Report writing
What is a report?
Report writing style
How do I plan my report?
Key steps in report writing
How do I structure my report?
Basic report structure
Longer or more detailed reports
Numbering and headings
Example report structure
What goes where?
Editing and reviewing
Report writing tips
What is a report?
A report is a document that presents information about an issue or investigation
concisely and impersonally, in a clearly structured format. There are many
different types of report to suit different purposes.
Most fall into one of the following categories:
Analytical reports
Analytical reports present information about issues, events, procedures. They are
designed to provide the reader with enough information to be able to make
decisions about future strategies. For example, if management were considering
refurbishment of a staff canteen, a report on the current situation would help make
their final decisions.
Practical reports
Practical reports describe how a piece of work has been carried out, what the
outcomes were, and what the significance is. A report on a scientific experiment is
a good example.
Report writing style
Reports are usually written in an objective, formal style. This means you avoid
using more informal language, such as slang or colloquialisms, or contractions.
You structure your language carefully, using complete sentences and paragraphs.
However sometimes a more personal and less formal style may be acceptable, so
make sure you check the guidelines you have been given.
How do I plan my report?
As in all writing assignments, it's crucial to analyse the task carefully.
Who is the report for?
Why do they want it?
What do they need to know?
Start planning:
Think about structure and format
Check your guidelines!
o Have you been given a suggested structure or format?
o Think how to present your information most clearly.
o Plan the writing process
o Think about what you already know.
o Brainstorm. Write down notes or make a mind map.
o How will you find the information you need?
o Make a time plan allowing for each preparation and writing stage.
o Reports usually have important deadlines!
o Organize your information
o Consider the sources you will need.
o Decide which key information should go in which section.
o Organize your information as you go along.
Key steps in report writing
How do I structure my report?
A report is designed to allow the reader to find information anywhere in the report
very quickly. At different times, the reader may only wish to consider certain parts
of the report. So the information is divided into sections, each with a heading.
These sections and headings will depend on the nature and subject of your
report. In longer reports, the sections may be broken into subsections, also
with headings. Sometimes these sections are numbered.
The presentation of a report is also important, not just because of the first
impressions it creates, but because a report must be laid out in such a way
that the reader can find information quickly and easily.
Structure › Longer or more detailed reports
Some reports have a more detailed structure, for example reports on a scientific or
technical investigation.
If a report is quite long, you may also need to write a Summary or Executive
Summary, sometimes called an Abstract. This summary is placed after the title
page, before the Contents page. Its purpose is to give readers the main ideas of the
report, so that they can decide whether the report is relevant for them.
Structure › Numbering and headings
In order to help the reader find their way around a report quickly, a report is always
divided into clear sections with headings. Usually, a numbering system is used too.
The important thing is to be clear and consistent.
Example report structure
The summary should provide an overview of the whole report, so that the reader
can get a good idea of what the report contains, without having to read it in detail.
The summary should stand alone. It should include, very briefly, the background
and purpose of the report, the main points covered, the significant findings,
conclusions and recommendations.
Introduction
The introduction should tell the reader:
• the purpose of the report
• what the background is
• what the report should cover
• how the information was collected
• any limitations on the report
Main section
This is the largest section and contains most of your information. In it, you will
present your research findings to the reader. You need to organize the information
into smaller subsections, and give these sections a heading. Make sure the
information flows logically from one section to the next.
Conclusion
You must not introduce any new information here. You should pull together the
main points of the report in a brief summary, and emphasize the most significant
points. You should link your conclusion back to the purpose of the report which
you stated in your introduction.
Recommendations
This is where you have a chance to suggest how things could be improved or
progressed. Your recommendations must flow logically from your conclusions, so
that the reader can see the basis for your suggestions. Recommendations can be
listed and numbered. It is important that recommendations are realistic!
References/Bibliography
A reference list tells the reader all the sources you have referred to in your report.
A bibliography tells the reader all the sources you have consulted, but not
necessarily referred to. Check which is required in your assignment guidelines.
Appendices
Appendices are materials you have referred to which are not essential for the
reading of the report, and which could distract the reader from its logic. However,
they need to accompany it so the reader can refer to them. Examples are tables,
graphs, statistics, diagrams, which have been mentioned in the report. Appendices
are numbered, for referencing in the text.
Editing and reviewing
Reports are designed to inform, so this makes it particularly important for the
information in them to be accurate and well presented. You'll need to check
accuracy of the report content, as well as writing style, grammar, spelling,
punctuation, references, and so on.
You'll find some useful tips on how to do this in the section on editing and
reviewing.
Report writing tips
Analyse the task carefully. Who is the report for? Why do they want it? What do
they need to know?
Make a time plan, allowing plenty of time for research.
Structure the report into clear sections using numbering and headings, so
information is easy to find. In longer reports, provide a Summary or
Abstract.
In general, write in a more formal, objective and impersonal style.
Aim to be clear, concise and precise.
Ensure all your sources are clearly referenced in the text.
Proofread carefully, checking for clarity as well as accuracy.
Always check the guidelines for your assignment!
