Report writing
Report writing refers to the process of creating a document that represents
information in a clear and concise manner. Reports can be written for various
purposes, such as providing updates on a project, analyzing data or presenting
findings, or making recommendations.
Effective report writing requires careful planning, research, analysis, and
organization of information. A well-structured report should be accurate, and
objective, and contain a clear introduction, body, and conclusion.
It should also be written in a professional and accessible style, with appropriate use
of headings, subheadings, tables, graphs, and other visual aids.
What is a report?
A report is a formal document that is structured and presented in an organized
manner, with the aim of conveying information, analyzing data, and providing
recommendations. It is often used to communicate findings and outcomes to a
specific audience, such as stakeholders, or managers. Reports can vary in length
and format, but they usually contain a clear introduction, body, and conclusion.
Structure of report writing
The structure of a report refers to the overall organization and layout of the report,
including the sections and subsections that make up the report, their order, and
their relationships to each other. A report can we divided into three parts.
Preliminary Parts:
Title page
Date
Acknowledgments (Preface or Foreword)
Table of Contents
List of Tables and Illustrations
Main Text:
Introduction (clear statement of research objectives, background information,
hypotheses, methodology, statistical analysis, scope of study, limitations)
Statement of findings and recommendations (summarized findings, non-
technical language)
Results (detailed presentation of findings with supporting data in the form of
tables and charts, statistical summaries, and reductions of data, presented in a
logical sequence)
Implications of the results (clearly stated implications that flow from the results
of the study)
Summary (brief summary of the research problem, methodology, major
findings, and major conclusions)
End Matter:
Appendices (technical data such as questionnaires, sample information, and
mathematical derivations)
Bibliography of sources consulted.
This structure provides a clear and organized framework for presenting a research
report, ensuring that all important information is included and presented in a
logical and easy-to-follow manner.
8 Essential elements of report writing are:
1/ Title: The title is the first thing that readers will see, and it should be clear and
concise. The title should include the report’s subject or topic and the author’s
name, date of writing, or who the report is for. Remember to keep the title brief
and informative, avoiding vague or ambiguous language.
2/ Table of Contents: The table of contents provides an overview of the report’s
contents. It should list all sections and subsections with clear headings. It is
essential to make the table of contents organized and easy to read, allowing readers
to locate specific information quickly.
3/Summary: Also known as the executive summary, the summary provides a brief
overview of the entire report. It should summarize the report’s main points,
including findings, objectives, and recommendations. The summary should be
written after the entire report is completed, and it should be concise and
summarized in less than one page.
Example of summary:
4/ Introduction: The introduction introduces the report’s topic and informs readers
what they can expect to find in the report. The introduction should capture readers’
attention and provide relevant background information. It should be clear and
concise, including why the report was written and its objectives.
Example of Introduction:
5/ Body: The body is the longest section and includes all the information, data, and
analysis. It should present information in an organized manner, often using
subheadings and bullet points. The body should include all relevant research
findings and data, often accompanied by visuals such as graphs and tables. It is
essential to cite all sources correctly and remain objective, avoiding personal
opinions or biases.
Example of Background and Context:
Example of Analysis and Findings:
6/ Conclusion: The conclusion summarizes the findings and conclusions of the
report. It should wrap up all the essential information presented in the body and
make recommendations based on the report’s findings. The conclusion must be
brief and clear, avoiding the introduction of any new information not previously
presented in the body.
7/ Recommendations: The recommendation section should provide suggested
goals or steps based on the report’s information. It should be realistic and
achievable, providing well-crafted solutions. It is often included in the conclusion
section.
Example of Recommendations and Conclusion:
8/ Appendices: The appendices section includes additional technical information
or supporting materials, such as research questionnaires or survey data. It should
provide supplementary information to the report without disrupting the report’s
main content.
