Writing Reports
A report is a structured document that presents information, findings, or recommendations on a specific topic. Reports are common in business, academic, and technical contexts. Unlike essays, reports use clear headings and a logical format so readers can navigate directly to the sections they need.
Structure of a Report
Most professional reports follow this pattern:
| Section | Purpose |
|---|---|
| Title / Cover page | States subject, author, date |
| Executive Summary | Brief overview of findings and recommendations |
| Introduction | Background, purpose, and scope |
| Findings / Body | Data, analysis, main points in numbered sections |
| Conclusions | What the findings mean |
| Recommendations | Suggested next steps (if required) |
| Appendix | Supporting data, charts, references |
Not every report includes all sections. A short internal report may only need an introduction, findings, and a brief conclusion.
Language Features
Reports use formal, impersonal language. Avoid first-person statements where possible.
| Informal | Formal Report Style |
|---|---|
| I found out that… | The research indicates that… |
| We need to fix this. | It is recommended that… |
| The numbers went up. | Sales increased by 12% in Q3. |
| Things look good. | The results are broadly positive. |
Use passive constructions and hedging language to maintain objectivity: it was observed, the data suggest, it appears that.
Headings and Numbering
In longer reports, number your sections for easy reference:
1. Introduction
2. Findings
2.1 Sales Performance
2.2 Customer Feedback
3. Conclusions
4. RecommendationsUse concise, descriptive headings. Avoid vague titles like “Part Two” — write “2. Market Analysis” instead.
Presenting Data
Where possible, support claims with evidence:
- Include statistics, percentages, or dates.
- Reference tables or graphs: See Figure 1.
- Cite sources clearly in the body or a references section.
Keep your executive summary short — typically one paragraph. Many readers will read only this section before deciding whether to read the full report.
Common Mistakes
- Too much passive voice: Some is fine; excessive use becomes hard to read.
- Missing conclusions: Always draw a clear conclusion from your findings.
- Informal tone: Avoid contractions (don’t, can’t) and colloquial phrases.
- Unsupported claims: Back up every significant point with evidence or data.
Do not mix your findings with your conclusions. Present what you observed in the findings section, then interpret it separately in the conclusions.