How to write a report

Reports are written with clear and succinct information about the real world. Reports should always be presented in a very professional and easy to read manner. They are developed to facilitate in decisions making, taking necessary actions and for recommendations. There are various types of reports including business reports, case study based reports and the scientific laboratory reports. Reports must be structured in sections and proper headings to make a clear understanding and good impressions on the reader (Andy Mitchell, 2012).

Defining the Main Objective of Reports

The main objective and purpose of report should be clearly defined. There are different types of work reports which are written including factual reports, instructional reports, and leading reports. The writer must identify the reader by setting a clear objective and purpose. You must write reports by examining what information reader may have already, what may be their aptitudes, what the reader may be actually looking for in your report and on the basis of knowledge, aptitudes and wants reports should be created and developed (Bryan Platt, 1975).

Report Writing Structures

Every single report is structured into seven important sections including title page with executive summary or abstract and table of contents, introduction showing purpose of the report, issues discussed in the report, research methods and limitations and assumptions. In second section of the report structure, detailed discussions should be made supported by literature review. Methods of report writing including procedures and sample size (mostly used for primary research) and discussions and analysis of the data collected. The third section is based on conclusions then recommendations, bibliography, appendices and glossary are presented in the remaining sections of the report (Andy Mitchell, 2012).

Analysis and Findings

After introducing the topic, the necessary measurements are made with target population by showing the descriptive nature of the population, explaining the population and how they can be identified. Measurement period should be clearly defined with data sources, measurement system analysis and target performances levels and then after data analysis results about the assigned reports are described (preferably yet not compulsory) by using bar charts, histograms, pie charts and cause and effect diagrams. Findings hold the key importance in reports writing and you can show it by identifying the gap between current performance and targeted performance levels and you can explain the various sources of variations. Stratification analysis and regression analysis are used in results findings about some specific report.

Stratification analysis

The important stratification factors will change with every problem identified and pareto chart is developed for the important factors of the problem.

Regression analysis

Regression analysis is used more significantly to examine the parameters of a function with which the set of data are benefited. It is used to improve the ability of a researcher to get the prediction of the next real world occurrence of the dependent variable. It shows the mathematical association of variables among variables of the study used to examine some specific condition (Report Writing Template, 2004, P. 4 & p.8).


  1. Andy Mitchell. January 2012. ‘A Quick Guide to Report Writing’, Centers of Excellence in Teaching and Learning.
  2. Report Writing Template. 2004. ‘Recommended Report Writing Template Quarterly, Mid Year and Annual Reports’, 2004QFHC, Inc.
  3. Bryan Platt. 1975. ‘Report Writing: A take – away guide published by Multimedia Publishing ltd’, Multimedia Publishing Ltd, 1975.