Report writing is an essential skill in both the public and private sectors. Reports are used for investigation and decision-making. Businesses use reports to track expenses, profits, understand market trends and evaluate the performance of employees. Insights provided by reports also aid projections.
Considering the importance of reports to all organisations, it is important that as a student, entrepreneur or employee you learn how to write a report.
There are different types of reports, the most common of which are academic, business and scientific reports. The focus here is on business reports. This article provides a guide on how you can write one with ease.
What is a report?
A report is a technical, nonfiction prose or a verbal speech by an expert or appointed investigator that provides facts about an event, a topic or an issue. Reports help the end-users to gain insights and make informed decisions.
Reports can be both products of research and research sources. Typical reports contain details of a situation or an event; the resultant effects; statistical analysis and interpretation; projections and recommendations.
Steps to follow
1. The brief
How you go about writing your report will be informed by its purpose, type and prompt. The first step to writing a good report is to understand the prompt and let it guide you.
2. Research
Research on the subject or situation, using reliable primary and secondary sources – other technical reports, journal articles, case studies, books and official documents. The brief will define the scope and determine what information is relevant.
3. The thesis statement
As with academic or scientific essays, the trends in your research findings should guide you to come up with a thesis. The thesis is the singular, concise statement summarising the findings of the research.
4. Write the outline
It’s time to write the headings and subheadings for your report to give it a structure. Having headings will not only help you to organise the data but also make your report detailed.
5. Write a draft
The draft is your preliminary report and will help you to organise your data. Getting down to the draft will instigate you to think critically and set you on track.
Usually, excellent reports and writings emerge from initial drafts. They are common solutions to writer’s block. And yes, mistakes are allowed at this stage. Corrections will follow later.
The Structure
1. Executive Summary
The executive summary serves a similar purpose as the abstract of an academic essay. It is a robust yet concise synopsis of the subject of the report, containing its purpose and findings (thesis).
2. Introduction
This is where you give background information about the topic of the report. It is somewhat more elaborate than the executive summary and explains in more detail what the report is all about. Your introduction should also contain your thesis.
3. Body
Here is where you provide the necessary findings and related information as well as discuss the subject under review. The body is also subdivided into sections in line with your outline. This section is usually the largest portion of reports and writings in general. Discuss your findings in detail.
4. Conclusion
Write the noticeable trend of the discussion and findings. What judgment or inference can be made from the findings?
What to Include
- Title page: for easy identification.
- Table of content: to easily locate headings and pages.
- Page numbers: helps to easily locate pages and find missing pages in the case of a mix-up.
- References: to give credibility to the information and data provided.
If you want to improve your report writing skills and upgrade your CV, apply for Professional Certificate in Effective Report Writing Skills.
Image source: Pixabay
