How to Write a Report: A Guide to Report Format and Best Practice

Matt Ellis

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

Reports make it easy to catch someone up to speed on a subject, but actually writing a report is anything but easy. So to help you understand what to do, below we present a little report of our own, all about report writing and report format best practices. 

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Table of contents

What is a report?

Types of report formats

What is the structure of a report, what should be included in a report, how to write a report in 7 steps, what is a report .

In technical terms, the definition of a report is pretty vague: any account, spoken or written, of the matters concerning a particular topic. This could refer to anything from a courtroom testimony to a grade schooler’s book report . 

Really, when people talk about “reports,” they’re usually referring to official documents outlining the facts of a topic, typically written by an expert on the subject or someone assigned to investigate it. There are different types of reports, explained in the next section, but they mostly fit this description. 

What kind of information is shared in reports? Although all facts are welcome, reports, in particular, tend to feature these types of content: 

  • Details of an event or situation
  • The consequences or ongoing effect of an event or situation
  • Evaluation of statistical data or analytics
  • Interpretations from the information in the report
  • Predictions or recommendations based on the information in the report
  • How the information relates to other events or reports

Reports are closely related to essay writing , although there are some clear distinctions. While both rely on facts, essays add the personal opinions and arguments of the authors. Reports typically stick only to the facts, although they may include some of the author’s interpretation of these facts, most likely in the conclusion. 

Moreover, reports are heavily organized, commonly with tables of contents and copious headings and subheadings. This makes it easier for readers to scan reports for the information they’re looking for. Essays, on the other hand, are meant to be read start to finish, not browsed for specific insights. 

There are a few different types of reports, depending on the purpose and to whom you present your report. Here’s a quick list of the common types of reports:

  • Academic report: Tests a student’s comprehension of the subject matter, such as book reports, reports on historical events, and biographies 
  • Business reports: Identifies information useful in business strategy, such as marketing reports, internal memos, SWOT analysis, and feasibility reports
  • Scientific reports: Shares research findings, such as research papers and case studies, typically in science journals

Reports can be further divided into categories based on how they are written. For example, a report could be formal or informal, short or long, and internal or external. In business, a vertical report shares information with people on different levels of the hierarchy (i.e., people who work above you and below you), while a lateral report is for people on the author’s same level, but in different departments. 

There are as many types of reports as there are writing styles, but in this guide, we focus on academic reports, which tend to be formal and informational. 

>>Read More: What Is Academic Writing?

The report format depends on the type of report and the requirements of the assignment. While reports can use their own unique structure, most follow this basic template:

  • Executive summary: Just like an abstract in an academic paper, an executive summary is a standalone section that summarizes the findings in your report so readers know what to expect. These are mostly for official reports and less so for school reports. 
  • Introduction: Setting up the body of the report, your introduction explains the overall topic that you’re about to discuss, with your thesis statement and any need-to-know background information before you get into your own findings. 
  • Body: The body of the report explains all your major discoveries, broken up into headings and subheadings. The body makes up the majority of the entire report; whereas the introduction and conclusion are just a few paragraphs each, the body can go on for pages. 
  • Conclusion: The conclusion is where you bring together all the information in your report and come to a definitive interpretation or judgment. This is usually where the author inputs their own personal opinions or inferences.  

If you’re familiar with how to write a research paper , you’ll notice that report writing follows the same introduction-body-conclusion structure, sometimes adding an executive summary. Reports usually have their own additional requirements as well, such as title pages and tables of content, which we explain in the next section. 

There are no firm requirements for what’s included in a report. Every school, company, laboratory, task manager, and teacher can make their own format, depending on their unique needs. In general, though, be on the lookout for these particular requirements—they tend to crop up a lot: 

  • Title page: Official reports often use a title page to keep things organized; if a person has to read multiple reports, title pages make them easier to keep track of. 
  • Table of contents: Just like in books, the table of contents helps readers go directly to the section they’re interested in, allowing for faster browsing. 
  • Page numbering: A common courtesy if you’re writing a longer report, page numbering makes sure the pages are in order in the case of mix-ups or misprints.
  • Headings and subheadings: Reports are typically broken up into sections, divided by headings and subheadings, to facilitate browsing and scanning. 
  • Citations: If you’re citing information from another source, the citations guidelines tell you the recommended format.
  • Works cited page: A bibliography at the end of the report lists credits and the legal information for the other sources you got information from. 

As always, refer to the assignment for the specific guidelines on each of these. The people who read the report should tell you which style guides or formatting they require. 

Now let’s get into the specifics of how to write a report. Follow the seven steps on report writing below to take you from an idea to a completed paper. 

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. 

If you’re in charge of choosing your own topic, as with a lot of academic reports, then this is one of the most important steps in the whole writing process. Try to pick a topic that fits these two criteria: 

  • There’s adequate information: Choose a topic that’s not too general but not too specific, with enough information to fill your report without padding, but not too much that you can’t cover everything. 
  • It’s something you’re interested in: Although this isn’t a strict requirement, it does help the quality of a report if you’re engaged by the subject matter. 

Of course, don’t forget the instructions of the assignment, including length, so keep those in the back of your head when deciding. 

2 Conduct research

With business and scientific reports, the research is usually your own or provided by the company—although there’s still plenty of digging for external sources in both. 

For academic papers, you’re largely on your own for research, unless you’re required to use class materials. That’s one of the reasons why choosing the right topic is so crucial; you won’t go far if the topic you picked doesn’t have enough available research. 

The key is to search only for reputable sources: official documents, other reports, research papers, case studies, books from respected authors, etc. Feel free to use research cited in other similar reports. You can often find a lot of information online through search engines, but a quick trip to the library can also help in a pinch. 

3 Write a thesis statement

Before you go any further, write a thesis statement to help you conceptualize the main theme of your report. Just like the topic sentence of a paragraph, the thesis statement summarizes the main point of your writing, in this case, the report. 

Once you’ve collected enough research, you should notice some trends and patterns in the information. If these patterns all infer or lead up to a bigger, overarching point, that’s your thesis statement. 

For example, if you were writing a report on the wages of fast-food employees, your thesis might be something like, “Although wages used to be commensurate with living expenses, after years of stagnation they are no longer adequate.” From there, the rest of your report will elaborate on that thesis, with ample evidence and supporting arguments. 

It’s good to include your thesis statement in both the executive summary and introduction of your report, but you still want to figure it out early so you know which direction to go when you work on your outline next. 

4 Prepare an outline

Writing an outline is recommended for all kinds of writing, but it’s especially useful for reports given their emphasis on organization. Because reports are often separated by headings and subheadings, a solid outline makes sure you stay on track while writing without missing anything. 

Really, you should start thinking about your outline during the research phase, when you start to notice patterns and trends. If you’re stuck, try making a list of all the key points, details, and evidence you want to mention. See if you can fit them into general and specific categories, which you can turn into headings and subheadings respectively. 

5 Write a rough draft

Actually writing the rough draft , or first draft, is usually the most time-consuming step. Here’s where you take all the information from your research and put it into words. To avoid getting overwhelmed, simply follow your outline step by step to make sure you don’t accidentally leave out anything. 

Don’t be afraid to make mistakes; that’s the number one rule for writing a rough draft. Expecting your first draft to be perfect adds a lot of pressure. Instead, write in a natural and relaxed way, and worry about the specific details like word choice and correcting mistakes later. That’s what the last two steps are for, anyway. 

6 Revise and edit your report

Once your rough draft is finished, it’s time to go back and start fixing the mistakes you ignored the first time around. (Before you dive right back in, though, it helps to sleep on it to start editing fresh, or at least take a small break to unwind from writing the rough draft.) 

We recommend first rereading your report for any major issues, such as cutting or moving around entire sentences and paragraphs. Sometimes you’ll find your data doesn’t line up, or that you misinterpreted a key piece of evidence. This is the right time to fix the “big picture” mistakes and rewrite any longer sections as needed. 

If you’re unfamiliar with what to look for when editing, you can read our previous guide with some more advanced self-editing tips . 

7 Proofread and check for mistakes

Last, it pays to go over your report one final time, just to optimize your wording and check for grammatical or spelling mistakes. In the previous step you checked for “big picture” mistakes, but here you’re looking for specific, even nitpicky problems. 

A writing assistant like Grammarly flags those issues for you. Grammarly’s free version points out any spelling and grammatical mistakes while you write, with suggestions to improve your writing that you can apply with just one click. The Premium version offers even more advanced features, such as tone adjustments and word choice recommendations for taking your writing to the next level. 

how to make a report in work

How to Create Professional Reports and Documents in Microsoft Word

This guide examines the elements of a professional report and reviews the structuring, styling, and finalizing of your document in Microsoft Word.

If Microsoft Office had been a country, it would have been the third most populous country in the world. 1.2 billion people using a single suite of apps is mind-boggling. And, they "speak" 107 languages!

But right now, you and I are speaking in English and we are going to talk about the most popular tool in the Microsoft Office arsenal -- Microsoft Word 2016 .

This document editor is used for writing a variety of documents. From a simple application to the necessary resume. From a plain bucket list to an office memo. We think we can work with Word. But it is when we sit down to write a serious professional report, we discover an important fact.

Professional report writing needs a different set of skills.

So, ask yourself this -- can you make the leap from a single document to a lengthy report? Do you know all the Microsoft Word features that will help manage this large scale document project? Can you collaborate on the work with other team members?

You may be a student, a small business owner, or an office worker...you will need to create a report or a professionally formatted document of some kind. This MakeUseOf guide will help you update your techniques and sharpen your design approach.

In this guide:

Writing a Report -- Introduction | The Report Checklist

Useful Microsoft Word Tools -- Paste Special | Researcher | Freeze Parts of Your Document

Work on the Layout & Design -- Intro | Cover Page | Table of Contents | Header and Footer | Page Numbers | Font Styling | Paragraph Styling | Page Breaks | Styles and Themes | Captions | Quick Parts | Page Borders

References and Collaboration -- Index | Bibliographies | Cross-Referencing | Comments

Finalize Your report -- Signatures | Watermarks | Read Only | Print to PDF

The Next Step -- Conclusion

Writing a Report

Report writing involves research and then publishing the outcome of that analysis. In the professional world, the "look" or appearance of what you publish is paramount. The eye-pleasing final result could burnish your reputation and enhance your personal brand.

The steps below will handhold you through the expert features in Microsoft Word 2016. Spend a lot of time on a plan. Start with these guidelines…

Microsoft Word 2016 - Guidelines for a Report

Step 1: Decide the Purpose

Before you begin the report, you must first know why you are writing it in the first place. Reports are of many kinds but they are either meant to inform or persuade. It can be meant for describing a technical process, sharing background information, or demonstrate progress on a project.

Ask yourself – What and Why . This will help you distill the purpose to the one main point and stick to it instead of rambling on with unnecessary details.

Step 2: Identify Your Audience

The second important consideration is to evaluate your audience. Will they be able to understand what you are talking about? Are there different levels of readers who will read the report? The reader's knowledge of the subject will greatly influence the information that you need to include.

Decide on the primary audience and then script the report at the adequate technical level. The secondary audience can be supported with supplemental information at the end of the report.

Step 3: Know Your Topic

You must know what you are talking about. So, research the topic, and include all the relevant information to prove your point. Make sure that you come to a conclusion based on facts and not personal opinion. The information must be correct, current, and well-referenced.

Also use a variety of resources such as journals, newspaper articles, books, websites, brochures, raw data, annual reports, and speeches to help support your point. Just don't stick to Wikipedia.

Step 4: Outline the Report

You have done the research. There's a ton of information that is waiting to be typed and printed. But wait! Don't drown before you enter the water. Prepare the final outline of the report which will be the chart of waypoints to help you navigate from start to finish. The outline is the blueprint. It will give you a bird's eye view of the land and also show you where you need to fill in the details.

The structure of an idea report can include the following elements:

  • Executive Summary
  • Table of Contents
  • Introduction
  • The Body of the Report
  • Recommendations
  • Bibliography and References

Microsoft Word's Document Outline is a powerful feature that can help you organize a document even before you start filling it with research. Take advantage of brainstorming and mind-mapping templates too.

Step 5: Write, Edit, Proofread, and Finish

Once you have structured your report, it is time to fill out the headers with content. I personally find it best to tackle a little bit of each section, and then bulk it up with information. You can do that if you want, or finish each section as you go down the report structure. Make sure you focus on presenting your ideas and using supportive evidence rather than spelling and grammar first. Outline your argument and write a few sentences that cast your main ideas. If you find something worth quoting, quote it.

Once the majority of your text is written, it is now time to read through it and make sure it flows well. Make sure you guide the reader's understanding with transition words such as "This information shows…", "In other words…", "Similarly…" and do highlight relevant and key points.

Finally, spend time to proofread, check for grammar and spelling , and double-check all relevant information and its logical flow. It is best to leave at least one day to check and proofread your work. Don't try to edit it straight after you think you have finished, as you will tend to miss read what you have written. Get some sleep, and proofread it the next day.

The Report Checklist

Before you go and submit or hand in your report that you have worked so hard on, make sure you have done the following:

  • Completed the title page with the Title, Your Name, Date, Who the report is for, and a possible description of what the report is about.
  • The contents page has appropriate headings and pages numbers are correct.
  • Make sure the introduction covers key points, the scope of the report, and the objective it wants to meet.
  • You have added captions above tables and below images/graphs.
  • Does the content of the report present the information in a clear way, logical, factual, stay on topic, is to the point?
  • Does the conclusion state the results, restate main idea's, and does not include any new information?
  • Are the headings and sub headings clearly labeled?
  • Are quotes relevant, up-to-date, and correctly referenced?
  • Have you used page breaks where appropriate?

Now, let's launch Microsoft Word and take you through the features that will help piece together the draft of your report and present it as a professional document.

Useful Microsoft Word Features for Report Writing

Take these as bite-sized tips and master them one by one.

Microsoft Word is a big howitzer with many nuts and bolts. Let's focus on the key skill sets and the tools you will need to plan, prepare, and present the professional report. The Microsoft Word features we will cover below are also productivity shortcuts that will make your job easier.

Tip: Use Microsoft Word 2016's "Tell Me" assistant to learn more about new features in the Office suite.

Let's start with three preliminary tools...

Use Paste Special

For most of us, when we need to copy text or an image into Word, the CTRL+V shortcut does just fine. But sometimes we might want to paste the copied data into another format, such as Excel data as an image. With the Paste Special command you can discard or specify the format when you paste a picture, presentation data, table, or object from any other program into Word.

You will work a lot with Excel tables and charts in a professional document.

If you just copy what you want and click paste, you will notice that it will insert the data as tables. But, if it is a large area of cells you want to paste, and you do not want to edit it, you may want to paste it as an image, with the extra option to edit it.

In Microsoft Excel: Select and highlight the cells that you want to copy > Press CTRL+C.

In Microsoft Word: Go to Home > Paste > Paste Special . Select Paste Special and from the dialog select Microsoft Office Excel Worksheet Object .

Microsoft Word Paste Special

You can resize the data as it was an image, and if you double click, you will be able to edit the values. You can change the table or chart and redesign it. And, if you update the data in the chart or table in Excel, you can automatically refresh the chart in Word.

Try the right-click context menu too. The Paste Special menu pops up:

Microsoft Word Paste Special Right-Click

There are more options to import data from Excel into Word . The Microsoft Office Support page also describes them in detail.

Use the Researcher

Yes, there is Google and Wikipedia. But constantly switching from Word to your browser can hamper your productivity. Office 2016 brings in powerful research integration to this grunt work. The Researcher can not only help you find content from within Microsoft Word but also help you quickly add citations. It uses the Bing Knowledge Graph to find the right content to support your document.

Go to Ribbon > References tab and c Choose Researcher . A pane will open on the right with the search options.

Type a keyword for the topic want to search for and press Enter.

The Results pane shows a list of sources you can use in your document. Choose a topic to explore in detail.

Add the topic to your Microsoft Word document with a click on the plus sign on the top-right. You can also click the plus sign on any result to cite the source in your research document. The cite source helps you support your research with web sources and books.

As we will see later, an annotated bibliography is one of the toughest parts of a document. The Researcher is an intelligent assistant who steps in.

Freeze Part of Your Word Document

Let's take for granted that your professional report will be a long and complex work. You can split the Word window into two panes so that you can view two different parts of a document at the same time. It is a valuable time saver when you want to copy and paste parts from one place to another or refer to one part of the document while working in another.

Go to Ribbon > View tab > Split .

To remove the split, click on Remove Split in the same tab.

Split Windows in Microsoft Word

The Windows group gives you several options to change the way you work with two or more documents. The features are self-explanatory.

To scroll both documents at the same time, click Synchronous Scrolling in the Window group on the View tab. You can also click on View Side by Side to put two parts of the document next to each other.

Tip: Use Split View to display two different layouts – for instance, Print and Outline. Set the split. Then, click in the pane that you want to change, and then select a different layout on the View tab.

Work on the Layout & Design

The presentation of a report is what gets someone to read a report in the first place, and that is why it is crucial that your report is well presented. If you had the choice of four reports to read, what will you choose?

  • A hand written report.
  • A document printed in black and white.
  • A report printed on normal A4 paper in color.
  • A report printed in color, with a catchy title page, neatly bounded, and slick?

You will pick up the fourth report because it will pull you towards it by the visual appearance alone.

The front cover is not the only reason. A well-designed report is easier to read. It is also easier to scan when you don't have time to read. That is why you need to spend some time on your headers and footers, and the different styles and themes. In short – the formatting of every element in the report.

Formatting may seem like a difficult chore, but it is a fun exercise that will exercise all your creative muscles. The key takeaways will be the skills you can apply to anything in Microsoft Office going forward. And the time you will save with all the productivity tips learned here.

Microsoft Word 2016 has a wealthy set of features. These are only some of the ways that your report design can stand out from the rest and be professional. So, let's break down the layout and design skills.

This section will cover these features step-by-step:

  • Start with a Cover Page
  • Make a Table of Contents
  • Create Your Header and Footer
  • Add Page Numbers

(Format the Content)

  • Pick the Right Fonts
  • Style the Paragraphs
  • Control Page Breaks
  • Use Styles and Themes
  • Use Quick Parts
  • Decorate with Page Borders

1. Start With a Cover Page

The first page is the first point of contact with your reader. It is also your opportunity to make a favorable impression. Don't let your lack of artistic skills be an excuse because Word takes up the job with its in-built gallery of title pages. All you have to do is marry one to the theme of the report.

Microsoft Word 2016 offers you 16 pre-formatted templates and three more on Office.com.

Go to Insert > Pages Group > Cover Page .

The cover page appears at the beginning of the document by default.

As there are only 16 "official" templates on offer, you may find that all your other peers have the same cover page. So, why not customize it, and make it a bit more unique.

You can design a title page (or cover page) in Microsoft Word that can be an original in the stack. Save it as a template or easily change the design on the fly.

2. Make a Table of Contents

Casual readers scan. Good readers scan first and then dive deep. A table of contents provides the waypoints that help both. When it is a long and complicated document, wouldn't you rather check the lay of the land before you head to the section that interests you?

Consider a Table of Contents (TOC) if your document is more than 10 pages long. You should first make sure you don't need to rearrange any pages in your document before creating the TOC.

In Microsoft Word, you don't have to write the entire TOC by hand. There's a Table of Contents automatic tool under the References tab which takes your outline and designs it for you. Also, you can easily keep it updated when you want to change something.

There are also templates you can download and fit it around the nature of the content. For instance, a TOC for a thesis will look different from that of a company's annual report.

We have a complete tutorial on how to create a table of contents page in Word .

The gist of it is this:

Create the outline and use heading styles to organize the hierarchy. Apply the automatic TOC tool to the heading styles. Word 2016 searches for those headings and then inserts the table of contents into your document. Then you can automatically update your TOC if you make changes in your document.

Table of Contents

For more hands-on control, you can also use the Manual Table of Contents style. Word inserts placeholder text and you have to insert and format each content in the list.

3. Create Your Header and Footer

Headers and Footers are important in reports as the main purpose is to provide information about the report on every page. They are the common display areas for page numbers. The header of the document should contain the title of the report, and possibly the name of who created it. The title of the current section is helpful.

The footer, on the other hand, should include the page numbers, date of publication, and other administrative information that is required. Do note that some style guides have special guidelines for headers and footers .

Let's start with the header in your document and give it a unique look.

Select Insert , then select either Header or Footer from the group. The built-in gallery shows you several options you can choose from.

The header and footer space is inserted in your document with placeholder text or table. The Header & Footer Tools opens on the Ribbon for other formatting work like the date, time, or picture.

Header & Footer Tools

Enter your text and then select Close Header and Footer .

You can start with a blank header and footer. If you have the design skills, use the Header & Footer Tools to design your own. Master the header and footer space if you want to create custom letterheads for your organization. You can use brand elements like company or organization logos at the top and neatly formatted footnotes at the bottom

Header and Footer Tools

Let's try with and modify one of the inbuilt headers. I selected Facet from the gallery.

The final look took two minutes to put together with simple text effects and an icon sourced from the Microsoft Office icon gallery.

Header Design

The header and footer are in place. But, how do you know where you are in the document? Insert page numbers as the next important signpost.

4. Add Page Numbers

Page numbers look best in the footer (unlike in the header as in the image above). You can add a basic page number from the Insert > Page Number button on the Ribbon. You can also add it from the Design tab that appears when you add the header and the footer.

Footer - Page Number

You have a lot of control over page numbers. Choose from a wide range of number formats and customize them to your needs. In this case, we are adding the number to the footer, but you can put them at the top or even at the margins. In this example, I have placed the page number at the bottom left. But, I would like to change the default look and the format.

For example: Using a "Page X of XXX" makes for a better indicator on a long document.

Select the page number. Go to Insert > Quick Parts . From the drop-down menu, select Field . You can also reach the Field dialog from the Header and Footer Design tab.

Page Number – NumPages

Choose NumPages from the long list of field names. From the box on the right, you can pick a specific format. I selected the usual 1, 2, 3. Click OK , and the number of the number of pages will appear. Now all you have to do is add your text such as Page X of XXX, and change the look of the numbers with the usual text formatting tools available from the Home tab.

It now looks like this:

Example of a Page Number

Design the look on any page number in your document and Word updates all the remaining automatically. Page numbers are the most common elements in a footer, but it can also hold any other information like the header. From the options in the Insert group, you can add the date and time, document info, pictures, and more to your header or footer.

Next, we're heading into formatting the content.

The visual draw of your professional report comes together with the "beautification" you apply to the content. Formatting is also an essential step for a document that flows well. So, you must focus a lot of energy on picking the right font, paragraph space, and the colors.

Don't worry. Even, the artistically challenged will find this part easy because Microsoft Word comes packaged with default themes and visual styles. Let's start with the most basic element of a document.

5. Pick and Style the Right Font

Your choice of font in a professional Word report not only determines how the text stands out but also how it is printed. You want both for maximum impact.

You can apply a typeface (i.e. the visual look of the font) to either an entire document or to specific parts of a document. All font choices are available from the Home tab. Go to Home > Font .

Choose a Font

The default font in Microsoft Word 2016 is Calibri. Look beyond that as you have lots of others to choose from. If you choose Times New Roman, you may be considered lazy, if you choose Windings, well… I don't think I need to explain that. So make sure you choose a font that is easy to read and suits the report. To play it safe, pick from one of these professional-looking Google fonts ; they're available for free.

Tip: Baskerville and Georgia are good alternatives to the over-used Times New Roman

Try different font pairing for the body text and Headings (and Subheadings). Several websites like FontJoy and TypeWolf will help you experiment with font pairings. You can download and use custom fonts too. But remember the thumb-rule -- never use more than three different typefaces in a document.

For that extra bit of pizazz, try a drop cap to enhance your text .

6. Style the Paragraphs

If you want to have your lines double spaced, or single spaced, you need to change the format of the paragraphs. By changing the spacing, you can make a document easier to read or give the impression that it is longer and that you have put more work into it.

Paragraph Formatting

To change the paragraph for the whole document, it is best that you select each block of text; otherwise, if you are using headers in your report, they will change too. Another better option is if you customize the particular style you are using to format the paragraph.

To do this, go to Home > Styles . Right click on the style you want to change and select Modify . Click on Format > Paragraph which is at the bottom of the dialog box. Now, change the spacing, indentation, and alignment for the paragraph. Click OK to close the dialogs.

Paragraph Style

When you want to change a smaller portion of the document , select what you want to change. Right click on the highlighted text and select Paragraph . The same dialog box as above will appear.

7. Control Page Breaks

A page break -- by its very name -- splits a continuous block of text across two pages. Page breaks are important structural elements for long documents. Word automatically inserts a page break at the end of the page. But in a long document, you can place page breaks where you want them.

To insert a manual page break, click Insert > Page Break. (Keyboard shortcut: CTRL + Enter)

A page break looks like this when you click on the Show/Hide command in the Paragraph group .

Microsoft Word 2016 - Page Break

But what if you want to keep a bunch of lines together on a page or column and not have them separate because of a page break? The layout is in your control. Click the tiny arrow you see in the bottom right of the Paragraph group.

In the Paragraph box, click Line and Page Breaks. Select from these four pagination options:

  • Widow/Orphan control places at least two lines of a paragraph at the top or bottom of a page.
  • Keep with next prevents breaks between paragraphs you want to stay together.
  • Keep lines together prevents page breaks in the middle of paragraphs.
  • Page break before adds a page break before a specific paragraph.

We've also shown how to remove page breaks when necessary.

8. Use Styles and Themes

Styles and themes are perhaps two of the more underused features in Microsoft Word . But I think you should use them at every opportunity to save a lot of time.

But what is the difference between a theme and a style? Microsoft says:

Themes provide a quick way to change the overall color and fonts. If you want to change text formatting quickly, Word Styles are the most effective tools.

So, as themes control the general look with color, effects, and fonts – start with a good theme for your document first. Then , use Styles to dig into the specific portions you want to change the appearance for.

For Themes: Go to the Design tab. Pick a theme from the gallery. You can see previews of what the color combination is like.

For Styles: Select the part of the text you want to change. Go to the Styles group on the Home tab. You can see previews of what they look like. Choose the Style that is suitable for your content. For instance, choose a heading style for the headings in your document. Or, a particular style for any quotes. You can also modify an existing style and create new styles from scratch.

9. Captions

Every picture, chart, or illustration needs a caption to clearly describe it. It is a single line of text, usually located below a graphic. Captions are also an important reference when you need to mention them in another place. Many documents omit this small detail.

It is easy to add a caption. Right-click the illustration you want to add a caption to. Select Add Caption .

Write Captions

In the dialog box, add your caption text and configure the remaining options. Captions can be automatically referenced in Word.

10. Use Quick Parts

Professional documents can get repetitive. This is why you should start using Quick Parts for boilerplate content you reuse all the time. For instance, let's say there is a contract clause you include with every document. Or, some introductory information. Instead of repeated copy-paste, save them as Quick Parts and re-use them again and again.

Quick Parts

Quick Parts is also a type of building block . You can see the gallery of all reusable blocks of content in the Building Block Organizer .

how to make a report in work

Save and reuse your own Quick Parts in two steps:

  • Select the phrase, sentence, or other portion of your document that you want to save to the gallery.
  • Go to Insert > Text group > Quick Parts > Save Selection to Quick Part Gallery . Change the name and add a description if you like. Click OK .

Just as easily, you can re-use the saved snippet of content.

Place your cursor where you want to insert a selection from the Quick Parts Gallery. Go to Insert > Text group > Quick Parts . Then click the sentence, phrase, or other saved selection you want to reuse.

You will notice three other categories in the Quick Parts menu.

how to make a report in work

AutoText: Word 2016 has retained the old AutoText feature. It works like Quick Parts for any block of text that you use a great deal. Example: A note you want to use with every document.

Document Property: A set of constant properties that you can include with every document. Example: Company name or author.

Fields: These are predefined elements that update automatically. Example: Date, time, page numbers etc.

Remember, entries for document property can sometimes include information you wouldn't want to share with everyone. So, keep a close eye on these fields and remove the hidden personal data whenever required.

11. Decorate With Page Borders

Page borders look good not only on flyers and invitations. If done right, they can add a touch of class to a document. A variety of line styles and widths and art borders are available from the Design menu on the Ribbon.

how to make a report in work

Go to Design > Page Borders.

In the Borders and Shading box, use the Page Border tab to design your border.

how to make a report in work

The settings are self-explanatory. Try Shadow or 3-D with the right colors to add a subtle but elegant border. The Art styles with their clip-art borders might be too garish for professional documents.

Use the four corner buttons in the Preview window to select the sides of the page to draw borders. Click these buttons to remove or add borders, as you wish.

Place the cursor on the first page of a document if you want to put a border around only the first page. You can also put borders around certain pages in a section. Place the cursor in the section — either in the first page of that section or in a subsequent page.

References and Collaboration

A Word report can seem like an unmanageable chore. It's like organizing a million piles of hay into neat little stacks. The idea is to know precisely which stack has the pin you are looking for. These features are meant to make it easier.

1. Create an Index

When writing large documents such as a report that contains a lot of information, a contents page may not be enough. An Index should appear at the end of the document, with page numbers to keywords and information in the report. Create an index to help the reader reference the right information with just the page number.

Make an index if your document has more than 20 pages. Microsoft Word 2016 doesn't let the process overwhelm you. It basically has two parts:

  • Select the words or information you want to include in the index.
  • Place the index at the right place in your document.

You can scroll through the finished document and mark the words or phrases you want to include in the index or mark them as you go along. Either way, select the text you'd like to use as an index entry or click where you want to insert the entry.

1. Click References > Mark Entry .

how to make a report in work

2. Edit the text in the Mark Index Entry dialog box. You can also add a sub-entry which further defines the main word you used in the index. You can add multiple levels and each appears indented under the main entry.

how to make a report in work

3. Under Options , you can also create a cross-reference to another main entry. A reader can use this to refer related information elsewhere in the same document.

4. Use the Page number format to decide on the appearance of the page numbers in the index.

5. Click Mark to mark the index entry. To mark this text everywhere it shows up in the document, click Mark All .

6. Repeat the process for all the words and phrases you want to include in the index.

You have now built your index. Insert it at the right place towards the end of the document.

1. Click on the page where you want to insert the index.

2. Click References > Insert Index .

3. The Index dialog box is displayed. Here you can choose to format the text entries, page numbers, tabs, and leader characters.

how to make a report in work

4. Choose the appearance from the different formats in the list and check the Preview window on the right. Remember, the Preview window doesn't show you actual index. It is just a "simulation" of how it will look like.

5. Click OK . Your Index is now ready.

Sometimes, you may need to add more entries to the index after you have inserted it on the page. Mark the entry and go to References > Update index to include the new mentions.

Also, add a heading for the index because Word doesn't do it automatically.

2. Creating Bibliographies

Your document is almost done. Now, you need to credit all the other research work and ideas which you have referenced in your document. It's time for a bibliography.

A company report might not need a bibliography but an academic paper isn't finished without one. The bibliography is one of the most painstaking jobs in an academic report. You need to have all your citations in order before you sit down to frame the bibliography. Also, decide on the citation style (typically MLA, APA , or Chicago-style ) as per the guidelines of your subject.

Don't hesitate to take advantage of third-party citation and bibliography generators for constructing this section.

But, Microsoft Word 2016 has a complete toolset to make this process as painless as possible. So, go to the point in the document where you would like to place the bibliography. It's good if you have at least one citation to include, but even if you don't, Word 2016 lets you use a placeholder citation and fill in the sources later.

Click References > Bibliography .

Word offers a few bibliography styles that differ only in their heading names. Choose the appropriate style and then insert citations from the button in the Citations & Bibliography group .

how to make a report in work

The bibliography tool has a few steps to it. For the sake of brevity, I will direct you to the excellent Microsoft Office help page which is a step-by-step guide.

Some academic papers will ask you to create an annotated bibliography . It is a more fleshed out version of a bibliography with a list of citations to journals, books, articles, and other documents followed by a brief paragraph. The paragraph is a description of the source and how it supports your paper.

3. Cross-Referencing

You can use a cross-reference to help the reader navigate through a long document. At any point in a document, you can tell the reader to refer back to a heading, page number, image, chart, footnote, endnote, and paragraph. A cross-reference link is a neat way to connect related information together. The reader just has to click on the link to go that snippet of information.

Here's how you begin:

1. Select the place for the cross-reference and type the text that tells the reader about it. For instance: "Refer to Chart 3 for future trends."

2. Go to Insert > Cross-reference .

3. In the Reference type box, click the drop-down list to select what you want to link to.

how to make a report in work

4. The options in the Insert Reference to drop-down will change according to your choice above.

5. In the For Which field, go through the choices and tell Word the exact information to link to.

6. Check the Insert as hyperlink box to create the hyperlink for the referenced information.

7. Click on Insert to include the cross-reference in the document.

Remember, our mention of captions? You can make cross-references to equations, figures, graphs, and tables if you used captions below them.

Word cannot create a cross-reference for something that does not exist. Word will let you know about these errors and also update the cross-references automatically when you change the page number or text of the referenced item.

4. Using Comments

A professional report can be a solitary job or you can take the help of a team to prepare the first draft. The humble Comment is one of the most underused tools of a Word document. It is displayed as a rectangular colored balloon in the margin or in the Reviewing Pane.

You can use comments as small "stickies" or self-notes. Leave little notes to yourself in the margins as you write, edit, and revise your way through a report or a manuscript. Be creative – add extra links to other resources, use them for tips and pointers, link to different parts of a document, or set up a feedback link for your readers. And when you finalize, you can easily remove all comments in Word .

Microsoft Word 2016 is also an enhanced collaborative writing tool. Comments play a huge role in communicating feedback across a team. Here's how the comment system works...

1. Highlight the text you want to add a comment to or click at the end of a text block.

2. Go to Insert > Comment . Type your comment in the box. The comments appear in the markup area on the right. The Print Layout view is usually the best way to see the comments alongside the text.

how to make a report in work

3. Go to the Review tab and see more options for comments. This tab also shows all the controls for tracking changes and comments in a collaborative document. Use the Markup options to display or hide the comments. For instance: No Markup will hide the comments and the markup area on the right.

how to make a report in work

Finalize Your Report

Once the bulk of your report is completed and saved, it is time to finalize your report. When I say finalize, I don't mean proofread it. That should be done too. Now, you have to take the security measures to protect the report from unauthorized changes and plagiarism.

These security measures will give an extra level of authenticity to your electronic file before you share it.

This section will cover:

  • Insert watermarks
  • Make the document 'read only'
  • Password protect your document
  • Print your document to PDF

1. Signatures

You can add text signature for a personal touch to the report. But a simple text signature does not need any authentication. A digital signature is the better way to protect your document from unauthorized access. A digital signature confirms that the document came from the signer and hasn't been tampered in any way.

Let's create a signature line in Microsoft Word 2016.

In the document, place your cursor where you want to create a signature line.

1. Go to Insert > Text group > Signature Line and click Microsoft Office Signature Line .

how to make a report in work

2. The Signature Setup dialog box is displayed. Fill the fields as indicated. If you are sending the document to someone else for signing, add instructions for the signer in the field reserved for it ( Instructions to the signer ). The signer can also add give the purpose for the signing if the Allow the signer to add comments in the Sign dialog box is checked.

how to make a report in work

3. Click on OK and the document will now display a placeholder for the signature.

how to make a report in work

Enter a signature:

When you need to sign a document with a digital signature, go to the signature line and right-click on it.

You will be prompted to sign with a digital ID. If you don't have one, Microsoft will tell you to get one from a signature service partner.

If you don't have a digital ID, you can just insert a textual representation of a signature line . You can use a written signature or an image that doesn't require authentication.

2. Insert Watermarks

A Microsoft Word watermark is a "fake" but still useful visual indicator for the status of the document. For instance, you can use a watermark that says "Drafts" to differentiate it from the final version of the document. Or, use the watermark to suggest the document is "Copyrighted" or "Confidential".

The "Draft" mark is the most common. But, Microsoft Word gives you several other watermarks to choose from.

1. Go to Design > Page Background and choose Watermark . The Watermark button will be enabled in the Print view only.

how to make a report in work

2. You can choose a picture or a text watermark from the gallery. Both horizontal and diagonal versions are available. The dialog box gives you all the customization options for the final look of the watermark. Try different fonts, layouts, sizes, and colors.

3. You can type your own text in the Text field to create your custom watermark.

4. Choose OK to apply the watermark to your document. Word automatically applies the watermark to every page except the title page.

3. Make Documents "Read Only"

A professional report by its nature should not need to be edited by its readers. Converting the document to a PDF is one way. But, you can also apply a few more restrictions in Microsoft Word and prevent accidental modification or omission of any kind.

There are three ways to protect a document.

First -- Make your document "read only".

This ensures that your document can only be read or copied. It won't prevent anyone from copying the file and making changes to the copy.

1. Go to the File tab > Info > Protect Document > Mark as Final.

how to make a report in work

2. When readers open a document, a bar on top will prompt readers to treat this document as read only. But, they can click on "Edit Anyway" to open the document in Edit mode.

Second -- Password Protect Your Document.

Protect your document from unwanted edits with a password barrier.

1. Under Protect Document , choose Encrypt with Password . Type a password and click OK .

how to make a report in work

2. In the Confirm Password box, type the password again, and then click OK . The document will open with the reader prompted for a password.

Microsoft uses the AES (Advanced Encryption Standard), 128-bit key length, SHA1 (a cryptographic hashing algorithm which generates an almost unique 160-bit key to replace the plaintext), and CBC (cipher block chaining) to give a hacker a well-deserved headache.

Third -- Restrict Editing.

This control feature helps you as the author decide which parts of the document others can edit and which will be locked out. Think of it as the bouncer who lets the VIPs in but otherwise bars the door for the common folk.

1. Go to Review > Restrict Editing .

how to make a report in work

2. Under Editing restrictions , check Allow only this type of editing in the document , and make sure the list says No changes (Read only) .

No changes (Read only) is the default restriction type. For a different restriction level for the document, click the menu and select from Tracked changes, Comments, or Filling in forms.

3. To free some sections from the editing blockade, select the sections for editing without restrictions. To select more than one area, click CTRL while selecting the area using the mouse.

4. You can check Everyone under Exceptions (optional) in the Restrict Editing panel. Or, click More users … and allow only specific users to modify the sections. The allowable areas will be marked with square brackets.

5. Click Yes, Start Enforcing Protection .

Now, type a unique password in the box that opens. You have to type it again to confirm it.

The password is optional. But it ensures that no one can just click Stop Protection and edit the document. If you are still paranoid, go ahead and encrypt your Microsoft Word document as we did in the second process above.

4. Print Your Report to PDF

The Portable Document Format comes with many advantages. Not least is its cross-platform compatibility across all computers. Your document is ready and now you need to share it or send it across to be printed. Many professional reports -- for instance, a legal document -- need to retain the format as intended.

Save or convert a copy to PDF. Microsoft Word 2016 does not need any third-party add-ins.

Go to File > Export > Create PDF/XPS .

how to make a report in work

Remember, your Word document may contain sensitive information that you do not want to be included in the PDF. Remove it before you publish to PDF. In the Publish as PDF or XPS window, choose Options . Then select Document and clear Document properties . Set any other options you want and choose OK .

how to make a report in work

Browse to where you want to save the file and click on Publish .

The Next Step...

You are close to the finishing line. The report is ready to be handed over to your readers. But there's one last job left.

Turn the pages and make sure (again) that your report is reader-friendly. Approach it with the eye of the reader. Have you organized your thoughts and written persuasively? Does the information flow well with the charts and illustrations? Can they skim through and find the information quickly? Is the text readable? Use the readability score to gauge the readability level of your documents as a final step.

You also might have noticed we didn't cover some aspects of Microsoft Word. For instance, Microsoft Word Tables are an important tool for data display. Or, the power of lists in information management.

Microsoft Word is more than a quarter of a century old, and packed with little features. At MakeUseOf, we have covered every nook and cranny of this beast. So, do use our resources to learn more about this software for free. Each new feature of Microsoft Word learned will make your life easier.

Make Your Report Shine

As author Nathaniel Hawthorne said,

Easy reading is damn hard writing

Isn't this true for professional report writing too? After all, if given a choice, no one may want to read it. Writing a business report and using it to communicate are two different things. Microsoft Word is just a tool -- it's your job to engage.

For some alternatives, check out the best online word processors . And for more help with professional writing, take a look at how to apologize in an email and mean it .

What are the best practices for writing professional business reports? Tell us in the comments.

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Report Format: Elements And Example Report

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Find a Job You Really Want In

Reports are a necessary part of a lot of jobs, as well as an integral part of business communication and record keeping. Knowing how to write an effective report can help with your career advancement, keeping track of information, and making sure that the right information ends up in the right place.

If you’ve been asked to write a report, read a report, or just want to know what a report is and how it works, this article will explain how to write one and why they’re important. Business writing is inherently regimented, which makes it easier for people to fill in for each other, and also helps with being able to pull out the relevant information quickly.

Key Takeaways

A work report is a document that presents information relevant to a part of your job.

Three of the most important elements of writing a work report are knowing your reader , determining your purpose, and making an outline.

All work reports should have a title page , summary/abstract, table of contents, statement of purpose, body, and conclusion.

Report Format: Elements And Example Report

What is a work report?

How to write a work report, work report format, work report example, types of work reports, final thoughts, report format faq.

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The concept of a work report is simple – you’re presenting a document that shares information relevant to or part of your job. You’re most likely the expert or best authority on the topic you’re asked to discuss – that’s why you were tasked with the report.

Reports can take any number of forms, as long as they start as a written document. You can choose how you present your information or ideas, but you need to make sure whatever you write presents everything clearly.

Common reports people are asked to write for their jobs include memos, daily reports, sales analyses, meeting minutes, progress reports, annual reports, and compliance reports.

A work report can be any number of different documents on any number of subjects. However, business writing has dos and don’ts that you still need to follow. Maintaining professionalism is paramount, and a lot of that is prioritizing brevity. However, there are other aspects to consider as you draft your report.

Know your reader. The most important but often overlooked part of writing a report is making it relevant to your readers. Before you write anything down, think about who could be reading your report so you can present the information in the best way.

If you know it’s only your manager who wants to read a report on your progress of a project they’re deeply involved in, you’ll write differently than if you need to share your latest sales insights with the whole sales team and executive board .

Determine your purpose. Every report has some kind of goal to achieve. Maybe you just need to update your supervisor on your work for the week, or you need to present your ideas on how to restructure the HR department .

No matter your end goal, you need to make sure it’s clear before you set out to write your report. This will help you determine what information is important and relevant to the report, so you don’t overstuff it and overload your reader with too much extra background.

Do your research. Depending on the nature of the report, this is either paramount or less important. Either way, you want to make sure that you’re up to date on the information you’re including in the report, and that you’re familiar with it. Generally speaking, if you’re the person writing the report you’re the subject matter expert , so make sure you’re prepared.

If it’s a research report or a status report, then including statistics, charts, or other visual aids is a must. And that means that you need to understand what you’re talking about — which means research.

Make an outline. Keeping all of the different pieces of your business report clear can be hard, so help yourself out and create an outline. You should always have a few key elements, like a title page, a summary , a table of contents, a statement of purpose, the body of the report, and a conclusion.

Keep it short. Your coworkers will thank you if your report is concise but thorough. There’s no need to get fancy and make your report longer than it needs to be.

The odds are that your colleagues have other things to attend to, and reading your report isn’t at the top of their list, so keep it as short as you can without losing the necessary detail or background information.

Read through again. Once you have your report written, make sure you proofread it. Strong writers always take the time to edit their work, and going back again will allow you to check for grammar mistakes and make sure your writing is clear. You should take this chance to cut out any information that doesn’t need to be included or add clarification where your reader might have questions.

While there are many types of work reports, they should follow the same general format. The proper way to create an official report is to have a title page, summary, table of contents, a statement of purpose, a body, and a conclusion. Other sections can be added, and in informal correspondence, like memos, you may not need all of them.

Title page. Your report’s first page should be a title page that includes the project name, your name, your position, the date, and the company name. This can help give context to your work and give you credit for preparing the report.

Summary/abstract. Giving your readers a quick summary gives them the context of your report and can help them refresh their memories after they’ve read it. You can just include a few sentences to share the big picture of your report in this section.

Table of contents. If you have a particularly long report for work, you should include a table of contents, so your readers don’t get lost. You can just outline the different sections of the body of your report so they can easily find the information they need when they go back to review it.

Statement of purpose. You need to give your report an intro that states why you’re writing this report, why it’s important, and any other introductory information that’s important. It can be a brief introduction, but you should give some context and information, so your reader knows what to expect.

Body. This will be the longest section of your report. You need to provide all of the information you wish to communicate in this part of the report and properly explain everything. Depending on what you need to share, this section can be a paragraph or pages long. Feel free to break up your body into more sections so that your reader can follow along better.

Conclusion. The conclusion should include any wrap-up information you want to include, like suggestions for the future, big takeaways, or summarizing your learnings. The conclusion shouldn’t just summarize what your body said, but talk about future steps or why your report is important.

Here’s an example of a shorter report meant to update the recipient on the progress of the candidate search for an open position:

HR Update December 20, 2022 Prepared by: Jane Smith, Hiring Director XYZ Company This report provides an update on the progress of filling the Communications Coordinator position here at XYZ Company in the Communications Department. We began the hiring process in September, posted our job description in mid-October, and began looking at candidates in early November. Please refer to the previous November report for more detail on the initial candidate screenings. As it stands, we currently have six candidates in the second round of our interview process. Each of them passed their first-round interviews with Christine Johnson or me and impressed the hiring committee. We will wrap up second-round interviews with candidates before the end of the year. We have been discussing benefits and pay to be allocated to the new employee within the HR department and the Accounting department. Since this is a part-time position, we are nailing down the finer details of which benefits packages we can offer the candidate. Accounting is helping us finalize a number based on the amount of work the Communications department expects this position to take on. In order to complete this hiring process, we will need to cut one or two candidates after the second round interview, give the remaining ones an exercise to complete, and then narrow down to the top three candidates. Once we have ranked the top three candidates, we will offer the first-choice candidate the position. If they don’t accept, we’ll move to candidate two. We will also need to finalize the benefits package and pay with Accounting before we can offer any candidate the job. We expect to finalize this in the next few days, ahead of the completion of our second round of interviews. I expect that we will be able to offer our top choice candidate the position by the end of the first week in January. The holiday time off will slightly delay the process, but we’ll be ready to have someone join the team by the middle of January. This is slightly behind our initial schedule of a January 4th start date, but the Communications department has no issue with the delay.

Work report is a generic term that can apply to any number of documents. Depending on where you work and what you position is, you’ll likely have certain types of reports you’re expected to produce. Here are some of the most common varieties.

Annual reports

Weekly reports

Project reports

Sales reports

Marketing reports

Research reports

Department reports

Industry reports

Progress reports

Analytical reports

Product reports

Operational reports

Informational report

Proposal report

Meeting minutes

Compliance report

No matter what role, industry, or field you’re in, you’ll have to write a report at some point. Maybe you spearheaded a groundbreaking project, and you want to share your amazing success and learnings with your team, or perhaps you did some important research that would benefit your company to hear.

There are all kinds of situations where writing a report for work is needed, and all kinds of ways you can present your information.

Business reports are crucial to ensuring your valuable knowledge, information, and insights get shared with the right people. It’s not always possible to bring everyone into a room and have you present, but having a written report makes it easier to share your knowledge with everyone.

But just writing a report doesn’t always get your point across. Writing a thorough, clear, and engaging report is key to showing off your success. We’re here to help you write any kind of report you need.

Why should you follow standard report writing format?

The reason that you should follow standard report writing format is because then everyone knows how to read and interpret the report. Reports have a standard format to make it easier to read them quickly and get the information you’re looking for.

It’s also professional to follow the proper format for a report. Exactly how you deliver the report itself can vary — it can be a presentation, or a meeting, or just the paper itself. But whatever the case, you always need a written version for business records.

How do you write an effective business report?

If you want to write a good report for work, you need to focus on the tenets of business writing: brevity, clarity, and professionalism. Business reports should clearly convey the information needed in the least amount of time possible.

Following the standard business report format will help you with this as it steers you towards efficacy. Putting the report in a standard format also makes it easier of your readers to navigate, so that they can pull out the information they need more quickly.

Harvard Business Review — the Science of Strong Business Writing

University of Nevada, Reno — How to Write a Business Report

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Amanda is a writer with experience in various industries, including travel, real estate, and career advice. After taking on internships and entry-level jobs, she is familiar with the job search process and landing that crucial first job. Included in her experience is work at an employer/intern matching startup where she marketed an intern database to employers and supported college interns looking for work experience.

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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.

financial review report, how to write a report

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.

example of a business report outline

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.

an example of a report that uses visuals effectively, written report

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.

a report about customer satisfaction results with graphs, charts, and icons

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. 

an employee satisfaction survey report template by Piktochart

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.

research report template by Piktochart

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.

corporate report template by Piktochart

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.

case study report template

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. 

monthly marketing report template by Piktochart

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.

finance report template by Piktochart

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. 

annual review template by Piktochart showing how to write a report

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.

Kaitomboc

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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How to Write a Report

Last Updated: December 4, 2023 Fact Checked

This article was co-authored by Emily Listmann, MA and by wikiHow staff writer, Amy Bobinger . Emily Listmann is a private tutor in San Carlos, California. She has worked as a Social Studies Teacher, Curriculum Coordinator, and an SAT Prep Teacher. She received her MA in Education from the Stanford Graduate School of Education in 2014. There are 22 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 8,693,089 times.

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

Sample Reports

how to make a report in work

Selecting Your Topic

Step 1 Read the report prompt or guidelines carefully.

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

Step 2 Choose a topic

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

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

Step 3 Try to pick a topic that is as specific as possible.

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

Researching the Report

Step 1 Include a variety...

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

Step 2 Visit the library first if you’re writing a report for school.

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

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

Step 3 Use only scholarly sources if you do online research.

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

Step 4 Cross-reference your sources to find new material.

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

Step 5 Keep thorough notes...

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

Step 6 Use your research...

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

Step 7 Organize your notes...

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

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

Writing the First Draft

Step 1 Format the report according to the guidelines you were given.

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

Step 2 State your thesis...

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

Step 3 Start each paragraph in the body of the report with a topic sentence.

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

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

Step 4 Support each topic sentence with evidence from your research.

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

Step 5 Follow your evidence with commentary explaining why it links to your thesis.

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

Step 6 Summarize your research...

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

Revising Your Report

Step 1 Scan the report to make sure everything is included and makes sense.

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

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

Step 2 Check carefully for proofreading errors.

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

Step 3 Read each sentence from the end to the beginning.

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

Step 4 Have someone else proofread it for you.

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

Step 5 Compare your report to the assignment requirements to ensure it meets expectations.

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

Expert Q&A

Emily Listmann, MA

You Might Also Like

Write a Financial Report

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

About This Article

Emily Listmann, MA

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

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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

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How To Write a Report for Work (With Examples)

If you’ve been asked to write a report for work, you may be wondering how to go about it. After all, reports are typically associated with academia. However, workplace reports can be just as important, and are often used to communicate findings or recommendations to a boss or team. The key to writing a good report is to be clear and concise. Start by understanding the purpose of the report and who will be reading it. Then, organize your thoughts and information into an outline. Once you have your outline, you can start writing your report. Be sure to proofread and edit your work before you submit it. With a little planning and effort, you can write a great report for work.

Work report template

You can format a work report using the following example:

[Project name] [Date] [Prepared by: your first and last name] [Company name]

Use this section to list any conclusions or suggestions you have for the report’s executive summary or abstract. Include the most crucial concepts covered in the report as well. You do not need to include this section if you are writing a daily work report or progress report. ].

[Body: You should concentrate on describing the information you wish to convey in the body of your report. You can list project-related findings, conclusions, and findings that were made. Include your accomplishments or tasks that you have completed in daily or progress reports. ].

[Recommendations: In this section, you should list your suggestions that will address a specific problem or are based on the findings or results of a project. As an illustration, you might suggest that the company “spend one hour each week training employees on the new handbook.” Your upcoming objectives or tasks can be listed in this section of a daily or progress report. ].

[Conclusion: Reiterate the most crucial recommendations and sum up the findings or results discussed in your report. ].

What is a work report?

1. identify your audience.

Knowing who will be reading your report is crucial for choosing how to format it, what to include, and what voice to use when writing it. Establish who will be reading your report and tailor it to these specific people, for example, if you are writing a sales report for your manager, will anyone else be reading the report? Likewise, if you are writing a business analysis report, will your higher-ups be reading the report, or just your immediate supervisor?

2. Decide which information you will include

You should concentrate on determining the purpose of your report to decide what details should be included after determining who your audience is. You could inquire about what they anticipate seeing if you know who will be reading the report. Choose to include details that will help people understand your message the most.

For instance, if you’re writing a report on sales, it may be necessary to include details on whether sales targets are being met, the goods and services that are selling the best, the difficulties you or your team are currently facing, and your team’s sales projection for the upcoming month or quarter.

3. Structure your report

You should format your report when writing it so that it is simple to read and comprehend. Although the sections you should include in each report will vary, you can use the following list of report components as a general outline when writing your report:

4. Use concise and professional language

When writing your report, make an effort to use language that is clear and concise. Use straightforward language while remaining professional to convey your message as quickly and clearly as you can. Avoid using “fluff” or wordy sentences when possible. For instance, you could say, “Regularly refresh your inbox,” as opposed to, “You might find it helpful to regularly refresh your inbox to stay up to date on emails.” “.

5. Proofread and edit your report

Put your report aside after you’ve finished writing it for at least an hour before you proofread it. This will enable you to view the report with fresh eyes and identify errors you might not have noticed before.

Work report example

You can use the following work report sample as a model when creating your own report at work:

November 5, 20XX Prepared by: Sally Smith ABC Company

An update on the XYZ project, which is due on December 5, will be given in this report. An updated employee handbook with approved increases in paid time off and updated rules and regulations will be produced as a result of this project. By providing them with information about the new benefits that have recently been implemented and workplace expectations, this handbook will try to make employees more aware of those things.

Summary of work completed:

I have finished the following for the XYZ project as of this date:

Tasks to be accomplished by November 12, 20XX:

The XYZ project will be finished by the target date as planned. There are currently no glaring problems or obstacles in the way of this project, but if any do arise, they will be quickly resolved.

report writing format 7 tips and how to write an effective report

How do you write a report at work?

  • Identify your audience. …
  • Decide which information you will include. …
  • Structure your report. …
  • Use concise and professional language. …
  • Proofread and edit your report.

How do I write a report to my boss?

  • Focus On the Why. Understand why you are writing the report.
  • Decide What Information to Include. assemble the data you require, such as financial information, charts, and graphs
  • Decide How to Present Your Recommendation. …
  • Add an Executive Summary. …
  • Format the Report. …
  • Check and Proofread.

How do you write a report example?

  • Decide on terms of reference. Many formal reports contain a section that describes the “terms of reference” for the document.
  • Conduct your research. …
  • Write an outline. …
  • Write the first draft. …
  • Analyze data and record findings. …
  • Recommend a course of action. …
  • Edit and distribute.

How do you start writing a report?

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  • Report Writing Skills: Definition and Examples
  • How To Measure Training Effectiveness in 5 Steps
  • What Is ABC Inventory? (With Benefits, Steps and an Example)
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Status.net

How to Write a Project Report: Step-By-Step Guide [+ 4 Free Templates]

By archtc on December 26, 2017 — 21 minutes to read

  • How to Write a Project Report: Step-By-Step Guide Part 1
  • Project Report Templates: Free Download Part 2
  • Additional Resources Part 3
  • How to Dramatically Reduce Time You Spend Creating Reports Part 4

At some point during the implementation of a project, a project report has to be generated in order to paint a mental image of the whole project. Ultimately, a project report must maximize the insight gained with minimal effort from the reader. Apart from describing its results, it must also explain the implications of those results to the organization and its business operations.

How to Write a Project Status Report:

The most common type of project report, a project status report provides a general state of the project to its stakeholders. It quantifies work performed and completed in measurable terms. It compares this with an established baseline to see if the project is on track or; if adjustments have to be made if the project is behind its schedule. It keeps everyone on the same page and manages each other’s expectations.

Project status reports are accomplished to serve the following purposes;

  • to keep an updated flow of information in relation to the project’s progress
  • to immediately address issues and concerns that may come up at any point of the project’s implementation or duration
  • to document reasons for changes and adjustments made to the original plan for the project
  • to monitor fund utilization and to ensure that the project expenses are still within the budget
  • to serve as a basis for decision-making and addressing problems
  • to keep track of the team’s performance and individual contributions
  • to act as a uniform procedure for communicating project development to the stakeholders.

Status reports are most effective when they follow a standard form with predefined fields that need to be regularly updated. Doing so will save time and provide consistency and predictability of the information the stakeholders will receive about the status of the project.

WHAT TO INCLUDE

For a status report to be comprehensive, it must include the following elements:

Summary/overall health of the project, facts on the project progress, target vs. actual accomplishments, action(s) taken, risks and issues, keys to an effective project status report.

  • Submit the report on time . A status report is time sensitive and sending it late defeats the purpose of such a report.
  • Giving complete but inaccurate information is just as bad as giving accurate but incomplete information . Since stakeholders rely on the status report for a heads-up on the project, and its content is used as the basis for decision-making, it is critical that the report provides both complete and accurate information.
  • Do not cover up bad news or adverse reports as these are all part of the transparency of the status report . Keep in mind that being open with the stakeholders, whether the project is sailing smoothly or not, will benefit both the team and the client, since any problems there are will be immediately given attention and solved.
  • Be proud of the team’s accomplishments, after all, this is what the clients and the stakeholders will want to know about .
  • Anticipate questions from the clients or stakeholders and be prepared to answer them .
  • Be familiar with the culture of the organization and respect the information hierarchy they observe . There are instances when the CEO wants to be the first to know about the contents of these reports before cascading it to his downlines. On the other hand, middle managers will want a head start on these reports so they can also anticipate and prepare for any reaction from the top executives.
  • Craft the status report in such a way that there will be no information overload . It should contain necessary information that the stakeholders need to know. Lengthy reports will consume not only the writer’s time but also that of the reader. Too many details also give an impression of micro management.

Risk Registers

All projects, or any activities of business, face risks. It is just a matter of how an organization identifies, assesses, analyzes, and monitors these risks. With a Risk Register, an organization is equipped with a tool to better respond to problems that may arise because of these risks. It helps in the decision-making process and enables the stakeholders to take care of the threats in the best way possible.

A Risk Register, also called an Issue Log, is iterative because it will be updated periodically depending on how often the team identifies a potential risk. It may also be updated if the characteristics of the existing potential risks change as the project progresses. 

The Risk Register document contains information about the following:

Risk Identification

  • Risk Category:  Grouping these risks under different categories is helpful. Doing so will provide a way to make a plan of action that will address most, if not all of the risks falling under the same category, saving time, effort, and resources.
  • Risk Description:  Provide a brief explanation of the identified potential risk. The description can be done in a variety of ways depending on the level of detail. A general description can be difficult to address while giving too much detail about the risk may entail a significant amount of work. Three factors to consider when making a risk description are: the way these risks are going to be managed, who will handle them, and the reporting requirements of the person receiving the risk register.
  • Risk ID:  Assign a unique identification code to each risk identified to track it in the risk register easily. Create a system of coding in such a way that the category to which the said risk belongs is easily identifiable.

Risk Analysis

  • Project Impact: Indicate the potential effect of the assumed risk on different aspects of the project such as budget, timelines, quality, and performance.
  • Likelihood: Referring to the possibility of the risk occurring, the likelihood can be expressed qualitatively—high, medium, low—or quantitatively, if there is enough information available. Whatever criteria are to be used, assign a number—with the highest value corresponding to that which is most likely to occur.

Risk Evaluation

Using the table above, the identified risk can be ranked this way:

  • Risk Trigger: These are the potential risk events that will trigger the implementation of a contingency plan based on the risk management plan. This plan should have been prepared prior to the development of a risk register.

Risk Treatment

  • Prevention Plan: This enumerates the steps or action to be taken to prevent the risks from occurring.
  • Contingency Plan: On the other hand, the contingency plan determines the steps or action to be taken once the risk events have occurred. This program also contains the measures to be taken to reduce the impact of such risks to the project.
  • Risk Owner: The person responsible for managing risk, and the implementation of the prevention and contingency plans, it can be anyone among the stakeholders—members of the team, a project manager, or project sponsors.
  • Residual Risk: Sometimes, a risk cannot be entirely eliminated after treatment. Part of it may linger throughout the duration of the project, but once it has been treated, it can be considered as a low-level risk.

Keys to an Effective Risk Register

  • The first risk register must be created as soon as the project plan and the risk management plan has been approved . This initial risk register must be integrated into the project plan.
  • Active risks during a particular period must also be included in the project status report .
  • Risk management is an iterative process which is why the risk register must also be updated from time to time . Updates can be made when new risks are identified or there have been changes in the risks already in the register.
  • The numerical value assigned to the likelihood and severity levels must remain constant throughout the duration of the whole project .
  • Likewise, any terms used must be defined, and this definition must be utilized consistently .

Project Closure Report

As the end of a project, a Project Closure Report signals its culmination. Its submission officially concludes a project and implies that funds and resources will no longer be needed, and everything will go back to its status prior to the implementation of the project.

This process is critical as it will officially tie up all loose ends and prevent confusion among stakeholders.

This particular type of project report summarizes information on the project results, the criteria used to measure the effectiveness of the project delivery process, and the feedback from the stakeholders. Each performance metric includes an assessment and a narration of how the team performed on such metrics.

This performance metric describes how the team utilized the budget in carrying out the project effectively. Under this performance metric, the following aspects are measured:

Component Breakdown

Budget variance, explanations for key variances.

Describe how the team implemented the project within the expected time frame and schedule.

Overall Project Duration

Schedule variance, the explanations for key variances, change management.

This metric refers to the team’s ability to handle and manage changes throughout the project’s implementation effectively. It is measured through the following:

Total Number of Changes

The impact of the changes, the highlight of changes, quality management.

This particular metric refers to the team’s ability to observe and comply with quality standards during the project’s implementation.

Total Number of Defects Identified

The explanation for resolved defects, risk and issue management.

This metric deals with how risks and matters that occurred during project implementation were handled and resolved by the team. Key points to include are the following:

The impact of the Risks and Issues to the Project

Human resource management.

This refers to the team’s ability to carry out the project effectively.

Project Organization Structure

This metric looks at how the stakeholders participated in the project.

Decision-makers

Communication management.

Under this metric, communication throughout the duration of the project is assessed.

Communication Management Plan

  • Summarize essential feedback collected . Describe the method by which these comments were gathered and who was solicited for feedback. Also include how they responded to each question and briefly discuss which items received great responses from the participants and which ones got few answers.
  • Take note of common themes or trends of feedback gathered .
  • From the feedback gathered, also take note of any opportunities from this feedback and discuss how these opportunities can be applied to future projects, or in the organization itself .

Lesson Learned

  • Give a brief discussion of what the team learned when carrying out the project . Among these learnings, discuss which ones can be applied to future projects and how it will impact not only those future projects but also the whole organization.

Other Metrics

Other points of interest may not have been captured in the Project Status Report and may be included in the Project Closeout Report. Some of these factors include:

Duration and Effort by Project Phase

Benefits realized, benchmark comparisons, keys to an effective project closure report.

  • The closure report is mostly a summary of all efforts related to the project . It is important to ensure that all highlights of the project have been properly documented so that retrieval of these reports is easier and all efforts will be acknowledged.
  • Emphasize the high points the project delivered, how efficiently it was done, and what has been learned from the process.
  • If there are notable variances during the project implementation, make sure to provide a fact-based explanation on it . In addition, the impact of this difference must also be described.
  • A critical point in a project closure report is establishing the link between the project performance, the lessons learned, and the steps that will be taken by the organization for its continuous improvement . Aside from the project deliverables, another valuable output of a project is the learnings derived from the process and how it will be translated into concrete concepts applicable to the business processes of the organization.

Executive Summary

A little bit different from the types of project reports previously mentioned, an Executive Summary  is a distinct kind of report which uses different language. It is a high-level report which aims to provide a bigger and deeper understanding of the project—how it will benefit the organization and how it will fit into future business strategies. It is written with a busy executive in mind, someone who has a lot of important things to do and may find reading a lengthy piece of prose a waste of precious time. Factual and objective, this particular type of project report must be able to provide a realistic status of the project, as business executives understand that everything may not go according to the plan.

Some may confuse an executive summary with an abstract but, in reality, they are clearly distinct from one another and serve a different purpose.

An abstract is usually written for academic or scientific papers. It is written with a topic sentence which, generally, gives an overview of what the article is about. It is, then, supported by two or three supporting sentences which support the main idea of the topic sentence.

An executive summary, on the other hand, is composed of different sections discussing almost every significant aspect of an undertaking. It consists of sequentially arranged key points supported by conclusions and recommendations. Check our in-depth article on how to write an effective executive summary .

Things to Remember in Writing Project Reports

Here are some of the principles that need to be observed in writing an effective project report;

Write for the reader

The report should have a structure, ensure that the report is evidence-based and is supported by data, make it as objective as possible.

There is a clear distinction between facts and opinions . These should never be used together, especially if the report is dwelling on a failed project. The report becomes subjective if it reflects personal opinions of the writer. Make it objective by eliminating all parts which are not based on facts and real events. If it is really necessary to include a personal view or opinion, make sure to explicitly identify it as such. A separate section of the project report may be devoted to the writer’s personal opinion to keep the rest of the report unbiased.

There are a number of ways project reporting helps an organization, a team, and even the project itself and here are some of them:

It tracks the progress of the project

It helps identify risks, it helps manage project cost, it gives stakeholders an insight on how the project is performing, project report template: free download.

project status report

Click Here to Download Project Status Report XLSX

project update report

Click Here to Download Project Update Report DOC

project updated report 2

Click Here to Download Project Update Report 2 DOCX

general project report

Click Here to Download General Project Report DOCX

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Templates on ProsperForms:

project status report form template

Edit and use this template

monthly status report form template

Additional Sources

  • How to Write an Outstanding Weekly Report + Free Template Download
  • Project Status Dashboard and Project Tracking
  • How to Create a Project Meeting Template + Free Download

8 ways Gen Z will change the workforce

Soon there will be more Zoomers working full time than Baby Boomers. Roberta Katz explains how their values and expectations will shape the future of work.

how to make a report in work

Image credit: Claire Scully

Gen Z is growing up: In 2024, the generation born between 1996 to 2010 is expected to overtake Baby Boomers in the full-time workforce, according to a recent analysis by Glassdoor .

They are bringing to the office a different set of values, behaviors, and expectations than prior generations, according to research by Roberta Katz , a former senior research scholar at Stanford’s Center for Advanced Study in the Behavioral Sciences (CASBS) . Katz collaborated with a team of researchers to conduct a large, multi-year study to find out what matters to Gen Z and why – findings that culminated in a book and website .

Stanford Report sat down with Katz to talk about this research and what to expect from Gen Z in the workplace.

1. Gen Z expects change

The world Gen Zers came of age in was fundamentally different from that of their parents and even millennials, people who were born in the early 1980s to 1996.

The world of Gen Z has been defined by technological changes happening at rapid speeds that also reshaped social experiences. Disruption and impermanence have always been part of the world Gen Z experienced – for them, it’s a norm, not an exception.

“There is an expectation of constant change,” said Katz.

Growing up amid uncertainty has given Gen Z a unique set of characteristics, including being flexible and resilient. It has opened them up to new ways of thinking about the future and doing things – and questioning the ways things are done, which leads to the next trait Gen Zers will bring with them to work.

2. Gen Z is pragmatic

Gen Z has a strong sense of self-agency.

Gen Z lives in a world that has always been one search engine result away. If they want to know more about something, they readily seek the answer out for themselves ( even if it’s not always the correct one ).

They question everything and everyone – from their peers, parents, or people at work. “They don’t necessarily see elders as experts,” Katz said. “They want to understand why something is done in a certain way. They’re very pragmatic.”

They are also not afraid to challenge why things are done the way they are.

“When an older person says to them, ‘This is how you should do it,’ they want to check that out for themselves. It doesn’t mean they’re always right; it’s a different way of understanding,” Katz explained.

3. Gen Z wants to make a difference

Gen Zers not only expect change – they demand it.

They are inheriting a set of complex problems – from climate change to inequality to racial injustice, to name but a few – and want to fix it. They want to work for a place that they believe is doing good in the world.

Some Gen Zers will hold their employers accountable on the causes and issues that matter to them.

Katz warns that for some employers, it can be challenging – if not untenable – to take a position on politically charged or sensitive topics. “It is impossible for most institutions that represent lots of people and lots of identities to satisfy everybody,” Katz said.

4. Gen Z values collaboration and teamwork

For some Gen Zers, the digital world helped shape their identity: Through social media and in online groups, they found subcultures to connect and interact with.

They grew up with wikis – websites collaboratively built and edited by its users – and fandoms – enthusiastic and energetic communities centered around a shared, common interest. For example, K-pop sensation BTS has its Army , Beyonce has her Beyhive, and Taylor Swift has her Swifties.

“They’re in a posse – even with their headphones on,” Katz said.

To get things done, they value collaboration.

“There is a hope that everybody who is contributing is in it for the good of the whole,” Katz describes. “They want to have a team spirit.”

5. Gen Z wants leaders who guide by consensus

Gen Z is also less hierarchical than previous generations.

“They don’t believe in hierarchy for hierarchy’s sake,” Katz said. “They do believe in hierarchy where it is useful.”

Instead, Gen Zers prefer leadership that is dependent on expertise that is task or time specific. That could mean they favor management where team members take turns leading the group (known as a “rotating leadership” model). Another style they may prefer is “collaborative leadership,” in which people from across the organization participate in decision-making and problem-solving.

Transparency is also important.

Gen Zers value consensus and they look for leaders who are in service of the group (also called “service leadership”).

6. Gen Z cares about mental health and work-life balance

Gen Z grew up in a period that saw the blurring of the 9-to-5 work schedule and the rise of flexible work models – a mode of working that led to older generations feeling a pressure to always be “on.”

“Work and home life are all so integrated that if you don’t pay attention, you could be working all the time,” said Katz. “I think Gen Z is sensitive to that.”

Having a work-life balance and maintaining mental and physical health is also important to Gen Z.

“They’re placing a value on the human experience and recognizing that life is more than work,” Katz said.

7. Gen Z thinks differently about loyalty

Because Gen Z grew up amid so much change, Gen Z has a different perspective on loyalty.

But as Katz pointed out, “they also grew up with workplaces not being very loyal to their employees.”

Gen Zers were raised in the shadows of the global financial crisis of 2008, an event that has had long-lasting impacts on employment and the nature of work. “It used to be that people went to work for big companies thinking they’d be there for their entire career and that the company would watch out for them: providing health insurance, and so on,” Katz said.

But after the 2008 recession, and even more recently following the COVID-19 pandemic, companies have cut back labor costs and implemented other cost-saving measures, like reducing perks and benefits. Meanwhile, mass layoffs have also been rampant.

“There’s a reason that employees don’t feel the same degree of loyalty, too,” Katz said.

Meanwhile, the gig economy has also been present throughout Gen Zers’ lives, as has the rise of contract work. They are entrepreneurial, which is part of their pragmatic tendencies.

8. Gen Z looks for trust and authenticity

Gen Z also values authenticity.

“Authenticity is about trust,” Katz said. “Words and actions need to match.”

Honesty and openness are important.

For Katz, it’s all about mutually respectful communication. “My bottom line always to employers is stay open to hearing about different ways to get things done, because Gen Z has one foot in the future.”

Katz is associate vice president for strategic planning, emerita, and is currently involved in a strategic role with the Stanford Doerr School of Sustainability and the Stanford Institute for Human-Centered Artificial Intelligence . She also serves as vice chair of the board of the Center for Advanced Study in the Behavioral Sciences (CASBS).

Katz studied Gen Z as part of a multi-year CASBS research project with Sarah Ogilvie, a linguist at the University of Oxford and formerly at Stanford; Jane Shaw, a historian who is the principal of Harris Manchester College at Oxford and was previously dean for religious life at Stanford; and Linda Woodhead, a sociologist at King’s College London. The research was funded by the Knight Foundation.

From 2004 to 2017, Katz served under Stanford University Presidents John Hennessy and Marc Tessier-Lavigne as associate vice president for strategic planning, and in 2017 as interim chief of staff.

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Everything you need to know about the massive AT&T outage

Joe Maring

Happy Thursday! February is drawing to a close, the weather is getting slightly warmer in parts of the country, and AT&T experienced a massive outage that affected its cellular and internet services. It was a bit of a mess.

When did the AT&T outage start?

Is the at&t outage over, where was the at&t outage happening, were other cellular networks down.

How many people were without service? When was service restored? Here’s a quick recap of what you need to know.

At around 4 a.m. ET on Thursday, February 22, more than 32,000 outages were reported across AT&T’s network. Once 7 a.m. rolled around, that number jumped to over 50,000 people. Per the Down Detector website , there were nearly 75,000 outage reports just before 9:15 a.m. ET.

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Thankfully, the AT&T outage has finally ended. At 11:15 a.m. ET, the company had restored “three-quarters” of its network. Then, at 3:10 p.m. ET, AT&T confirmed that it had “restored wireless service to all our affected customers.”

AT&T further said: “We sincerely apologize to them. Keeping our customers connected remains our top priority, and we are taking steps to ensure our customers do not experience this again in the future.”

Once again, looking at Down Detector, the areas most severely impacted by the AT&T outage appear to have been Dallas, Houston, Los Angeles, and Atlanta. There were also outage reports throughout the state of Florida, parts of Michigan, and New York.

In addition to the reports coming in on the Down Detector website, you can also use AT&T’s own outage map to see if there are any reported issues in your specific area.

Although AT&T experienced the worst of the issues, it wasn’t the only cellular carrier with ongoing outages. Cricket Wireless, a prepaid carrier that uses AT&T’s network, was also showing over 12,000 outage reports as of 9:15 a.m. ET. Verizon outage reports spiked at over 4,000 this morning, in addition to increasing outage reports for Consumer Cellular, T-Mobile, Boost Mobile, US Cellular, and Straight Talk.

In the case of Verizon and T-Mobile, specifically, both carriers have confirmed that their networks weren’t directly experiencing service outages and that reports on sites like Down Detector were likely a result of Verizon and T-Mobile users trying to call or text people on AT&T.

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Joe Maring

Nova Labs, the company that pioneered the “people-powered” Helium Network, has just announced a wallet-friendly new plan under its Helium Mobile brand that offers unlimited data, talk, and text for only $20 a month.

The no-contract plan provides nationwide 5G access primarily through its own Helium Mobile Network that’s backed up by “the nation’s largest 5G network” — T-Mobile. This allows the carrier to provide full 5G coverage at much more affordable prices than traditional carriers and Mobile Virtual Network Operators (MVNOs).

It may surprise you that traditional text messaging on cell phones has existed for over 30 years. Hence, it's no surprise that the technology seems archaic in a world of smartphones that now use built-in services like Apple's iMessage on the iPhone and a plethora of third-party apps like Facebook Messenger and WhatsApp.

In fact, it was the limitations of the legacy technologies used by text messaging that gave rise to these other messaging services. Traditional Short Messaging Services (SMS) and Multimedia Messaging Services (MMS) offered by carriers were incapable of supporting even longer messages and high-resolution images, not to mention features like true group messaging, read receipts, reactions, and typing indicators — all of which have become table stakes among modern smartphone messaging apps. The history of text messaging

One of the biggest promises of 5G technology isn’t merely faster performance but rather the ability to power a far more connected world — a global network where every device can get online from just about anywhere.

That’s the vision behind MediaTek’s new M60 5G modem and T300 chip, which aim to be small and efficient enough to bring 5G to wearables, internet-of-things (IoT) devices, and other electronics that benefit from reliable internet connectivity but don’t require the massive speed and bandwidth of modern laptops and smartphones. Reduced capability for greater efficiency

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Employers must make ‘reasonable adjustments’ for women going through menopause

EHRC cites ‘responsibility to protect staff going through menopause’ as two-thirds of women with symptoms acknowledge negative impact on work life

Employers could be sued for disability discrimination if they fail to make “reasonable adjustments” for women going through menopause under new guidance issued by the Equality and Human Rights Commission (EHRC) on Thursday, amid concern over the number of women leaving their jobs due to symptoms.

If the symptoms have a long term and substantial impact on a woman’s ability to carry out normal day-to-day activities they may be considered a disability, the EHRC say.

Under the Equality Act 2010, an employer will be under a legal obligation to make reasonable adjustments and to not discriminate against workers.

The guidance also states that workers experiencing symptoms may be protected against less favourable treatment related to their menopause symptoms on the grounds of age and sex.

Research shows that one in 10 women surveyed who have worked during menopause have left their role due to symptoms that can include anxiety, mood swings, brain fog, hot flushes and irregular periods.

Two-thirds of working women between the ages of 40 and 60 with experience of symptoms said they have had a mostly negative impact on their work life, a study by the Chartered Institute of Personnel and Development found.

Baroness Kishwer Falkner, chair of the Equality and Human Rights Commission, said: “As Britain’s equality watchdog, we are concerned both by how many women report being forced out of a role due to their menopause-related symptoms and how many don’t feel safe enough to request the workplace adjustments.

“An employer understanding their legal duties is the foundation of equality in the workplace. But it is clear that many may not fully understand their responsibility to protect their staff going through the menopause. Our new guidance sets out these legal obligations for employers and provides advice on how they can best support their staff.

“We hope that this guidance helps ensure every woman going through the menopause is treated fairly and can work in a supportive and safe environment.”

Menopause is a natural part of ageing which occurs when periods stop due to a lowering in hormone levels, usually between the ages of 45 and 55.

The menopause can also happen because of a variety of reasons including genetics, surgery or cancer treatments. Sometimes, the reason is unknown.

In November, draft guidelines to GPs from the National Institute for Health and Care Excellence (Nice) were criticised by some experts, MPs and campaigners , for stating that women experiencing hot flushes, night sweats, depression and sleep problems could be offered cognitive behavioural therapy (CBT) “alongside or as an alternative to” hormone replacement therapy (HRT) to help reduce their menopause symptoms.

Critics said it belittled symptoms through misogynistic language, and women’s health would suffer as a result of failing to emphasise the benefits of HRT on bone and cardiovascular health as opposed to CBT.

Carolyn Harris, the MP for Swansea East and the chair of the all-party parliamentary group on menopause, said the guidance was “antiquated”, “naive” and “ill thought-out”.

A Nice spokesperson said at the time: “The draft guidance makes clear that it is important that healthcare practitioners take a personalised approach when discussing treatment options, tailored to individual circumstances. The impact of menopause symptoms on quality of life can vary hugely.

“New evidence shows that cognitive behavioural therapy can help reduce menopause symptoms including hot flushes and night sweats, depressive symptoms and problems sleeping.

“The draft guidance makes it clear that CBT could be considered alongside or as an alternative to hormone replacement therapy and sets out the risks and benefits of different treatment options so people can work with their healthcare practitioner to agree what works best for their particular needs.”

  • Equality and Human Rights Commission (EHRC)
  • Discrimination at work

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About half of America's new college graduates are working in high school-level jobs like food service and retail: report

  • Nearly half of new college graduates in the US are working high school-level jobs, per new research.
  • Around 52% of recent graduates start their careers in jobs that don't need a degree, it said.
  • Most of these underemployed graduates work in food services, construction, and office administration.

Insider Today

Within a year of graduating, about 52% of people who recently earned bachelor's degrees in the US are working jobs that don't require a college education, according to a new joint report by two research firms.

The vast majority of underemployed graduates — 88% of them — are working high school-level jobs such as office support, food service, and retail within five years of graduation, per the report by the data research firms Burning Glass Institute and the Strada Education Foundation.

The report, published on Thursday, was based on a dataset of 60 million people's careers in the US, including those of 10.8 million people with a bachelor's degree.

Its findings present a bleak outlook for new graduates hoping that a degree will guarantee them significantly better opportunities.

While college graduates typically earn more than those with only a high-school education, "a sizable share of graduates do not experience the economic outcome they expected from earning a bachelor's degree," the report said.

The difference in pay is significant. Underemployed graduates earn about 25% more than workers with only a high school diploma.

But that's far less than they would make if they had found a job that requires a degree. People working college-level jobs earn 88% more than those with only a high school education, the report said.

That means that the typical graduate working a college-level job earns around 50% more than an underemployed graduate, it added.

Most underemployed graduates are in sales and office administration

For graduates working high school-level jobs five years after finishing college, the most common occupations are clerk (1.09 million graduates), sales supervisor (1 million), retail sales worker (759,000), salesperson (611,000), and secretary (602,000).

Additionally, 370,000 of these graduates work in food and beverage services, while another 350,000 work in construction, per the report. At least 4.5 million more graduates work other types of high school-level jobs.

What you studied also matters, the researchers said. They found that fields requiring quantitative reasoning, such as engineering (26%), finance and accounting (29%), and computer science (36%), had the lowest five-year underemployment rates.

Health-related work, including nursing, had the lowest underemployment rate, with only 23% of graduates not working college-level jobs five years after finishing their bachelor's.

Conversely, public safety and security (68%), recreation and wellness studies (60%), and marketing and business management (57%) had the highest five-year underemployment rates in the US.

It's hard to get out of underemployment

If a graduate starts their career underemployed, they're also 3.5 times more likely to stay underemployed 10 years later, the report added.

"The first job following college graduation is critically important for most individuals," the researchers wrote.

About 27% of underemployed graduates eventually advance to college-level jobs in the next 10 years. But for every 100 graduates, 45 will still be underemployed a decade after earning their degrees, the report said.

On the other hand, around 21% of graduates who start their careers in a college-level job eventually fall into underemployment by the 10-year mark.

Getting an internship in your field of study vastly improves your chances of getting a college-level job, the report said.

Those with internships before graduating had a 48.5% lower chance of being underemployed in their first year of working, researchers said.

But only 29% of college graduates secure a paid internship before they finish school, the report said, urging policymakers and universities to push students toward such opportunities.

Paid internships, they wrote, "offer a proven route to college-level employment."

The researchers also encouraged schools to provide personalized career coaching, which they said is increasingly showing itself to be useful for students.

"Students deserve to understand what steps they can take to reduce underemployment risk," the report said.

However, the current ratio of students to career services staff at US colleges is 1 to 2,263, the report added.

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Watch: JAMES ALTUCHER: College is a waste of time and money

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After being laid off, I took a huge pay cut to work a $15/hour retail job at Target—why I don’t regret it

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In April 2023, my director-level job in real estate management got eliminated. I allowed myself a small window to mourn, and then decided to view the layoff as an opportunity instead of a loss. I'd been longing for a career change, and here was my chance to pursue a path that gave me a greater sense of purpose.

But I never expected to still be unemployed as the holidays approached. I had applied to hundreds of jobs but landed only two interviews and received zero job offers.

In early December, I applied online for a seasonal position with Target completely on a whim — half expecting to be ghosted again. But the very next day, I got an offer to be a guest advocate for the holidays at $15 an hour.

It was a huge pay cut from what I made as a director, but I was excited to get out of the house and interact with living things other than my pets and family!

DON'T MISS:  The ultimate guide to acing your interview and landing your dream job

Initially, I was as nervous as a 16-year-old showing up to their first job, but after some training, I found my stride. And it didn't take long for me to realize that my "little seasonal job," as I liked to call it, was one of the best things I could have done for myself.

Going from senior roles to retail was humbling

If I'm being honest, I secretly felt like I was too good to work in a retail role again more than 20 years after my last day at The Disney Store, where I'd once picked up a part-time job on the side for fun. I assumed I'd dread every shift and be annoyed by customers who treated me like gum on their shoes. 

But almost every guest was incredibly kind and engaging. I bonded quickly with my co-workers and looked forward to seeing them every day. And I didn't dread a single shift.

I gained so much respect for workers who are on their feet (and game) all day

Retail and other customer-facing employees are some of the hardest-working people I've ever met.

In those first weeks, my feet and knees hurt so badly that I developed a close relationship with my ice pack. I found myself sweating from the physical exertion of assisting crowds waiting in line for purchases, returns, and order pick-ups, and logged at least 10,000 steps with each shift.

My confidence came back

When I began my career in higher education more than 25 years ago, I loved every moment of it. But stress and budget cuts took a toll on my positivity, and I spent several years refusing to acknowledge I was burned out.

When the pandemic hit, I finally recognized my lack of enthusiasm for the work I used to adore and admitted I needed a change. Returning to retail was the therapy I didn't know I needed. I remembered that I am valued, smart, hardworking, and fantastic at making customers happy!

I also realized I need words of praise to buoy my confidence and will make sure I can get them in future roles. 

I took immense pride in my work

When the chaotic assortment of clips for plastic hangers in the back room started to resemble the aftermath of a colorful plastic explosion, for example, I took the initiative to organize the mess. It made everyone's work easier, and my colleagues were thankful I did it. 

My crisis-management skills were handy when a guest had a medical emergency while in my checkout lane. And when I was asked several times to stay on a permanent basis, I couldn't help but feel proud of myself.

Now that my " Target Run " is over, I'll forever look back on it as one of the best decisions I've made in my career. I'm searching for my dream role in HR management or training and development, and I will no doubt be a better manager due to my lessons in humility, respect, pride, and self-confidence.

As I bid farewell to my "little seasonal job," I feel grateful for the unexpected but rewarding detour. And you can be sure I'll be back to shop!

Kathleen Baker is an award-winning presenter of training programs, seminars, and publications. Her career spans higher education, real estate management, and human resources. She holds a bachelor's degree in psychology and a master's degree in counseling, and has studied at the doctoral level in educational leadership. Find her on LinkedIn .

Want to land your dream job in 2024?  Take  CNBC's new online course How to Ace Your Job Interview  to learn what hiring managers are really looking for, body language techniques, what to say and not to say, and the best way to talk about pay.

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AT&T says cell service is back after a widespread outage and some disrupted 911 calls

Scott Neuman

how to make a report in work

A sign is posted in front of an AT&T retail store in 2021 in San Rafael, Calif. Justin Sullivan/Getty Images hide caption

A sign is posted in front of an AT&T retail store in 2021 in San Rafael, Calif.

AT&T says it has fully restored cellphone service to tens of thousands of customers in cities across the country whose phones lost signal overnight, causing frustration and concern about disruptions to 911 dispatches.

The FBI, in a statement Thursday afternoon, said the agency was "in contact with AT&T regarding today's network outage. Should we learn of any malicious activity we will respond accordingly."

White House national security spokesperson John Kirby also referred to the outage as he addressed reporters on Thursday. Kirby said the FBI and the Department of Homeland Security (DHS) were looking into the outage. He said the Federal Communications Commission was also in touch with AT&T.

"But the bottom line is we don't have all the answers," he said.

Around 3:30 a.m. ET Thursday, outages reported by downdetector.com suddenly spiked from just a handful, peaking at more than 73,000 by around 8:20 a.m. ET.

Why do doctors still use pagers?

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Why do doctors still use pagers, "we sincerely apologize".

By late afternoon Eastern time, AT&T said it had "restored wireless service to all our affected customers."

"We sincerely apologize to them," the company said in an email to NPR. "Keeping our customers connected remains our top priority, and we are taking steps to ensure our customers do not experience this again in the future."

Kirby said the Department of Commerce faced some disruptions as a result of the outage but those were not "crippling."

Earlier, Downdetector said that Houston, Dallas, San Antonio, Chicago, Indianapolis, New York, Miami and Charlotte reported the highest number of outages. Houston had more than 2,000 reports by about 8:30 a.m. ET, while New York reported about 1,300.

However, service disruptions caused concern Thursday morning even outside those areas, with the San Francisco Fire Department announcing on X , formerly Twitter, that it was "aware of an issue impacting AT&T wireless customers from making and receiving any phone calls (including to 911)."

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How do cheap cell phone plans make money and other questions.

"We are actively engaged and monitoring this. The San Francisco 911 center is still operational. If you are an AT&T customer and cannot get through to 911, then please try calling from a landline. If that is not an option then please try to get ahold of a friend or family member who is a customer of a different carrier and ask them to call 911 on your behalf. Do not call or text 911 to simply test your phone service," the department said.

A survey conducted by the National Center for Health Statistics found in 2022 that nearly 71% of adults and 82% of children lived in wireless-only households.

Even if a cellular service provider is down, anyone with a cellphone can still place an emergency call or text, according to 911.gov . "However, calls to 911 on phones without active service do not deliver the caller's location to the 911 call center, and the call center cannot call these phones back to find out the caller's location or the nature of the emergency. If disconnected, the 911 center has no way to call back the caller," the website says.

Jared Juliano, assistant director for Prince William County Department of Public Safety Communications in Virginia, says 911 service there was never really disrupted, but calls coming in from AT&T phones did not have location information or what he describes as an "advanced caller ID."

988: An Alternative To 911 For Mental Health

988: An Alternative To 911 For Mental Health

However, he says 911 dispatchers "always verify a location even when we get locations from these numbers."

Police in the Charlotte-Mecklenburg area in North Carolina said customers were "briefly unable to contact 9-1-1. There are no disruptions to our call center's ability to receive 9-1-1 calls. Service should be returning shortly."

Other providers reported business as usual

The outage did not appear to have any real impact on other providers. Verizon said its network was "operating normally."

"Some customers experienced issues this morning when calling or texting with customers served by another carrier," a company statement said.

Likewise, T-Mobile said in a statement that its network "is operating normally."

The outages occurred around the same time as a solar flare, according to the National Oceanic and Atmospheric Administration (NOAA). The agency said the flare — "an eruption of energy from the Sun that usually lasts from minutes to hours" — reached Earth at 1:32 a.m. ET.

NOAA says such flares can affect high-frequency radio signals, but only on the sunlit side of Earth.

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