A report is a formal document that provides a detailed explanation of a certain topic, theme, phenomenon, or issue. Facts and figures are the basis of this type of writing style, statistical tools such as graphs, charts, and tables are used to state the veracity of a particular event. Furthermore, a report is a descriptive text which elaborates on the various components that constitute an organization. There is a specific target audience for reports, a report helps to solve a difficult problem and guides the readers through tough times. Many corporate executives and business houses employ the tool. There are various aspects associated with writing a report, hence, here we analyze some aspects such as; report introduction, report writing format, topic, types of report writing, examples, and report writing in English.
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A report introduction explains to the reader, the contents of the entire report and forms the first impression on the readers. It may begin with a quote or statistics, but it always explains the basic information of a particular event. Report introduction explains the problem or a motivating factor of any project. Hence, the main function of a report introduction is to outline the fundamental structure concerning any topic.
Here is some tip to write a report introduction:
WRITE IT AT THE END
The order in which to write depends on the discretion of the writer, however, it is advisable to write a report introduction in the end. Furthermore, the idea behind this is to make sure that a report introduction is a summary of the content. Thus, the writer is enriched with relevant information for writing the introduction.
THE SHORTER THE SWEETER
Incase of a report introduction “the more the merrier” does not work, it works best If kept short. The writer must not give away the essence of the entire report right in the beginning. Thus, a short report introduction grabs the reader’s attention and does not lead to boredom.
The report introduction should include jargon or other technical words that confuse the readers. A report introduction should be kept simple and readable.
COMPILE ONLY THE RELEVANT INFORMATION
The writer must ensure that only the relevant information has found its place in the report introduction. Furthermore, to ensure the relevance of information, the writer should include six elements concerning an issue. These six elements are; What?, Why?, Who?, Where?, When?, and How?
You must read our blog on “How to Write a Reflective Report on Group Work“.
REPORT WRITING FORMAT
Any type of report has a pre-determined structure and format. Report writing format makes the writing more readable and clean. It helps convey the meaning of the report more efficiently. Thus, the report writing format is very vital. Here we list some important components of the format:
A title for report does not mean the heading but rather the name of the writer and date of publishing. It makes the report appear more valid and credible.
A report summary includes all the valid and important points of the report. The enlisted points in the summary are picked up by the reader. Thus, this makes the report more readable and helpful, especially in the case of lack of time.
The introduction forms the first impression. It is meant to convey the six fundamental elements of any issue or event. Thus, summary should become the basis of the introduction and must be carefully planned.
BODY | REPORT WRITING FORMAT
The body is the main section of the report. It is most likely written in paragraphs with the most pressing point in the beginning and descending to the least pressing point. Information is flooded in this section of the report along with facts.
The conclusion is like the final word, it converges all the points in itself and gives the audience a clear view of the report. Thus, jargon or technical terms must not be used for the conclusion as it might confuse the reader.
This is an important part of writing report in English, the recommendation has to be simply written down in descending order of priority.
Lastly, the appendices section includes the information about the experts that will read the report. Furthermore, it includes all the technical information associated with the report and conclusion.
REPORT WRITING TOPICS
There are several ways to attract a reader to read a report, however, a person might not fancy reading a report until it is a subject that interests him or her. Report writing topics are of several kinds. Furthermore, it depends on the writer whether to choose a range of topics or to stick to only one genre. Thus, great caution and care must be taken while choosing report writing topics.
Hence, here’s a list of report writing topics that might generate several ideas in your mind.
- Impact of layoffs at work
- Employee burnout
- Free speech in the workplace
- Typical topics (News or recent events)
- Stay woke
- Battling diseases
- Criminal activities
- Fashion through the years
- Films and celebrities
These topics cover the news from many industries and keep the people informed. Report writing topics need to have the element of truth embedded within to make people believe that they are reading the reality.
TYPES OF REPORT WRITING
Report writing is employed as a means of a by several members of many different industries, hence, the styles and types of report writing change from place to place. Hence, here is a list of types of report writing:
FORMAL AND INFORMAL TYPES OF REPORT WRITING
The formal reports are structured, carefully analyzed, and organized. These types of reporting do not include personal pronouns and pay a great deal of attention to small details and precision. However, informal types of report writing employ the use of casual language and are generally short.
INFORMATIONAL OR ANALYTICAL TYPES OF REPORT WRITING
The informational reports perform the task of relaying information from one unit to another whereas the analytical reports are responsible for helping to solve proposed problems.
PROPOSAL TYPES OF REPORT WRITING
These reports are an extension of the analytical reports. It proposes a solution as to how one party can favor another party and make the ends meet.
VERTICAL AND LATERAL TYPES OF REPORT WRITING
A vertical report ensures that the chain of command model of a company remains intact. Thus, the reports that travel upwards or downwards in the company hierarchy are known as vertical reports, these reports are vital for the effective functioning of the management. Furthermore, there are certain reports which help in ensuring coordination between the several units that exist in the company’s structure. Thus, a report that moves amongst the counterparts of the same organization is known as a lateral report.
INTERNAL AND EXTERNAL TYPES OF REPORTS
This is fairly simple to distinguish, a report traveling within the organization is known as an internal report. Moreover, a report that is prepared for or travels outside the organization is known as an external report.
PERIODIC TYPES OF REPORTS
The periodic reports are named so because of their scheduled arrival. Thus, a periodic report may arrive daily, weekly, monthly, or yearly. These types of reports ensure that the management is kept informed. Furthermore, a periodic report might characterize several pieces of computer-generated information as well as statistical representations.
SHORT AND LONG TYPES OF REPORTS
This is again a very simple classification. The short reports may be one page long and the long reports may be 20 pages long. Though, there is no definite limit on what determines the length of the report it is important to realize that a long report will likely be more formal in its approach.
FUNCTIONAL TYPES OF REPORTS
Next, the functional reports are used for absolute corporate practices such as accounting, marketing, sales, finance, and other of these kinds. These reports are quantitative.
NEWS TYPES OF REPORTS
Lastly, the news reports are completely different from what we have read until now. These are used for bringing about awareness on a certain topic or for entertaining the readers. A variety of newspapers, magazines, and digital platforms publish news reports written by journalists working on several issues.
Thus, there are many types of report writing, used for several purposes and in different industries. The corporates, executives, and industrialists in high places rely heavily on technical reports. Furthermore, a large number of regular readers who consume media rely upon the news reports for daily knowledge.
10 TIPS FOR REPORT WRITING IN ENGLISH
English is now no more a language restricted to the west, it has become a global language of communication. Thus, as report writing is an important activity of the modern professional world here we are with 10 tips for reporting in English.
LAY THE CONTENTS IN THE END
As suggested earlier, the noting down of the report summary must be done in the end. This provides clarity about what to write as well as the order of writing.
The writer must be well equipped with all the sources and facts for report writing in English. Thus, the writer must know how well the recipient of the report will accept a certain write-up. A line stating the objective always helps in giving the much-needed direction to the reader, this helps him or her decide what is coming ahead.
Report writing in English can be a challenge if the writer is not clear of what the next step should be. Planning a structure or a format always helps in deciding the various components in a report writing example. Furthermore, planning also helps to determine what should be eliminated from the table of contents and hence, help attain perfection for the report writing example.
While the content is what matters the most, it is also your presentation skills and layout that hold a major say for report writing in English. The use of sub-headings, bullet points, and bold or underlined words raises the appeal of the report writing example. Thus, one should always adhere to a pre-planned layout for writing a report.
When submitting a report writing example to a senior member the writer should make sure that it is free of grammatical errors or spelling mistakes. Thus, proofreading is a must for all those who do report writing in English. Furthermore, proofreading should also be performed for ensuring that the evidence supporting the data is full-proof and authentic.
Flooding a lot of information in one sentence often leaves the reader confused. Thus, one must always make sure that the sentences are constructed simply and are short (no longer than 15-20 words). Complicated words and jargon make matters worst for many readers.
The use of transition words makes it easier to understand the paragraphs. It also leads to a greater understanding of the issue or topic. The examples of transition words include the words such as ‘however’, ‘for this reason, ‘furthermore’.
THE ACTIVE FORMS
The use of active forms provides the report writing example a more objective and straightforward touch. Therefore, a good writer always makes use of active form in his or her report writing example and avoids the passive form.
As mentioned earlier, the correct punctuation not only validates the report but also enhances its readability and accessibility. Thus the writer must always run a grammar check for ensuring the correct punctuation mark.
Lastly, the writer has to stay focused which is his primary motive. Thus, he or she must not defer from or interpret the originality of the topic.
THE FINAL WORD
Report writing can be a challenge at times, however, by following the above-mentioned tips and ideas one can figure out the appropriate method to go about it. Furthermore, writing a report is an important task of the professional world in such advanced times and a person must learn the correct form of report writing.