Report is an objective communication of factual information that serves for business purposes.

Why we need to write a report?

In professional life, you need to have report writing skills. Like, I’m in the civil engineering field. Before starting any projects we need to make the DPR of those projects. For that, we need a basic skill of writing and need to follow the standard pattern/method. If you are working on any projects then either you need to write a daily/weekly work progress report.

Although there are various types of reports in our life that we encounter. We have a news report, a biology lab report, a physics experiment report, a technical report, etc.

If you are in construction field usually your superiors or boss, may need certain information regarding their business or construction, factory, lab, etc and there might come some problems and there is the need for information and suggestions to solve these problems.

In such a situation he/she will authorize certain people in his/her organization or outside to investigate the matter, submit him/her the required data and information, and also suggestions and recommendations to solve the problems. Therefore it is clear that we must identify and state the problems before we begin to write a report.

Write both positive and negative points on the report.

How to write a report?

Here, I divide the report into two parts so it will be easy to understand and write a report.

During the report writing process, you need to follow it.

• First part:- what we write on which page, what information they will get.
• Second parts:- which we write a report with data, conclusion, and references.

A) First Part of the report

1. Title:
   • The title is the first page or cover of the report that contains only the title of the report.
   • The title page presents the report title. It displays information essential to report’s identification.
   • It should include identification of the report writer, authorize or recipient of the report (to whom the report is written)
2. Acknowledgments:
   • Briefly thank people who offered help in collecting the information for the report.
   • This help may be from librarians, technicians, computer center staff, friends, family members, and others.
3. Abstract or executive summary:
   • It provides a summary of the entire work.
   • It should include a short statement of the main task, the methods used, a conclusion reached, and any recommendations to be made.
   • It should be concise, informative, and independent of the report by highlighting purpose, findings, and results.
4. Table of contents(TOC):
   • It is the list of main sections with their page numbers.
   • They help direct the reader to the key sections in the report and show the contents of the report in a logical order.
5. List of Tables and illustrations:
   • list any illustrations, graphs, tables, charts etc and their page numbers.
6. Appendices:
   • An appendix contains additional information related to the report.
   • If you use supplementary materials in the process of research or writing the report such as questionnaires, interview transcripts, a list of interviewees, survey forms, letters, maps, graphics, and photos, you will need appendices.

Note: Before going to the second part of the report. To write a good report you need to have good knowledge of that topic. Collect some numerical data as well as some facts related to the report topic.

B) Second Part of the Report

1. Introduction:
   • This is the background that may describe how the project came into being. It is the description of the report in detail.
2. Objective:
   • This section describes the main motto or objective to write the report.
   • Mention the aims and objectives to clarify the context of the report.
   • Explain why the report is requested.
   • Describe the scope of the subject matter in detail.
3. Methodology:
   • This section clearly states the method used for your investigation, identifying the design of your research and why this method was chosen.
   • It explains how data was gathered (interviews, surveys, observations, discussions, etc. so readers can see how relevant and thorough the writer has been in research.
4. Results or findings:
   • This section objectively reports the findings or results such as descriptions, statistical data, charts, and graphs.
   • Some of the ways to present results are tables, graphs, pie charts, bar charts, diagrams, etc.
5. Discussion:
   • This is the section in which results can be interpreted and analyzed drawing from the collected information.
   • Here is the identification of important issues, suggestions, and explanations of findings.
6. Conclusion and recommendation:
   • This is the section of the report which draws together the main issues.
   • It wraps up the report by summarizing key points but not introducing any new material.
   • It includes the writer’s logical assessment of what has been discovered.
   • The recommendation can put in a separate section or include them with a conclusion.
   • In recommendation, there is a possible solution to the problems identified in the report from the side of readers.
7. References:
   • There is the full list of books, articles, and internet sources you cite to write the report.
   • Here includes: author’s name and initials, date of publication, the title of the book, publisher, place of publication, page numbers.

In this way, you can write a report on any topic for any projects!!! 😀

If you have any confusion about report writing you can message us at Facebook page Ravi Dhami.