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How to Write a Report

Last Updated: March 15, 2024 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 8,714,242 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!

Easy Steps to Write a Report

• Choose an interesting topic and narrow it down to a specific idea.
• Take notes as you research your topic. Come up with a thesis, or main theme of your report, based on your research.
• Outline the main ideas you’ll cover in your report. Then, write the first draft.

Sample Reports

Selecting Your Topic

• 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.

• 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!

• 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

• 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

• 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.

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

• 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.

• 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.

• 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.”

• 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

• 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

• 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.”

• 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.

• 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

• 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.

• 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

• 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.

• 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.

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

• 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?”

• 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

You Might Also Like

• ↑ 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

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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How to write a report (with tips and examples)

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

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

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

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

What is a Report?

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

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

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

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

Types of Report

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

Project Status Report

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

Financial Report

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

Research Report

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

Audit Report

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

Progress Report

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

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

How to Format a Report

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

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

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

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

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

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

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

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

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

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

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

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

How to Write a Report

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

1. Understand the Purpose

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

2. Conduct Thorough Research

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

3. Plan Your Report

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

4. Write Clearly and Concisely

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

5. Use Visuals When Helpful

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

6. Draft and Revise

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

7. Proofread

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

8. Get Feedback

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

9. Distribute the Report

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

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

Tips for Writing Successful Reports

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

1. Maintain Objectivity

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

2. Stay Focused

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

3. Think About Your Audience

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

4. Validate Your Points

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

5. Format consistently

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

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

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

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More on reports

Ultimate Guide on How to Write a Report Tips and Sample

Defining a Report

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

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

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

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

Student Research Report Sample

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

Explore and learn more about comprehensive but concise reports.

What are the Report Types

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

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

Academic Reports

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

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

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

Project Reports

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

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

Sales Reports

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

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

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

Business Reports

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

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

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

Scientific Reports

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

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

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

Annual Reports

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

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

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

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Report Format

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

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

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

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

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

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

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

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

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

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

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

How to Write a Report Like a PRO

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

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

Start With a Strong Thesis

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

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

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

Use Simple Wording

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

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

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

Present Only One Concept in Each Phrase

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

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

Only Present Reliable Facts

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

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

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

Incorporate Bullet Points

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

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

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

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

Review the Text for Accuracy and Inconsistencies

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

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

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

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

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

Sounds familiar?

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

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

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

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

What is report writing?

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

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

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

Sounds easy enough, right? 

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

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

Types of reports

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

The most common types of reports are: 

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

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

How to write a report without feeling overwhelmed

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

These three stages are: 

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

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

Stage 1: Pre-writing 

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

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

Understand the purpose of your report

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

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

Research your topic

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

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

Make a report outline

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

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

Stage 2: Writing

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

Follow the proper report writing format

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

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

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

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

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

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

Reports should usually be written in the third person.

Edit and proofread the article

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

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

Stage 3: Post-writing

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

Format your report

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

Incorporate visuals

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

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

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

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

Share your report

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

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

How to add visuals to your report

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

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

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

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

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

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

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

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

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

Survey report template 

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

Research report template 

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

Corporate report template 

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

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

Case study report template

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

Marketing report template

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

Financial report template 

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

Annual report template 

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

See more report templates by creating a free Piktochart account . 

Quick checklist for better report writing

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

Purpose and audience

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

Structure and organization

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

Accuracy and analysis

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

Writing style and clarity

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

Acknowledgment and citation

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

Proofreading

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

Make engaging and effective reports quickly with Piktochart

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

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

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

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

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

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

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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 Maximum Clarity and Impact

Sudarshan Somanathan

Head of Content

January 26, 2024

If you’re a professional in any industry, you know that sharing ideas and findings through well-crafted reports is a skill that will set you apart from your peers.

But writing a compelling report may seem daunting at first. It requires a well-thought-out  approach. 

What elements or sources should you incorporate to ensure your report is comprehensive and engaging? And how do you organize each section for maximum impact?

In this guide, we’ll explore the ins and outs of report writing, breaking it down step by step. We’ll also introduce you to some game-changing features in ClickUp, a platform that will make your report-writing journey smoother and more collaborative. Let’s dive in!

Understanding Report Writing

Different types of reports and report writing, key components of report writing, how to write a report, utilizing templates for report writing, wrapping up.

Before we explore the intricacies of how to write a report, let’s establish a solid understanding of what report writing entails. Report writing encompasses the art and science of transforming raw information into a cohesive and structured document.

A well-crafted report is more than a collection of facts; it’s a narrative that provides clarity, insight, and direction. In business, accurate and insightful reports help with informed decision-making. 

Adept report writing is a strategic skill that distills complex data into understandable insights. Whether documenting project progress, detailing financial metrics, or analyzing market trends, reports provide a medium. 

Reports take various forms in academic and professional settings. In academia and business, research reports provide insights into scientific studies. Policy-makers rely on book reports, and field study reports for ground-level information.

A project report or summary is a comprehensive document that outlines a project’s objectives, progress, challenges, and outcomes. Writing effective project reports demands attention to clear objectives, systematic data collection, and a concise presentation of findings.

Progress, technical, functional, marketing, academic, sales reports, and case studies serve diverse purposes. Each type is purposefully crafted to fulfill specific objectives, catering to the distinct needs within organizations.

Despite their differences in subject, these reports adhere to common attributes, principles, and formats in report writing.

Here, we’ll explore five common types of reports and explain their distinct characteristics. We’ll also show you how to write a report for successful outcomes in your respective fields.

1. Research reports

Research reports meticulously explore a specific topic, utilizing surveys, experiments, or literature reviews. Geared toward contributing to existing knowledge, these reports offer a detailed and authoritative understanding of the subject.

Key features include an extensive literature review, a well-defined methodology, a systematic presentation of findings, and conclusive insights derived from rigorous research. 

When writing a research report, start with a clear and focused research question. Conduct thorough literature reviews to identify existing gaps.

Define a precise methodology, outlining your approach step by step. Present your findings in a structured manner, ensuring clarity in your delivery. Employ conclusive insights to draw actionable conclusions.

2. Business reports

Business reports intricately analyze business-related information, which includes financial performance, project updates, and strategic plans.

They inform stakeholders, investors, or internal teams about business operations and performance metrics.

A comprehensive report includes financial statements and concise summaries of ongoing projects. It also provides strategic recommendations tailored to the specific needs and interests of the target audience.  

Start with a clear executive summary, move on to financial analysis, offer insights into profitability and performance indicators.

Prioritize clarity and brevity to communicate complex information effectively. Use data visualization tools when necessary to enhance understanding. 

3. Technical reports

Technical reports convey complex technical information, procedures, or analyses. Predominantly utilized in science and engineering, these reports aim to communicate intricate technical details.

Specialized language, detailed procedures, and precise data presentation are hallmarks of technical reports, requiring a certain level of expertise for comprehension. These reports often serve as valuable technical references, aiding decision-making, troubleshooting, and further research.

As a professional, ensure your technical reports cater to the specific needs of your audience.

Leverage technical writing software and tools to enhance the precision and effectiveness of your communication. They help maintain a delicate balance between technical depth and clarity for seamless comprehension.

Detail procedures meticulously, leaving no room for ambiguity and aiding professionals in replicating processes or methodologies. Precisely present data, graphs, or tables to reinforce findings.

4. Incident reports

Incident reports involve the meticulous documentation of unexpected events or issues. They’re typically written down, outlining real events, the sequence of events, and the corresponding responses.

These are designed to analyze incidents thoroughly, learn from them, and establish preventive measures for future occurrences.

Detailed descriptions of the incident and its immediate and potential impact form the core of incident reports. Recommendations for improvement ensure a comprehensive understanding and proactive approach.

When drafting incident reports, ensure a detailed chronology of events and responses.

Incident report templates guide professionals in crafting detailed narratives, ensuring comprehensive documentation.

Consider the templates for documentation and to enhance preparedness, minimize risks, and cultivate a safer and more resilient environment in your field.

5. Progress reports

Progress reports track the ongoing development of a project or initiative, documenting achievements, challenges, and future plans.

They’re primarily geared toward providing decision-makers with valuable insights and relevant data, enabling informed decision-making.

These reports include milestone tracking, performance indicators, project reports, and a narrative that details the project’s progress and outlines anticipated future milestones. 

To create an effective progress report, focus on quantifiable achievements and challenges. Tailor the report to decision-makers, providing them with a concise and forward-looking overview. 

Now, let’s delve deeper into the essential components of a well-structured report.

To write impactful reports, you need to grasp the basics. From the initial impression set by the title page to the nuanced details in appendices and executive briefs, each element plays a vital role in improving the report’s effectiveness and readability.

Here are the key components contributing to a comprehensive report’s structure and depth.

1. Title page

Serves as the face of the report, providing crucial information at a glance. It includes title, author’s name, date, and relevant institutional information. 

2. Abstract or executive summary 

Summarizes the report’s main points. Offers a quick overview for readers with time constraints, acting as a stand-alone summary highlighting key findings and recommendations.

3. Table of contents

Outlines the structure and organization of the report, aiding readers in navigation. Accuracy in page references is vital, ensuring a reliable roadmap for easy access to specific content areas.

4. Introduction

Acts as the opening chapter, setting the stage for the report. States the report’s purpose and scope, offering a concise yet comprehensive overview of what follows. Guides readers toward a clear understanding of the report’s objectives and what they can expect within its content. 

5. Methodology or approach 

Details of how the research or analysis was conducted. Essential for transparency, allowing others to replicate the study and verify its validity.

6. Findings or results 

Presents the main outcomes or discoveries derived from the research. Backed by data, evidence, or examples, ensuring the credibility and reliability of the presented findings.

7. Discussion or analysis 

Interprets the report findings, providing context and deeper understanding. Offers insights and potential implications, elevating the report beyond a mere presentation of facts. 

8. Recommendations 

Suggest actions based on the report’s findings. Provides decision-makers clear directions on how to respond to the presented information.

9. Conclusion 

Summarize the report’s key points. Reinforces the main theme, leaving a lasting impression on the reader.

10. References or bibliography 

Cites sources used for reference in the report, ensuring its credibility and allowing for further exploration. Adheres to a standardized citation format for most reports, enhancing the report’s professionalism and academic integrity.

Let’s explore a few additional components that enhance a report’s completeness. Incorporating these into your report ensures it is a valuable and impactful document in your professional endeavors.

• Appendix: Houses supplementary materials such as charts, graphs, or detailed data to enhance comprehensiveness and provide additional information 
• Acknowledgments: Conveys gratitude to those who contributed and ensures proper recognition to foster a collaborative and appreciative tone within the report
• Glossary of terminology: Defines technical terms or jargon for better reader comprehension, especially in reports with specialized language
• Visual elements: Incorporates visuals like charts, graphs, or images. Aids in presenting complex data or concepts, enhancing reader engagement and understanding
• Executive brief: Offers a condensed executive summary version, providing a quick snapshot of the report’s key elements for efficient decision-making
• Quality assurance or peer review: Involves a thorough review process to catch errors or inconsistencies, ensuring the information presented is accurate and trustworthy
• Action plan: Propose a step-by-step plan based on recommendations to help execute the next steps effectively, translating recommendations into tangible results
• Monitoring and evaluation: Establish a system for ongoing assessment after the report’s implementation. Ensures continuous improvement, allowing for adjustments based on real-world outcomes

You need the right tools and a systematic approach to write effective reports. Let’s explore the intricacies of report creation.

Here are the practical steps to craft a good report that grabs attention and delivers impact:

1. Define your purpose and audience

Before you start writing a report, clearly define why you’re creating the report and who will be reading it. 

Ask yourself: What is the main objective of the report or article? Is it to inform, persuade, or analyze? Understanding your audience is paramount.

Tailor your language, tone, and content to cater to your readers’ specific needs, expectations, and level of expertise. 

2. Research thoroughly

Gather all necessary information through extensive research and credible sources, ensuring a well-rounded understanding of your subject matter. To expedite this process, leverage ClickUp AI features . Utilize its advanced capabilities to quickly summarize lengthy documents, extracting key insights efficiently.

Explore a diverse array of over a hundred meticulously crafted and research-backed AI tools, offering tailored solutions for every role and use case.

Incorporating AI streamlines your research and improves the precision of data extraction. 

3. Plan your structure

Before you start writing, plan the structure of your report. Develop a comprehensive roadmap outlining each section, ensuring your narrative’s logical flow and coherence.  

A well-structured outline acts as a guide, facilitating seamless transitions between ideas and topics. To simplify this task, use ClickUp AI’s intuitive features to create organized outlines.

This optimization refines your report’s structure, enhancing readability, overall quality, and impact.

4. Utilize ClickUp’s features for drafting

Leverage ClickUp Docs for a seamless writing experience beyond traditional document creation. Take advantage of the platform’s collaborative features like Assigned Comments for efficient teamwork.

Here’s how to utilize ClickUp Docs to expedite your workflow and enrich your work experience. 

• Integration with workflows: Link Docs and tasks together for centralized access. Enhance workflows by adding widgets to update project statuses, assign tasks, and more—all within the document editor
• Tagging and task assignment: Simultaneously edit documents with your team in real time. Tag team members with comments, assign action items, and convert text into trackable tasks for seamless idea management
• Efficient document management: Quickly access document templates for immediate drafting. Save frequently used documents as templates for convenient access in the future
• Advanced document settings: Customize font type, size, height, page width, and more according to your preferences. Keep track of essential metrics, including character count, word count, and reading time for each page in your Doc
• Enhanced document customization: Customize your document’s appearance with an overview and headers. Ensure a structured and visually appealing layout for a more engaging reader experience

5. Leverage AI writing tools and start organizing with checklists

Unleash your creativity and conquer writer’s block with various advanced AI writing tools like ClickUp AI.  It provides a dynamic solution for brainstorming, generating content, and breaking creative barriers.  

Utilize ClickUp’s Checklists to ensure a systematic approach to your tasks, covering all necessary points seamlessly. Stay on top of your progress and deadlines, enhancing your productivity and reducing the risk of overlooking crucial details.

Keep all your work organized by categorizing Docs within ClickUp, facilitating easy access and searchability. Ensure the security of your Docs with privacy and edit controls, allowing you to manage who can access and edit your documents.

6. Revise and edit

After completing your first draft, reviewing your report for clarity, coherence, and accuracy is crucial. Ensure your ideas flow seamlessly, maintaining a logical structure throughout the document. Utilize writing assistant software for valuable insights into your writing style. Whether refining grammar, improving sentence structure, or fine-tuning vocabulary, the best writing assistant software is a virtual guide. These advanced tools also suggest improvements, enhancing your report’s overall readability.

To enhance your editing process, leverage ClickUp’s advanced commenting features. Solicit feedback from colleagues directly within the document to promote constructive input.

Ensure there are no grammatical mistakes or typos. ClickUp’s collaborative features make it easy for multiple eyes to review. 

7. Format professionally

Attention to formatting is pivotal for a polished and professional-looking report. Ensure consistency in font styles, headings, spacing, and alignment throughout the body of the report.

ClickUp’s versatile templates are an excellent starting point, offering pre-designed layouts that can significantly enhance your report’s visual appeal.

From case study templates and daily report templates to annual report templates , ClickUp offers a variety of templates for quick content creation.

Leveraging these templates streamlines the formatting process, providing a structured framework. 

8. Finalize and distribute with confidence

Once you’ve confirmed that all the data in your report aligns with your standards, proceed to the finalization step. Double-check all components, including content, formatting, and accuracy.

Confirm that your report aligns with the initial purpose and effectively communicates your findings. Once satisfied, proceed to distribute your report to the intended audience.

Consider the most appropriate channels for dissemination, ensuring accessibility and relevance to the recipients. Whether through email, a shared platform, or a presentation, choose a method that aligns with your audience’s preferences.

Templates are a game-changer when it comes to report writing. They provide a structured starting point, saving you time and ensuring consistency.

With predefined structures, formats, and prompts, content writing templates help streamline your writing workflow. Whether a seasoned writer or tackling a new project, incorporating free content writing templates into your toolkit can significantly boost productivity. 

Here are some ClickUp templates to leverage:

1. Report cover template

The Report Cover Template in ClickUp efficiently creates professional and visually appealing covers for various reports. It streamlines the design process and customization options, allowing users to:

• Create modern, stylish covers for reports
• Customize fonts and colors, and include logos or images
• Maintain consistency in branding across marketing reports

Steps to use the Report Cover Template involve setting the tone, selecting suitable designs, adding necessary details, finalizing, and printing. Collaboration, brainstorming, and progress tracking are facilitated within ClickUp’s workspace.

2. Report requirements template

The Report Requirements Template by ClickUp offers an efficient and organized approach to creating comprehensive reports. It streamlines the process by:

• Providing a consistent format for data collection, ensuring accuracy, completeness, and improved efficiency
• Offering structured elements like custom statuses, fields, views, and project management tools
• Guiding users through steps like defining the report’s purpose, establishing timelines, gathering resources, outlining content, and reviewing the final report

This template helps you:

• Clearly define report objectives and structure content
• Assign tasks, set timelines, and monitor progress
• Collect, organize, and analyze data for cohesive reports
• Facilitate collaboration among team members and ensure efficient communication throughout the report creation process

The Report Requirements Template facilitates project requirement documentation for business analysts. Integrating this template into your ClickUp Workspace helps maintain cohesion and clarity within teams, streamlining the process from report conceptualization to delivery.

3. Project reporting template

Project reporting is crucial for a project manager to gauge a project’s health and address critical areas needing attention. The Project Reporting Template comprehensively overviews high-level Key Performance Indicators (KPIs) and overall project performance.

It assists in monitoring essential project elements such as tasks, expenses, and pending action items. Click Up’s Project Reporting Template is a centralized tool for project managers, providing insights into the project’s progress and potential bottlenecks.

With a clear snapshot of crucial project metrics, managers make informed decisions and allocate resources effectively to ensure project success. Streamline your project reporting with this template, covering key project elements.

By incorporating these templates into your report-writing process, you save time. You benefit from a proven framework designed to enhance the clarity and organization of your report.

In today’s dynamic professional environment, proficient communication through reports is indispensable. Whether conveying research findings, business updates, or project progress, mastering the art of report writing can elevate your career. ClickUp AI features and Click Up Docs transform the writing process into an efficient, collaborative, and enjoyable journey. So, when you undertake your next report-writing venture, follow the steps, embrace the templates, and let ClickUp be your ally in crafting impactful reports.

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How to Write a Business Report: A Step By Step Guide with Examples

Table of contents

With so much experience under your belt, you already know a lot about business reporting.

So, we don’t want to waste your time pointing out the obvious because we know what you need.

Secrets. Tricks. Best practices.

The answer to how to write a mind-blowing business report that you don’t need to spend hours and days writing.

A business report that will immediately allow you to identify your strengths and weaknesses.

A report that’ll help you learn more about your business and do more accurate forecasting and planning for the future.

We believe we have just that right here.

With this comprehensive guide, you’ll create effective sales, analytical, and informative business reports (and business dashboards ) that will help you improve your strategies, achieve your goals, and grow your business.

So, let’s dive in.

What Is a Business Report?

Importance of creating business reports, types of business reports, what should be included in a business report, how to write a business report: an 11-step guide.

• Business Report Examples

Although there’s a variety of business reports that differ in many aspects, in short, a business report definition would be the following:

A business report is an informative document that contains important data such as facts, analyses, research findings, and statistics about a business with the goal to make this information accessible to people within a company.

Their main purpose is to facilitate the decision-making process related to the future of the business, as well as to maintain effective communication between people who create the reports and those they report to.

A good business report is concise and well-organized, looks professional, and displays the relevant data you can act on. The point is to reflect upon what you’ve achieved so far (typically, over the past month, quarter or year) and to use the data to create a new strategy or adjust the current one to reach even more business goals.

Business reports should be objective and based on the data. When stating the facts, people rely on numbers rather than giving descriptions. For instance, instead of saying “our conversion rate skyrocketed”, you would display the exact percentages that back up that claim.

Business reporting matters for several reasons, among which the most important ones are:

Recognizing Opportunities to Grow

Detecting issues and solving them quickly, evaluating a potential partner, having a paper trail, keeping things transparent for the stakeholders, setting new company goals.

In fact, over half of the companies that contributed to Databox’s state of business reporting research confirmed that regular monitoring and reporting brought them significant concrete benefits.

If you never look back at what you’ve achieved, you can’t figure out what you’ve done well and what you can leverage in the future for even better results.

When you analyze a specific aspect of your business over a specific time period and present the data you gathered in a report, you can detect an opportunity to grow more easily because you have all the information in one place and organized neatly.

Is it time to introduce new products or services? Is there a way to enhance your marketing strategy? Prepare a report. Can you optimize your finances? Write a financial business report . Whatever decision you need to make, it’s easier when you base it on a report.

Reports are essential for crisis management because they can introduce a sense of calmness into your team. Putting everything on paper makes it easier to encompass all the relevant information and when you know all the facts, you can make a more accurate and effective decision about what to do next.

Writing business reports regularly will also help you identify potential issues or risks and act timely to prevent damage and stop it from escalating. That’s why monthly reporting is better than doing it only once a year.

Having an insight into your finances , operations and other business aspects more regularly allows you to have better control over them and mitigate potential risks more effectively.

Different types of business reports may be accessible to the general public. And if they’re not, specific situations may require a company to send them over to the person requesting them. That may happen if you’re considering a partnership with another company. Before making the final decision, you should learn about their financial health as every partnership poses a certain risk for your finances and/or reputation. Will this decision be profitable?

Having an insight into a company’s business report helps you establish vital business relationships. And it goes the other way around – any potential partner can request that you pull a business report for them to see, so writing business reports can help you prove you’re a suitable business partner.

In business, and especially in large companies, it’s easy to misplace information when it’s communicated verbally. Having a written report about any aspect of your business doesn’t only prevent you from losing important data, but it also helps you keep records so you can return to them at any given moment and use them in the future.

That’s why it’s always good to have a paper trail of anything important you want to share with colleagues, managers, clients, or investors. Nowadays, of course, it doesn’t have to literally be a paper trail, since we keep the data in electronic form.

Writing business reports helps you keep things transparent for the stakeholders, which is the foundation of efficient communication between these two sides.

You typically need to report to different people – sometimes they’re your managers, sometimes they’re a client. But your company’s stakeholders will also require an insight into the performance of your business, and relying on reports will help you maintain favorable business relationships. A business report shows you clearly how your company is performing and there isn’t room for manipulation.

Once you set business goals and the KPIs that help you track your progress towards them, you should remember they’re not set in stone. From time to time, you’ll need to revisit your goals and critical metrics and determine whether they’re still relevant.

When you write a business report and go through it with your team members or managers, you have a chance to do just that and determine if you’re efficient in reaching your goals. Sometimes, new insights will come up while writing these reports and help you identify new objectives that may have emerged.

Depending on your goals and needs, you’ll be writing different types of business reports. Here are five basic types of business reports .

Informational Report

Analytical report, research report, explanatory report, progress report.

Informational reports provide you with strictly objective data without getting into the details, such as explaining why something happened or what the result may be – just pure facts.

An example of this type of business report is a statement where you describe a department within your company: the report contains the list of people working in this department, what their titles are, and what they’re responsible for.

Another example related to a company’s website could look like this Google Analytics website traffic engagement report . As we explained above, this report shows objective data without getting too much into the details, so in this case, just the most important website engagement metrics such as average session duration, bounce rate, sessions, sessions by channel, and so on. Overall, you can use this report to monitor your website traffic, see which keywords are most successful, or how many returning users you have, but without further, in-depth analysis.

Analytical reports help you understand the data you’ve collected and plan for the future based on these insights. You can’t make business decisions based on facts only, so analytical reports are crucial for the decision-making process.

This type of business report is commonly used for sales forecasting. For instance, if you write a report where you identify a drop or an increase in sales, you’ll want to find out why it happened. This HubSpot’s sales analytics report is a good example of what metrics should be included in such a report, like average revenue per new client or average time to close the deal. You can find more web analytics dashboard examples here.

From these business reports, you can find out if you will reach your goals by implementing your current strategy or if you need to make adjustments.

Research is critical when you’re about to introduce a change to your business. Whether it’s a new strategy or a new partner, you need an extensive report to have an overview of all important details. These reports usually analyze new target markets and competition, and contain a lot of statistical data.

While not the same, here is an example of an ecommerce dashboard that could help track each part of a campaign in detail, no matter whether you are launching a new product, testing a new strategy, and similar. Similar to a research report, it contains key data on your audience (target market), shows your top-selling products, conversion rate and more. If you are an online store owner who is using paid ads, you can rely on this report to monitor key online sales stats in line with Facebook Ads and Google Analytics. See more ecommerce dashboards here.

As you might guess from its name, you write the explanatory report when it’s necessary for you to explain a specific situation or a project you’ve done to your team members. It’s important to write this report in a way that everyone will be able to understand.

Explanatory reports include elements like research results, reasons and goals of the research, facts, methodology, and more. While not exactly an explanatory report, this example of a HubSpot marketing drilldown report is the closest thing to it, as it helps marketers drill into an individual landing page performance, and identify how good their best landing pages are at converting, or which ones have the best performance.

A progress report is actually an update for your manager or client – it informs them about where you stand at the moment and how things are going. It’s like a checkpoint on your way towards your goal.

These reports may be the least demanding to write since you don’t need to do comprehensive research before submitting them. You just need to sum up your progress up to the point when the report was requested. This business report may include your current results, the strategy you’re implementing, the obstacles you’ve come across, etc. If this is a marketing progress report you can use marketing report templates to provide a more comprehensive overview.

In many companies, progress reports are done on a weekly or even daily basis. Here is an example of a daily sales report from Databox. HubSpot users can rely on this sales rep drilldown business report to see how individual each sales rep is performing and measure performance against goals. Browse through all our KPI dashboards here.

What does a great business report look like? If you’re not sure what sections your report should have, you’ll learn what to include in the following lines.

Business Report Formatting

Different types of reports require different lengths and structures, so your business report format may depend on what elements your report needs to have. For example, progress reports are typically pretty simple, while analytical or explanatory reports are a different story.

However, most reports will start with a title and a table of contents, so the person reading the report knows what to expect. Then, add a summary and move on to the introduction. After you’ve written the body and the conclusion, don’t forget to include suggestions based on your findings that will help your team create an actionable plan as you move forward.

After that, list the references you used while creating the report, and attach any additional documents or images that can help the person reading the report understand it better.

This outline may vary depending on what kind of report you’re writing. Short business reports may not need a table of contents, and informative reports won’t contain any analyses. Also, less formal reports don’t need to follow a strict structure in every situation.

Business Report Contents

When it comes to the contents of your report, keep in mind the person who’s going to read it and try to balance between including all the relevant information, but not overwhelming the reader with too many details.

• The introduction to the report should state the reason why you’re writing it, and what its main goal is. Also, mention what methodology and reporting software you’ve used, if applicable.
• The body of the report is where you’ll expose all your key findings, explain your methodology, share the important data and statistics, and present your results and conclusion.
• The conclusion , similarly to the summary you’ll add at the beginning of the report, briefly singles out the most important points and findings of the report.

If you decide to include more sections like recommendations, this is where you’ll suggest the next steps your team or the company may want to take to improve the results or take advantage of them if they’re favorable.

PRO TIP: Are You Tracking the Right Metrics for Your SaaS Company?

As a SaaS business leader, there’s no shortage of metrics you could be monitoring, but the real question is, which metrics should you be paying most attention to? To monitor the health of your SaaS business, you want to identify any obstacles to growth and determine which elements of your growth strategy require improvements. To do that, you can track the following key metrics in a convenient dashboard with data from Profitwell:

• Recurring Revenue. See the portion of your company’s revenue that is expected to grow month-over-month.
• MRR overview. View the different contributions to and losses from MRR from different kinds of customer engagements.
• Customer overview . View the total number of clients your company has at any given point in time and the gains and losses from different customer transactions.
• Growth Overview . Summarize all of the different kinds of customer transactions and their impact on revenue growth.
• Churn overview. Measure the number and percentage of customers or subscribers you lost during a given time period.

If you want to track these in ProfitWell, you can do it easily by building a plug-and-play dashboard that takes your customer data from ProfitWell and automatically visualizes the right metrics to allow you to monitor your SaaS revenue performance at a glance.

You can easily set it up in just a few clicks – no coding required.

To set up the dashboard, follow these 3 simple steps:

Step 1: Get the template 

Step 2: Connect your Profitwell account with Databox. 

Step 3: Watch your dashboard populate in seconds.

Note : Other than text, make sure you include images, graphs, charts, and tables. These elements will make your report more readable and illustrate your points.

Whether you’re writing a specific type of business report for the first time or you simply want to improve the quality of your reports, make sure you follow this comprehensive guide to writing an effective business report.

• Do Your Research
• Create an Outline
• Determine Formatting Guidelines
• Think of an Engaging Title
• Write the Introduction
• Divide the Body of the Report into Sections
• Choose Illustrations
• Conclude Effectively
• Gather Additional Documentation
• Add a Summary
• Proofread Your Work

Step 1: Do Your Research

A well-planned report is a job half done. That means you need to do research before you start writing: you need to know who you’re writing for and how much they know about the topic of your report. You need to explore the best business dashboard software and templates you can use for your report.

Also, if you believe you will need additional resources and documents to add in the appendix, you should do it during this phase of report writing.

Step 2: Create an Outline

Once you’ve gathered the resources, it’s time to plan the report. Before you start writing, create an outline that will help you stick to the right structure. A business report is complex writing in which you can get lost very easily if you don’t have a clear plan.

Moreover, the report shouldn’t be complicated to read, so sticking to a plan will allow you to keep it concise and clear, without straying from the topic.

Step 3: Determine Formatting Guidelines

Most companies have their in-house formatting that every official document has to follow. If you’re not sure if such rules exist in your company, it’s time you checked with your managers.

If there arent’ any guidelines regarding formatting, make sure you set your own rules to make the report look professional. Choose a simple and readable format and make sure it supports all the symbols you may need to use in the report. Set up proper headings, spacing, and all the other elements you may need in Word or Google Docs.

Pro tip: Google Docs may be easier to share with people who are supposed to read your business report.

Step 4: Think of an Engaging Title

Even if you’re writing a formal business report, the title should be clear and engaging. Reports are typically considered dull as they’re a part of official business documentation, but there’s no reason why you can’t make them interesting to read. Your title should suit the report topic and be in different font size so the reader can recognize it’s a title. Underneath the title, you should add the name of the author of the report.

Step 5: Write the Introduction

A good introductory paragraph for a business report should explain to the reader why you’ve written the report. Use the introduction to provide a bit of background on the report’s topic and mention the past results if there’s been a significant improvement since your last report.

Step 6: Divide the Body of the Report into Sections

As this will be the most comprehensive part of your report, make sure you separate the data into logical sections. Your report is supposed to tell a story about your business, and these sections (such as methodology, hypothesis, survey, findings, and more) will help the data look well-organized and easy to read.

Step 7: Choose Illustrations

Of course, each of these sections should be followed with charts, graphs, tables, or other illustrations that help you make a point. Survey results are typically best displayed in pie charts and graphs, and these enable the reader to visualize the data better. From the formatting point of view, breaking the long text sections with illustrations makes the report more readable.

Pro tip: Using centralized dashboard solutions like Databox can bring your reporting game to the next level. Sign up for a forever-free trial now to see how you can use Databox to track and visualize performance easier than ever before .

Step 8: Conclude Effectively

Finish your report with a to-the-point conclusion that will highlight all the main data from the report. Make sure it’s not too long, as it’s supposed to be a summary of the body of the report. In case you don’t want to add a specific section for recommendations, this is where you can include them, along with your assessments.

Step 9: Gather Additional Documentation

If you’ve determined what additional documents, images, surveys, or other attachments you may need for your report, now is the time to collect them. Request access to those you may not be able to get on time, so you have everything you need by the deadline. Copy the documents you can use in the original form, and scan the documents you need in electronic format.

Step 10: Add a Summary

The summary is usually at the top of the report, but it’s actually something you should write after your report is completed. Only then will you know exactly what your most relevant information and findings are, so you can include them in this brief paragraph that summarizes your report’s main points.

The summary should tell the reader about the objective of the report, the methodology used, and even mention some of the key findings and conclusions.

Step 11: Proofread Your Work

It may seem like common sense, but this final step of the process is often overlooked. Proofreading your work is how you make sure your report will look professional because errors can ruin the overall impression the reader will form about your work, no matter how great the report is.

Look for any spelling or grammatical mistakes you can fix, and if you’re not sure about specific expressions or terminology, use Google to double-check it. Make sure your writing is to-the-point and clear, especially if you’re writing for people who may not know the industry so well. Also, double-check the facts and numbers you’ve included in the report before you send it out or start your reporting meeting.

Business Report Examples (with Ready-to-Use Templates)

Here, we’re sharing a few business reporting examples that you can copy, along with ready-to-use and free-to-download templates. If you don’t know where to start and what to include in different types of business reports, these business report examples are a great way to get started or at least get some inspiration to create yours.

Activity Report Example

Annual report example, project status report example, financial report example, sales report example, marketing report example.

Note : Each of the business report templates shared below can be customized to fit your individual needs with our DIY Dashboard Designer . No coding or design skills are necessary.

For reporting on sales activity, HubSpot users can rely this streamlined sales activity report that includes key sales metrics, such as calls, meetings, or emails logged by owner. This way, you can easily track the number of calls, meetings, and emails for each sales rep and identify potential leaks in your sales funnel. Check all our sales team activity dashboards here. Or if you are looking for dashboards that track general sales performance, browse through all Databox sales dashboards here.

If you’re preparing for annual reporting, you will benefit from choosing this HubSpot annual performance report . It contains all the relevant metrics, such as email and landing page performance, new contacts, top blog posts by page views, and more. See all our performance dashboard templates here.

Project status reports can be very similar to progress reports. If you’re in need of one of those, here’s an example of a Project overview dashboard from Harvest that shows that can help you create simple, but well-organized report based on metrics that matter: hours tracked, billable hours, billable amount split by team members., and more. Check out more project management dashboard templates we offer here.

Are you creating a financial report? You will find this QuickBooks + HubSpot integration a great choice for a financial performance dashboard that makes creating a report simple. This dashboard focuses on the essential financial report

ting metrics and answers all your revenue-related questions. See all Databox financial dashboards here.

If you’re tracking your sales team’s monthly performance, this sales report template will help you prepare an outstanding report. Check out all the vital productivity KPIs, track your progress towards your goals, and understand well how your current sales pipeline is performing. See all sales performance dashboards we have available here.

Marketing reports can be easily prepared by using this monthly marketing report template . With HubSpot’s reporting, you can determine where your website traffic is coming from, how your landing pages and specific blog posts are performing, and how successful your email campaigns are. Browse all Databox marketing dashboards or marketing report examples here.

Create a Professional Business Report in No Time with Databox

Does creating a business report still sound like a daunting task? It doesn’t have to be with Databox.

In times when we’re all trying to save our time and energy for things that matter rather than scattering valuable resources on tedious, repetitive tasks, it’s critical to optimize your business process. And we want to help you do just that.

Using a business reporting dashboard enables you to track data from all the different tools you’re using – but in one place. With Databox, you can monitor and report on performance in a single dashboard that is optimized for all your favorite devices and you can create streamlined and beautiful dashboards even if you are not that tech-savvy. (no coding or design skills are required).

Automating business reporting has never been easier. And with Databox, you can do exactly that in just a few clicks. Sign up now and get your first 3 business dashboards for free.

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How To Write a Report: A Detailed Guide [+AI Method]

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Catherine Miller

Writers often wonder how to stand out from the crowd when writing a professional report.

Unlike articles or blogs, the informative, formal nature of reports can make them feel stiff and boring. And whether you want a top grade or to make an impact on your audience, another dull report probably won’t help.

In my career I’ve written a range of reports for both internal and external audiences—and regularly read reports from industry leaders, too. Top reports are informative and educational, summarizing key information quickly so it’s easy to digest. But the best examples also use high-quality research and concise but compelling language to bring the subject matter to life. 

In this article, I’ll focus on general thematic reports, the kind you may be asked to write at college or work. I’ll give you the lowdown on how to write an effective report that still packs in the facts.

Types of reports

The term “report” comprises a wide genre of documents. If you’re used to other kinds of academic writing, it will help to understand the key qualities that reports share.

What sets reports apart

Reports are similar to other kinds of academic writing in many ways: you’ll still need strong research in the background, clear citations, and a formal language style , for example. 

But several details set reports apart from other forms. Reports:

• Stick to the facts rather than veering into personal opinion or argument
• Save interpretation and recommendations for the end of the piece
• Use clear organizational techniques like bullet points, heading and subheadings, and charts or graphics
• Use concise, clear language that can be easily skimmed

Common types of reports

Reports are used in a wide range of contexts, so make sure you’re writing the right kind of report for your purposes. Here’s an overview of some common types.

Pre-writing steps

Before you set pen to paper, it’s important to do your research and plan your report carefully. Giving yourself plenty of time for this stage will make the actual writing quicker and less rambling. 

1. Define the audience and purpose of the report

If you haven’t already been given a purpose for the report, be sure to define this before you begin. This can help you decide on the type of research you need to do and check if your report is fulfilling its goals while you draft.

Examples of common report aims:

• To demonstrate your understanding of an academic topic or text
• To improve understanding of the work your department is doing, so other departments in the same organization can build on your success
• To raise awareness of a particular problem that your organization can solve

On top of this, ask yourself who your audience is and what is their level of prior knowledge relative to yours. Within a hierarchy, such as a company or school, the audience may be more senior than you (vertical reporting), or at the same level as you (lateral reporting). This can affect what information is relevant to include.

Additionally, note whether it’s an internal or external publication and what your audience might do with the information they learn from your report.

Read the full article: Use AI to better define your audience

2. establish goals and objectives.

If you are writing your report for school or university, check the assessment guidelines for the report before you begin. You’ll need to include all the required elements. 

If you are writing for professional purposes, however, the goals and objectives may be up to you or your department to define. An objective for your report should ideally be SMART (Specific, Measurable, Achievable, Relevant and Time-Bound).

For example, a lead-generating report can be used for the aim of securing meetings with interested buyers by highlighting a problem that your company can solve, and the impact of your report can be measured by the number of downloads and subsequent meetings within a certain time period. 

An internal report could be used to inform a strategy meeting, and the impact could be measured in how many strategic recommendations are made as a result.

Read the full article: Develop your strategy and goals

3. research and gather information.

A report needs to be based on factual evidence, so the research stage is absolutely key to producing an informative piece. Firstly, you should review the major literature on the topic to make sure you can define and explain key terms and set out any needed context. 

For academic reports, your professor or institution may be able to provide a recommended reading list. Use your college library and make sure you find out which academic journals your institution subscribes to. You can often access these online using sites like JSTOR and Google Scholar . 

You may also want to include primary sources to add originality to your report and make it more appealing to your audience. These could include:

• Original research such as interviews
• Statistics you’ve compiled 
• Details of experiments, tests, or observations you’ve made

It’s really helpful to keep organized notes during your research. Note any key quotations with page numbers, plus publication and author details for each text you reference or read. This will make it much easier to create your citations and bibliography later on. 

You could do this on paper or using flexible software like Notion or Evernote or specialist software like Mendeley or Zotero .

Read the full article: 8 Must-Have Tools for Researchers in 2023 (Including AI)

4. outline your report structure.

Creating an outline before you begin writing is key to successfully drafting a report. 

Start by noting down a skeleton framework, i.e. the main points you want to cover, which you will then develop as you write. In some cases, if you’re clear on what you might include in your report, this step might come before you start researching; alternatively, your main points might change during your research phase.

Although the exact layout of your report will depend on your objectives, a report should include the following sections:

• Introduction
• Summary of context 
• Summary of your main topic or text
• Bibliography

Additional sections that you may want to include, depending on context: 

• An abstract — used in academic contexts. 
• A summary of your findings — useful if you include your own original research (such as interviews or statistics)
• Recommendations for further action or research

Read the full article: How to Properly Write an Outline Using AI

5. write the draft of your report.

Your first draft is your chance to develop the ideas you noted down during outlining. You might need to continue researching as you go, especially if you find that certain areas need more evidence or explanation.

Write your title and abstract

The title of your report should clearly and concisely state what it is about. Your audience may need to quickly select it from a list of other publications, so make sure to use keywords to make your work easy to identify. Remember that this is also your audience’s first impression of your writing!

You may also need to create an abstract for your work: a short summary of your research and findings, giving a quick statement about the problem and/or potential solution, a concise explanation of what you did to investigate it, and your findings in brief. You will probably want to write your abstract after finishing the rest of the report.

Create a table of contents

The table of contents should direct readers to each section of the report with page numbers. You may want to include hyperlinks to relevant sections if you are presenting your document electronically. 

Prepare your sections

Developing each section in full will form the bulk of your drafting work. Make sure each section is adding value to your report.

‍ Balance analysis with facts

Report writing should be factual. There will be times when you need to draw conclusions and make recommendations. However, this analysis should not overwhelm the factual content of your report. Remember, this is not a persuasive opinion piece. Make sure your analysis is grounded in evidence, and keep your recommendations concise. 

Use clear language

A report should clearly inform the audience about the topic at hand. Keep your language precise and easy to understand. Keep sentences and paragraphs at a sensible length. If you use technical terms your audience might not know, include definitions. Try to avoid emotive language that can make the report sound like a persuasive essay. 

Sometimes it can be difficult to achieve all this while writing the first draft, so feel free to come back to improve on it in later drafts.

Use visuals to keep it interesting

Many reports use visuals like graphs, charts, photographs, or infographics. These can convey information quickly and engage your audience by breaking up the text. 

Simple graphs and charts can usually be made in spreadsheet software, but you may want to call on the skills of a graphic designer if your organization has the resources. Make sure to caption and number your graphics.

Cite your sources

Your institution or organization may stipulate a citation model, so double-check what is required before you begin. In general, quotations or anything else taken from another source should be properly cited, including the author’s name, title, and page number, plus other information, depending on format. Citations may be in-text or footnotes. 

It’s a good idea to add citations as you write, because going back and putting them in afterwards can be very fiddly and time-consuming. 

At the end of your report you will also need to provide a bibliography, which lists the texts you have cited. Citation software like Zotero or a bibliography generator like MyBib can make this easier.

Follow an appropriate format

Make sure to check the style guidelines provided by your academic institution or work organization. These might determine the page formatting you need to use (e.g. page numbering, page size, use of images, etc.). If no such guidelines exist, look at other reports from your field to determine what will be clear and useful for your audience.

Read the full article: Essay writing guide

6. edit, review and revise.

Reviewing and revising your work is one of the most important parts of the writing process, so make sure you give yourself plenty of time for this part and avoid rushing to meet a deadline. Review your content first, checking that each section has enough evidence and development, before moving on to editing for clarity and technical accuracy.

Using a reading and writing assistant like Wordtune can make editing at the phrase, sentence, or word level quicker and easier. Wordtune not only finds spelling, punctuation, and grammar errors, but it can also suggest changes to your vocabulary and sentence structure that make your work clearer and more compelling. You can even specify whether you want a more formal or casual tone — most reports should be formal in nature. 

Read the full article: The complete editing guide

Writing a report using an ai prompt (chatgpt + wordtune).

You can use this prompt to generate a useful report:

Please generate a comprehensive report on the topic "[Your Specific Topic Here]". Ensure the report adheres to the following structure and guidelines: Title: Craft a concise and descriptive title that encapsulates the essence of the report. Abstract: Provide a succinct summary (100-150 words) that encapsulates the main objectives, methodology, findings, and significance of the report. Table of Contents: List all the sections and relevant sub-sections of the report for easy navigation. Introduction: Introduce the topic, its background, relevance in today's context, and the primary objectives of this report. Body: Dive deep into the topic. This should include: Background/History: A brief history or background of the topic. Current Scenario: Present relevant data, facts, and figures. Analysis/Discussion: Discuss the implications of the data, any patterns observed, and their significance. Conclusion: Summarize the main findings, discuss their implications, and suggest recommendations or potential future research directions. Additionally, ensure that the content is: - Well-researched and cites reputable sources. - Coherent and logically structured. - Free from jargon, unless necessary, and is accessible to a general audience.

Make sure your next report has an impact

Whether your report is for academic or business purposes, you need to make sure it is well-researched, clearly expressed, and conveys the main points quickly and concisely to your audience. Careful planning and organization can make this process much easier, as well as leaving time to review and revise your work, either manually or with the help of software like Wordtune. Following these tips, your first report is sure to make an impact — and the more you write, the easier it will get.

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Report Writing Format, Tips, Samples and Examples

Pankaj dhiman.

• Created on December 11, 2023

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

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

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

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

What is Report Writing ?

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

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

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

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

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

Format of Report Writing 

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

Introduction:

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

Conclusion:

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

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

Report Writing Examples – Solved Questions from previous papers

Example 1: historical event report.

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

Solved Report:

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

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

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

Key Events:

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

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

Lasting Impact:

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

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

Access the Learning Platform

Report writing Samples

 book review report.

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

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

Themes and Characters:

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

Plot and Pacing:

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

Writing Style:

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

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

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

Report Writing Tips

Recognise your audience:

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

Precision and succinctness:

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

Logical Structure:

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

Use headings and subheadings to improve readability.

Introduction with Purpose:

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

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

Methodology Details:

Clearly explain the methods or processes used to gather information.

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

Presentation of Findings:

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

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

Talk and Interpretation:

Examine the findings and talk about the ramifications.

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

Brief Conclusion:

Recap the main ideas in the conclusion.

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

Explore the Access Platform

Common mistakes for Report Writing 

Insufficient defining:.

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

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

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

Inadequate Coordination:

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

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

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

Inadequate Research:

Error: Conducting insufficient research or relying on incomplete data.

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

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

Inconsistent Formatting:

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

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

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

Unsubstantiated Conclusions:

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

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

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

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

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

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

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• Academic writing
• How to write a lab report

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

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

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

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

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Table of contents

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

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

Each section of a lab report has its own purpose.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Experimental design

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

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

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

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

List of materials

35 Tomato seeds

15 plant pots (15 cm tall)

Light lamps (50,000 lux)

Nitrogen fertilizer

Measuring tape

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

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

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

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

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

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

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

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

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

The main results to report include:

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

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

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

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

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

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

In this section, you can:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

If you want to know more about AI for academic writing, AI tools, or fallacies make sure to check out some of our other articles with explanations and examples or go directly to our tools!

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

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

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

A lab report is usually shorter than a research paper.

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

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

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

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

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Research Report – Example, Writing Guide and Types

Table of Contents

Research Report

Definition:

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

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

Components of Research Report

Components of Research Report are as follows:

Introduction

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

Literature Review

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

Methodology

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

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

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

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

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

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

Types of Research Report

Types of Research Report are as follows:

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

Research Paper

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

Technical Report

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

Progress Report

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

Feasibility Report

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

Field Report

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

Experimental Report

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

Case Study Report

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

Literature Review Report

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

Research Report Example

Following is a Research Report Example sample for Students:

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

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

Introduction:

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

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

Methodology:

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

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

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

Discussion:

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

Conclusion:

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

Limitations:

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

Implications:

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

References:

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

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

Applications of Research Report

Research reports have many applications, including:

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

How to write Research Report

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

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

Purpose of Research Report

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

Some common purposes of a research report include:

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

When to Write Research Report

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

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

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

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

Characteristics of Research Report

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

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

Advantages of Research Report

Research reports have several advantages, including:

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

Limitations of Research Report

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

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

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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Ultimate Guide to Writing Your College Essay

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How to use the new AI writing tool in Google Docs and Gmail

Currently in beta, Help Me Write is a new generative AI writing tool built into Gmail and Google Docs. Here’s how to get the most out of it while avoiding its pitfalls.

Joining the generative AI gold rush, Google last month announced plans to bring several AI-powered tools , collectively called Duet AI , to its Workspace office suite. These features will include automated project planning in Google Sheets, the ability to create images from text prompts in Google Slides, and an automated writing tool in Gmail and Google Docs called “Help Me Write.”

The AI tools in Slides and Sheets are not yet available, but Help Me Write is in limited preview; you can try it out in Google Docs or Gmail on the web by signing up for access to Workspace Labs with your Google account. (You’ll be put on a waitlist before being granted access.) Like the well-known ChatGPT, Help Me Write is a chatbot tool that generates written text based on prompts (instructions) that you give it.

Whether you’re a professional writer or someone who dreads having to write for your job, the potential of AI assistance for your writing tasks is appealing. Help Me Write can indeed write long passages of text that are reasonably readable. But its results come with caveats including factual errors, redundancy, and too-generic prose.

This guide covers how to use Help Me Write in both Google Docs and Gmail to generate and rewrite text, and how to overcome some of the tool’s shortcomings. Because it’s in preview status, keep in mind that there may be changes to its features, and the results it generates, when it’s finally rolled out to the public.

(On a meta note, no part of this article was written by Help Me Write. Many articles about AI include a “twist” in which the author reveals that what you’ve been reading was, in fact, written by an AI. That’s not the case here. A major reason is the question of copyright — who owns the words that are generated by AI, especially if its service is free for public use?)

Use Help Me Write to generate text

Once you’ve been granted access to Workspace Labs, start a new blank document in Docs. At the top of the document is a button that includes a pencil with a + sign and the words “Help me write.” Or, if you open an existing document, you’ll see a small button with the “pencil +” icon at the left edge of your document page. In Gmail, the same icon appears on the toolbar along the bottom of the compose window.

From left to right, the “Help me write” button as it appears in a new Google Doc, an existing Google Doc, and in Gmail. (Click image to enlarge it.)

Click this Help me write button. In Docs, the “Help me write” panel opens. In Gmail, a text entry bar appears at the bottom of the compose window.

Inside the panel or bar, you’ll see several suggestions for prompts — words that describe the subject and kind of writing you would like Help Me Write to generate — scroll through. These suggestions, such as “Pitch for a product that allows people to create holograms of themselves” or “An introduction for someone I met at the conference,” give you an idea as to how a prompt is worded.

In both Docs and Gmail, Help Me Write provides ideas for prompts you can ask it. (Click image to enlarge it.)

Type in a prompt. For this guide, we entered “A step-by-step plan for starting a small catering and events coordinator business as a side gig” in Google Docs to prompt a planning document. And in Gmail we requested a business letter with this prompt: “Follow-up to the client recipient asking how satisfied they are with our service, and invite the recipient to respond to me with more questions.”

Type in your prompt for Help Me Write. (Click image to enlarge it.)

After you type in your prompt, click Create . Help Me Write will process your prompt, which may take several seconds; it depends on how complex the wording of your prompt request is. Then another panel will open displaying the text it generated, which might be sentences or whole paragraphs.

The generated results appear in a new panel. You can refine the text before inserting it. (Click image to enlarge it.)

Below these results are options for starting over or refining the generated text:

Recreate: If you’re not satisfied with the text that Help Me Write generated, clicking this will instruct it to try again using your prompts.

Refine: Selecting this opens a small menu with further options:

Formalize: Help Me Write rewrites the generated text with wording at a higher academic reading level. (Be warned: this may result in prose that’s stilted or excessively wordy.)

Shorten: Help Me Write rewrites the generated text with fewer words.

Elaborate: Help Me Write will generate additional text to provide more details based on your prompts.

Rephrase (in Docs): Help Me Write will paraphrase the text it generated. This action is different from Recreate. When you click Recreate , Help Me Write starts the text generation process over again based on your prompts, but when you select Rephrase , Help Me Write will rewrite the text it already generated.

I’m Feeling Lucky (in Gmail): This is like rolling the dice, where Help Me Write will randomly rewrite your email draft in any number of ways, such as making it longer or more formal, or even arranged as song lyrics.

A client letter in the form of song lyrics is just one of the random results you might get with the “I’m Feeling Lucky” option.

When you’re happy with the text that Help Me Write generated for you, click Insert to add it to your document or email. After you insert the generated text, it becomes regular document text that you can edit as you see fit.

Use Help Me Write to rewrite text

You can use Help Me Write to rewrite your document or email, whether it was originally written by you or generated by Help Me Write.

To use Help Me Write to rewrite in Docs, highlight the text (phrases, sentences, or paragraphs) that you want Help Me Write to rework. Then click the Help me write icon to the left of the highlighted text.

In Docs, you can have Help Me Write revise selected text. (Click image to enlarge it.)

A menu opens with the same “Refine” rewriting options we saw earlier: Formalize , Shorten , Elaborate , Rephrase . There’s also a fifth option on this menu: a “Custom” entry box where you can type in a prompt such as “in an informal voice” or “use simpler wording.”

Help Me Write elaborating on the selected text in Docs. (Click image to enlarge it.)

In Gmail, you can use Help Me Write to rewrite your entire email draft — but unlike in Docs, you cannot have it rewrite individual phrases, sentences, or paragraphs. Click the Help me write icon on the toolbar, and on the menu that opens, you can select Formalize , Elaborate , Shorten , or I’m Feeling Lucky .

Keep caveats in mind and finesse the results

While Help Me Write can give you a head start on your business writing, the text it generates is far from perfect, so it’s important to review and edit its output. Here are some shortcomings to look out for in the results that Help Me Write generates:

Generic content: A lot of the passages that Help Me Write generates read generically, providing only very basic information. Even if you phrase your prompts very specifically, the results may still sound canned.

Help Me Write often delivers generic prose. (Click image to enlarge it.)

Redundant content: Help Me Write may generate text that basically says the same thing as text it generated before. This can happen when you have it generate several paragraphs and then instruct it to elaborate on a specific sentence or paragraph. The additional text Help Me Write generates may read similarly to other passages that it’s already generated for you. It may also choose to present this redundant content in a list format.

Similar results for different Google users: Other people using the same or similarly worded prompts with Help Me Write could receive similar results. This is likely to happen if you prompt it to write about a general topic — so two Google users who both prompt Help Me Write to generate text describing how to create a business plan, for example, will probably get results that read nearly alike. The more specific your request, the more likely you’ll be to get unique results.

Factual errors: If you prompt Help Me Write to write about subjects that are based on factual information (such as current business analyses or trends) or of a technical nature, you should scrutinize its results, regardless of how “correct” they may sound. You should conduct further research, searching the web for reliable resources to confirm what Help Me Write has generated.

In addition to fact-checking, you should perform general editing on all the passages that Help Me Write generates. This process includes reading through everything, then adding, rearranging, removing, and rewriting text as you feel is necessary. Practicing the craft of editing on Help Me Write’s output will help you shape your document or email into a final draft that is informative and appealing for other people to read.

A useful collaboration tool

Although you can have Help Me Write generate documents or emails from scratch, it can serve you better if you approach it as a writing assistant. For example, you can prompt Help Me Write to assemble a rough outline for a business proposal or marketing plan that you then flesh out with your own writing.

It can also be useful for collaboration — as a brainstorming tool, for instance. Try collaborating with your co-workers on a shared document, where each person prompts Help Me Write to generate ideas for all to build on.

In fact, your interaction with Help Me Write is itself a form of collaboration. You prompt Help Me Write to generate text, its results may in turn give you ideas for how to approach a topic, and you keep working with the AI to refine those results in your final draft — thus, Help Me Write becomes your collaborator.

AI writing is simply the latest tool in the always-evolving working relationship between people and technology. As long as you understand its rules and limitations, Help Me Write (and other AI-powered writing tools) can be an invaluable aide to kickstarting your writing process or refining what you’ve already written.

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Howard Wen ( www.howardwen.com ) is a longtime contributor to Computerworld . He specializes in explainer guides, how-tos, and reviews of office applications and productivity tools.

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Estelle Erasmus

How to Resist the Temptation of AI When Writing

Whether you're a student, a journalist, or a business professional, knowing how to do high-quality research and writing using trustworthy data and sources, without giving in to the temptation of AI or ChatGPT , is a skill worth developing.

As I detail in my book Writing That Gets Noticed , locating credible databases and sources and accurately vetting information can be the difference between turning a story around quickly or getting stuck with outdated information.

For example, several years ago the editor of Parents.com asked for a hot-take reaction to country singer Carrie Underwood saying that, because she was 35, she had missed her chance at having another baby. Since I had written about getting pregnant in my forties, I knew that as long as I updated my facts and figures, and included supportive and relevant peer-reviewed research, I could pull off this story. And I did.

The story ran later that day , and it led to other assignments. Here are some tips I’ve learned that you should consider mastering before you turn to automated tools like generative AI to handle your writing work for you.

Identify experts, peer-reviewed research study authors, and sources who can speak with authority—and ideally, offer easily understood sound bites or statistics on the topic of your work. Great sources include professors at major universities and media spokespeople at associations and organizations.

For example, writer and author William Dameron pinned his recent essay in HuffPost Personal around a statistic from the American Heart Association on how LGBTQ people experience higher rates of heart disease based on discrimination. Although he first found the link in a secondary source (an article in The New York Times ), he made sure that he checked the primary source: the original study that the American Heart Association gleaned the statistic from. He verified the information, as should any writer, because anytime a statistic is cited in a secondary source, errors can be introduced.

Jen Malia, author of  The Infinity Rainbow Club  series of children’s books (whom I recently interviewed on my podcast ), recently wrote a piece about dinosaur-bone hunting for Business Insider , which she covers in her book Violet and the Jurassic Land Exhibit.

After a visit to the Carnegie Museum of Natural History in Pittsburgh, Pennsylvania, Malia, whose books are set in Philadelphia, found multiple resources online and on the museum site that gave her the history of the Bone Wars , information on the exhibits she saw, and the scientific names of the dinosaurs she was inspired by. She also used the Library of Congress’ website, which offers digital collections and links to the Library of Congress Newspaper Collection.

Malia is a fan of searching for additional resources and citable documents with Google Scholar . “If I find that a secondary source mentions a newspaper article, I’m going to go to the original newspaper article, instead of just stopping there and quoting,” she says.

Julian Chokkattu

Chris Haslam

Boone Ashworth

Brenda Stolyar

Your local public library is a great source of free information, journals, and databases (even ones that generally require a subscription and include embargoed research). For example, your search should include everything from health databases ( Sage Journals , Scopus , PubMed) to databases for academic sources and journalism ( American Periodical Series Online , Statista , Academic Search Premier ) and databases for news, trends, market research, and polls (t he Harris Poll , Pew Research Center , Newsbank , ProPublica ).

Even if you find a study or paper that you can’t access in one of those databases, consider reaching out to the study’s lead author or researcher. In many cases, they’re happy to discuss their work and may even share the study with you directly and offer to talk about their research.

For journalist Paulette Perhach’s article on ADHD in The New York Times, she used Epic Research to see “dual team studies.” That's when two independent teams address the same topic or question, and ideally come to the same conclusions. She recommends locating research and experts via key associations for your topic. She also likes searching via Google Scholar but advises filtering it for studies and research in recent years to avoid using old data. She suggests keeping your links and research organized. “Always be ready to be peer-reviewed yourself,” Perhach says.

When you are looking for information for a story or project, you might be inclined to start with a regular Google search. But keep in mind that the internet is full of false information, and websites that look trustworthy can sometimes turn out to be businesses or companies with a vested interest in you taking their word as objective fact without additional scrutiny. Regardless of your writing project, unreliable or biased sources are a great way to torpedo your work—and any hope of future work.

Author Bobbi Rebell researched her book Launching Financial Grownups using the IRS’ website . “I might say that you can contribute a certain amount to a 401K, but it might be outdated because those numbers are always changing, and it’s important to be accurate,” she says. “AI and ChatGPT can be great for idea generation,” says Rebell, “but you have to be careful. If you are using an article someone was quoted in, you don’t know if they were misquoted or quoted out of context.”

If you use AI and ChatGPT for sourcing, you not only risk introducing errors, you risk introducing plagiarism—there is a reason OpenAI, the company behind ChatGPT, is being sued for downloading information from all those books.

Audrey Clare Farley, who writes historical nonfiction, has used a plethora of sites for historical research, including Women Also Know History , which allows searches by expertise or area of study, and JSTOR , a digital library database that offers a number of free downloads a month. She also uses Chronicling America , a project from the Library of Congress which gathers old newspapers to show how a historical event was reported, and Newspapers.com (which you can access via free trial but requires a subscription after seven days).

When it comes to finding experts, Farley cautions against choosing the loudest voices on social media platforms. “They might not necessarily be the most authoritative. I vet them by checking if they have a history of publication on the topic, and/or educational credentials.”

When vetting an expert, look for these red flags:

• You can’t find their work published or cited anywhere.
• They were published in an obscure journal.
• Their research is funded by a company, not a university, or they are the spokesperson for the company they are doing research for. (This makes them a public relations vehicle and not an appropriate source for journalism.)

And finally, the best endings for virtually any writing, whether it’s an essay, a research paper, an academic report, or a piece of investigative journalism, circle back to the beginning of the piece, and show your reader the transformation or the journey the piece has presented in perspective.

As always, your goal should be strong writing supported by research that makes an impact without cutting corners. Only then can you explore tools that might make the job a little easier, for instance by generating subheads or discovering a concept you might be missing—because then you'll have the experience and skills to see whether it's harming or helping your work.

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Author Interviews

Don winslow ends trilogy, and his writing career, with final novel 'city in ruins'.

Scott Simon

NPR's Scott Simon talks to best-selling suspense author Don Winslow about what he says is his final novel, "City in Ruins."

SCOTT SIMON, HOST:

Danny Ryan, who's been a Rhode Island mobster, dockworker and fugitive from the law, is now a pillar of the community in Las Vegas. He's got a palatial home to which good citizens come to pay homage and enjoy his hospitality, his young son he loves and the companionship - well, three times a week, anyway - of an accomplished and compelling woman he respects. What could possibly go wrong? "City In Ruins" is the third and final novel in the bestselling Danny Ryan trilogy by Don Winslow. It follows "City On Fire" and "City Of Dreams," and Don Winslow says quite explicitly, "City Of Ruins" is my final book - no loopholes I could detect. He joins us now from Julian, Calif. Thanks so much for being with us.

DON WINSLOW: Thanks for having me. I appreciate it.

SIMON: The book opens with an implosion, a famous old Las Vegas hotel, now owned by Danny Ryan, being brought down from the inside. Is implosion a kind of theme for Danny Ryan's life, too?

WINSLOW: Yeah, it sure is. Looking over the arc of these three books, I think we're looking at a certain kind of self-destruction with dynamite, if you will, or explosives that were laid many years earlier on a long fuse, to torture the metaphor, and so implosion's definitely a theme.

SIMON: In earlier books, Danny had used what I'll just refer to as ill-gotten gains from a criminal enterprise to buy his way into a respectable hotel and gaming enterprise. He's got a dream. In fact, a hotel - I guess it's called the Dream in Italian.

WINSLOW: It is. Yeah, Il Sogno.

SIMON: Tell us about this place he wants to bring into being.

WINSLOW: Well, he wants to bring into being a new kind of megahotel where people walk in and it's literally a dream with images shifting constantly on the walls of beauty and action and all kinds of things. And I think it's reflective of his own dream of trying to create a new kind of life for himself and for his son.

SIMON: What stands in the way?

WINSLOW: Well, a number of things. For one thing, this valuable piece of real estate that this old hotel sat on is critical to power on the Las Vegas Strip. And he basically undermines a rival in order to acquire it. And then it turns out that both Danny and this rival have mob ties from the past that each of them is trying to escape and trying to leave behind him, and neither one of them can. And so those things really get in the way of Danny's dream.

SIMON: You've written so many other books over the years, including "Savages," "The Force," "The Cartel," bestsellers made into screen properties. What's kept you coming back to Danny Ryan?

WINSLOW: You know, it took me almost 30 years to complete this trilogy. You know, it's funny. You look back on your life. When I started the Danny Ryan books, my now-adult and married son was a toddler. What I was - set out to do was to write a fully contemporary crime epic that took its stories and characters, however, from the Greek and Roman classics, principally the Aeneid, but also the Odyssey and the Iliad and certain Greek tragic dramas. I kept failing at it. I would write some of the book, and some of it worked, and a lot of it didn't. And so at times, I was discouraged, thinking that either, A, it was a bad idea, or, B, it was a good idea and I didn't have the chops to carry it out. But I kept coming back to it 'cause I couldn't leave it behind. And then later on, a couple of decades down the road - you know, I live mostly in California - I started to go back to Rhode Island, where a lot of the first book is set, and I fell in love with the place again, and I felt that I could write it, perhaps in a better and more mature way than I could have done 20 years earlier.

SIMON: Did you feel a kinship with Danny?

WINSLOW: I think so. You know, I grew up with a lot of Danny'. I played pond hockey with them. I went to the beaches with them, you know, to the bars and restaurants and all kinds of things. So it's funny how little self-awareness you can have. The second volume of this book, "City Of Dreams," is basically Danny wandering the country trying to find a place to set his feet. I was deep into writing the third book before I looked back on the second book and realized how connected I was to Danny in that regard. You know, I left Rhode Island when I was 17 and spent decades wandering not only the country but the world, doing various kinds of jobs trying to make a living, trying without a notable degree of success to become a writer and finally kind of made that happen and found a place, if you will, to set my feet.

SIMON: You mentioned all the jobs you had. You were a private eye in Times Square.

WINSLOW: Yes, sir.

SIMON: Is that as exciting as it sounds, or is it a lot of keyhole peeping?

WINSLOW: (Laughter) Not too much keyhole peeping, thank God. You know, I didn't do what they call matrimonial work. But, no, it was not romantic at all. I was basically what is known as a street rat. And so I started that by investigating embezzlement and thefts in cinemas and legit movie theaters on Times Square - there were a few in those days - and then graduated, if you want to call it that, to being a troll. I would walk around Times Square trying to get mugged, and there were big tough guys, which I am not, behind me jumping in like riders at the rodeo and then eventually chasing runaways and trying to get to them before the pimps did.

SIMON: By the way, not that I'm interested in doing this, how do you arrange to get mugged?

WINSLOW: (Laughter) Well, for one thing, you arrange to be 5'6 and 130 pounds. That helps. And then you walk around looking like you don't know where you're going, like you're a tourist, with a wallet prominently in your back pants pocket.

SIMON: Wow. Sounds like it was indispensable to your literature.

WINSLOW: In some ways. You know, I mean, I think that being a PI, and then later I did it out in California, out here, on a much higher kind of level. But it got me in that world. I got to know cops and crooks and street people and lawyers and judges and courtrooms and all of that. But I think the most important influence it had on my work was in terms of investigation itself. I learned how to do research. I learned how to interview people. And the same skills that I would have used as an investigator are the skills that I brought to researching the novels.

SIMON: All of this steers us to asking about your goodbye. The acknowledgments you write include hundreds of people, parents...

WINSLOW: Yes.

SIMON: ...readers, old teachers...

WINSLOW: Sure.

SIMON: ...Even your agent.

WINSLOW: Especially my agent. Yeah.

SIMON: And as you say, goodbyes are hard. So why are you retiring?

WINSLOW: It's the confluence of two streams, if you will. One is that having finished this trilogy felt like an ending to me. It felt like, yeah, kind of my life's work. The second, though, major stream, and probably more important one, is that I just think that we're at a time in this country of crisis and a time where democracy is under a severe threat. And I think that the response to that needs to be more immediate than one can do in a novel, you know? You know, I'm not young. I'm 70. And I think whatever energies and time I have are better spent in that fight.

SIMON: Don Winslow, his new and insists his last novel, "City In Ruins." Thanks so much for being with us, and thanks for everything.

WINSLOW: Thank you very much. That's gracious of you to say.

(SOUNDBITE OF SONG, "CASCADE")

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NPR transcripts are created on a rush deadline by an NPR contractor. This text may not be in its final form and may be updated or revised in the future. Accuracy and availability may vary. The authoritative record of NPR’s programming is the audio record.

More From Forbes

How To Start Writing A Business Plan That Works

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For the entrepreneur, knowing how to start writing a business plan can be as exhilarating as it is overwhelming. The business plan is a foundational document and the blueprint of your business and is critical for securing funding, setting clear goals, and communicating your vision to the world.

Let’s explore the significance of a business plan, the essential elements it should include, and strategies to forge a plan that resonates with stakeholders and steers your business toward success.

Whether you are about to launch your first business or need to revitalize an existing business strategy, a business plan provides the foundation that supports your entrepreneurial journey.

Why a Business Plan Is Needed

A business plan is not solely for the benefit of a bank manager or an investor . The business plan is a document that helps bring clarity to your vision and can guide every decision and strategy within your company.

A well written business plan forces you to put your goals and ideas into concrete, manageable steps. It cuts through the noise, ensuring you stay focused on what truly matters for your business’s growth.

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For startups looking to secure that critical initial investment, a business plan is often the first point of reference for potential backers. It’s a chance to sell your vision, show your financial acumen, and demonstrate a roadmap to profit.

Identifying potential pitfalls early is a vital aspect of proactive business ownership. A good business plan helps you prepare for the unexpected and develop strategies to mitigate risk and safeguard the longevity of your business.

Setting clear, measurable goals in your business plan provides a framework for tracking your progress. This will give you the insight needed to pivot or double down on strategies as the market dictates.

Creating Your Story

Before you start drafting sections and compiling data, step back and consider the story of your business. Your plan should be like a good book, with a clear narrative arc that compels the reader from the first sentence to the last.

Any good story is rooted in an understanding of the world it inhabits. Your business's narrative begins with a comprehensive analysis of the industry in which you operate, as well as the consumers you aim to serve.

Think about how you define your unique selling proposition (USP) . What sets your business apart from competitors? All good stories have a unique twist, and your business plan should articulate what makes your venture different from, and better than, the competition.

Introduce your team into the story. Highlight their expertise, experience, and any relevant achievements that lend credibility to the business’s ability to execute on its vision.

Writing Your Business Plan Is Just the Beginning

A business plan can span from a quick roadmap sketched on the back of a napkin to a hefty document carefully crafted to align with industry standards. Regardless of size, it should contain certain fundamental elements .

The act of writing a business plan, while pivotal, is just the first step in an ongoing process of refinement and execution.

Here’s how to make sure your business plan is a living document:

1. Regular reviews and updates

Markets shift, consumer behavior changes, and your business will grow. Your plan must evolve with these factors, which makes regular reviews and updates a must-do.

2. Be realistic

It’s essential to be both ambitious and realistic in your plan. Don’t over-inflate projections or underestimate costs. An unrealistic plan is as unattractive to investors as a lack of vision and ambition.

3. Seek professional input

Don’t be afraid to ask for help. Experienced business advisors, accountants, and mentors can provide invaluable feedback and spot issues you may have missed.

4. Start small

Your first draft doesn’t have to be perfect. Write down your initial thoughts, outline your ideas, and refine them over time. Starting with a large plan can be intimidating but working on it gradually can be a more manageable and effective approach.

The bottom line is that writing a business plan can feel overwhelming, but with the right approach and attention to detail, you can create a document that not only articulates your vision but actively works to make that vision a reality. It’s a living, breathing narrative that outlines your business’s course of action, and should be treated with care and enthusiasm.

Melissa Houston, CPA is the author of Cash Confident: An Entrepreneur’s Guide to Creating a Profitable Business . She is the founder of She Means Profit, which is a podcast and blog . As a Finance Strategist for small business owners, Melissa helps successful business owners increase their profit margins so that they keep more money in their pocket and increase their net worth.

The opinions expressed in this article are not intended to replace any professional or expert accounting and/or tax advice whatsoever.

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Tech Matters: Writing GPT prompts that work

By leslie meredith - special to the standard-examiner | apr 3, 2024.

Photo supplied

Some Microsoft customers are complaining about the company’s relatively new artificial intelligence, Copilot, an add-on to Word, Excel and other Office suite apps, saying that it doesn’t stack up to OpenAI’s ChatGPT. But Microsoft calls “user error,” according to a report by Business Insider.

Either unhappy users are working with older versions of Office that cannot support the new AI integration or they’re just not proficient at writing prompts. To use Copilot for business, you must have Microsoft 365 Apps for Enterprise because previous versions of Office — 2013, 2016, 2019 and 2021 — are not compatible. Copilot is designed to work within your Office environment, securely accessing email and files to provide task automation and analysis. If your company has purchased licenses for Copilot and you’re not getting the results you were expecting, it is likely a problem with your prompts.

Writing good prompts applies to all AI apps, not just Copilot, ChatGPT, Google’s Gemini, Anthropic’s Claude and the like. Whether you want to generate text, images or video, it all starts with a prompt. Because most new GPT users are asking for text-based output, we’ll focus on input for written output. The process is similar across the AI tools: In an open window or panel, you’ll see an area to type in your prompt. In some cases, you will be able to provide links to documents you’d like the tool to reference or you will be able to upload these documents. A word of caution: If you’re referencing work documents outside of Copilot, make sure this complies with your company’s privacy policy.

Before you start a prompt, remember that different tools have their own cutoff points for accessing information on the web. It’s an important thing to know if you’re looking for recent news. So if you see the “Sorry, I don’t have information after …,” do a Google search to augment your AI results. You can add this to your prompt.

Varying cutoff dates corresponds to the training process that involves feeding it a large dataset of text from the web, books, articles and other sources up to a certain point in time. For ChatGPT3.5 (free to use), the cutoff date is January 2022, and for the premium product ChatGPT4 ($20 a month), the date is April 2023. Google’s Gemini does not have a cutoff date because it’s connected directly to Google Search, and like ChatGPT offers a free and a $20-a-month premium product. Claude has both a free and a paid version ($20 a month), and a cutoff date of August 2023. If you’re not already using one, try the free versions to find out which is best for you.

For effective prompts, follow these guidelines. Think about what you want to achieve from your GPT interaction and be as specific as possible. Instead of typing, “Tell me about space,” say “Provide a detailed summary of the key milestones in human space exploration from the 1960s to the present.” Avoid the word please because it gives the GPT permission to decline to answer. That won’t happen very often but these systems are trained on finding the most likely word to come next — they’re not really “thinking.” You can avoid it altogether by phrasing your prompt as a command.

Include context in your prompt. If you’re writing a blog post on green energy trends, include that information, along with a specific request such as, “How can I make my introduction more engaging for readers interested in reducing their environmental impact?” Here, the prompt includes what your audience is concerned about and the GPT can then tailor its response accordingly.

Explain the style and voice you’d like in the result. If you want the response written in the style of a novelist or an academic, say so. If you want it to use your style, upload a piece you’ve written that is most similar to what you want and tell it to write in a similar way. You can also include the direction to write in first, second or third person, and to include quotes from certain sources such as famous authors or scientists.

If your request is complex, you can break the prompt down into a series of prompts. The GPT will reference the preceding prompts and answers. You can also specify formats. If you’re writing a blog post, you can tell it to use H2 or H3 subheads. You can ask for bullet points or tell it not to use them. You can also ask for information to be put into a table and later request that it add more rows or columns.

Continue to finetune the result until you have what you want. The great thing about GPTs is they never get tired or discouraged.

Leslie Meredith has been writing about technology for more than a decade. As a mom of four, value, usefulness and online safety take priority. Have a question? Email Leslie at [email protected].

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Baltimore bridge collapse: a bridge engineer explains what happened, and what needs to change

Associate Professor, Civil Engineering, Monash University

Disclosure statement

Colin Caprani receives funding from the Department of Transport (Victoria) and the Level Crossing Removal Project. He is also Chair of the Confidential Reporting Scheme for Safer Structures - Australasia, Chair of the Australian Regional Group of the Institution of Structural Engineers, and Australian National Delegate for the International Association for Bridge and Structural Engineering.

Monash University provides funding as a founding partner of The Conversation AU.

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When the container ship MV Dali, 300 metres long and massing around 100,000 tonnes, lost power and slammed into one of the support piers of the Francis Scott Key Bridge in Baltimore, the bridge collapsed in moments . Six people are presumed dead, several others injured, and the city and region are expecting a months-long logistical nightmare in the absence of a crucial transport link.

It was a shocking event, not only for the public but for bridge engineers like me. We work very hard to ensure bridges are safe, and overall the probability of being injured or worse in a bridge collapse remains even lower than the chance of being struck by lightning.

However, the images from Baltimore are a reminder that safety can’t be taken for granted. We need to remain vigilant.

So why did this bridge collapse? And, just as importantly, how might we make other bridges more safe against such collapse?

A 20th century bridge meets a 21st century ship

The Francis Scott Key Bridge was built through the mid 1970s and opened in 1977. The main structure over the navigation channel is a “continuous truss bridge” in three sections or spans.

The bridge rests on four supports, two of which sit each side of the navigable waterway. It is these two piers that are critical to protect against ship impacts.

And indeed, there were two layers of protection: a so-called “dolphin” structure made from concrete, and a fender. The dolphins are in the water about 100 metres upstream and downstream of the piers. They are intended to be sacrificed in the event of a wayward ship, absorbing its energy and being deformed in the process but keeping the ship from hitting the bridge itself.

The fender is the last layer of protection. It is a structure made of timber and reinforced concrete placed around the main piers. Again, it is intended to absorb the energy of any impact.

Fenders are not intended to absorb impacts from very large vessels . And so when the MV Dali, weighing more than 100,000 tonnes, made it past the protective dolphins, it was simply far too massive for the fender to withstand.

Read more: I've captained ships into tight ports like Baltimore, and this is how captains like me work with harbor pilots to avoid deadly collisions

Video recordings show a cloud of dust appearing just before the bridge collapsed, which may well have been the fender disintegrating as it was crushed by the ship.

Once the massive ship had made it past both the dolphin and the fender, the pier – one of the bridge’s four main supports – was simply incapable of resisting the impact. Given the size of the vessel and its likely speed of around 8 knots (15 kilometres per hour), the impact force would have been around 20,000 tonnes .

Bridges are getting safer

This was not the first time a ship hit the Francis Scott Bridge. There was another collision in 1980 , damaging a fender badly enough that it had to be replaced.

Around the world, 35 major bridge collapses resulting in fatalities were caused by collisions between 1960 and 2015, according to a 2018 report from the World Association for Waterborne Transport Infrastructure. Collisions between ships and bridges in the 1970s and early 1980s led to a significant improvement in the design rules for protecting bridges from impact.

Further impacts in the 1970s and early 1980s instigated significant improvements in the design rules for impact.

The International Association for Bridge and Structural Engineering’s Ship Collision with Bridges guide, published in 1993, and the American Association of State Highway and Transporation Officials’ Guide Specification and Commentary for Vessel Collision Design of Highway Bridges (1991) changed how bridges were designed.

In Australia, the Australian Standard for Bridge Design (published in 2017) requires designers to think about the biggest vessel likely to come along in the next 100 years, and what would happen if it were heading for any bridge pier at full speed. Designers need to consider the result of both head-on collisions and side-on, glancing blows. As a result, many newer bridges protect their piers with entire human-made islands.

Of course, these improvements came too late to influence the design of the Francis Scott Key Bridge itself.

Lessons from disaster

So what are the lessons apparent at this early stage?

First, it’s clear the protection measures in place for this bridge were not enough to handle this ship impact. Today’s cargo ships are much bigger than those of the 1970s, and it seems likely the Francis Scott Key Bridge was not designed with a collision like this in mind.

So one lesson is that we need to consider how the vessels near our bridges are changing. This means we cannot just accept the structure as it was built, but ensure the protection measures around our bridges are evolving alongside the ships around them.

Second, and more generally, we must remain vigilant in managing our bridges. I’ve written previously about the current level of safety of Australian bridges, but also about how we can do better.

This tragic event only emphasises the need to spend more on maintaining our ageing infrastructure. This is the only way to ensure it remains safe and functional for the demands we put on it today.

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Poor Nations Are Writing a New Handbook for Getting Rich

Economies focused on exports have lifted millions out of poverty, but epochal changes in trade, supply chains and technology are making it a lot harder.

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By Patricia Cohen

Reporting from London

For more than half a century, the handbook for how developing countries can grow rich hasn’t changed much: Move subsistence farmers into manufacturing jobs, and then sell what they produce to the rest of the world.

The recipe — customized in varying ways by Hong Kong, Singapore, South Korea, Taiwan and China — has produced the most potent engine the world has ever known for generating economic growth. It has helped lift hundreds of millions of people out of poverty, create jobs and raise standards of living.

The Asian Tigers and China succeeded by combining vast pools of cheap labor with access to international know-how and financing, and buyers that reached from Kalamazoo to Kuala Lumpur. Governments provided the scaffolding: They built up roads and schools, offered business-friendly rules and incentives, developed capable administrative institutions and nurtured incipient industries.

But technology is advancing, supply chains are shifting, and political tensions are reshaping trade patterns. And with that, doubts are growing about whether industrialization can still deliver the miracle growth it once did. For developing countries, which contain 85 percent of the globe’s population — 6.8 billion people — the implications are profound.

Today, manufacturing accounts for a smaller share of the world’s output, and China already does more than a third of it . At the same time, more emerging countries are selling inexpensive goods abroad, increasing competition. There are not as many gains to be squeezed out: Not everyone can be a net exporter or offer the world’s lowest wages and overhead.

There are doubts that industrialization can create the game-changing benefits it did in the past. Factories today tend to rely more on automated technology and less on cheapworkers who have little training.

“You cannot generate enough jobs for the vast majority of workers who are not very educated,” said Dani Rodrik, a leading development economist at Harvard.

The process can be seen in Bangladesh, which the World Bank’s managing director called “one of the world’s greatest development stories” last year. The country built its success on turning farmers into textile workers.

Last year, though, Rubana Huq, chair of Mohammadi Group, a family-owned conglomerate, replaced 3,000 employees with automated jacquard machines to do complex weaving patterns.

The women found similar jobs elsewhere in the company. “But what follows when this happens on a large scale?” asked Ms. Huq, who is also president of the Bangladesh Garment Manufacturers and Exporters Association.

These workers don’t have training, she said. “They’re not going to turn into coders overnight.”

Recent global developments have accelerated the transition.

Supply chain meltdowns related to the Covid-19 pandemic and to sanctions prompted by Russia’s invasion of Ukraine drove up the price of essentials like food and fuel, biting into incomes. High interest rates, imposed by central banks to quell inflation, set off another series of crises: Developing nations’ debts ballooned , and investment capital dried up.

Last week, the International Monetary Fund warned of the noxious combination of lower growth and higher debt.

The supercharged globalization that had encouraged companies to buy and sell in every spot around the planet has also been shifting. Rising political tensions, especially between China and the United States, are affecting where businesses and governments invest and trade.

Companies want supply chains to be secure as well as cheap, and they are looking at neighbors or political allies to provide them.

In this new era, Mr. Rodrik said, “the industrialization model — which practically every country that has become rich has relied on — is no longer capable of generating rapid and sustained economic growth.”

Nor is it clear what might replace it.

There’s a future in service jobs.

One alternative might be found in Bengaluru, a high-tech center in the Indian state of Karnataka.

Multinationals like Goldman Sachs, Victoria’s Secret and the Economist magazine have flocked to the city and set up hundreds of operational hubs — known as global capability centers — to handle accounting, design products, develop cybersecurity systems and artificial intelligence, and more.

Such centers are expected to generate 500,000 jobs nationwide in the next two to three years, according to the consulting firm Deloitte .

They are joining hundreds of biotech, engineering and information technology companies including homegrown giants like Tata Consultancy Services, Wipro and Infosys Limited. Four months ago, the American chip company AMD unveiled its largest global design center there.

“We have to move away from the idea of classic development stages, that you go from the farm to the factory and then from the factory to offices,” said Richard Baldwin , an economist at the IMD in Lausanne. “That whole development model is wrong.”

Two-thirds of the world’s output now comes from the service sector — a mishmash that includes dog walkers, manicurists, food preparers, cleaners and drivers, as well as highly trained chip designers, graphic artists, nurses, engineers and accountants.

It is possible to leapfrog to the service sector and grow by selling to businesses around the world, Mr. Baldwin argued. That is what helped India become the world’s fifth-largest economy .

In Bengaluru, formerly known as Bangalore, a general rise in middle-class living attracted more people and more businesses that, in turn, attracted more people and businesses, continuing the cycle, Mr. Baldwin explained.

Covid sped this transition, by forcing people to work remotely — from a different part of town, a different city or a different country.

In the new model, countries can focus growth around cities rather than a particular industry. “That creates economic activities which are fairly diverse,” Mr. Baldwin said.

“Think Bangalore, not South China,” he said.

Free markets are not enough.

Many developing nations remain focused on building export-oriented industries as the path to prosperity. And that’s how it should be, said Justin Yifu Lin , dean of the Institute of New Structural Economics at Peking University.

Pessimism about the classic development formula, he said, has been fueled by a misguided belief that the growth process was automatic: Just clear the way for the free market and the rest will take care of itself.

Countries were often pressured by the United States and the international institutions to embrace open markets and hands-off governance.

Export-led growth in Africa and Latin America stumbled because governments failed to protect and subsidize infant industries, said Mr. Lin, a former chief economist at the World Bank.

“Industrial policy was taboo for a long time,” he said, and many of those who tried failed. But there were also success stories like China and South Korea.

“You need the state to help the private sector overcome market failures,” he said. “You cannot do it without industrial policy.”

It won’t work without education.

The overriding question is whether anything — services or manufacturing — can generate the type of growth that is desperately needed: broad based, large scale and sustainable.

Service jobs for businesses are multiplying, but many offering middle and high incomes are in areas like finance and tech, which tend to require advanced skills and education levels far above what most people in developing nations have.

In India, nearly half of college graduates don’t have the skills they need for these jobs, according to Wheebox , an educational testing service.

The mismatch is everywhere. The Future of Jobs report , published last year by the World Economic Forum, found that six in 10 workers will need retraining in the next three years, but the overwhelming majority won’t have access to it.

Other kinds of service jobs are proliferating, too, but many are neither well paid nor exportable. A barber in Bengaluru can’t cut your hair if you’re in Brooklyn.

That could mean smaller — and more uneven — growth.

Researchers at Yale University found that in India and several countries in sub-Saharan Africa, agricultural workers jumped into consumer service jobs and raised their productivity and incomes.

But there was a catch: The gains were “strikingly unequal” and disproportionately benefited the rich .

With a weakening global economy , developing countries will need to wring every bit of growth they can from every corner of their economies. Industrial policy is essential, Mr. Rodrik of Harvard said, but it should focus on smaller service firms and households because that is going to be the source of most future growth.

He and others caution that even so, gains are likely to be modest and hard won.

“The envelope has shrunk,” he said. “How much growth we can get is definitely less than in the past.”

An earlier version of this article misidentified the location of IMD. It is in Lausanne, not Geneva.

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Patricia Cohen writes about global economics and is based in London. More about Patricia Cohen