How to Write Reports

Report writing forms an essential skill for professional. It aims to inform as clearly and precisely as possible. A report is a systematic, well organized document which defines a subject to be accurate, concise, clear and well structured. Before writing a report, a few initial preparations are expected to be done. Things like is the report clearly understood, purpose of the report and who is it being written for. The clearer these things are in the writer’s mind, the easier it will be for the writer to write and it will be more effective.

Below mentioned are a few guidelines:

1.    Planning

One needs to decide the basic framework with the main topics or questions as the central focus, one need to jot down the initial thoughts and start to group them together. With the aid of prior knowledge, one should be able to put together a fairly basic structure. If one faces difficulty to initialize then one should ask questions like the purpose of writing the reports, facts, reasons and possible opinions. If one has specific information to look for, then it will make the reading easier and less time consuming. Avoid gathering too much information. When in the process of making notes, always try to summarize the main points as concisely as possible.

2.    Title

The title page should normally include the title, the name of the writer, name of the person to whom it is submitted, date of submission, the name of the person or organization who has asked for the report, if possible.

3.    Page

Everyone likes to refer to a clear, well formatted list of sections and subsections. One should ensure that the headings in the list correspond to those in the main body.

4.    Body

This forms the substance of your report. The structure would vary according to the nature of the topic that is intended to be written. It is insufficient to simply describe a situation. One can make use of chart, diagrams and tables to emphasize on the points mentioned in the report or to justify the points that are carried in the reports.

  • 5.    Recommendations

One should always remember that there should be a purpose how the situation or problem could be improved by suggesting some action. There should be some logical conclusion behind the reasoning. If desired, the recommendations can be numbered.

Thus, one should draw out the implications of one’s findings based on the facts that are described in the main body.

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