Report Writing

Report writing is defined as the formal way of writing detailed on any topic. There are various kinds of reports, namely, Long Report and Short Reports, Internal and External Reports, Vertical and Lateral Reports, Periodic Reports, Proposal Reports, Functional Reports, etc. A report is written after detailed analysis and survey about a topic. The points are then noted down as it is without adding any own opinions to it. Report writing specifically presents facts and information specifically and no opinions are expressed here which is unlike essays. Simply put, it is a portrayal of facts. 

A report is written for a specific set of audience to relate. Therefore, knowing the reader’s motive is very important to state and prove facts that are required by them. There are cases where the audience requires suggestions on any specific case after a report of facts. Even with the inference, there is often used of tables, graphs, charts to provide support to the point mentioned. A report also contains appendices and have pre-defined layouts. Finally, a report has to provide a quick summary by addressing the highlights of the whole report. The structure of a report is very on point, crisp and clear. This is achieved by pointers, numbered heading and sub-headings. The sub-headings for a report are in order as Executive summary, table of contents, introduction, body, conclusion, references and appendices. 

The report should always begin with the table of contents. This gives information of the audience, author and the basic purpose of the report. 

The second page of the report must give the title of the report and an executive summary that is a paragraph or two that summarizes the report. This helps the reader to get a gist of the report and grab the main points without having to read the whole report during a lack of time. The summary must contain the three main points: (a) purpose of the report (b) the analysis and results (c) recommendations. These recommendations should be short and crisp. 

This page should also start with the title of the report and this is the first page that should be numbered on the page. The summary being 1 but not showing it on the report and this current page shall be numbered as 2. This page shall start with the title and continues by an introduction. The introduction sets the whole purpose of the report in place. It is always suggested that the content or the body of the report is always broken down into points. Any new logic can be a numbered sub-heading. The length of the body of the report shall be determined by the necessity to convey all the analysis and inferences. This should not exceed more than 10 pages. The table, charts or any figures in the report must be labelled and numbered. 

This is surface-level information about report writing. All the facts and information not only have to be bias-free but also have to be 100% correct. Always proofread and fact-check the report and this is considered as a thumb rule before submitting any report. This is a piece of broad information about report writing.

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Piyush values education and has studied from the top institutes of IIT Roorkee, IIM Bangalore, KTH Sweden and Tsinghua University in China. Post completing his MBA, he has worked with the world’s # 1 consulting firm, The Boston Consulting Group and focused on building sales and marketing verticals for top MNCs and Indian business houses.

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