerous stakeholders who like to keep an eye on how things are going. This can be challenging if the number of people who need to be kept in the loop is high. One way to ensure everyone is updated and on the same page is periodic project reports.

Project managers are often assigned to make a report for people that affect the project's fate. It is a detailed document that summarizes the work done during the project and the work that needs to be completed. It informs about deadlines and helps form coherent expectations. Previous reports can be used as a reference point as the project progresses.

Sales Reports

Sales reports are excellent ways to keep your team updated on your sales strategies. It provides significant information to stakeholders, including managers, investors, and executives, so they can make informed decisions about the direction of their business.

A sales report usually provides information about a company's sales performance over a precise period. These reports include information about the revenue generated, the total number of units sold, and other metrics that help the company define the success of sales performance.

Sales report preparation is a meticulous job. To communicate information engagingly, you can put together graphs showing various information, including engagement increase, profit margins, and more.

Business Reports

If you were assigned a business report, something tells us you are wondering how to write a report for work. Let us tell you that the strategy is not much different from writing an academic report. A Strong thesis statement, compelling storytelling, credible sources, and correct format are all that matter.

Business reports can take many forms, such as marketing reports, operational reports, market research reports, feasible studies, and more. The purpose of such report writing is to provide analysis and recommendations to support decision-making and help shape a company's future strategy.

Most business reports include charts, graphs, and other visual aids that help illustrate key points and make complex information easy to digest. 

Scientific Reports

Scientific reports present the results of scientific research or investigation to a specific audience. Unlike book reports, a scientific report is always reviewed by other experts in the field for its accuracy, quality, and relevance.

If you are a scientist or a science student, you can't escape writing a lab report. You will need to provide background information on the research topic and explain the study's purpose. A scientific report includes a discussion part where the researcher interprets the results and significance of the study.

Whether you are assigned to write medical reports or make a report about new findings in the field of physics, your writing should always have an introduction, methodology, results, conclusion, and references. These are the foundation of a well-written report.

Annual Reports

An annual report is a comprehensive piece of writing that provides information about a company's performance over a year. In its nature, it might remind us of extended financial reports.

Annual reports represent types of longer reports. They usually include an overview of a company's activities, a financial summary, detailed product and service information, and market conditions. But it's not just a report of the company's performance in the sales market, but also an overview of its social responsibility programs and sustainability activities.

The format of annual report writing depends on the company's specific requirements, the needs of its stakeholder, and the regulation of the country it's based.

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Report Format

As we've seen throughout this article, various types of reports exist. And even though their content differs, they share one essential element: report writing format. Structure, research methods, grammar, and reference lists are equally important to different reports.

Keep in mind that while the general format is the same for every type, you still need to check the requirements of the assigned report before writing one. School reports, lab reports, and financial reports are three different types of the same category.

We are now moving on to discuss the general report format. Let's direct our attention to how to start a report.

Title : You need a comprehensive but concise title to set the right tone and make a good impression. It should be reflective of the general themes in the report.

Table of Contents : Your title page must be followed by a table of contents. We suggest writing an entire report first and creating a table of content later.

Summary : The table of contents should be followed by an executive report summary. To create a comprehensive summary, wait until you have finished writing the full report.

Introduction : A major part of the report structure is an introduction. Make sure you convey the main idea of the report in just a few words. The introduction section must also include a strong thesis statement.

Body : The central part of your work is called the report's body. Here you should present relevant information and provide supported evidence. Make sure every paragraph starts with a topic sentence. Here you can use bullet points, graphs, and other visual aids.

Conclusion : Use this part to summarize your findings and focus on the main elements and what they bring to the table. Do not introduce new ideas. Good report writing means knowing the difference between a summary and a conclusion.

Recommendations : A report is designed to help decision-makers or provide crucial information to the conversation, including a set of goals or steps that should be taken to further advance the progress.

Appendices : As a finishing touch, include a list of source materials on which you based the information and facts. If you want your report to get acknowledged, don't neglect this part of the report format.

How to Write a Report Like a PRO

Mastering the report writing format is only a fraction of the job. Writing an exceptional report takes more than just including a title page and references.

Next, we will offer report-writing tips to help you figure out how to write a report like a PRO. Meanwhile, if you need someone to review your physics homework, our physics helper is ready to take on the job.

Start With a Strong Thesis

A strong thesis is essential to a good paper because it sets the direction for the rest. It should provide a well-defined but short summary of the main points and arguments made in the report.

A strong thesis can help you collect your thoughts and ensure that the report has a course and a coherent structure. It will help you stay focused on key points and tie every paragraph into one entity.

A clear thesis will make your report writing sound more confident and persuasive. It will make finding supporting evidence easier, and you will be able to effectively communicate your ideas to the reader.

Use Simple Wording

Reports are there to gather and distribute as much information to as many people as possible. So, the content of it should be accessible and understandable for everyone, despite their knowledge in the field. We encourage you to use simple words instead of fancy ones when writing reports for large audiences.

Other academic papers might require you to showcase advanced language knowledge and extensive vocabulary. Still, formal reports should present information in a way that does not confuse.

If you are wondering how to make report that is easy to read and digest, try finding simpler alternatives to fancy words. For example, use 'example' instead of 'paradigm'; Use 'relevant' instead of 'pertinent'; 'Exacerbate' is a fancier way to say 'worsen,' and while it makes you look educated, it might cause confusion and make you lose the reader. Choose words that are easier to understand.

Present Only One Concept in Each Phrase

Make your reports easier to understand by presenting only one concept in each paragraph. Simple, short sentences save everyone's time and make complex concepts easier to digest and memorize. 

Report writing is not a single-use material. It will be reread and re-used many times. Someone else might use your sales report to support their financial report. So, to avoid confusion and misinterpretation, start each paragraph with a topic sentence and tie everything else into this main theme.

Only Present Reliable Facts

You might have a strong hunch about future events or outcomes, but a research report is not a place to voice them. Everything you write should be supported by undisputed evidence.

Don't forget that one of the essential report preparation steps is conducting thorough research. Limit yourself to the information which is based on credible information. Only present relevant facts to the topic and add value to your thesis.

One of our report writing tips would be to write a rough draft and eliminate all the information not supported by reliable data. Double-check the credibility of the sources before finalizing the writing process.

Incorporate Bullet Points

When writing a research report, your goal is to make the information as consumable as possible. Don't shy away from using visual aids; this will only help you connect with a wider audience.

Bullet points are a great way to simplify the reading process and draw attention to the main concepts of the report. Use this technique in the body part of the report. If you notice that you are writing related information, use bullet points to point out their relation.

Incorporating bullet points and other visual aids in your report writing format will make a report easy to comprehend and use for further research.

While you are busy coming up with effective visual aids, you may not have enough time to take care of other assignments. Simply say, ' write my argumentative essay ,' and one of our expert writers will answer your prayer.

Review the Text for Accuracy and Inconsistencies

After completing report preparation and writing, ensure you don't skip the final stage. Even the greatest writers are not immune to grammatical mistakes and factual mix-ups.

Reviewing what you wrote is just as important as the research stage. Make sure there are no inconsistencies, and everything smoothly ties into the bigger scheme of events. Look out for spelling mistakes and word count.

If you want to further advance your writing skills, read our article about how to write a cover letter for essay .

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Some academic assignments ask for a ‘report’, rather than an essay, and students are often confused about what that really means.

Likewise, in business, confronted with a request for a ‘report’ to a senior manager, many people struggle to know what to write.

Confusion often arises about the writing style, what to include, the language to use, the length of the document and other factors.

This page aims to disentangle some of these elements, and provide you with some advice designed to help you to write a good report.

What is a Report?

In academia there is some overlap between reports and essays, and the two words are sometimes used interchangeably, but reports are more likely to be needed for business, scientific and technical subjects, and in the workplace.

Whereas an essay presents arguments and reasoning, a report concentrates on facts.

Essentially, a report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured.

Requirements for the precise form and content of a report will vary between organisation and departments and in study between courses, from tutor to tutor, as well as between subjects, so it’s worth finding out if there are any specific guidelines before you start.

Reports may contain some or all of the following elements:

• A description of a sequence of events or a situation;
• Some interpretation of the significance of these events or situation, whether solely your own analysis or informed by the views of others, always carefully referenced of course (see our page on Academic Referencing for more information);
• An evaluation of the facts or the results of your research;
• Discussion of the likely outcomes of future courses of action;
• Your recommendations as to a course of action; and
• Conclusions.

Not all of these elements will be essential in every report.

If you’re writing a report in the workplace, check whether there are any standard guidelines or structure that you need to use.

For example, in the UK many government departments have outline structures for reports to ministers that must be followed exactly.

Sections and Numbering

A report is designed to lead people through the information in a structured way, but also to enable them to find the information that they want quickly and easily.

Reports usually, therefore, have numbered sections and subsections, and a clear and full contents page listing each heading. It follows that page numbering is important.

Modern word processors have features to add tables of contents (ToC) and page numbers as well as styled headings; you should take advantage of these as they update automatically as you edit your report, moving, adding or deleting sections.

Report Writing

Getting started: prior preparation and planning.

The structure of a report is very important to lead the reader through your thinking to a course of action and/or decision. It’s worth taking a bit of time to plan it out beforehand.

Step 1: Know your brief

You will usually receive a clear brief for a report, including what you are studying and for whom the report should be prepared.

First of all, consider your brief very carefully and make sure that you are clear who the report is for (if you're a student then not just your tutor, but who it is supposed to be written for), and why you are writing it, as well as what you want the reader to do at the end of reading: make a decision or agree a recommendation, perhaps.

Step 2: Keep your brief in mind at all times

During your planning and writing, make sure that you keep your brief in mind: who are you writing for, and why are you writing?

All your thinking needs to be focused on that, which may require you to be ruthless in your reading and thinking. Anything irrelevant should be discarded.

As you read and research, try to organise your work into sections by theme, a bit like writing a Literature Review .

Make sure that you keep track of your references, especially for academic work. Although referencing is perhaps less important in the workplace, it’s also important that you can substantiate any assertions that you make so it’s helpful to keep track of your sources of information.

The Structure of a Report

Like the precise content, requirements for structure vary, so do check what’s set out in any guidance.

However, as a rough guide, you should plan to include at the very least an executive summary, introduction, the main body of your report, and a section containing your conclusions and any recommendations.

Executive Summary

The executive summary or abstract , for a scientific report, is a brief summary of the contents. It’s worth writing this last, when you know the key points to draw out. It should be no more than half a page to a page in length.

Remember the executive summary is designed to give busy 'executives' a quick summary of the contents of the report.

Introduction

The introduction sets out what you plan to say and provides a brief summary of the problem under discussion. It should also touch briefly on your conclusions.

Report Main Body

The main body of the report should be carefully structured in a way that leads the reader through the issue.

You should split it into sections using numbered sub-headings relating to themes or areas for consideration. For each theme, you should aim to set out clearly and concisely the main issue under discussion and any areas of difficulty or disagreement. It may also include experimental results. All the information that you present should be related back to the brief and the precise subject under discussion.

If it’s not relevant, leave it out.

Conclusions and Recommendations

The conclusion sets out what inferences you draw from the information, including any experimental results. It may include recommendations, or these may be included in a separate section.

Recommendations suggest how you think the situation could be improved, and should be specific, achievable and measurable. If your recommendations have financial implications, you should set these out clearly, with estimated costs if possible.

A Word on Writing Style

When writing a report, your aim should be to be absolutely clear. Above all, it should be easy to read and understand, even to someone with little knowledge of the subject area.

You should therefore aim for crisp, precise text, using plain English, and shorter words rather than longer, with short sentences.

You should also avoid jargon. If you have to use specialist language, you should explain each word as you use it. If you find that you’ve had to explain more than about five words, you’re probably using too much jargon, and need to replace some of it with simpler words.

Consider your audience. If the report is designed to be written for a particular person, check whether you should be writing it to ‘you’ or perhaps in the third person to a job role: ‘The Chief Executive may like to consider…’, or ‘The minister is recommended to agree…’, for example.

A Final Warning

As with any academic assignment or formal piece of writing, your work will benefit from being read over again and edited ruthlessly for sense and style.

Pay particular attention to whether all the information that you have included is relevant. Also remember to check tenses, which person you have written in, grammar and spelling. It’s also worth one last check against any requirements on structure.

For an academic assignment, make sure that you have referenced fully and correctly. As always, check that you have not inadvertently or deliberately plagiarised or copied anything without acknowledging it.

Finally, ask yourself:

“Does my report fulfil its purpose?”

Only if the answer is a resounding ‘yes’ should you send it off to its intended recipient.

Continue to: How to Write a Business Case Planning an Essay

See also: Business Writing Tips Study Skills Writing a Dissertation or Thesis