report writing model

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

how to write a report, 2023 guide on how to write a report plus free templates

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

Sounds familiar?

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

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

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

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

What is report writing?

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

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

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

Sounds easy enough, right?

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

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

Types of reports

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

financial review report, how to write a report

The most common types of reports are:

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

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

How to write a report without feeling overwhelmed

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

These three stages are:

Pre-writing stage
Writing stage
Post-writing stage

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

Stage 1: Pre-writing

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

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

Understand the purpose of your report

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

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

Research your topic

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

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

Make a report outline

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

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

Stage 2: Writing

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

Follow the proper report writing format

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

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

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

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

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

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

Reports should usually be written in the third person.

Edit and proofread the article

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

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

Stage 3: Post-writing

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

Format your report

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

Incorporate visuals

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

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

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

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

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

Share your report

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

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

How to add visuals to your report

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

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

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

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

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

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

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

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

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

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

Survey report template

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

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.

annual review template by Piktochart showing how to write a report

See more report templates by creating a free Piktochart account .

Quick checklist for better report writing

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

Purpose and audience

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

Structure and organization

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

Accuracy and analysis

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

Writing style and clarity

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

Acknowledgment and citation

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

Proofreading

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

Make engaging and effective reports quickly with Piktochart

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

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

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

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

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

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Report Writing

Updated on
Nov 4, 2023

The term “report” refers to a nonfiction work that presents and/or paraphrases the facts on a specific occasion, subject, or problem. The notion is that a good report will contain all the information that someone who is not familiar with the subject needs to know. Reports make it simple to bring someone up to speed on a subject, but actually writing a report is far from simple. This blog will walk you through the fundamentals of report writing, including the structure and practice themes.

This Blog Includes:

What is a report, reporting formats, newspaper or magazine reports, business reports, technical reports, what is report writing, report writing: things to keep in mind, structure of report writing, magazine vs newspaper report writing format, report writing format for class 10th to 12th, report writing example, report writing for school students: practice questions, report writing slideshare.

Report Writing in 7 steps

Major Types of Reports

While the most common type of reports corresponds to the ones we read in newspapers and magazines, there are other kinds of reports that are curated for business or research purposes. Here are the major forms of report writing that you must know about:

The main purpose of newspaper or magazine reports is to cover a particular event or happening. They generally elaborate upon the 4Ws and 1H, i.e. What, Where, When, Why, and How. The key elements of newspaper or magazine report writing are as follows:

Headline (Title)
Report’s Name, Place, and Date
Conclusion (Citation of sources)

Here is an example of a news report:

Credit: Pinterest

Business reports aim to analyze a situation or case study by implementing business theories and suggest improvements accordingly. In business report writing, you must adhere to a formal style of writing and these reports are usually lengthier than news reports since they aim to assess a particular issue in detail and provide solutions. The basic structure of business reports includes:

Table of Contents
Executive summary
Findings/Recommendations

The main purpose of the technical report is to provide an empirical explanation of research-based material. Technical report writing is generally carried out by a researcher for scientific journals or product development and presentation, etc. A technical report mainly contains

Introduction
Experimental details
Results and discussions
Body (elaborating upon the findings)

Must Read: IELTS Writing Tips

A report is a written record of what you’ve seen, heard, done, or looked into. It is a well-organized and methodical presentation of facts and results from an event that has already occurred. Reports are a sort of written assessment that is used to determine what you have learned through your reading, study, or experience, as well as to provide you with hands-on experience with a crucial skill that is often used in the business.

Before writing a report, there are certain things you must know to ensure that you draft a precise and structured report, and these points to remember are listed below:

Write a concise and clear title of the report.
Always use the past tense.
Don’t explain the issue in the first person, i.e. ‘I’ or ‘Me’. Always write in the third person.
Put the date, name of the place as well as the reporter’s name after the heading.
Structure the report by dividing it into paragraphs.
Stick to the facts and keep it descriptive.

Must Read: IELTS Sample Letters

The format of a report is determined by the kind of report it is and the assignment’s requirements. While reports can have their own particular format, the majority use the following general framework:

Executive summary: A stand-alone section that highlights the findings in your report so that readers will know what to expect, much like an abstract in an academic paper. These are more frequently used for official reports than for academic ones.
Introduction: Your introduction introduces the main subject you’re going to explore in the report, along with your thesis statement and any previous knowledge that is necessary before you get into your own results.
Body: Using headings and subheadings, the report’s body discusses all of your significant findings. The majority of the report is made up of the body; in contrast to the introduction and conclusion, which are each only a few paragraphs long, the body can span many pages.
In the conclusion, you should summarize all the data in your report and offer a clear interpretation or conclusion. Usually, the author inserts their own personal judgments or inferences here.

Report Writing Formats

It is quintessential to follow a proper format in report writing to provide it with a compact structure. Business reports and technical reports don’t have a uniform structure and are generally based on the topic or content they are elaborating on. Let’s have a look at the proper format of report writing generally for news and magazines and the key elements you must add to a news report:

To Read: How to Learn Spoken English?

The report writing structure for students in grades 10 and 12 is as follows.

Heading : A title that expresses the contents of the report in a descriptive manner.
Byline : The name of the person who is responsible for drafting the report. It’s usually included in the query. Remember that you are not allowed to include any personal information in your response.
(introduction) : The ‘5 Ws,’ or WHAT, WHY, WHEN, and WHERE, as well as WHO was invited as the main guest, might be included.
The account of the event in detail : The order in which events occurred, as well as their descriptions. It is the primary paragraph, and if necessary, it can be divided into two smaller paragraphs.
Conclusion : This will give a summary of the event’s conclusion. It might include quotes from the Chief Guest’s address or a summary of the event’s outcome.

Credit: sampletemplates.com

Credit: SlideShare

Now that you are familiar with all the formats of report writing, here are some questions that you can practice to understand the structure and style of writing a report.

You are a student of Delhi Public School Srinagar handling a campus magazine in an editorial role. On the increasing level of global warming, write a report on the event for your school magazine.
On the Jammu-Srinagar highway, a mishap took place, where a driver lost his control and skidded off into a deep gorge. Write a report on it and include all the necessary details and eyewitness accounts.
As a reporter for the Delhi Times, you are assigned to report on the influx of migrants coming from other states of the country. Take an official statement to justify your report.
There is a cultural program in Central Park Rajiv Chowk New Delhi. The home minister of India is supposed to attend the event apart from other delegates. Report the event within the 150-200 word limit.
Write today’s trend of COVID-19 cases in India. As per the official statement. include all the necessary details and factual information. Mention the state with a higher number of cases so far.
In Jawaharlal Nehru Stadium in New Delhi, a table tennis tournament was held between Delhi Public School New Delhi and DPS Punjab. Report the event in 250-300 words.

Also Read: Formal Letter Format, Types & Samples

Credits: Slideshare

Report Writ ing in 7 steps

Choose a topic based on the assignment
Conduct research
Write a thesis statement
Prepare an outline
Write a rough draft
Revise and edit your report
Proofread and check for mistakes

Make sure that every piece of information you have supplied is pertinent. Remember to double-check your grammar, spelling, tenses, and the person you are writing in. A final inspection against any structural criteria is also important. You have appropriately and completely referenced academic work. Check to make sure you haven’t unintentionally, purposefully, or both duplicated something without giving credit.

Any business professional’s toolkit must include business reports. Therefore, how can you create a thorough business report? You must first confirm that you are familiar with the responses to the following three questions.

Every company report starts with an issue that needs to be fixed. This could be something straightforward, like figuring out a better way to organise procuring office supplies, or it could be a more challenging issue, like putting in place a brand-new, multimillion-dollar computer system.

You must therefore compile the data you intend to include in your report. How do you do this? If you’ve never conducted in-depth research before, it can be quite a daunting task, so discovering the most efficient techniques is a real plus.

Hopefully, this blog has helped you with a comprehensive understanding of report writing and its essential components. Aiming to pursue a degree in Writing? Sign up for an e-meeting with our study abroad experts and we will help you in selecting the best course and university as well as sorting the admission process to ensure that you get successfully shortlisted.

Ankita Mishra

A writer with more than 10 years of experience, including 5 years in a newsroom, Ankita takes great pleasure in helping students via study abroad news updates about universities and visa policies. When not busy working you can find her creating memes and discussing social issues with her colleagues.

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Report Writing: Format, Topics, and Examples

Learn the essentials of report writing with this comprehensive guide. Explore the proper format, find inspiring topics, and discover real-world examples to enhance your report writing skills.

What is Report Writing?

A Report Writing is a written account that helps us to know about an event, situation, or occurrence in detail that has already taken place.

Report Writing is a narrative of Events described in an impartial approach. Rules and Format of Report Writing are necessary to know for English report writing. Examples of Report Writing help us in doing this easily.

The Power of Effective Report Writing

Report writing is a skill that transcends industries and disciplines, playing a vital role in conveying information, analyzing data, and making informed decisions.

Whether you are a student, a researcher, a business professional, or someone looking to improve your communication abilities, mastering the art of report writing is essential for success.

This article will provide you with insights into the format, topics, and real-world examples of report writing to help you become a proficient report writer.

Understanding the Format of a Report

A well-structured report not only facilitates easy comprehension but also leaves a lasting impact on the reader. Understanding the proper format is the foundation of creating an effective report. In crafting a comprehensive and impactful report, one must carefully consider and include the following crucial elements. :

1. Title Page

The title page should include the report’s title, the name of the author or organization, the date of submission, and any relevant affiliations.

2. Abstract or Executive Summary

The abstract or executive summary is a concise overview of the report’s main points, providing the reader with a snapshot of the entire report’s content.

3. Table of Contents

The table of contents outlines the report’s structure, listing the headings and subheadings with corresponding page numbers.

4. Introduction

The introduction sets the stage for the report, providing context, stating the purpose, and highlighting the significance of the topic.

5. Methodology

In research-oriented reports, the methodology section explains the approach taken to gather data, conduct experiments, or perform studies.

6. Findings

The findings section presents the data collected or the results of the research in a clear and organized manner, often using tables, graphs, or charts.

7. Discussion

The discussion section interprets the findings, provides insights, and offers explanations for observed patterns or trends.

8. Conclusion

The conclusion summarizes the main points, draws conclusions based on the findings, and may include recommendations for future actions.

9. Recommendations

In reports with actionable outcomes, the recommendations section suggests specific steps or strategies based on the findings.

10. References

The references section lists all the sources cited in the report, ensuring proper acknowledgment of external work and adding credibility.

Writing Tips for an Effective Sample Report

Creating a compelling report requires not just proper structure but also excellent writing skills. Here are some valuable tips to enhance your report writing:

1. Know Your Audience

Understanding your target audience is crucial when writing a report. Tailor your language, tone, and content to suit the reader’s level of expertise and interest.

2. Use Clear and Concise Language

Keep your writing clear, straightforward, and to the point. Avoid jargon and unnecessary technical terms that may confuse readers.

3. Organize Information Logically

Present information in a logical sequence, ensuring that each section flows smoothly into the next. Use headings and subheadings to provide a clear structure.

4. Support Claims with Evidence

Back up your statements with credible evidence and data. This adds credibility to your report and strengthens your arguments.

5. Edit and Proofread Thoroughly

Always review your report for grammar, spelling, and punctuation errors. A well-edited report shows professionalism and attention to detail.

6. Seek Feedback

Before finalizing your report, seek feedback from colleagues or peers. Fresh perspectives can help identify areas of improvement.

Selecting Engaging Report Writing Topics

Choosing the right topic is essential for crafting a compelling report. Whether it’s for academic, business, or research purposes, an engaging topic will capture the reader’s interest and keep them invested in your report. Here are some inspiring report writing topics:

1. The Impact of Technology on Modern Workplace s

Explore how technology has transformed traditional workplaces, affecting productivity, communication, and employee satisfaction.

2. Environmental Sustainability in Urban Cities

Examine the efforts made by urban cities to promote environmental sustainability, including green initiatives and waste reduction strategies.

3. The Rise of E-Learning: A Comprehensive Analysis

Analyze the growth of e-learning platforms, their effectiveness in education, and their potential to revolutionize the traditional learning system.

4. Cybersecurity Threats and Mitigation Strategies for Businesses

Investigate the latest cybersecurity threats faced by businesses and outline effective strategies to safeguard sensitive data and prevent cyber attacks.

5. Mental Health in the Workplace: Strategies for Employee Well-Being

Discuss the importance of addressing mental health issues in the workplace and propose strategies to support employee well-being.

Real-World Examples of Impactful Reports

To gain a deeper understanding of report writing’s practical applications, let’s explore some real-world examples:

1. World Health Organization (WHO) – Global Health Report

The WHO publishes comprehensive reports on global health issues, providing data on disease outbreaks, vaccination rates, and healthcare access worldwide. These reports play a crucial role in shaping global health policies and initiatives.

2. McKinsey & Company – Industry Research Reports

Management consulting firm McKinsey & Company produces insightful industry research reports that analyze market trends, consumer behavior, and business strategies. These reports serve as valuable resources for executives and decision-makers.

3. Intergovernmental Panel on Climate Change (IPCC) – Climate Assessment Reports

The IPCC releases periodic reports on climate change, assessing its impacts, causes, and potential solutions. These reports are instrumental in guiding environmental policies and international climate agreements.

A Sample Report Writing Format on A Bank Robbery.

The following points will make it easy to write a report easily shown below.

( Heading) DARING BANK ROBBERY

( Who Reported ) By a Special Correspondent

Where, When, What: Kolkata, August 14 (Introduction): A daring (CART) robbery took place today at 3 p.m. at the United Bank of India, Gariahat Branch, Kolkata.

How, why, Casualty: According to the Branch Manager, three men armed with pistols overpowered the security staff and locked the gate from the inside. One of the miscreants (710) herded the customers and the staff into one corner of the bank and kept them silent at gunpoint. The other two miscreants snatched the keys from the Manager.

Condition: Then they unlocked the vault and bagged cash and jewelry worth Rs. 40 lacks. They came out of the bank hurling bombs, jumped into a black Maruti Van, and sped away.

Reaction & Measures Taken (Conclusion): The police arrived within half an hour. No one has been arrested yet. Investigations are on, as the Deputy Commissioner of Police told the media.

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Report writing types in english:.

Basically, Report writing in English is of three types .

General Report Writing: These reports give an account of a person’s experience of an event or an incident.
Newspaper Report Writing: Newspaper reports are based on true incidents or accidents meant to express some information to the public.
Business Report Writing: Business reports are made on orders based on observation, investigation, and analysis.

General Report Writing Examples

Example 1: Business Report – Market Analysis

Title: Market Analysis for XYZ Company’s Product Expansion

Executive Summary: The market analysis report assesses the potential of XYZ Company to expand its product line into a new market segment.

Introduction: This report aims to investigate the feasibility and potential challenges associated with XYZ Company’s entry into the youth-oriented consumer electronics market.

Methodology: Data was collected through a combination of surveys, focus groups, and secondary research from reputable industry reports.

Findings: The youth-oriented consumer electronics market is growing rapidly, with an annual growth rate of 12% over the past three years.

XYZ Company’s brand recognition is relatively low among the target audience.

The price sensitivity of the target market is a significant factor to consider.

Analysis: The findings suggest that while there is a lucrative opportunity for XYZ Company to enter the market, it will require a focused marketing campaign and competitive pricing strategies to overcome initial brand awareness challenges.
Discussion: By leveraging social media and influencers, XYZ Company can effectively reach the target audience and build brand loyalty. Additionally, offering a competitive pricing model will attract price-conscious customers.
Recommendations:
Collaborate with popular influencers to gain credibility and reach a wider audience.

Offer attractive introductory pricing and discounts to entice price-sensitive customers.

Conclusion: Entering the youth-oriented consumer electronics market presents a promising opportunity for XYZ Company. By implementing the recommended strategies, the company can capitalize on this potential growth and expand its product line successfully.

Remember that the specific format and content of a report may vary based on the requirements set by your institution, organization, or supervisor. Always check for any specific guidelines before starting your report writing.

Write a newspaper report on the “Annual Prize Distribution Ceremony in your school”

Annual Prize Distribution Ceremony in your school

By Staff Reporter

[City, Date]: The air was abuzz with excitement and anticipation as [Your School Name] hosted its grand Annual Prize Distribution Ceremony yesterday. The event, held in the school auditorium, was a momentous occasion that celebrated the academic excellence and achievements of the students.

Distinguished guests, parents, and faculty members graced the ceremony with their presence. The school principal, in his opening address, emphasized the significance of recognizing and applauding students’ efforts beyond academics.

The highlight of the event was the distribution of prizes to the meritorious students, acknowledging their outstanding performance in academics, sports, and extracurricular activities. The audience erupted with applause as the achievers walked up the stage to receive their awards.

The melodious music, vibrant dances, and thought-provoking skits captivated the audience.

The Annual Prize Distribution Ceremony concluded on a high note, leaving everyone inspired and motivated. It served as a testament to the school’s commitment to nurturing holistic development among its students.

[Your School Name] once again proved that it is not only a center of academic excellence but also a platform for nurturing well-rounded individuals.

By [Your Name]

Write a newspaper repot on “A terrible fire broke out in Kolkata”

Terrible fire breaks out in kolkata, causing extensive damage.

Kolkata, Date: A devastating fire broke out in a commercial area of Kolkata yesterday, causing widespread destruction and panic among residents and businesses. The incident occurred in the bustling market district, engulfing several multi-story buildings.

Eyewitnesses reported that the fire started in one of the shops due to an electrical short circuit and quickly spread to nearby establishments. Despite the immediate response from firefighters, the blaze proved challenging to control, as narrow streets hindered their access.

Local authorities and emergency services rushed to the scene, evacuating people from nearby buildings and providing medical assistance to those affected. Tragically, a few individuals sustained minor injuries in the process.

The fire caused extensive damage to properties, resulting in significant financial losses for business owners. The full extent of the damage is yet to be assessed.

Investigations into the incident are underway to determine the exact cause and potential safety lapses. As the city mourns the loss of properties and livelihoods, efforts are being made to extend relief and support to the affected residents.

1. Write a report for a newspaper about A Terrible Train Accident.

Odisha Train Accident / Coromandel Express Train Accident

Balasore, 3rd June 2023: At around 7 pm, 2nd June on Friday evening 10-12 coaches of the Shalimar-Chennai Coromandel Express derailed near Baleswar and fell on the opposite track. After some time, another train from Yeswanthpur to Howrah dashed into those derailed coaches resulting in the derailment of its 3-4 coaches. The train crash involving two passenger trains and a goods train in Odisha’s Balasore on Friday is said to be one of the deadliest rail accidents in India. More than 230 people have lost their lives in the accident and 900 have been injured. NDRF, ODRAF, and Fire Services are still working to cut the bogie and try to recover the living or the dead. Local people were seen helping the teams responsible for rescue and relief operations and they queued up to donate blood for the injured in Balasore. As a result, Local people became able to rescue 200-300 injured people A high-level committee has been declared to conduct an inquiry into the train accident. The Centre has announced an ex-gratia compensation of Rs 10 Lakh each to the kin of the deceased and Rs 2 Lakh to grievous and Rs 50,000 for minor injuries, Union Railways Minister Ashwini Vaishnav said.

2. Write a report for a newspaper about A Magic Show .

By Anik Dutta

On Friday, November 18: our school authority invited a magician to surprise the students of the school with a magic show. The magic show was a gift to the students from the school’s authoritative body as the school won the award for Best Disciplined School in Kolkata for the year 2015. The magic show was organized on the school’s open-air stage. The show went on for 2 hours, from 12 to 2 pm. The first magic shown by the great magician was pulling out of a rabbit from his hat which was absolutely empty when he wore it. The spectators were pleasantly surprised. He showed exciting magic tricks one after the other and ended the show with a message to the awestruck students, ‘Practice maths well, and you can do magic too as it is nothing but a game of calculation’. The show was immensely appreciated by all.

3. Write a report for a newspaper about Health Issues of the people of your District .

Health Issues of the People of Your District

By Ravi Yogi

On 20 May 2021: a health awareness campaign camp was organized in the Howrah district by the World Health Organisation. Some volunteers were chosen, who from then on, visit each house every month to remind people to get their children vaccinated. People now follow their instructions and keep their surroundings clean to avoid certain diseases. The volunteers distributed water purifiers at a cheap rate so that people could use them to get pure water. The mosquito-repellant sprays are used every month and mosquito nets are now used to keep mosquitoes away. If the volunteers arrange a blood donation camp every month it could help the people in need. Also, a free health checkup camp could be arranged for further health improvement of the people of the locality.

4. Write a report for a newspaper about the Annual sports Event of Your School .

Annual Sports Event of Your School

By Anwesha Das

The annual sports day of our school (St. Agnes H.S. School) was held on February 15 for the junior students at the school grounds. The event for the junior students started at 9:30 in the morning with a relay race. The next race they had was a tricycle race and the last one the junior students had was a treat to watch. The junior ones’ had to run wearing long gowns and they had to run the track without falling even once.

The juniors enjoyed the fun sporting events a lot, while the visitors’ race involving the parents remained the highlight of the day. At the end of the program Chief Guest Sourav Ganguly gave away the awards to the winners and the class teacher of each class distributed a box containing candies, a chocolate pastry, an orange, and two vanilla cream-filled wafer biscuits to every pupil of her class. The event turned out to be a joyful one with a smile on everyone’s face.

Newspaper Report Writing : Format, Topics, Examples

5. write a newspaper report on the first downpour of the season ..

FIRST DOWNPOUR OF THE SEASON

Kolkata, June 13: Today Kolkata experienced its first downpour during the season. The showers were brought about by a deep depression over the Gangetic West Bengal. There was incessant (WESO) rainfall accompanied by thunder and lightning. In Kolkata, it rained throughout the day with occasional breaks. The weather office at Alipore has recorded a rainfall of 20 cm. Many low-lying areas went underwater. Some of the major roads were waterlogged for several hours. There were traffic jams on many roads. The hand-pulled rickshaws had stopped. Train and air services were disrupted. There were cable faults in many parts of the city. Two persons were electrocuted. But they have not yet been identified, said the police officials.

6. As a Reporter for an English daily, write a report about A violent cyclonic storm .

A VIOLENT CYCLONIC STORM

By a Special Correspondent

Katak, August 12: A violent cyclonic storm ravaged the coastal areas of Odisha today. The cyclone started at about 6.45 p.m. It was said to have rushed at a speed of 80 km per hour. The worst-affected areas include Puri, Baleswar, and Paradip. The cyclone raised the sea to an alarming height. The high tidal waves submerged the low-lying coastal areas. It caused incalculable damage to life and property. More than 10,000 people were rendered homeless. Train services were totally disrupted. The State Government sent its rescue team along with central paramilitary forces to tackle the situation. A sum of Rs. 3 crores has been sanctioned for the relief and rehabilitation of the cyclone-hit people.

7. Write a report for a newspaper about A Serious Road Accident

A Serious Road Accident

Kolkata, January 18: As many as 20 persons including two women and a child were injured in an accident at about 8 pm, on M, G, Road yesterday. The accident took place when a speeding minibus, in a bid to overtake a private bus, skidded off the road. The vehicle carrying 45 passengers went straight into a shopping mall, after breaking the roadside railing, Persons inside the mall and the bus suffered serious injuries Local people started the rescue operation. The injured were taken to the nearest hospital. Locals got agitated and blocked the road causing the suspension of traffic for more than 3 hours. However, the police came and brought the situation under control.

8. Write a report within 100 words for an English daily about Cyclone hitting Coastal West Bengal .

Cyclone hits Coastal West Bengal

-By a Staff Reporter

Kolkata, June 12, 2013: A severe cyclone with a speed of 80 km. per hour hit the coastal areas of West Bengal yesterday evening at about 6-45 p.m. Caused by a deep depression in the Bay of Bengal, the cyclone ripped through the state resulting in huge damage to life and property. 60 persons have died and thousands have been rendered homeless. Train services have been disrupted leaving a number of people stranded. The state government has taken immediate steps to provide relief to the victims. More than 5000 people have been evacuated to temporary relief shelters. The Chief Minister has reviewed the situation and assured the people of all help.

9. Write a newspaper report on a road accident within 100 words .

BRAKE FAILURE BUS COLLIDES WITH A TRUCK

By a Staff Reporter

Kolkata, October 1, 2015: Yesterday at around 10:30 am an accident took place at Sinthi More when an Esplanade bound bus, of route no 78/1, suddenly collided with a truck. The report says the brake failure of the bus was the cause of this mishap. Five passengers were injured including a child and a woman. According to passengers, the ill-fated bus was moving at a great speed. Near Sinthi More the driver lost control and banged behind a truck. Local people rushed in, and took the injured to the nearest hospital where they were released after first aid. Traffic got disrupted. Cops reached the spot quickly, intervened, and normalcy was restored within an hour.

10. Write a report on a Railway accident.

A MAN DIED IN A RAILWAY ACCIDENT

By Kishore Ganguli

Kolkata, April 25: A man died after he had been hit by a Sealdah bound train close to Barrackpore station around 5.40 am today when the victim was returning home from a regular morning walk. According to an eyewitness, the man was trying to cross the tracks, got confused, and ended up on the track on which the train was coming on. Being hit on his head, he was hospitalized immediately. But the doctors declared him dead. The locals made a blockade on the railway tracks. The police came, dispersed the irate mob and the train service was restored. The railway authorities announced an exgratia payment of Rs 2 lakh to the next of kin of the deceased. The situation is tense till now.

FAQs about Report Writing

Q: what is the ideal length for a report.

Reports can vary in length depending on their purpose and complexity. However, a concise report of 10-20 pages is often preferred to keep the reader engaged.

Q: Can I use bullet points in my report?

Yes, using bullet points can enhance readability and make key information stand out. However, use them sparingly and only when appropriate.

Q: Should I include visuals in my report?

Yes, incorporating relevant visuals like graphs, charts, and images can make complex data easier to understand.

Q: Can I include my opinion in the report?

While reports should be objective and fact-based, there might be instances where your expert opinion is valuable. If so, clearly distinguish between facts and opinions.

Q: How can I make my executive summary compelling?

The executive summary should be concise yet informative. Highlight the most important findings and recommendations to pique the reader’s interest.

Q: Is it necessary to follow a specific report writing style?

Different organizations or fields may have their preferred report writing style. Always follow the guidelines provided by your institution or industry standards.

Q: What is the main purpose of a report?

A: The main purpose of a report is to present information, findings, and recommendations in a structured and organized manner.

A: Yes, bullet points can help present information concisely and improve readability.

Q: How long should an executive summary be?

A: An executive summary should be concise, typically ranging from one to two pages.

Q: Is it necessary to include visuals in a report?

A: Including visuals such as charts, graphs, and images can enhance the reader’s understanding of complex data.

Q: What are some common mistakes to avoid in report writing?

A: Common mistakes to avoid include using overly technical language, neglecting to cite sources properly, and lacking a clear structure.

Q: How can I make my report more engaging?

A: To make your report engaging, use real-life examples, incorporate visuals, and use a conversational tone when appropriate.

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.

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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.

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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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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

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

Enjoy reading this blog post written by our experts or partners.

If you want to see what Databox can do for you, click here .

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.sales rep drilldown business report

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

profitwell-dashboard-template-databox-cta

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.

Google Analytics Website Engagement Dashboard Template

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.

Shopify + Facebook Ads + Google Analytics (Online Sales overview) Dashboard Template

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.

HubSpot Marketing Landing Page Drilldown

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.

HubSpot CRM (Sales Rep Drilldown) dashboard template

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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Project Management

How to write a project report (with steps & templates).

March 21, 2024

Juggling all the different components of a project can be quite a challenge. If that weren’t enough, you also have to write a project status report to update key stakeholders on the project’s progress. The struggle is real.

So where do you start? Fortunately, we have the answer. And that’s precisely why we put together this guide—to walk you through the process so you have a clear path from start to finish.

Learn more about creating project reports and different types of project status reports. Plus, you’ll walk away with five free project report templates, carefully crafted to streamline your project management workflow, save you time, and impress your stakeholders. 🤩

What is a Project Report?

How to write a project report, 1. project status report, 2. project progress report, 3. project cost benefit analysis report, 4. project time tracking report, 5. project resource report, 6. project risk report, 7. project variance report, 8. project performance report, 9. project completion report, why is project reporting important, 1. final project report template, 2. project status report template, 3. digital marketing report template, 4. employee daily activity report template, 5. campaign report template, create professional project reports in less time with clickup.

A project report is a document offering a comprehensive overview of a project’s objectives, progress, team performance, and milestone accomplishments. It also gives an account of the challenges faced during a project’s execution , solutions devised to tackle them, and the lessons learned during the process.

Project managers create these reports to communicate with other project stakeholders—including team members, sponsors, clients, and other interested parties—to ensure everyone’s on the same page. The document also serves as a foundation for further evaluation and analysis to ensure the project says on track and achieves its goals. 🎯

Creating a project report doesn’t have to be a daunting task. Follow these three simple steps to create your first project report with ease.

Understand the purpose of the report

Before you create a project report, you need to understand the purpose of the report (the “why”) and know your target audience (the “who”). This will guide the content, structure, and tone of your project report.

Gather and organize the relevant information

At this point, you need to gather project information relevant to your project report. Make sure your data is accurate, reliable, and up-to-date. Organize the gathered information in a logical and structured manner.

Executive summary : As its name suggests, this project summary gives readers a quick overview of the whole report. It’s a snapshot that highlights the most important parts of the project. While it’s placed at the start of the report, it’s often written last. It covers the project’s objectives, methodology, major outcomes, and conclusions.
Introduction: This sets the context and expectations of the entire report. It includes the project’s purpose and scope, project schedule, the problems it aims to address, and the methodologies to get there. It also outlines the structure and organization of the rest of the report.
Body: Typically, this is the longest part of project management reports because it dives into in-depth details, including project progress, data collection, analysis reports, constraints, and limitations. Remember that whatever you include here should reflect the purpose of your project report and the preferences of your target audience.
Conclusions & Recommendations: Based on your findings and analysis, identify opportunities for improvement, suggest strategies for addressing them, or propose avenues for future research.

Format and proofread the report

Ensure that your project report follows a consistent formatting style—headings, subheadings, and bullet points will make it easier to read. In addition, scan your report for spelling or grammar errors and typos.

Types of Project Reports

Project reports come in diverse formats, with each serving different use cases. Here are nine of the most commonly used types of project reports.

A project status report is a document that gives a snapshot of where your project stands at any given moment. It’s like answering the question, “How’s the project doing?”

But instead of just saying “The project is fine,” you actually dive into the project goals, tasks completed, milestones achieved, challenges faced, lessons learned, potential roadblocks, and next steps.

Define the Statuses depending on your team in ClickUp

Whether it’s a weekly project status report or a monthly status report, this documentation eliminates the need for status meetings while giving stakeholders the most recent status of the project.

A project progress report is slightly similar to a status update report, as they both discuss task progress. However, the progress report is more quantitative and zooms in on individual tasks and project milestones .

It’s like taking a magnifying glass and examining the progress of each task, one by one. For example, it could include in-depth information on the percentage of completion and current status of each task (completed, on track, delayed, etc.).

The cost-benefit analysis report is usually prepared before a project is put into motion. Of the various project reports, this one aims to answer a simple question: “Is it worth pursuing this project?”

To answer this question, the report first assesses all project costs like operational expenses, materials, salaries, equipment, and potential risks.

It then considers the projected benefits, such as increased profit margins, cost savings, improved efficiency, or happier customers. Finally, the report compares the costs to the benefits to determine if it’s time to move forward or explore other options.

A project time-tracking report is a document that records and summarizes time spent on project activities. Each project team member contributes to writing this report—they track and record the amount of time they’ve spent on tasks and submit it to the project manager. ⏰

Thankfully, the rise of project management tools has eliminated the need for paper-based time-tracking submissions. They make it easy for team members to submit accurate and detailed time reports to the project manager—while reducing the administrative burden of manual report compilation.

Project managers can see how time is spent and the overall productivity of team members. As a result, they’re able to make informed decisions, such as redistributing workload (aka workload management ), reassigning tasks, and providing feedback and support to team members.

A project resource dashboard offers a bird’s-eye view of how resources (e.g., labor, equipment, materials, budget, etc.) are allocated in a project. Think of it as a comprehensive resource inventory, listing every project task, the responsible party, and the resources being used.

Project reports like this help project managers keep track of resource availability, identify potential resource constraints or shortages, and make informed decisions about resource allocation and optimization.

A project risk report offers a comprehensive analysis of potential risks, their likelihood of occurrence, their potential impact on the project, and recommended mitigation strategies.

Rather than waiting for future events to derail the project, project reports like this one allow project managers to take a more proactive approach to risk management—thereby boosting the chances of overall project success.

A project variance report reveals the gaps or deviations between project plans and the actual performance or results achieved. It compares various factors—like budget, time, resources, and scope—and their planned values with their actual values, then computes the differences (or variances).

By analyzing these variances, project managers and stakeholders can discuss the possible reasons behind them, identify areas that need attention, and take corrective actions where necessary.

A project performance report evaluates the overall performance and achievements of a project against predetermined metrics and objectives. It includes information on project deliverables, key performance indicators (KPIs) , and stakeholder satisfaction.

This report helps project managers assess project success, identify areas for improvement, and communicate the project’s performance to stakeholders.

A project completion report marks the end of a project journey. It summarizes the entire project lifecycle, from initiation to closure. This report contains an overview of the project’s objectives, deliverables, milestones, challenges, and recommendations for future projects.

Writing project reports may initially seem redundant and time-consuming. However, it plays a crucial role in achieving project success. While a few benefits were hinted at earlier, let’s get a better picture of why project reports should not be overlooked.

More clarity

Creating a project report allows you to step back and reflect on the project’s progress. As you record the milestones, successes, and challenges, a wealth of insights begin to unfold—strengths, weaknesses, and areas that need attention.

This holistic view of the project’s health helps you steer it toward the desired outcomes and ensure it stays on track.

Encourages evaluation and analysis

Project reports allow you to evaluate and analyze the different aspects of a project in a systematic way—gathering relevant data, analyzing them, and evaluating their significance. By giving your project a critical analysis, you can uncover valuable insights, identify patterns, draw meaningful conclusions, and take strategic action. 🛠️

Enhances communication and collaboration

Creating a project report challenges you to present the project’s progress and results to stakeholders in a clear and coherent manner. A well-written report promotes project transparency and ensures everyone is on the same page.

It also facilitates collaboration by providing a common reference point for discussions, feedback, and decision-making.

Boosts professionalism and credibility

When you present a comprehensive and well-structured report, it shows that you have conducted thorough research, followed a methodical approach, and can effectively communicate complex information. This, in turn, boosts your reputation, enhances your credibility, and showcases your expertise among peers, colleagues, and potential employers.

Knowledge preservation

A project report serves as a valuable reference for future research or projects. By documenting your process, methodologies, challenges, lessons, and results, you create a resource that can be consulted and built upon by others.

This contributes to the cumulative knowledge in your field and fosters a culture of collaboration and innovation.

Improves Team Alignment

Project reports are instrumental in enhancing team alignment. They provide a clear, concise snapshot of progress, identifying accomplishments, challenges, and next steps. This enables all team members to understand the project’s current status and their respective roles in achieving the overall objectives.

Check out these project report templates for teams:

Nonprofit Organizations Project Report
Operations Teams Project Report
Finance Teams Project Report
DevOps Teams Project Report
Agile Teams Project Report
Sales Teams Project Report

5 Project Report Examples & Templates

Sure, you could write project reports from scratch and spend countless hours formatting and structuring them. But why would you when you can use free project report templates? They provide a structure and format for your report so you can simply plug in your data and customize the design to fit your needs. Not only do project report templates speed up the report creation process, but they also enhance the overall quality of your reports.

Let’s jump right in to explore our top five project report templates. 📈

A final project report is the perfect finishing touch to conclude a project and highlight its achievements. ClickUp’s Final Project Report Template provides a solid structure to help you put it together with the following key sections:

Planned vs. Actual: A quantitative breakdown of how the project deviated from the original plan with regard to its start date, completion date, duration, and budget
Management Effectiveness: A SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis evaluating how the project was managed
Project Learnings : Share the important project lessons learned by the team throughout the lifespan of the project
Contract Terms Checklist : A simple table listing the various contract terms, whether they were completed, and any remarks you have
Overall Performance rating: A 1 out of 5 rating of the different aspects of the project, from planning and execution to leadership and communication

This template is built in ClickUp Docs , which means you have unlimited flexibility for customization—add extra sections and tweak the appearance to suit your taste. And guess what? The table of content updates in real-time as you add, edit, or delete multiple headers.

If you want to wow your team and clients, this project status report template will help you get the job done.

Writing a project status report is fairly straightforward. But staring at a blank document and worrying about crafting perfectly manicured sentences can make this process last a lot longer than it should.

Thankfully, ClickUp’s Project Status Report Template is here to save the day! Built inside ClickUp Whiteboards, this template provides a hassle-free method to quickly capture key project details in a visually engaging way.

General information: Cover general project details (e.g., project name, objectives, project timeline , reporting period, etc.) which you’ll need to fill in only once
Progress details: Use color-coding to share in-progress, at-risk, delayed, and completed tasks
Support and resources: List out assets (e.g., labor, money, etc.) needed for a smooth operation
Highlights and takeaways: Share key lessons learned and other noteworthy highlights
What went well/What needs improvement: Use this opportunity to reflect on the project’s progress and share the areas that performed well and what needs attention
Next steps: Highlight the key action items that need to get done to keep the project on track

Enter the details under each of these sections onto sticky notes, which’ll help you quickly pour down your thoughts without worrying about writing perfect sentences. It’s also very helpful for stakeholders as the information on sticky notes is short and straight to the point.

This template removes the pressure of creating a status report and saves valuable time—all while keeping key stakeholders informed and up to date.

After running a digital marketing campaign project, you need to gather key metrics from the campaign and present it to key stakeholders for evaluation, performance analysis, and notes for future improvements.

Sharing this info across multiple digital channels can get overwhelming but there’s no need to worry. ClickUp’s Digital Marketing Report Template has you covered with everything you need. Plus, it’s neatly broken down into the following sections:

Digital Marketing Performance: This section lets you summarize the overall performance of your campaign by capturing key details like project budget allocations, actual expenses, cost per acquisition, total impressions, and total clicks across multiple campaigns
Web Analytics Report: This section analyzes website performance during and after the project’s completion. It captures metrics like page views, bounce rate, traffic sources, and overall conversion rate
Social Media Campaign Performance: This section analyzes social media performance by measuring metrics like impressions, followers, and engagement rate—all in a simple table for each social media platform

Use this template to present the performance of your digital marketing project in a simple and visually engaging way. This makes it easy to identify trends, analyze the impact of your campaign, and make informed decisions regarding future marketing initiatives.

A key way to stay on track and guarantee overall project success is to engage team members in the process.

The Employee Daily Activity Report Template by ClickUp has a simple tabular layout that makes it easy for team members to record and keep track of:

Completed tasks and the time spent on each
Ongoing tasks and their due dates
Upcoming tasks and any support they’ll need

This template encourages each team member to get work done and ask for support when needed—while allowing you to keep the project on track by providing support and maximizing team performance.

Remember the Digital Marketing Report Template we looked at earlier? You can choose to further analyze the marketing performance section, with elements from this Campaign Report Template by ClickUp .

Dive deeper into how each marketing channel contributed to overall ad cost, ad revenue, and ad conversion rate. You can further break down each channel’s performance by analyzing the metrics from each individual campaign on that channel.

There you have it—your secret sauce for creating an effective project report in a fraction of the time. And that’s only scratching the surface … working inside ClickUp unlocks a lot more perks.

Not only does ClickUp make project reporting easy and quick, but it also gives you access to free project management templates to enhance your workflow. Quickly assign tasks to your team, keep track of progress, discuss updates, and collaborate on documents and whiteboards—all in one place. ✨

Did we mention the integrations? ClickUp plays nicely with other apps, allowing you to seamlessly connect your favorite tools to supercharge your team’s productivity. And let’s not forget about the time you’ll save using ClickUp’s automations—a feature that lets you breeze through repetitive tasks that used to eat up valuable time across project management reports.

Just imagine what you can do with those extra hours—maybe enjoy a cup of coffee or catch up with your team about how best you can support them. Make project reporting a blast with ClickUp and boost your chances of a successful project.

Get started by signing up for free on ClickUp today … Ready? Set? Report!

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What is Report Writing? Parts, Types, Structure, Process

Post last modified: 4 June 2023
Reading time: 30 mins read
Post category: Business Communication

What is Report Writing?

Report writing is a formal style of presenting objective facts and information. There can be various types of reports, such as academic reports, science reports, business reports, technical reports, and news reports. A report can be verbal or written. However, a written report is more formal than a verbal report.

Table of Content

1 What is Report Writing?
2 Report Writing Definition
3 Report Writing Advantage
4.1 Introduction
4.2 Background
4.3 Findings
4.4 Conclusions
4.5 Recommendations
5.1 Informational reports
5.2 Analytical reports
5.3 News reports
6.2 Remaining details
6.3 Informational news report
6.4 Analytical news report
6.5 Additional details
6.6 Concluding sentence
7.1 Identify
7.2 Research
7.3 Organise
8 Feasibility Reports
9.1 Cover letter
9.2 Executive summary
9.3 Proposal
9.4 Pricing information
9.5 Terms and conditions

Report Writing Definition

Report writing is the process of organizing and presenting information in a clear, concise, and objective manner for a specific audience. It involves gathering data, analyzing it, and presenting it in a format that is easy to understand and relevant to the topic at hand. – The University of Wisconsin Writing Center

Report writing is the art of communicating information that has been acquired through research or investigation in a formal, structured manner. It involves synthesizing information, drawing conclusions, and making recommendations based on the findings. – The American Management Association

Report writing is the process of creating a document that provides information, analysis, and recommendations on a particular topic or issue. It requires the ability to organize and present data in a logical and meaningful way, as well as to convey complex ideas in a clear and concise manner. – The International Business Communication Standards (IBCS)

Report Writing Advantage

A written report also provides the following advantages:

A written report presents a formal record of a transaction, which is not possible in a verbal report.
A written report conveys a message without any distortion. On the other hand, a message can be easily misrepresented in a verbal report.
A written report is more convenient for lengthy and distant communication.
A written report requires a reader to think before responding to a message.
Facts, figures and statistical data can be better represented graphically in a written report.

However, writing a report is not as easy as drafting a formal e-mail. A report is a brief, precise document. It is written for a specific audience with some specific objective. To write a report, you need to first thoroughly understand the purpose of report writing, then research information from various sources, verify the validity of information, analyse information, and then present findings or results. These findings must be reported objectively without personal biases.

A well-written report must have an effective objective analysis. Based on the analysis, you can recommend possible courses of action for the future. However, it is up to the report reader to accept the recommendations.

Therefore, while report writing, you must pay attention to why you are writing the report and who has asked you to write the report. This will help you investigate the information appropriately.

Parts of a Report

Following are the main sections of a formal report :

Introduction

Conclusions, recommendations.

This section indicates the purpose of the report, who has ordered the report, how the data is collected, and whether any recommendations are provided. In addition, the introduction section may also provide information on who has written the report and the date on which it is submitted.

This section provides the background of a problem or a situation on which the report is written. In case the report is too lengthy, then instead of introduction, an executive summary should be written.

The purpose of an executive summary is to enable top executives and managers to get a quick snapshot of a long report without reading the entire report. Therefore, the executive summary comes before introduction. Of course, then there would be no background section.

This is the longest section of a report, which is written after the investigation is over. This section presents factual information without any interpretation or suggestions.

Each finding is summarised as a conclusion in this section. In the above sample report, there are four conclusions based on the summary of each paragraph in the findings section. These conclusions are listed numerically in the same order as the corresponding findings.

The final section provides a numbered list of recommendations, which are based on the list of the conclusion. Each recommendation uses the verb should. This is because the writer is simply giving suggestions and not making a decision. Therefore, the verb should is used instead of the verb will. However, there are exceptions:

To give a strong recommendation: Use the verb must. For example, ‘The team managers must ensure that the break hours are not shortened.’
To give a weak recommendation: Use the verb could. For example, ‘Having a coffee dispenser in the facility could boost the staff morale.’

Types of Reports

Reports exist in our academics and workplaces in so many forms that we may not even be aware of them. For example, a student submits a laboratory report to communicate the methods and results of scientific experiments conducted in a lab.

Academicians and business people use research reports to view scientific studies of an issue or a problem. Policy-makers read field study reports to read about the ground situation from branch offices and manufacturing plants. Similarly, there are progress reports, technical reports, functional reports, case studies, etc.

All these reports share the attributes, principles, and format of report writing, which are described above. These reports can be organised into three groups:

Informational reports

Analytical reports, news reports.

An informational report is used to objectively present information without any analysis. Examples of informational reports include the First Information Report (FIR), annual reports, monthly financial reports, or employee attrition reports. These reports only report the facts as they are.

For example, the police write an FIR to record details about a cognisable offence, such as personal details of the complainant/informant, place, date and time of occurrence, offence, description of the accused, witnesses, and complaint.

Similarly, a company presents an annual report to its shareholders to present details of its business activities and finances of the previous financial year. An informational report presents objective facts without analysing the reasons and conditions behind the reported situation.

For example, if someone wants to study information on a field trip, then he can ask for a site visit report. Similarly, if a manager wants to view the feedback of a training programme, then he can ask for the training feedback report from the trainer. If the head of a department wants to get an update on the different projects in his department, he can ask for progress reports from different project managers.

An analytical report evaluates a problem or an issue and presents the outcomes of analysis to explain the causes of the problem, demonstrate relationships, or make recommendations.

For example, a scientific or market research report studies a problem scientifically by developing a hypothesis, gathering data, analysing data, and presenting findings and conclusions.

Similarly, a feasibility analysis report studies a problem and predicts whether the current solution or alternatives will be practical or will produce the desired outcome. Whenever you need to make a critical decision, then an analytical report is prepared. These reports help the decision-maker(s) analyse the prevailing situation.

For example, a company wants to decide where to open a branch office in a particular area. In this situation, an analytical report can evaluate the details of the property, such as infrastructure, land cost, competitive stores, etc., and then recommend the best site from the available options.

If you are working as or aspire to be a journalist, then you may need to write a press report. A press report is a newsworthy article in a newspaper, magazine or website. It is different from the press release by companies. A press release is an official statement of a company on an important subject or event. A press release generally focuses on one particular subject, such as a milestone, a launch, an anniversary, etc.

On the other hand, a press report discusses the subject in detail. A press release is a marketing tool used by companies to keep the general public and the media updated about its newsworthy occasions. It helps build a company’s visibility in the minds of its customers and community at large.

A press release is generally prepared by a company’s marketing or Public Relations (PR) team, whereas a press report is written by an independent journalist. Therefore, a press report presents more objective information than a press release, which is a company’s promotional mouthpiece. Just like informational and analytical reports, a press report requires considerable research on a subject before it is written credibly.

The author must ask the 5 Ws and 1 H – who, what, where, why, when, and how. Questions arise in the following manner:

What happened?
Where did it happen?
When did it happen?
Who was involved?
Why did it happen?
How did it happen?

After finding the answers, he must note down all the relevant facts that must be mentioned in the news report. These facts can be organised into the following three groups:

Vital and interesting facts
Not vital but interesting facts
Not vital, not interesting, but related facts

By organising information into the above groups, the author will be able to include all the relevant facts into the news report. The facts must be specific. If there are gaps in the story and the related information is not available, then questions can be marked against them so that these can be researched further.

Next, the author must decide the type of news report he wants to write – informational or analytical. The former will provide objective and straightforward information, whereas the latter will also provide the author’s opinion on the subject.

After determining the type of news report to write, the author must create an outline or structure of the report. The most common structure is an inverted triangle, where the most important information is at the top.

A news report must provide the information that the readers want as soon as possible. If the news report is for a newspaper, then the most important news must be above the “fold”. The “fold” is the crease in the newspaper when it is folded in half. All the engaging stories are above the fold. Similarly, on a website, the most important information is at the top of the screen before one has to scroll down.

A news report must be written according to the audience. The author should ask the 5Ws with respect to the audience reaction, such as:

Who is the audience?
Where is the audience?
What does the audience want to read?
Why do they want to read it?
When will they read it?

Structure of News Report

Finally, the structure of a news report is as follows:

Remaining details

Informational news report, analytical news report, additional details, concluding sentence.

The leading sentence of a news report is the most important section. It should tell what the news report is all about, why it is important, and what information the rest of the news report provides.

These provide the basic information of what happened, where it happened, when it happened, who was involved, and why it was remarkable.

In this report, the remaining details provide more information about the newsworthy item.

In this report, the remaining details also provide the opinion of the author.

These details help the reader learn more about the newsworthy item, such as additional facts about the subject, contact information, or interview quotes. These details comprise transitional elements that help build the flow of information. In an analytical report, these can also include counter-arguments and their authors.

The news report should end with a concluding sentence, which repeats the leading statement or a statement mentioning future developments.

Report Writing Process

This process will ensure that your report is accurate, clear, comprehensive and credible.

Before writing a report, identify the following parameters:

Issue or problem : Identify the issue or problem to analyse.
Audience : Identify who the audience is. Find out their background information. Determine why they would want to read the report.
Purpose : Determine the purpose for which the report will be used.
Scope and limitations : Identify the scope of the report. Determine the limitations of report writing.
Expectations : Determine expectations regarding the format or structure of the report. Identify the models available for report writing. Determine whether there is a style guide and/or a marketing guide.

To research the facts or information for report writing:

Plan : Make a draft plan on how to analyse the problem and present the objective of the report.
Collect data: Collect information based on the purpose of the report.
Analyse : Finally, analyse and evaluate the collected information.

After gathering and analysing the required information, organise it as follows:

Main points : Identify the main points of the report. These main points should be supported by adequate evidence.
Additional information : Identify the supporting information that analyses and confirms the main points. This information should be placed in appendices.
Logical structure : Organise the entire information into a logical structure to help the readers easily navigate to the desired part of the report.
Write : After deciding the logical structure of the report, fill in the elements of the report, including executive summary, main body, introduction and conclusion.
Revise : Finally, verify if it is appropriate for the problem, audience, and purpose.

Feasibility Reports

A feasibility report is a written document that analyses the proposed solution and examines whether it is feasible considering various types of constraints such as financial, social, environmental, social, technical, and legal that can make it impossible for a solution to be opted.

Feasibility reports assess the practicality of following a particular course of action for a project. It advises whether it will be feasible to opt for a particular course of action or will this proposal or plan work? These are written internal reports that advise on consolidating departments or to organise a wellness programme for employees or to outsource company’s accounting or social media or to move the manufacturing unit to a new location.

Some companies hire a professional consultant to write feasibility reports in order to investigate a problem. These reports help in deciding whether to proceed or reject the proposed option.

Overview of the Project
Objectives of the Project
The Need for the Project
Overview of Existing Systems and Technologies
Scope of the Project
Deliverables
Financial Feasibility
Technical Feasibility
Resource and Time Feasibility
Risk Feasibility
Social/Legal Feasibility
Considerations

Proposal Writing

A business proposal is defined as a written document from a seller that offers a particular service or product to a prospective buyer. Business proposals are important in scenarios where a buyer might consider multiple prices in a transaction.

A good business proposal considers the buyer’s requirements and puts forth the seller’s proposal in a way that favours the seller’s products and services, and persuades the buyer about the offer. A business proposal is a critical document as it determines the difference between success and failure in a venture. Business proposals can be:

Solicited : These are requested by clients themselves or submitted in response to an advertisement published by the client. Solicited business proposals generally have a better chance of success since they are tailored to the requirements of the person receiving the proposal.
Unsolicited : These are submitted to potential clients even though they did not request for one. These are non-specific proposals and have no direct connection to the client’s requirements. Sellers use them to market a product or service to a prospective customer.

Because proposals are time-consuming, it is the best to start with available templates if possible. You will save a lot of time if you start with a proposal template that matches what you need and then customise it according to your requirements.

A business proposal includes various sections which are defined as follows:

Cover letter

Executive summary, pricing information, terms and conditions.

In the other article, you studied writing cover letters for a job application. A business proposal also needs a cover letter because a good cover letter will stimulate interest in the proposal. Make sure to highlight your positives and personalise them to the client to whom you are sending the business proposal.

This is where you give the client a ‘problem statement’ to help him identify the challenges and requirements in his business. This is because in order to persuade the client to do business with you, you first need to make sure that the client realises they have those needs. Then you briefly state how you will be able to help them meet those requirements.

The proposal is the part where you offer a detailed solution to the challenges and needs of the prospective client. This is the main reason for submitting a business proposal so it should be as detailed as possible, addressing all the needs of the client.

You should explain to the client all services that you can provide. You should tailor your list of services to suit the particular client’s needs but include other services that you may provide. Also include an estimated project schedule and time frame.

Most buyers consider the price of services before offering a contract. Thus, getting accurate pricing information is crucial. However, two points must be kept in mind. One it is important to be exact with the pricing and the second is to never negotiate below what you think the project is worth.

For smaller projects, a ‘fee summary’ will do the job. But a ‘fee schedule’ is needed for bigger projects, where payments need to be broken down to specific milestones.

It is in your interest to get legal counsel to review the proposal as this will cover your business against claims.

Business Communication Notes

( Click on Topic to Read )

What is Business Communication?
What is Communication?
Types of Communication

7 C of Communication

Barriers to business communication.

Oral Communication

Types Of Non Verbal Communication

What is Written Communication?
What are Soft Skills?
Interpersonal vs Intrapersonal communication
Barriers to Communication
Importance of Communication Skills
Listening in Communication
Causes of Miscommunication
What is Johari Window?
What is Presentation?

Communication Styles

Channels of Communication
Hofstede’s Dimensions of Cultural Differences and Benett’s Stages of Intercultural Sensitivity

Organisational Communication

Horizontal C ommunication
Grapevine Communication
Downward Communication
Verbal Communication Skills
Upward Communication
Flow of Communication
What is Emotional Intelligence?
What is Public Speaking?
Upward vs Downward Communication
Internal vs External Communication
What is Group Discussion?
What is Interview?
What is Negotiation?
What is Digital Communication?
What is Letter Writing?
Resume and Covering Letter
What is Business Meeting?
What is Public Relations?
What Is Market Segmentation?
What Is Marketing Mix?
Marketing Concept
Marketing Management Process
What Is Marketing Environment?
What Is Consumer Behaviour?
Business Buyer Behaviour
Demand Forecasting
7 Stages Of New Product Development
Methods Of Pricing
What Is Public Relations?
What Is Marketing Management?
What Is Sales Promotion?
Types Of Sales Promotion
Techniques Of Sales Promotion
What Is Personal Selling?
What Is Advertising?
Market Entry Strategy
What Is Marketing Planning?
Segmentation Targeting And Positioning
Brand Building Process
Kotler Five Product Level Model
Classification Of Products
Types Of Logistics
What Is Consumer Research?
What Is DAGMAR?
Consumer Behaviour Models
What Is Green Marketing?
What Is Electronic Commerce?
Agricultural Cooperative Marketing
What Is Marketing Control?
What Is Marketing Communication?
What Is Pricing?
Models Of Communication
What is Sales Management?
Objectives of Sales Management
Responsibilities and Skills of Sales Manager
Theories of Personal Selling
What is Sales Forecasting?
Methods of Sales Forecasting
Purpose of Sales Budgeting
Methods of Sales Budgeting
Types of Sales Budgeting
Sales Budgeting Process
What is Sales Quotas?
What is Selling by Objectives (SBO) ?
What is Sales Organisation?
Types of Sales Force Structure
Recruiting and Selecting Sales Personnel
Training and Development of Salesforce
Compensating the Sales Force
Time and Territory Management
What Is Logistics?
What Is Logistics System?
Technologies in Logistics
What Is Distribution Management?
What Is Marketing Intermediaries?
Conventional Distribution System
Functions of Distribution Channels
What is Channel Design?
Types of Wholesalers and Retailers
What is Vertical Marketing Systems?
What i s Marketing?
What i s A BCG Matrix?
5 M’S Of Advertising
What i s Direct Marketing?
Marketing Mix For Services
What Market Intelligence System?
What i s Trade Union?
What Is International Marketing?
World Trade Organization (WTO)
What i s International Marketing Research?
What is Exporting?
What is Licensing?
What is Franchising?
What is Joint Venture?
What is Turnkey Projects?
What is Management Contracts?
What is Foreign Direct Investment?
Factors That Influence Entry Mode Choice In Foreign Markets
What is Price Escalations?
What is Transfer Pricing?
Integrated Marketing Communication (IMC)
What is Promotion Mix?
Factors Affecting Promotion Mix
Functions & Role Of Advertising
What is Database Marketing?
What is Advertising Budget?
What is Advertising Agency?
What is Market Intelligence?
What is Industrial Marketing?
What is Customer Value
What is Consumer Behaviour?
What Is Personality?
What Is Perception?
What Is Learning?
What Is Attitude?
What Is Motivation?
Consumer Imagery
Consumer Attitude Formation
What Is Culture?
Consumer Decision Making Process
Applications of Consumer Behaviour in Marketing
Motivational Research
Theoretical Approaches to Study of Consumer Behaviour
Consumer Involvement
Consumer Lifestyle
Theories of Personality
Outlet Selection
Organizational Buying Behaviour
Reference Groups
Consumer Protection Act, 1986
Diffusion of Innovation
Opinion Leaders
What is Business Law?
Indian Contract Act 1872
Essential Elements of a Valid Contract
Types of Contract
What is Discharge of Contract?
Performance of Contract
Sales of Goods Act 1930
Goods & Price: Contract of Sale
Conditions and Warranties
Doctrine of Caveat Emptor
Transfer of Property
Rights of Unpaid Seller
Negotiable Instruments Act 1881
Types of Negotiable Instruments
Types of Endorsement
What is Promissory Note?
What is Cheque?
What is Crossing of Cheque?
What is Bill of Exchange?
What is Offer?
Limited Liability Partnership Act 2008
Memorandum of Association
Articles of Association
What is Director?
Trade Unions Act, 1926
Industrial Disputes Act 1947
Employee State Insurance Act 1948
Payment of Wages Act 1936
Payment of Bonus Act 1965
Labour Law in India
What is Brand Management?
4 Steps of Strategic Brand Management Process
Customer Based Brand Equity
What is Brand Equity?

Read more about the article Types Of Non Verbal Communication

What is Horizontal Communication? Definition, Advantage, Flow

Difference between internal and external communication.

Read more about the article Barriers To Business Communication

Barriers to Communication: Types, How to Overcome

What is Public Relations? Definition, Tools, Function, Advantages, Process

Read more about the article Organisational Communication

What is Communication? Importance, Forms, Nature

Read more about the article 7 C of Communication

What is Negotiation? Importance, Process, Strategic Model, Learning Skills

What is Upward Communication? Advantages, Disadvantages

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What is Report Writing: Format, Examples, Types & Process

Table of Contents

Many professionals struggle to create effective reports due to a lack of understanding of the essential elements and organization required. This can lead to frustration and a failure to communicate key information to the intended audience.

In this blog, we’ll explore what is report writing, the types of reports, essential elements, and tips for creating effective reports to help you communicate your message and achieve your goals.

Definition of report writing?

According to Mary Munter and Lynn Hamilton, authors of “Guide to Managerial Communication,” report writing is “the process of selecting, organizing, interpreting, and communicating information to meet a specific objective.”

What is 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.

Overall, report writing is an important skill for professionals in many fields, as it helps to communicate information and insights in a clear and concise manner.

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.

Types of report writing

By understanding the different types of report writing, individuals can select the appropriate format and structure to effectively communicate information and achieve their objectives. However, the kind of report used will depend on the purpose, audience, and context of the report.

1/ Informational reports: These reports provide information about a topic, such as a product, service, or process.

Further Reading : What is an information report

2/ Analytical reports: These reports present data or information in a structured and organized manner, often with charts, graphs, or tables, to help the reader understand trends, patterns, or relationships.

3/ Formal Reports: These are detailed and structured reports written for a specific audience, often with a specific objective. In comparison with informal reports , formal reports are typically longer and more complex than other types of reports.

4/ Progress reports: These reports provide updates on a project or initiative, detailing the progress made and any challenges or obstacles encountered.

5/ Technical reports: These reports provide technical information, such as specifications, designs, or performance data, often aimed at a technical audience.

6/ Research reports: These reports present the findings of research conducted on a particular topic or issue, often including a literature review, data analysis, and conclusions.

7/ Feasibility Report: A feasibility report assesses the likelihood of achieving success for a suggested project or initiative.

8/ Business Reports: These reports are used in a business setting to communicate information about a company’s performance, operations, or strategies. Different types of business reports include financial statements, marketing reports, and annual reports.

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:

Acknowledgments (Preface or Foreword)
List of Tables and Illustrations
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.

Extra Learnings Role of a report structure in report writing The report structure plays a crucial role in report writing as it provides a clear and organized framework for presenting information in an effective and logical manner. It ensures that the reader can easily understand the purpose and scope of the report, locate and access the relevant information. The preliminary parts of the report, provide an overview of the report and aid navigation. The main text makes it easier for the reader to comprehend and analyze the information. And The end matter provides additional details and sources for reference. An organized report structure also helps the author to communicate their research and ideas effectively to the intended audience.

What is the report writing format?

The format of report writing refers to the structure of a formal document that provides information on a particular topic or issue. The report writing format typically includes the following key components:

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.

Example of Business Report Title Page: “Market Analysis and Growth Strategies for XYZ Corporation” Author: Mary Johnson Date: January 2, 2022 Company: Earthcon Corporation Department: Strategy and Planning

In this example, the title page includes the name of the report, ‘Market Analysis 2022,’ the author’s name, ‘John Doe,’ the submission date, ‘January 1, 2024,’ and other details such as the name of the organization, ‘Earthcon Corporation.’

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.

Example of Table of Contents I. Introduction…… 1 Purpose of the Report…… 2 Methodology Used…… 2 II. Executive Summary…… 3 III. Background and Context…… 3 IV. Analysis and Findings…… 4 Market Trends and Data…… 5 Competitor Analysis…… 6 SWOT Analysis…… 7 V. Recommendations and Conclusion…… 8 VI. References…… 9

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 executive summary: The Annual Sales Report for Earthcon Company shows a 10% increase in overall sales compared to the previous year. The report also reveals that the majority of sales came from the Midwest region and the target demographic is primarily males aged 25-40. Based on these findings, recommendations have been made to focus marketing efforts towards this demographic in the upcoming year.

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: This comprehensive report aims to analyze and evaluate the sales performance of EarthCon Corporation throughout 2024. It will look into detailed sales trends observed throughout the year, carefully examining the various factors that have influenced these trends. Additionally, the report will identify and highlight potential areas for growth, offering valuable insights and recommendations to drive future success.

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: This report seeks to analyze the influence of technological advancements on business productivity. Previous research has indicated a correlation between the adoption of innovative technologies and increased operational efficiency for Earthcon. The report will examine further into this topic and offer suggestions for maximizing the benefits of these advancements. Example of Analysis and Findings: The market trends and data show a steady increase in demand for innovative products, with a significant rise in sales in the past five years. In comparison, competitor analysis reveals that Earthcon Corporation is well-positioned to take advantage of this trend due to its strong brand reputation and product portfolio. A SWOT analysis also highlights potential areas for improvement and growth.

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: Based on the analysis, it is recommended that EarthCon Corporation invest in research and development to continue producing innovative products. Additionally, efforts should be made to expand into emerging markets to increase global reach. In conclusion, the Annual Sales Report shows positive outcomes and recommends strategic actions for future growth.

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.

It is important to use clear headings and subheadings and to label tables and figures. Also, proofreading and fact-checking are critical before submitting the report. A well-crafted report is concise, informative and free of personal bias or opinions.

What are the features of report writing

There are several key features of effective report writing that can help ensure that the information presented is clear, concise, and useful. Some of these features include:

1/ Clarity: Reports should be written in clear and concise language, avoiding jargon or technical terms that may be confusing to the reader.

2/ Objectivity: A report should be objective, meaning that it should be free from bias or personal opinions. This is particularly important when presenting data or analysis.

3/ Accuracy: Reports should be based on reliable sources and accurate data. Information should be verified and cross-checked to ensure that it is correct and up-to-date.

4/ Structure: A report should be structured in a logical and organized manner, with clear headings, subheadings, and sections.

5/ Visual aids: A report may include visual aids such as charts, tables, and graphs, which can help to illustrate the key points and make the information easier to understand.

6/ Evidence: Reports should include evidence to support any claims or findings, such as statistics, quotes, or references to relevant literature.

7/ Recommendations: Many reports include recommendations or suggestions for future action based on the findings or analysis presented.

Significance of report writing

Report writing is a critical skill that can have a significant impact on individuals, and organizations. In fact, a report by the National Association of Colleges and Employers found that the ability to communicate effectively, including report writing, was the most important skill sought by employers.

Reports provide decision-makers with the information they need to make informed decisions.
Effective report writing demonstrates professionalism and attention to detail, which can help to build trust and credibility with clients.
Reports can inform planning processes by providing data and insights that can be used to develop strategies and allocate resources.
Reports often include recommendations or suggestions for future action, which can help to improve processes, procedures, or outcomes.

Further Reading: What is the significance of report writing

Report writing examples and samples

Annual-Business-Report-of-Reliance-industries

Example of Progress Report

The essential process of report writing

Report writing requires careful planning, organization, and analysis to ensure that the report effectively communicates the intended message to the audience. Here are the general steps involved in the process of report writing:

Plan and prepare:

Identify the purpose of the report, the target audience, and the scope of the report.
Collect and examine data from different sources, including research studies, surveys, or interviews.
Create an outline of the report, including headings and subheadings.

Write the introduction:

Start with a brief summary of the report and its purpose.
Provide background information and context for the report.
Explain the research methodology and approach used.

Write the main body:

Divide the report into logical sections, each with a clear heading.
Present the findings and analysis of the research in a clear and organized manner.
Use appropriate visual aids, such as tables, graphs, or charts to present data and information.
Utilize a language that is both clear and Brief, and avoid using unnecessary jargon or technical terminology.
Cite all sources used in the report according to a specified citation style.

Write the conclusion:

Summarize the main findings and conclusions of the report.
Restate the purpose of the report and how it was achieved.
Provide recommendations or suggestions for further action, if applicable.

Edit and revise:

Review the report for errors in grammar, spelling, and punctuation.
Check that all information is accurate and up-to-date.
Revise and improve the report as necessary.

Format and present:

Use a professional and appropriate format for the report.
Include a title page, table of contents, and list of references or citations.
Incorporate headings, subheadings, and bullet points to enhance the report’s readability and facilitate navigation.
Use appropriate fonts and sizes, and ensure that the report is well-structured and visually appealing.

Important Principles of report writing

To write an effective report, it is important to follow some basic principles. These principles ensure that your report is clear, concise, accurate, and informative. In this regard, here are some of the key principles that you should keep in mind when writing a report:

1/ Clarity: The report should be clear and easy to understand.

2/ Completeness: The report should cover all the relevant information needed to understand the topic

3/ Conciseness: A report should be concise, presenting only the information that is relevant and necessary to the topic.

4/ Formatting: The report should be properly formatted, with consistent fonts, spacing, and margins

5/ Relevance: The information presented in the report should be relevant to the purpose of the report.

6/ Timeliness: The report should be completed and delivered in a timely manner.

7/ Presentation: The report should be visually appealing and well-presented.

Extra Learnings Styles of report writing When it comes to the style of report writing, it’s important to use hard facts and figures, evidence, and justification. Using efficient language is crucial since lengthy reports with too many words are difficult to read. The most effective reports are easy and quick to read since the writer has comprehended the data and formulated practical recommendations. To achieve this, it’s important to write as you speak, avoid empty words, use descending order of importance, use an active voice, and keep sentences short. The goal should be to write to express and not to impress the reader. It’s also important to get facts 100% right and to be unbiased and open. By following these tips, one can create a well-written report that is easy to understand and provides valuable insights.

Differences between a report and other forms of writing

Reports are a specific form of writing that serves a distinct purpose and have unique characteristics. Unlike other forms of writing, such as essays or fiction, reports are typically focused on presenting factual information and making recommendations based on that information. Below we have differentiated report writing with various other forms of writing.

Essay vs report writing

Project writing vs report writing, research methodology vs report writing, article writing vs report writing, content writing vs report writing, business plan vs report writing, latest topics for report writing in 2024.

The possibilities for report topics may depend on the goals and scope of the report. The key is to choose a topic that is relevant and interesting to your audience, and that you can conduct thorough research on in order to provide meaningful insights and recommendations.

A market analysis for a new product or service.
An evaluation of employee satisfaction in a company.
A review of the state of cybersecurity in a particular industry.
A study of the prevalence and consequences of workplace discrimination.
Analysis of the environmental impact of a particular industry or company.
An assessment of the impact of new technology or innovations on a particular industry or sector.

Report writing skills and techniques

Effective report writing requires a combination of skills and techniques to communicate information and recommendations in a clear, and engaging manner.

From organizing information to tailoring the report to the intended audience, there are many factors to consider when writing a report. By mastering these skills and techniques, you can ensure that your report is well-written, informative, and engaging for your audience. Some of the primary ones are:

1/ Organization and structure: Structure your report in a logical and organized manner with headings and subheadings.

2/ Use of data and evidence: Present objective data and evidence to support your findings and recommendations.

3/ Audience awareness: Tailor your report to the needs and interests of your intended audience.

4/ Effective visuals: Use graphs, charts, or other visuals to communicate complex information in a clear and engaging way.

5/ Editing and proofreading: Carefully edit and proofread your report to ensure it is error-free and professional.

6/ Tone: Use a professional and objective tone to communicate your findings and recommendations.

7/ Time management: Manage your time effectively to ensure you have enough time to research, write, and revise your report.

Tips for effective report writing

Understand your audience before you start writing.
Start with an outline and cover all the important points.
Employ clear and concise language.
Utilize headings and subheadings to organize your report.
Incorporate evidence and examples to support your points.
Thoroughly edit and proofread your report before submission.
Follow formatting guidelines If your report has specific formatting requirements.
Use visuals to enhance understanding.

What is the ethical consideration involved in report writing

Ethical considerations play a crucial role in report writing. The accuracy of the information presented in the report is of utmost importance, as it forms the basis for any conclusions or recommendations that may be made. In addition, it is essential to avoid plagiarism by giving credit to the original sources of information and ideas.

Another crucial ethical consideration is confidentiality, particularly when the report contains sensitive or confidential information. It is important to safeguard this information and prevent its disclosure to unauthorized individuals.

Avoiding bias in report writing is also crucial, as it is essential to present information in an objective and unbiased manner. In cases where research or data collection is involved, obtaining informed consent from human subjects is a necessary ethical requirement.

By taking these ethical considerations into account, report writers can ensure that their work is fair, accurate, and respectful to all parties involved.

Common mistakes in report writing

There are several common mistakes that students and report writers make in report writing. By avoiding these common mistakes, students as well as report writers can create effective and impactful reports that are clear, accurate, and objective.

1/ Writing in the first person: Often, students and report writers commit an error by writing in the first person and utilizing words such as “I” or “me. In reports, it is recommended to write impersonally, using the passive voice instead.

2/ Using the wrong format: Reports should use numbered headings and subheadings to structure the content, while essays should have a clear line of argument in their content.

3/ Failing to introduce the content: The introduction of the report should introduce the content of the report, not the subject for discussion. It is important to explain the scope of the report and what is to follow, rather than explaining what a certain concept is.

4/ Missing relevant sections: Students and report writers, often miss out on including relevant sections that were specified in the assignment instructions, such as a bibliography or certain types of information. This can result in poor interpretation.

5/ Poor proofreading: Finally, not spending enough time proofreading the reported work can create unwanted mistakes. Therefore, It is important to proofread and correct errors multiple times before submitting the final report to avoid any mistakes that could have been easily corrected.

By avoiding these common mistakes, students and report writers can improve the quality of their reports.

What are some challenges of report writing and how to overcome them

Report writing can be a challenging task for many reasons. Here are some common challenges of report writing and how to overcome them:

1/ Lack of clarity on the purpose of the report: To overcome this challenge, it is important to clearly define the purpose of the report before starting. This can help to focus the content of the report and ensure that it meets the needs of the intended audience.

2/ Difficulty in organizing ideas: Reports often require a significant amount of information to be organized in a logical and coherent manner. To overcome this challenge, it can be helpful to create an outline or flowchart to organize ideas before beginning to write.

3/ Time management: Writing a report can be time-consuming, and it is important to allow sufficient time to complete the task. To overcome this challenge, it can be helpful to create a timeline or schedule for the various stages of the report-writing process.

4/ Writer’s block: Sometimes writers may experience writer’s block, making it difficult to start or continue writing the report. To overcome this challenge, it can be helpful to take a break, engage in other activities or brainstorming sessions to generate new ideas.

5/ Difficulty in citing sources: It is important to properly cite sources used in the report to avoid plagiarism and maintain credibility. To overcome this challenge, it can be helpful to use citation management tools, such as EndNote or Mendeley, to keep track of sources and ensure accurate referencing.

6/ Review and editing: Reviewing and editing a report can be a challenging task, especially when it is one’s own work. To overcome this challenge, it can be helpful to take a break before reviewing the report and seek feedback from others to gain a fresh perspective.

By being aware of these challenges and taking proactive steps to overcome them, report writers can create effective and impactful reports that meet the needs of their intended audience.

Best Software for writing reports

Report writing software has made it easier for writers to produce professional-looking reports with ease. These software tools offer a range of features and functionalities, including data visualization, collaboration, and customization options. In this section, we will explore some of the best report-writing software available:

1/ Tableau : This tool is great for creating interactive and visually appealing reports, as it allows users to easily create charts, graphs, and other data visualizations. It also supports data blending, which means that you can combine data from multiple sources to create more comprehensive reports.

2/ Zoho reporting : This tool is designed to help users create and share professional-looking reports quickly and easily. It offers a variety of customizable templates, as well as a drag-and-drop interface that makes it easy to add data and create charts and graphs.

3/ Bold Reports by Syncfusion : This tool is designed specifically for creating reports in .NET applications. It offers a wide range of features, including interactive dashboards, real-time data connectivity, and customizable themes and templates.

4/ Fast Reports : This tool is a reporting solution for businesses of all sizes. It allows users to create reports quickly and easily using a drag-and-drop interface and offers a variety of templates and customization options. It also supports a wide range of data sources, including databases, spreadsheets, and web services.

Further Reading : 10+ Best Report Writing Software and Tools in 2024

What is the conclusion of report writing

The conclusion of report writing is the final section of the report that summarizes the main findings, conclusions, and recommendations. It should tie together all the different sections of the report and present a clear and concise summary of the key points.

THE UNIVERSITY OF NEWCASTLE has given an inverted introduction framework that can use used for writing effective conclusions for reports.

Example of conclusion in report writing:

The implication of the above diagram can be explained with the following example:

1. RETURN TO TOPIC:

Social media has revolutionized the marketing landscape, providing new opportunities for brands to connect with their target audience.

2. RESTATE THESIS:

However, the complexities and limitations of social media mean that it is unlikely to completely replace traditional marketing methods. The role of the marketing professional remains crucial in ensuring that social media strategies align with the company’s overall goals and effectively reach the desired audience.

3. SUMMARY OF IDEAS DISCUSSED:

Automated tools cannot fully account for the nuances of human communication or provide the level of personalization that consumers crave. Therefore, the most effective marketing strategies will likely blend social media tactics with traditional marketing channels.

4. CONCLUDING STATEMENT [restating thesis]:

In conclusion, while social media presents significant opportunities for brands, the expertise of marketing professionals is still essential to creating successful campaigns that achieve desired outcomes.

Frequently Asked Questions

Q1) what is report writing and example.

Ans: Report writing involves preparing a structured document that delivers information to a particular audience in a clear and systematic manner. An example of a report could be a business report analyzing the financial performance of a company and making recommendations for improvement.

Q2) What is report writing and types of reports?

Ans: The act of presenting information in an orderly and structured format is known as report writing. Reports come in different types, such as analytical reports, research reports, financial reports, progress reports, incident reports, feasibility reports, and recommendation reports.

Q3) What are the 5 steps of report writing

The five steps of report writing, are as follows:

Planning: This involves defining the purpose of the report, determining the audience, and conducting research to gather the necessary information.
Structuring: This step involves deciding on the structure of the report, such as the sections and subsections, and creating an outline.
Writing: This is the stage where the actual writing of the report takes place, including drafting and revising the content.
Reviewing: In this step, the report is reviewed for accuracy, coherence, and effectiveness, and any necessary changes are made.
Presenting: This final step involves presenting the report in a clear and professional manner, such as through the use of headings, visuals, and a table of contents.

Q4) What is a report in short answer?

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Aditya Soni

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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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Cambridge C1 Advanced (CAE): How to Write a Report

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Introduction

A report may be written for a superior (e.g. a boss or college principal) or a peer group (e.g. club members or colleagues). The content of a report is to some extent factual and draws on the prompt material, but there will be scope for candidates to make use of their own ideas and experience. Candidates will be asked to do more than describe a situation; they may be asked to evaluate to what extent a particular aim has been achieved, or to suggest an alternative course of action. from: Cambridge English Advanced Handbook for Teachers

Reports are one of the possible texts you might pick in the second part of the C1 Advanced Writing exam. In the first section, you always have to write an essay while in the second task you can choose from an email or letter , a proposal , a review or a report .

Reports are easier than they seem

Writing a good report is really not that difficult. As in every writing task in CAE, there are very clear criteria that give you orientation and a framework which you can use to achieve success.

All report tasks usually share certain characteristics so they are pretty similar, which means for you that you can practise and learn to recognise these typical features. This way, you can become better very quickly and writing reports turns into an easy task for you.

So, this article talks about these commonalities, the structure you should follow when writing a report as well as useful language and typical mistakes to avoid if you want to get great marks. With all this in mind, let’s get right into it.

>>>> Find out more about how your writing in C1 Advanced is marked here. <<<

What a typical report task looks like

As I said before, report tasks always look very similar. Of course, the topics and exact things to include change from exam to exam, but generally speaking, there are many features shared in all those tasks and we are going to look at what they look like and how you can exploit and use them to your advantage.

When you see a task and you get ready to analyse it, always remember to look for these specific points:

What are you going to write about? (topic)
What exactly do you have to include in your report?
Who is going to read your report?

You should read the task very carefully and underline keywords which give you the answers to the questions above. Here is what this could look like:

You can see the coloured parts that give you the answer to our three crucial questions. First of all, the topic of your report is about your new job (red). Obviously, knowing what you are going to write about is the most important thing.

Secondly, we need to analyse what exactly we have to write about and the main points we have to include in our report. In this example, there are three main points (blue):

Explain what you have achieved so far.
Describe your problems in this job.
Suggest future training.

There are always three main topic points for you to deal with in a report so you can make a mental note of this.

Last but not least, we need to find out who is going to read your report (green). Here, you are writing to your manager who is a superior. You might ask yourself why this is important, but this tells you what the most appropriate register (formal, neutral, informal) to use is .

In our case, we should use formal English as we are basically writing to our boss. In formal English, you shouldn’t use any contractions ( I’m –> I am), colloquial expressions or informal phrasal verbs and idioms. Please keep in mind that your use of register is part of your marks so be careful with it and make sure to do it the right way.

How to organise your report

Once you’ve figured out what the topic of your report is, what exactly you have to include and what the most appropriate register and tone is, it is time to think about how to organise your report. Just like in the previous section you can structure every report in the same way. Of course, there is always room for interpretation, but what I’m going to tell you in this article has helped many students get the marks they want, so give me a chance. 🙂

I hope you remember that there are three main topic points that need to be included in our report.

Each of these topic points deserves its own paragraph which gets us to three paragraphs so far. You should also include a title and an introduction to state the purpose of your report as well as a final paragraph to conclude the report and make recommendations based on the main points. All in all, that leaves us with five paragraphs:

Title/Introduction

Conclusion/Recommendations

To round things off, give each section a heading to make it easier for the reader to find specific ideas in your report and you are good to go.

Please note that this structure works for every report task in C1 Advanced. Obviously, the topic and three main paragraphs change depending on the exam question, but if you simply replace sections 2-4 with whatever you are asked to write about in the test, you should be on the safe side.

Always make a plan

One of the biggest mistakes I encounter is that students look at the task and then start to write their report straight away. Halfway through the task, they realise that their text isn’t structured logically, they panic and change everything just to run out of time.

Please don’t make the same mistake. Setting up a plan takes you 3-5 minutes, but it can save you a lot more because you know exactly what you want to include in your text and you can stay calm and relaxed.

Simply use the list we made earlier and add a couple of keywords to each section as an anchor for you in case you forget some of the details you want to write about. That’s it.

>>> Find out more about writing an essay for C1 Advanced. <<<

>>> Learn how to write a proposal for C1 Advanced. <<<

The different parts of a report

Looking back at our example exam task from earlier, we are now going to have a look at the different parts of a C1 Advanced report. I’m going to show you how to write good introductions, topic paragraphs and conclusions in order for you to see where you can collect more marks than most other candidates.

A report is a factual piece of writing meaning it doesn’t have to sound very sensational, but it should be clearly structured and rather descriptive and evaluating.

It is very important that your introduction makes it clear what the purpose of the report is and what you are going to write about. Try not to simply copy the wording from the task, but instead paraphrase and use your own words to show the examiner that you fully understand what is expected from you.

Some good phrases to start your report include the following:

The aim/goal/purpose of this report is to …
This report is intended to show/evaluate/analyse/discuss …
In this report I will …

A possible example introduction might look something like this:

Six-month progress report Introduction The purpose of this report is to eveluate the progress following the first half year in my current position as an English Teacher as well as to make suggestions for professional development measures in the coming months and years.

You see that I haven’t done anything revolutionary. Choose a simple title and sub-heading and just be clear about what you are trying to achieve with your report and you’re ready to move to the next part.

Topic paragraphs

In a report, the topic paragraphs are the parts with the most content. Here, you work on the main points in the task. Again, you don’t need to make it sound sensational as you are not trying to write a story or review, but you are describing and evaluating your job situation.

Similarly to the introduction, you want to use headings for each of these three paragraphs in order to make it easier for the reader to follow and to better understand your report.

Achievements Throughout the first six months of my employment here at XYZ School I have made important strides in my professional development by incorporating several new methods such as the task-based approach in my daily teaching practice, which has improved my students’ experience tremendously. Apart from my personal progress, numerous students have achieved their goals and advanced to higher education providers under my guidance. Problems Despite all of this I am still struggling with the organisation of our internal exams as there does not seem to exist a policy and students have expressed their displeasure with other groups at the same level receiving easier or more difficult questions in their tests. Additionally, my mentor has not always been available even though a certain level of guidance in specific areas, for example developing my own teaching materials, is still required. Future training opportunities Considering all of the above, two main areas of possible improvements can be identified. Firstly, student and teacher satisfaction could be increased by establishing a resource bank for tests and exams and by training all the teachers to use them so as to ensure a consistent experience for our students. Secondly, regular meetings with a mentor should be mandatory in order to provide guidance and to help teachers become independent and confident with teaching materials.

Looking at my topic paragraphs, you can see that I use formal language throughout, some passive structures (e.g. “a certain level of guidance … is still required”, “possible improvements can be identified”) to make the report a little bit more impersonal (even though this task is about my personal experience at work) and I only focus on the task without including anything that is unnecessary .

Conclusion/Recommendation

Last but not least, we need one last short paragraph to wrap up our report. What you write in your conclusion depends on the things you mentioned in the main section and the exact requirements in the task. Most of the time, you have to make a recommendation so it is important to use some persuasive language (after all, you want the person who reads your report to do follow your recommendation).

In our specific example, we have already made some recommendations in the previous section so we can simply reinforce what we said there and try to persuade the manager of the language school.

Some nice expressions include the following:

I would recommend/suggest (that) …
The following (improvements) are recommended: …
The best ideas/solutions seem to be …
It would be (highly) advisable to …
If it is decided to follow my recommendations, …
Based on the findings of this report, I recommend/suggest + -ing
I (strongly) urge you to …

Let’s see what this could look like in practice:

Conclusion If it is decided to follow my recommendations, the situation of the teachers and students at our school is very likely to improve and overall satisfaction will probably increase due to more efficient work processes so I urge you to consider these ideas.

I try here to make my point again in a condensed form and really put some kind of pressure on the manager without being impolite or too straightforward with what I say.

I also refer back to my suggestions from the last topic paragraph (“more efficient work processes”) and I use some of the useful language that I recommended above…and that’s it.

How your report is marked

Marking writing tasks in C1 Advanced is very complex and there are a lot of things to consider so I decided to write a separate article on this where you can find all the information you need in order to get a better understanding of the criteria and requirements in the CAE Writing exam.

So, if you want to find out more, you can follow the link below.

>>> Check out how your C1 Advanced writing is marked. <<<

Practice time

I hope that the information in this article is going to help you with your preparations for the C1 Advanced Writing exam. Reports are really not that difficult to master and if you start practising today, you will surely improve and be able to rock it when the official exam comes around.

Lots of love,

Teacher Phill 🙂

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How To Write a Report: Cambridge B2 First

Posted on 20/01/2021
Categories: Blog
Tags: B2 First , Cambridge Exams , Cambridge FCE First Certificate of English , FCE , Writing

Imagine the scene. It’s exam day. You’re nearly at the end of your Cambridge English B2 First exam . You’ve just finished writing Part 1 – the essay , and now it’s time to start Part 2. So you turn over the page to find three options:

– A review you know

– An article you’ve seen before

– But what’s this? A report??*

Don’t be intimidated. A report is another formal writing task. And it’s actually quite formulaic, which makes it a popular choice for students in Writing Part 2. It’s also a great opportunity to show you can communicate factual information, in a formal tone with clear organisation.

Excited to learn how to write a first-rate report? Good. We’re here to help you every step of the way and make sure you leave that exam full of confidence that you’ve passed.

*Remember you only need to choose one question to answer. Other titles may include an informal or formal email, and at B2 First for Schools there is a story option instead of a report.

Three steps to writing a report for Cambridge B2 First

Let’s begin by taking a look at a typical question for the report.

How to write a report: Cambridge B2 First | Three steps to writing a report for B2 First | Oxford House Barcelona

Step One: Make a plan

Before you put pen to paper and start your report, hold your horses . A plan is the best chance you have for success. Start by asking these two questions:

1. Who is the report for?

Take a look at the reader of your report. It’s normally a teacher, a superior or a peer group like the members of a book club. In this case your audience is a group leader . That means you should keep the tone nice and formal . Try to avoid contractions, colloquial language and keep it polite.

2. What do you have to do?

Look at the question and underline all the key parts. This will help focus your attention on the task in hand and decide how to organise your report.

How to write a report: Cambridge B2 First | Three steps to writing a report for B2 First-Step 1 | Oxford House Barcelona

There’ll normally be two or three things they want you to do and you’ll always be asked to give a recommendation or suggestion.

The structure is the bones of your report. It’s so important because it holds everything together. Here’s one way to organise your report but perhaps you have another idea?

1. Introduction

2. How technology is used in subject X

3. How technology is used in subject Y

4. Your recommendation for which lesson the teacher should watch

The trick is to keep the structure nice and simple. And always check you’re answering the question.

Brainstorm:

Now you have a clear outline, consider the main topic paragraphs and what you want to include. If you get stuck , think about your own real life experiences. How is technology used in your own lessons at school? Make some notes on your ideas.

How to write a report: Cambridge B2 First | Three steps to writing a report for B2 First-Step 1.1 | Oxford House Barcelona

Step Two: Write it

If you haven’t skipped the planning stage, writing your report should be easy. An important thing to add here is that reports often contain subheadings. In fact, in the B2 First exam they are strongly encouraged!

Introduction

Remember that a report is a document that presents information in a clear and organised way. Think about science reports or statistical reports. They have strong introductions that clearly state their aims.

Useful language:

The aim / purpose / intention of this report is to…
In this report I will look at…
This report is based on…
This report is intended to…

Here’s what a clearly defined report intro might look like…

How to write a report: Cambridge B2 First | Three steps to writing a report for B2 First-Step 2 | Oxford House Barcelona

Just make sure you don’t copy words from the question exactly, and instead try to paraphrase .

Main body of report

This is where we get to the main body of the report. Again, we want to keep it really clear and organised and one way to do that is with bullet points or numbering .

How to write a report: Cambridge B2 First | Three steps to writing a report for B2 First-Step 2.1 | Oxford House Barcelona

However, don’t overdo it. If you use bullets and numbering in one section, avoid using them in the next. You want to show off that you can write well in English and use a wide range of vocabulary and structures. You also want to use some fancy, formal sounding linkers to connect your ideas.

Currently…
To begin with…
Firstly, Secondly, Thirdly…
It appears that…
According to…
One way…
Another way…
Furthermore / In addition…

Now move on to your second paragraph. Try to stay general and avoid personal anecdotes. Don’t start talking about what you like to do at school in your technology classes or what you had for dinner last night. Instead, keep things relevant to the task.

A good way to do this is by using passive reporting verbs:

It is generally believed that…
It is thought that…
One way in which technology is used…
X is considered to be…

Remember to expand on your points giving reasons for your ideas. And if you do everything right, your second paragraph may look something like this.

How to write a report: Cambridge B2 First | Three steps to writing a report for B2 First-Step 2.2 | Oxford House Barcelona

Recommendations

Here’s the fun part! This is where you can look back at your ideas and give your own opinion. Make sure you mention the ideas from the previous paragraphs and don’t forget to give reasons why.

All things considered…
I would recommend / suggest + ing…
I would recommend / suggest + object + infinitive (no to)…
Based on all the findings…
Although both… , I think that…
It would seem that……

Let’s look at this sample answer.

How to write a report: Cambridge B2 First | Three steps to writing a report for B2 First-Step 2.3 | Oxford House Barcelona

If you run out of things to say – remember you can mention the weaknesses of the other option.

Step Three: Check it

Now hopefully you’ve written a report to be proud of. The only thing left to do is to refine it before the time is up !

Make sure you’ve:

answered all parts of the question, including making a recommendation/suggestion
used formal language and no contractions like I’m, It’s, haven’t etc.
written subheadings for each paragraph
used correct spelling and punctuation
linked your sentences with connectors eg. However, Because, Although, Furthermore, etc .

Sample report questions

Now you’re a master in report writing, why not put everything you’ve learnt into practice? Try one of these sample report questions.

How to write a report: Cambridge B2 First | Sample questions 1

Glossary for language learners:

hold your horses (exp): used to tell someone to stop and consider carefully their decision or opinion about something.

the bones of sth. (n): the structure or main idea of something.

get stuck (v): to be in a position where you’re unable to move.

skipped (v): missed out to move on to the next thing.

paraphrase (n): to say something in a different way but so it means the same.

overdo (v): to do too much of something.

show off (pv): to show your abilities and accomplishments.

expand on (v): to develop an idea.

run out of (pv): to deplete / to be used up.

time is up (exp): the time allowed is finished.

exp = expression

pv = phrasal verb

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English Report Writing

Teachers and professors often provide students with various tasks and assignments to accomplish as a way of testing their intellectual and logical capacities. Other than writing an essay , reports serve as a great way for students to expand their knowledge on a specific topic for a better learning experience. With English reports being a common course requirement for students to prepare during their secondary and tertiary years in an institution, learning about the basics of report writing is essential.

What is English Report Writing? English report writing is the process of preparing a formal document in English, detailing specific information or findings in a structured and clear manner. It involves collecting and analyzing data, then presenting it in a logical format. This type of writing is common in various fields like business, education, and research, serving the purpose of informing or making recommendations. Key features include an organized structure with sections such as introduction, body, and conclusion, and a focus on clarity, accuracy, and objectivity in presenting information.

Say for example, the purpose of your English report is to discuss the different poetic elements that have shaped the course of literature in the past centuries. Here, the report would require a thorough study on the history of poetic literature and how it has gradually changed over the years. This will help the researcher, who may be a student, understand why things are the way they are today.

Other categories of a report may cover technical and business topics, field reports, and scientific reports. The first category includes disciplines that focus on engineering, commerce, accounting, finance, and information technology, where reports come in the form of a case study or problem. Field reports , on the other hand, require extensive analysis on phenomena or events in the real world that center on particular theories studied in the given field. Scientific reports, also referred to as laboratory reports, include methods, results, and conclusions that are essential to the investigation of a study. You may also like essay writing examples & samples .

When writing a report, its always important to structure the document in such a way that promotes clarity in communication. The scope and style of the report would also depend on its intended audience, its purpose, as well as the type of information being delivered.

Elements/ Format of English Report Writing

Before you begin creating your document, it’s important to take note of the standard structure that must be followed when making a report. While the structure may slightly vary depending on the type of report created, the general report writing format consists of the following chapters:

The only thing difficult about preparing the title page is creating the title itself. A good title must be compelling and sufficiently informative to capture the attention of readers. Most titles define the main subject, along with the concepts or theories covered in the report. Apart from that, the title page also consists of other blocks of information such as the submission date, the names and positions of the authors, and the principal reader (or the organization) responsible for preparing the document. You may also see writing templates & examples .

Adding a table of contents would depend on the length of the said report. It wouldn’t be practical to create a table of contents for a five-page document, but if the report goes beyond ten pages, then it might be necessary to guide readers. It would also be best to create the table of contents once the report has already been finalized.

Executive summary

An executive summary , otherwise known as the abstract, is a brief technical summary of a report that is designed to provide a quick overview of the study for readers to grasp. It must present key concepts that have been presented in the report’s content, along with the findings, conclusions, and recommendations. This should give readers a glimpse of what has been covered in the report, specifically for those who do not have the time to read the whole thing. And since it’s supposed to be a summary, then a one-page chapter would do.

Introduction

Also referred to as the background of the study, the introduction briefly describes the problem or issue being reported on. It defines the purpose of the said report, along with the specific objectives that must be met. The scope and limitations of the study, which may include the hypothesis made by the researchers, should also be stated clearly to give readers an idea of what to expect. You may also like writing examples in doc .

The “Body” of a report is its core section where the main information is detailed. It typically includes methodology, which explains how research was conducted or data gathered; findings, where the actual data or information collected is presented; and analysis, which interprets the findings, discussing their significance and relevance to the report’s topic.

Drawing detailed conclusions based on your results is critical to the report. Most people simply scan through a report to focus solely on the executive summary and the conclusion. With that being said, it’s important to arrange data in such a way that major conclusions are pointed out first. Identify significant issues related to the case and provide your interpretation for each. There must be a logical pattern of facts stated clearly and concisely to make it easier for readers to comprehend. You may also check out book writing examples & samples .

Best Example of English Report Writing

Title: The Impact of Online Learning on High School Students Abstract: This report examines how online learning has affected high school students’ academic performance and well-being during the 2023-2024 school year. Introduction: The shift to online learning due to global health concerns has significantly altered the educational landscape. This report aims to analyze its impact on students’ learning and mental health. Methodology: Data was collected through surveys and interviews with students, teachers, and parents from five high schools. Findings: The results indicate a mixed impact on academic performance, with some students thriving while others struggle with the lack of in-person interaction. Discussion: The findings suggest that online learning offers flexibility but lacks the social interaction crucial for some students’ learning and emotional well-being. Conclusion and Recommendations: The report concludes that while online learning is effective for some, schools should offer blended learning options to cater to diverse student needs.

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A Quick Guide to Report Writing

Report writing is a long, daunting process for many individuals. It demands a lot of time and effort for researchers to complete before the proposed due date.

Fortunately, this can be an enjoyable learning experience when done correctly. Here is a step-by-step process to guide you in your report writing journey.

1. Select a Topic.

It’s impossible to write a good report about something you’re not interested in, or completely clueless about.

But before you pick out a topic to discuss, start by understanding the assignment given. What is asked from you? What information do you need to relay? Your topic must be specific and original for it to work. A relatable topic is easier to write about because chances are, you may already possess basic knowledge on the subject which could serve as a foundation for your report. This way, you wouldn’t be wasting too much time at the library browsing through books and journals that focus on a given topic. You may also see formal writing examples & samples .

Additionally, try to keep it as specific as possible. Broad subject matters are more difficult to approach because there are a lot more grounds that need to be covered, which is why you need to be particular with what you hope to address.

2. Research on the Subject.

One of the most important steps in report writing is the research process. This is where trips to the library is much needed. Most report writing guidelines indicate a specific number of sources needed to finish the paper, and following these instructions is essential in completing a course.

The library’s database is usually filled with a vast variety of sources for you to check out. You may even look for reputable online sources for quick and easy data gathering. It’s also best to stick with information from published documents that are uploaded on reliable platforms such as government agency websites and scholarly journals. You might want to avoid forums and chat rooms as well, as these sources do not possess a credible backing. You may also like script writing examples & samples .

3. Prewrite Your Report.

No report would ever be complete without a proper thesis statement. This simply summarizes what you want to prove to your target readers in a brief and general statement.

Another helpful tip to take note of is to create an outline of your report. This will make it easier for you to gather thoughts and put into writing by visualizing how your report would look like. After writing your thesis statement, list down at least three main ideas that support it. With the help of a subtopic, you can then get into descriptive details for your report. You may also check out tips for writing an effective essay .

4. Start Writing.

Once you have successfully created a draft for your report, you can move on to the formal writing process. Here, the topic must be introduced, discussed, and analyzed in a comprehensive manner. This also where the aforementioned report writing format comes to play.

5. Finalize the Document.

Before submitting the report, be sure to review it for any spelling and grammar mistakes. Check whether the information specified in the document make complete sense, and are relevant to the overall purpose of the report. For better results, you can read the report from an outsider’s perspective to see if it communicates clearly. You can also get someone else to take a look at the report for further evaluation.

Whether you’re writing an English report, a school report , or a simple narrative report , it’s important to keep these writing tips in mind. Though report writing can be a meticulous task for most individuals, with the right attitude and guidance, you’re sure to create the perfect report in no time.

Report Generator

Text prompt

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Generate a report on the impact of technology in the classroom on student learning outcomes

Prepare a report analyzing the trends in student participation in sports and arts programs over the last five years at your school.

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Look at the report and do the exercises to improve your writing skills.

Instructions

Do the preparation exercise first. Then read the text and do the other exercises.

Preparation

Check your understanding: true or false

Check your writing: matching - useful language, check your writing: gap fill - making recommendations, worksheets and downloads.

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Report – examples & model answers | B2 First (FCE)

Fce example report: topic (technology) .

A group of British teachers is going to visit your college for two days. The aim of their trip is to learn about how technology is used in education in your country.

You have been asked to write a report for the group leader. Your report should:

include information about how technology is used to teach different subjects
recommend which lessons the teachers should watch to see technology being use

Write your report.

Example Answer (Grade: 4)

Use of Technology in education

Introduction

This report is intended to inform how technology is used in common lessons and recommend the most interesting technical developments to be seen. I conducted a survey among teachers and students in order to find out what is prefered to be used by them.

Technology in different subjects

The majority of the people claimed that the best thing were computers and interactive boards. I was given these reasons:

They provide an oportunity to make the lessons more enjoyable
Everybody is able to find information on the internet whenever they want to
Computer presentations can be easily given

However, use of another technical developments vary among students and teachers depending on which subject they focus on. For instance, people were interested in Science mentioned these points:

newly equipped chemical lab with its recently purchased substances
equipment suitable for teaching Physics (e.g. digital watches, laser)

Recommendations

For most of the people who I asked for their reply were really important computers and interactive boards in the classrooms. I would therefore recommend seeing this. On the other hand, if you are interested

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Fce example report: topic (town centre) .

Your local government wants to improve your town centre and make it better for local people.

Your college principal has asked students to write a report on the situation to send to the local government. In your report you should:

Describe some of the problems in the town centre
Suggest, with reasons, what improvements should be made to solve these problems

Write your report .

Example Answer (Grade: 4-5)

The aim of this report is to provide an overview of some problems in the Pascani’s centre and to suggest what improvements should be made.

The already existing problems include the fact that there is no big shopping mall, just some little shops with aliments or clothes. The parking zone is also quite small and, as it is located in front of the Central Hotel, there is no space for all the cars. Not to mention the low level of cleanness around the zone where you can’t even go for a walk.

It seems like the town centre has a lot of problems regarding its place. My recommendations are the following:

building a new shopping centre which includes a variety of products and activities.
enlarging the parking zone, so there will be more space for cars and for leisure activities of the young men too.
cleaning up the zone and introducing recycle bins for the garbage

In the light of my suggestions, I strongly believe that these are the best methods of raising the pedestrians view of city

FCE Example Report: Topic (Cafe)

Recently there have been some complaints from students about your college cafe. Your College Principal has asked you to write a report about the cafe and make recommendations on how to improve:

the food and drink evadable
the furniture and decoration
the entertainment facilities

Example Answer (Grade: 3)

I’m writing about the college cafe because students have complained that the standart it is very low and needs to be improved.

Food and drink

In our college cafe you can only buy feet food or ‘sandwiches which its not co healty. This Is very bad for young people who they are trying to get fit. Why can’t our cafe provided with different salats, fruit and vegetarien food? This would be much better. Also changing cola or fuzz drink with fresh juice is more healty.

Furniture and decoration

The furniture is too uncomfortable. Some of tables and chair is also broken, so that could be dangerous. Sometimes no enough chairs for all the students so they can’t seat down. And decoration as well in old fashion, with horrible colour.

Entertainment facilities

It is only one TV in the cafe for entertainment, but nobody watching it because the volume is down. Also not all students want to watching the same chanel. My recomendation is get rid off the TV and have like an Internet cafe. Students can entertain and study at the same time.

FCE Model Report: Topic (Swimming Facilities)

A friend is intending to stay in your town. She will be the group leader of ten teenagers from her swimming club.

She would like you to write a report for her club about the swimming facilities in your area, both outdoor and indoor, with your recommendations.

Model Answer (Grade: 5)

The aim of this report is to provide information about the swimming facilities in the town of Bamford.

General There are three swimming pools in Bamford; the Temple Meads Pool, the St Helens Pool and the Scartho Pool (outdoor).

Temple Meads Pool This pool is located in the city centre. There are eight lanes and there is also a pool for children. The pool facilities are all new. The admission costs are the highest as it costs £3.00 per session and £1.50 for under 12s.

St Helens Pool This pool was built over 100 years ago and the architecture is very beautiful. The pool is colder than the Temple Meads pool. The admission cost is only £2.00 and £1.00 for under 10s.

Scartho Pool This outdoor pool is open from the 1st June to 15th September. It is a very big pool and it is extremely popular on hot summer days (It is sometimes full). It also opens to 9.00 on summer evenings. It is the same price as Temple Meads.

Recommendations I really think your group would enjoy Scartho Pool but if it’s raining or full Temple Meads would be fine.

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IMAGES

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COMMENTS

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Personal online tutoring. EnglishScore Tutors is the British Council's one-to-one tutoring platform for 13- to 17-year-olds. Find out more. Look at the report and do the exercises to improve your writing skills.
Report
FCE Example Report: Topic (Town Centre) Your local government wants to improve your town centre and make it better for local people. Your college principal has asked students to write a report on the situation to send to the local government. In your report you should: Describe some of the problems in the town centre.