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The Ultimate Guide to Report Writing : What You Need to Know to Create Professional Reports


A report may be the best way to document data or share your findings. Where should you begin? What information must you include in the report writing examples? How to write a report? Report formats vary depending on your needs, but the configuration is consistent. Reports are common forms of workplace writing. Report writing can help you prepare to write better reports. Reports are always written with a specific goal and audience in mind. They can present research findings, project development, situation analysis, and problem solutions. It have to be divided into headings and subheadings. They need to be written clearly and concisely.

So, Report writing is necessary for many jobs and educational courses. This section demonstrates proper report writing formats and provides 10 exclusive tips. Let’s go over how to write a report correctly so you can effectively communicate your findings.



What is a Report?

In technical terms, a report accounts for a specific topic, spoken or written. When most people refer to “reports,” they’re referring to official documents outlining the facts of a subject matter, typically written by specialists or someone assigned to investigate it. What information is contained in reports? Whereas all facts are welcome, reports tend to include the following types of information such as:

  • Specifics about an event or situation

  • Analytical or statistical data evaluation

  • Interpretations of the report’s data

  • The long-term consequences of an event or situation

  • How the process contributes to other events or reports

  • Predictions or suggestions based on the information in the report

Report writing is similar to essay writing, but some significant differences exist. While both rely on facts, essays include the author’s opinions and arguments. Reports typically stick to the facts, though they may include some of the author’s interpretation of these facts, most likely in conclusion.

Besides, reports are highly organized, often with tables of contents and numerous headings and subheadings, making it easier for readers to scan reports for the information they actively sought.


Types of Reports

There are several types of reports, depending on the purpose and audience. Here’s a full list of the most common types of reports:

  • Academic report: Tests a participant’s understanding of the subject matter, such as book reports, historical figure reports, and biographies.

    • Business reports: Identifies useful information for the company’s strategy, such as marketing reports, internal memos, SWOT analysis, and feasibility reports.

  • Scientific reports: Share research findings in scientific journals, such as papers and case analyses.

Reports are further classified according to how they are written. The report writing samples can be formal or informal, short or long, and internal or external. A vertical report in business shares information with people at different levels of the hierarchy, whereas a lateral report is for people on the same level as the author but in different departments.



Structure of Report

A report typically includes the following sections: Title Page, Terms of Reference, Summary, Table of Contents, Introduction, Methods, Results, Main Body, Conclusion, Recommendations, Appendices, and Bibliography. This structure may differ depending on the type of report you want to write, which will be defined by your department or subject field requirements. As a result, it is always best to first check your departmental guidelines or module/assignment instructions about how to write a report.

  • Title Page 

You should follow any regulations specified by your module handbook or assignment brief if users differ, but typically the title page will include the report’s title, your number, student ID, and module details.

  • Terms of Reference

You may also be asked to include this section to provide clear, brief explanations for the reasons and purpose of the report. In addition to including who the intended audience is and how undertaken methods for the report writing.

  • (Executive) Summary 

It is often best to write everything last because summarizing work that you still need to write is more difficult. An executive summary is a condensed version of the full report. Its length should be about 10% of the report’s length.

  • Introduction

The introduction is where you set the tone for your report. The introduction also must clearly articulate the report’s purpose and aim (and, possibly, objectives) and provide background context for the report’s topic and area of research. In addition to or instead of aims and objectives, a scientific report may include a hypothesis. It may also include definitions, report writing examples or explanations for terms used in the report, as well as the theoretical underpinnings of the research so that the reader understands what the research is based on. Identifying any restrictions to the report’s scope and the investigation’s parameters is also useful.

  • Table of Contents

The contents page includes a list of the various chapters, headings, sub-headings, and page numbers. Remember that whatever numbering system you choose for your headings must be clear and consistent throughout.

  • Methods

The methods section contains information about how to write a report, tools, and equipment used to collect data and evidence for your report writing. You should justify your method (that is, explain why you chose it), acknowledge any problems that may have arisen during the investigation, and present the limitations of your methodology.

  • Discussion

Discussion is where the information gathered and the consequences are truly put to use. It is the main body of your report in which you should critically analyze the results concerning the goals and objectives (or, in scientific writing, hypotheses) stated at the beginning of the report writing. You should maintain a logical order that can structure this section with subheadings.

  • Results

If you must have a different results and discussion section, the results section should only include a summary of the outputs rather than an analysis; leave the critical analysis of results for the discussion section. Graphs, tables, or necessary diagrams of the gathered data might be used to present your findings. It is good to present your results in a logical order, creating them as presious and understandable as possible through concise titles, summaries of the research results, and what the diagrams/charts/graphs or tables are displaying to the reader.

  • Recommendations

You can have a special section on recommendations, where you present the action you recommend taking based on the conclusion. These actions should be specific and concrete.

  • Appendices

All supporting evidence and material used only for your research, which including interview transcripts, survey data, questionnaires, tables, graphs, or other charts and illustrations that you may not want to include in the original body of the report but may be referred to throughout your results sections, should be included in the appendices.

  • Bibliography

A report, like essays, requires a bibliography of all published resources cited within the report writing. Your referencing style varies depending on your degree, so consult your module handbook. If you use the standard Westminster Harvard Referencing style, stick to these rules and be consistent.

  • Conclusion

The conclusion should include a summary of your key points and findings rather than any new information. It is an opportunity to remind the reader of the most crucial details in your report writing, the significance of the findings, and the most important issues or arguments the research raises. The conclusion may also include recommendations for additional research or how can conduct the current research more effectively in the future.



10 Best Ways of Report writing

Let’s get into the specifics of how to write a report now. Follow the 10 report writing instructions below to progress from an idea to a fully completed paper.

Step – 1: Choose a topic based on the assignment

Before writing, you must decide on a topic for your report. The topic is frequently assigned to you, as in most business reports or determined by the nature of your work, as in scientific reports. If you are in charge of selecting your topic, this is one of the most important steps in the report writing process. Choose a topic that meets these two criteria:

  • There is enough information: Choose a topic that is not too broad but not too specific, with enough information to fill your report writing category without back support but not so much that you can only cover some things.

  • It’s something you’re curious about: Although this is not a strict requirement, being interested in the subject matter improves the quality of a report.

Of course, remember to follow the assignment’s instructions for report writing, including the length, when making your decision.

Step – 2: Conduct research

The research for business and scientific reports is usually your own or provided by the company, though there is still significant digging for external sources. Unless you must use class materials, you’re mostly on your own for research in academic papers. That’s one of the reasons why picking the right topic for your report writing is so important; you will only get very far if the topic you choose has sufficient research.

The key is to only look for credible sources, such as official documents, other reports, research papers, case studies, books by well-known authors, and so on. Please feel free to reference research from other similar report writing examples. A quick trip to the library can also help in a pinch if you need help finding what you’re looking for online.

Step – 3: Create a thesis statement

Before you continue, create a thesis statement to support you and begin understanding your report’s main topic. The thesis statement, like the topic sentence in a paragraph, summarizes the main point of your writing, in this case, the report.

When you’ve researched enough, you should notice trends and patterns in the data. If all of these patterns infer or lead to a larger, overarching point, that is your thesis statement. For example, suppose you were writing a report on fast-food employee wages. In that case, your thesis could be, “While wages used to be comparable with living expenses, they are no longer adequate after years of stagnation.” Your report will expand on that thesis with ample evidence and supporting arguments.

Although you should include your thesis statement in both the executive summary and the introduction of your report writing, you should still figure it out early so you know which direction to go when you perform on your outline.

Step – 4: Put Together an Outline

Only begin writing after creating an outline. This will help you structure your report writing, understand what resources you’ll need, and more. This outline can serve as a starting point for your detailed report. You can refer to this outline as you write your report writing.

Begin with the purpose or objective of your report, then list your main points and a few bullet points you want to ensure you cover in your report’s contents.

Step – 5:Make a rough draft

Most of the time is usually spent writing the rough or first draft. This is where you put all of your research information into words. To avoid becoming overwhelmed, follow your outline to ensure everything is noticed.

The first rule of rough draft writing is to not be afraid to make mistakes. It adds much pressure to expect your first draft to be perfect. Instead, write in a natural and relaxed manner, and worry about the finer points later, such as word choice and error correction.

Step – 6: Revise and edit your report writing

When you’ve finished your rough draft, it’s time to go back and start addressing the mistakes you overlooked the first time. (Before diving right in, it helps to sleep on it to start editing fresh, or at least take a little break to unwind from writing the rough copy.)

We recommend you reread your report for serious errors, such as cutting or relocating entire words and paragraphs. Sometimes you’ll discover that your data needs to match up or that you misread a vital piece of proof. This is the moment to correct any “big picture” errors and rewrite any longer required parts.

Step – 7: How to Write a Report Introduction to report writing

The first piece of your report that you write is always a summary or introduction. This should be limited to one or two paragraphs to give the reader a quick overview of your conclusions or findings. Discuss the process utilized to collect the information in your report writing, whether it was research, an experiment, gathering analytics, looking through CRM data, calculating revenue, or something else.

You should also incorporate graphics to help explain your story. This might be anything from photos to icons or graphics. Use shapes in your report writing to help with your design.

Step – 8: How to Write a Report Body of report writing

We’re now getting to the heart of your report. You’ve completed your outline, gathered your research, and designed your cover page, table of contents, and introduction. This indicates that you should know exactly what the major part of your report will cover, making it easy to go into the body.

While report length can vary significantly, with shorter reports including 7-15 pages and lengthier reports containing 30-50 pages or more, the length generally depends on your topic. Shorter reports concentrate on a particular issue, whereas lengthier reports cover several.

Step – 9: Proofread and check for mistakes in report writing

Finally, review your report to optimize your phrasing and check for grammar or spelling errors. You looked for “big picture” errors in the previous stage, but now you’re looking for detailed, even nitpicky issues.

Grammarly, for example, flags these flaws for you. Grammarly’s free edition highlights spelling and grammatical errors as you write, providing suggestions to enhance your writing that you can implement with a single click. The Premium version includes even more advanced capabilities, such as tone modifications and word choice suggestions, to help you improve your report writing.

Step -10: How to Write a Conclusion of report writing

You’re almost done! It is now time to compose your conclusion and complete your report writing.

Begin by summarizing your points. Yes, you wrote summaries for each section in the body, but now you’ll provide an overall overview of the contents of your report. Refer back to your findings and explain what they signify. While your body was more concerned with displaying your findings, you may use the conclusion to discuss their application in the actual world or what they mean for your business. 

Then you’ll want to discuss the following actions. If your outcomes were not as positive as expected, write about how you intend to improve them the next time. Outline your objectives and strategies for implementing your results. 

Also, ensure you are not adding new information to your report writing. While you may be referring to the material differently, you should always refer to data and content from your report.



A Final Warning About Report Writing

Checks to see if all of the information you’ve included is relevant. Remember to double-check your tenses, whom you’ve written in, punctuation, and spelling. It’s also worth double-checking any structure requirements of your report writing.

Make sure you have properly and appropriately cited an academic assignment. Ensure you have correctly or purposefully plagiarized or copied anything without mentioning it.



portance of Good Business Writing Skills

 Learning and developing business writing abilities can help someone advance in their career. A successful organization has effective communication. 

Professional writing increases output and the capacity of all functional areas to collaborate. Especially in a more globally connected workplace where teamwork is the norm. 

Your ability to write for business will increase as you become more aware of its significance.

Persuasion is Important: 

Using persuasive writing strategies is beneficial for both internal and external communications. 

Professionals in sales and marketing are particularly adept at persuading customers to buy the company’s goods and services. At the very least, to pay attention to its advertisements through the written word. 

But in the business world, everyone needs to convince someone else to do something based on the written information they have sent.

The chief executive officer of a company receives written recommendations about expenditures from the chief financial officer. 

The manager to whom the employee will report will receive a written justification from the human resources manager for hiring a specific candidate.

Use Professional Courtesy:

Business communication is becoming more frequently done in shorthand because to text messaging. 

Even email has a less professional tone than a letter in many workplaces. 

When used excessively, this style of writing can come across as lazy. When communication becomes hurried, it may imply that the recipient needs to be more significant than the sender. Take the time to express yourself in full sentences or double-check grammar and spelling. 

A well-written email might be more stunning than a letter since it has the extra benefit of swift transmission. The recipient was so significant that the sender wanted to ensure the message was received immediately.

Effective Communication Improves Team Building:

A business may express to employees how much it loves and respects their work through written communication. 

Simple tactics like sharing organizational-wide successes with all team members. Sales milestones can help create subtle but solid collaboration links. 

Particularly crucial is the communication’s tone. 

The employees will react to it in an energy-positive manner if it is energetic and positive.



You may be required to prepare a report as part of your studies or work (a business or technical report).

Report writing can also be done for various reasons, such as to convey information (such as a lab report or financial report), to present research findings, or to analyze an issue and then advocate a specific action or plan. A report might be professional or casual, long or brief. The style and vocabulary you use will be determined by who is reading your report and their level of comprehension or experience.

Reports should be clear and simple, with material organized logically into sections, headings, and (if necessary) sub-headings.


FAQs About Report Writing

Only some of the time. Could the report be replaced by a long-ish but informal email, a phone discussion followed by a summary email, or a brief oral presentation at a departmental meeting, with 'bullet points' documented in the meeting minutes.

You might not have a choice, especially if a project report is a requirement for funding. However, if you don't have to produce a report writing, don't.


It depends on the situation, but the perfect length may be shorter than expected. Have you been given a word count or any other kind of guidance? If not, remember that an eight-page report will be reviewed more often than an eighty-page one. Unless you're writing for a PhD examiner, the reader only needs to know some of the specifics of your research methodology, especially if you're employing industry-standard methodologies. Where feasible, reduce and summarize.


Make it apparent if you want the reader to take action after reading the report. This is especially necessary if you request more financing, project extension approval, or authorization to hire an additional research assistant.

So don't bury any requests in the report's body. Make them obvious in the first paragraph and again in the final paragraph.


Even seasoned authors need help starting to write. There are always more exciting things to do, even if it only means turning the kettle on for another cup of coffee.

Writing 'bullet points' on a single piece of paper, which serves as a framework for the full material, is beneficial. Others create rough storyboard graphics to show the important topics they want to include. This helps establish a different viewpoint on the issue, and the diagrams can be utilized as a framework for the writing.

Mind maps or spider diagrams, in which the main theme forms the spider's body and minor topics form the legs, may also be useful. Find a method that works for you. Once you've established a framework, compose the draft text without aiming for perfection at this time. Consider the writing process similar to painting a room, with the first draft as the hastily applied undercoat and the final draft as the more carefully placed glossy coating.

Once you have a complete first draft, edit and simplify. At this stage, you may experience considerable changes. That's great; one reason for writing the first draft rapidly is that it's easier to make substantial adjustments to a raw version than a 'near-final' version.


Executive reports inform top management of the firm's most recent and significant events. These reports must be succinct and accurate because they will significantly impact the most crucial business decisions.

Working for any type of organization necessitates the creation of report writing examples, including financial reports, marketing reports, sales reports, internal reports, and others.

These reports have one thing in common: they are extremely detailed and take a long time to read - far too long if you ask busy managers.


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