Report writing can come in different shapes, depending on your topic and supervisor’s requirements.
It can also contain all or just part of report writing components. We will give the full list of requirements for successful report writing, and will also provide you with professional help on writing a report.
Report is a relatively simple type of assignment with an easy and understandable structure. But we’re still going to break it down for you, to avoid any misunderstandings.
So, here we go – the ultimate guide to successful report writing:
1.How to Write a Report. The Letter of Transmittal
This is a separate document that accompanies your report. It is usually brief. By sending a transmittal letter you let your recipient know that you are sending a report, and will also give him/her an idea about what is being sent and what were your basic requirements for this report.
Our advice on writing a report:
- This document has to be written in accordance with the letter etiquette. Be sure to include address, the name of your recipient, and all of the important information. Also, end transmittal letters with a one-sentence paragraph that establishes goodwill by thanking or complimenting the recipient.
- Do not include a transmittal letter unless specifically requested to do so.
2.How to Write a Report. The Title Page
There are four main pieces of information, which have to be present on the title page:
A) the report title;
B) the name of the person, company, or organization for whom the report has been prepared;
C) the name of the author and the company or university which originated the report;
D) report completion date.
A title page might also include contact number, a security classification, or a copy number depending on the nature of the report you are writing.
Our advice on writing a report:
- Your tutor might have specific requirements for your title page. Ask him/her about those.
3.How to Write a Report. Acknowledgments
A good report includes a page of gratitude to those who helped the writer in the process: his/her supervisor, teachers/professors, librarians, family, etc.
Our advice on writing a report:
- Make them look sincere. Don’t just say, “Thank you…” and give the list of names, but refer to each one separately and thank him/her for something specific.
4.How to Write a Report. The Summary Abstract
The Abstract communicates the scope of your paper and the topics discussed to your reader, and, in doing so, it facilitates research. When doing a summary of your report, go over its main parts (Introduction, Body, etc.), and summarize each one of them in single sentences.
Our advice on writing a report:
- It’s better to write the Summary Abstract at the end. By this time you will know the content of you report, and will be able to outline its most important features.
- To make a good outline, ask yourself, why would another researcher be interested in this research, or what should a potentially interested reader know about the research?
5.How to Write a Report. The Table of Contents
The table of contents is a reflection of the report writing structure. Sections and subsections should be numbered and titled properly and logically to help the reader find his way through your report.
A) list all headings and subheadings (excluding the title page, table of contents, and other preliminary materials), giving page numbers for the first page of each section;
B) reproduce the headings and numbering exactly from the body of the report;
C) include the full titles of the appendices.
Our advice on writing a report:
- Make a draft table first. It will help you to organize your materials and thoughts. Remember that it can be altered during the process of writing.
- Dot leaders from the heading to its page number make navigation around the Table of Contents easier for you and your readers
6.How to Write a Report. The List of Figures, Tables, Illustrations
The figures/tables/illustrations should be numbered in accordance with the chapter number and the figure/table/illustration number position within that chapter. When there are six or more figures, tables and illustrations, they are listed on a separate page with their corresponding page numbers in the text. If only a few exist, then they are listed in the table of contents.
Our advice on writing a report:
- In some reports a correct sequence is essential:
1) list of figures,
2) list of tables,
3) list of illustrations.
Don’t make a page break between them.
7.How to Write a Report. The Executive Summary
This part of a report is usually no more than one page in length, and includes:
A) the purpose of the report
B) the background to the report
C) sources of information
D) main findings
E) conclusions and recommendations.
Our advice on writing a report:
- While abstracts are brief summaries that address a technical audience, executive summaries represent report writing in such a way that it could stand on its own and would make sense to a non-technical audience.
8.How to Write a Report. The Introduction
The Introduction should be a brief but thorough discussion of the problem’s context. A typical introduction is about 1½ to 2 pages long. It includes:
I. purpose or objective of a particular report;
II. background information (for example, a brief history of the organization, context of the topic or the problem);
III. literature review (what research has already been made in this field)
IV. scope, that is, the size or extent of study, amount of data collected, time frames, focus of data collection or discussion (for example, a department or whole organization);
V. methodology, that is, the kind of data used (for example, who was interviewed, what types of materials were referred to);
VI. assumptions and limitations, (for example, given the above material, any assumptions that were made and any limitations placed on the materials included in the report);
VII. a plan, which briefly overviews the argument, framework or logical structure of the report.
Our advice on writing a report:
- Don’t begin your Introduction with a sentence that is either too broad, or too narrow. Be specific.
- If you include illustrations into your introduction, you will help the readers get a better understanding of the context.
- Before writing about the purpose, make sure you understand it clearly. If you don’t, your reader won’t either.
- For a literature review, try to make comparisons. Introduce two different opinions on a particular topic, and lead up to your point of view/conclusion, using those arguments.
9.How to Write a Report. The Body
The Body of the report writing is the main part that includes all the facts and materials essential for the understanding of the problem. It usually has three sections:
A) Theories, models, and hypotheses. This section is optional. By providing it, you introduce the theoretical basis for your project;
B) Materials and methods. This is a part where you describe (and illustrate) the materials used, and give a step-by-step report on how you were completing your task;
C) Results. This section summarizes your efforts and gives information about what you discovered, invented, or confirmed through your research.
Our advice on writing a report:
- If you made a mistake during any of your steps – write about it, too. It will show the depth of your research, for you had to correct it.
- Results have to be presented in a straightforward manner.
- Tables and illustrations are the best way to demonstrate your materials and results. By providing them, you secure your reader’s understanding of a problem.
- To make the parts of your Body paragraph(s) fit together, give a short summary of every sub-section, and provide a smooth transition from one part to another.
10.How to Write a Report. The Conclusion
This is the last part of your report writing. Sum up the main points and refer to any underlying theme. If any questions or issues remain unresolved, mention them in the conclusion. Write in a brief, concise manner, for your readers are already familiar with everything you talk about.
Our advice on writing a report:
- Don’t introduce any new information.
- Before writing a conclusion, make a draft of it. Go over your report writing, and underline all the important information that has to be repeated. Your conclusion has to stress the importance of the research.
- Make a smooth transition from the Body to the Conclusion.
11.How to Write a Report. Recommendations
Give directions/propositions on how the problem you’ve investigated can be solved. List them clearly, and rely on the materials that you’ve used.
Our advice on writing a report:
- A numbered list is always a good idea. It gives quick access to your recommendations, and doesn’t send your readers wandering around the section.
12.How to Write a Report. References
List all of the sources of information that you used during your report writing. Use the alphabetical order.
Our advice on writing a report:
- To keep track of numerous sources, begin writing them down in the very beginning of your report writing. There is nothing worse than going back to desperately look for a certain piece of information.
13.How to Write a Report. Appendices
Include data tables, background calculations, specification lists for equipment used, details of experimental configuration, and other information needed for completeness, but which would bog down the discussion in the body of the report. Your Appendices must each have a footer with numbered pages for that appendix.
Our advice on writing a report:
- Include any supporting evidence in an appendix , such as tables, which are not possible to incorporate in the main body of the report.
We hope that you found these report writing tips to be useful! Good luck with your report and be sure to check out our other writing tips and ideas for your next assignments on our blog! Have a great day!
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