Report Writing

What is a report?

In technical terms, the definition of a report is pretty vague: any account, spoken or

Written, of the matters concerning a particular topic. This could refer to anything from a

Courtroom testimony to a grade schooler’s book report. Really, when people talk about

“reports,” they’re usually referring to official documents outlining the facts of a topic, typically

Written by an expert on the subject or someone assigned to investigate it. There are different

Types of reports, explained in the next section, but they mostly fit this description.

What kind of information is shared in reports? Although all facts are welcome, reports, in

Particular, tend to feature these types of content:

• Details of an event or situation

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

Reports are closely related to essay writing, although there are some clear distinctions. While

Both rely on facts, essays add the personal opinions and arguments of the authors. Reports

Typically stick only to the facts, although they may include some of the author’s interpretation

Of these facts, most likely in the conclusion.

Moreover, reports are heavily organized, commonly with tables of contents and copious

Headings and subheadings. This makes it easier for readers to scan reports for the information

They’re looking for. Essays, on the other hand, are meant to be read start to finish, not

Browsed for specific insights.

Types of reports

There are a few different types of reports, depending on the purpose and to whom you

Present your report. Here’s a quick list of the common types of reports:

• Academic report: Tests a student’s comprehension of the subject matter, such as

Book reports, reports on historical events, and biographies

• Business reports: Identifies information useful in business strategy, such as marketing

Reports, internal memos, SWOT analysis, and feasibility reports

• Scientific reports: Shares research findings, such as research papers and case studies,

Typically in science journals

Reports can be further divided into categories based on how they are written. For example, a

Report could be formal or informal, short or long, and internal or external. In business,

A vertical report shares information with people on different levels of the hierarchy (i.e.,

People who work above you and below you), while a lateral report is for people on the

Author’s same level, but in different departments.

There are as many types of reports as there are writing styles, but in this guide, we focus on

Academic reports, which tend to be formal and informational.

What is the structure of a report?

The structure of a report depends on the type of report and the requirements of the

Assignment. While reports can use their own unique structure, most follow this basic

Template:

• Executive summary: Just like an abstract in an academic paper, an executive summary

Is a standalone section that summarizes the findings in your report so readers know

What to expect. These are mostly for official reports and less so for school reports.

• Introduction: Setting up the body of the report, your introduction explains the overall

Topic that you’re about to discuss, with your thesis statement and any need-to-know

Background information before you get into your own findings.

• Body: The body of the report explains all your major discoveries, broken up into

Headings and subheadings. The body makes up the majority of the entire report;

Whereas the introduction and conclusion are just a few paragraphs each, the body can

Go on for pages.

• Conclusion: The conclusion is where you bring together all the information in your

Report and come to a definitive interpretation or judgment. This is usually where the

Author inputs their own personal opinions or inferences.

If you’re familiar with how to write a research paper, you’ll notice that report writing follows

The same introduction-body-conclusion structure, sometimes adding an executive summary.

Reports usually have their own additional requirements as well, such as title pages and tables

Of content, which we explain in the next section.

What should be included in a report?

There are no firm requirements for what’s included in a report. Every school, company,

Laboratory, task manager, and teacher can make their own format, depending on their unique

Needs. In general, though, be on the lookout for these particular requirements—they tend to

Crop up a lot:

Title page: Official reports often use a title page to keep things organized; if a person

Has to read multiple reports, title pages make them easier to keep track of.

Table of contents: Just like in books, the table of contents helps readers go directly to

The section they’re interested in, allowing for faster browsing.

Page numbering: A common courtesy if you’re writing a longer report, page

Numbering makes sure the pages are in order in the case of mix-ups or misprints.

Headings and subheadings: Reports are typically broken up into sections, divided by

Headings and subheadings, to facilitate browsing and scanning.

Citations: If you’re citing information from another source, the citations guidelines tell

You the recommended format.

Works cited page: A bibliography at the end of the report lists credits and the legal

Information for the other sources you got information from.

As always, refer to the assignment for the specific guidelines on each of these. The people

Who read the report should tell you which style guides or formatting they require.

How to write a report in 7 steps

Now let’s get into the specifics of how to write a report. Follow the seven steps on report

Writing below to take you from an idea to a completed paper.

1. Choose a topic based on the assignment

Before you start writing, you need to pick the topic of your report. Often, the topic is assigned

For you, as with most business reports, or predetermined by the nature of your work, as with

Scientific reports. If that’s the case, you can ignore this step and move on.

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

Two criteria:

• There’s adequate information: Choose a topic that’s not too general but not too

Specific, with enough information to fill your report without padding, but not too

Much that you can’t cover everything.

• It’s something you’re interested in: Although this isn’t a strict requirement, it does

Help the quality of a report if you’re engaged by the subject matter.

Of course, don’t forget the instructions of the assignment, including length, so keep those in

The back of your head when deciding.

2. Conduct research

With business and scientific reports, the research is usually your own or provided by the

Company—although there’s still plenty of digging for external sources in both.

For academic papers, you’re largely on your own for research, unless you’re required to use

Class materials. That’s one of the reasons why choosing the right topic is so crucial; you won’t

Go far if the topic you picked doesn’t have enough available research.

The key is to search only for reputable sources: official documents, other reports, research

Papers, case studies, books from respected authors, etc. Feel free to use research cited in

Other similar reports. You can often find a lot of information online through search engines,

But a quick trip to the library can also help in a pinch.

3. Write a thesis statement

Before you go any further, write a thesis statement to help you conceptualize the main theme

Of your report. Just like the topic sentence of a paragraph, the thesis statement summarizes

The main point of your writing, in this case, the report.

Once you’ve collected enough research, you should notice some trends and patterns in the

Information. If these patterns all infer or lead up to a bigger, overarching point, that’s your

Thesis statement.

For example, if you were writing a report on the wages of fast-food employees, your thesis

Might be something like, “Although wages used to be commensurate with living expenses,

After years of stagnation they are no longer adequate.” From there, the rest of your report
Will elaborate on that thesis, with ample evidence and supporting arguments.

It’s good to include your thesis statement in both the executive summary and introduction of

Your report, but you still want to figure it out early so you know which direction to go when

You work on your outline next.

4. Prepare an outline

Writing an outline is recommended for all kinds of writing, but it’s especially useful for reports

Given their emphasis on organization. Because reports are often separated by headings and

Subheadings, a solid outline makes sure you stay on track while writing without missing

Anything.

Really, you should start thinking about your outline during the research phase, when you start

To notice patterns and trends. If you’re stuck, try making a list of all the key points, details,

And evidence you want to mention. See if you can fit them into general and specific

Categories, which you can turn into headings and subheadings respectively.

5. Write a rough draft

Actually writing the rough draft, or first draft, is usually the most time-consuming step. Here’s

Where you take all the information from your research and put it into words. To avoid getting

Overwhelmed, simply follow your outline step by step to make sure you don’t accidentally

Leave out anythingDon’t be afraid to make mistakes; that’s the number one rule for writing a rough
draft.

Expecting your first draft to be perfect adds a lot of pressure. Instead, write in a natural and

Relaxed way, and worry about the specific details like word choice and correcting mistakes

Later. That’s what the last two steps are for, anyway.

6. Revise and edit your report

Once your rough draft is finished, it’s time to go back and start fixing the mistakes you ignored

The first time around. (Before you dive right back in, though, it helps to sleep on it to start

Editing fresh, or at least take a small break to unwind from writing the rough draft.)

We recommend first rereading your report for any major issues, such as cutting or moving

Around entire sentences and paragraphs. Sometimes you’ll find your data doesn’t line up, or

That you misinterpreted a key piece of evidence. This is the right time to fix the “big picture”
Mistakes and rewrite any longer sections as needed.

7. Proofread and check for mistakes

Last, it pays to go over your report one final time, just to optimize your wording and check for

Grammatical or spelling mistakes. In the previous step you checked for “big picture” mistakes,

But here you’re looking for specific, even nitpicky problems.

A writing assistant like Grammarly flags those issues for you. Grammarly’s free version points

Out any spelling and grammatical mistakes while you write, with suggestions to improve your

Writing that you can apply with just one click. The Premium version offers even more

Advanced features, such as tone adjustments and word choice recommendations for taking

Your writing to the next level .