Report writing has emerged as one of the most prominent forms of writing in recent times. Being able to write reports that capture the essence of a study in its entirety, or narrate an incident or finding in its true significance, is a skill not many people have.
Do you want to learn about how to write a report writing and equip yourself to write truly incredible reports? Do you often wonder with questions lie how to write a report format? Or are looking for a how-to-write report example? Well, then you have browsed down to the right place!
Here, we are going to tell you A to Z of report writing and tell you all that you need to know about how to prepare a report. After reading this, you will be able to not only write good reports but also do that quickly without any fundamental errors.
So, what are we waiting for? Let’s get started!
How is a report different from other forms of writing?
A report is significantly different in its nature, form, and purpose, as compared to other forms of writing such as articles, summaries, conclusions, and precise.
A report is not about trimming down the length of an already composed piece of text that is readily available. Instead, report writing talks about bringing together various sources, outcomes of studies, experiments, first-hand accounts, data points, tables, charts, and trends into one, comprehensive piece of text, which gives away all that is required.
This fundamental difference in the purpose and objective of writing a report translates into the fact that we have to adopt a whole different approach when writing one. Therefore, we must seek a step-by-step answer to how to write a report writing.
Steps to Write a Good Report
A report always must be able to deliver some important information in a very crystal clear way. Thus, report writing includes proper steps to follow. These steps are:
Step #1 Prepare the Ground
Preparing the ground is one of the most important fundamental steps towards writing a good report. This includes bringing together all the relevant sources related to the topic of the report, collecting data points, cleaning data, removing the irrelevant information, and collating all of this in one place to have a base ready for an inclusive report to be built upon.
Step #2 Identify Your Objectives
Next to preparing the ground, it is equally important that you set the objectives that you want to achieve through the report, at the beginning itself.
This includes identifying what are some of the points that you would like to stress upon and highlight more than the rest. If you are able to identify a few such objectives, you can moel the rest of your report around them, and your report writing journey becomes far easier and more efficient.
Step #3 Create a Structure
In the third step of report writing, you have to start giving your report a structure.
- What will be the heading and subheadings that will be part of your report?
- How many sections would you want to divide it into?
- What will the opening message that you would like to convey and capture the interest of the reader and convince him/her to read the entire report?
- Will the report have a definitive ending, and if yes, what will it be?
These are some of the questions that you must find answers to, at this stage. This is the best way to structure your report.
Step #4 Write a Draft
Once you have a structure for your report, now is the time to start doing the actual work; writing!
Here you fill in relevant content under each heading and subheading, building an entire story by connecting the dots. Here you can use summary tools to get a gist of large texts that need to be inclined in the sub-sections of your report in a concise manner.
Step #5 Refine & Proof-Read
Your report is not yet ready once you have written and filled in the content. In fact, it’s still just a draft!
One of the most important steps that are still left to be executed is refining this draft and improving your sentences to be coherent and easy to read. This is simple – you go through the content that you have written a few times, at least a couple of times, and make changes to it for improvement with each iteration.
Simultaneously, you must proofread your report’s text for any grammatical or spelling errors that might have erupted in, and can completely overshadow your report’s content and quality.
Things to Keep in Mind
- Always be concise & to-the-point while writing a report, there is no need for unnecessary fillers
- Always be careful with the facts, data & numbers that you are putting in your report, and double-check for their accuracy
- Try not to express your own personal opinions, ideas, perspectives, or suggestions in a report
- When writing a report, always write in the third person!
- A passive form of narration is appreciated in report writing and improves the experience of the reader
Some Frequently Asked Questions (FAQs)
Q1. How long should my report be?
The length of a report varies greatly with the context and the objectives. It can vary anywhere between 1000 words to even 10,000 or 20,000 words!
Q2. Can I use multiple paragraphs and sub-sections?
Yes. In fact, it is recommended to break down large reports into sections and sub-sections, and make use of multiple paragraphs, bullet points, numbering, etc to improve the readability for the reader.
Q3. Can I copy content from other sources?
You can not ‘copy’. However, you can always take inputs as well as inspiration from other sources and data points, express them in your report, are quote them with dye credits.
Q4.Do I need to follow a particular format while writing a report? How to write a report format?
As far as format is concerned, it depends upon the type of report you are writing. However, every report must have a title, subtitles of sections, and a conclusion. You may also need to highlight the date and day at the top if you are reporting an incident.
We are sure by reading this you must be better equipped on how to prepare a report. Just keep the above-mentioned points in mind, follow the steps that we mentioned, and you will always come up with reports that are professional and of high quality. All the best!