📑 Report Writing Guidelines
1. 🔎 What is a Report?
A report is a formal, structured piece of writing that presents information on a specific
topic. It is based on facts, research, and analysis. Reports are used in academics, business,
government, science, and daily communication to:
● Inform
● Explain
● Recommend
● Record events
● Aid decision-making
Reports are always:
● Clear (easy to understand)
● Objective (facts, not personal bias)
● Structured (organized into sections with headings/subheadings)
2. 🏗️ Structure of a Report
A good report usually follows this order (though some elements vary by context):
a) Title Page
● Title of the report
● Author’s name / designation
● Date
● Institution / organization
b) Abstract / Executive Summary
● 1 paragraph (or 150–200 words)
● A short summary of the purpose, method, main findings, and conclusion.
c) Table of Contents (for long reports)
● List of sections, sub-sections, and page numbers.
d) Introduction
● Background information
● Purpose of the report
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● Scope (what is covered)
● Limitations (what is not covered)
e) Methodology (if applicable)
● How the information was collected: surveys, interviews, observations, secondary
data.
● Tools used: questionnaires, research papers, statistics.
f) Findings / Results
● Present information collected in a logical order.
● Use tables, charts, graphs, or bullet points for clarity.
g) Discussion / Analysis
● Interpret the findings.
● Highlight patterns, comparisons, or significance.
● Explain what the results mean.
h) Conclusions
● Main points that arise from findings and discussion.
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● Answer the research question or purpose.
i) Recommendations (if required)
● Actionable suggestions based on conclusions.
● Should be practical and specific.
j) References / Bibliography
● Cite all sources (APA, MLA, Harvard, etc. depending on context).
k) Appendices (if needed)
● Extra material like raw data, questionnaires, interview transcripts.
3. Types of Reports
1. Informational Reports – Present facts only, no analysis.
Example: Annual school magazine, attendance reports.
2. Analytical Reports – Present facts + interpretation.
Example: Market analysis, survey reports.
3. Research Reports – Based on systematic investigation.
Example: Scientific reports, dissertations.
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4. Business Reports – Professional, used for decision-making.
Example: Feasibility reports, project reports.
5. News / Event Reports – Narrate events in a factual sequence.
Example: Accident report, school function report.
4. 🖊️ Language & Style
● Use formal language (no slang, contractions, or casual tone).
● Be concise – avoid long, unnecessary sentences.
● Use third person (e.g., “The report states…” not “I think…”).
● Use passive voice often (“It was observed that…”).
● Stick to facts and evidence, not personal opinions.
● Be objective (avoid bias).
Example:
Wrong: “I feel the event was poorly organized.”
Correct: “The event faced challenges due to lack of planning, as evident from delays in
schedule.”
5. Formatting Guidelines
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● Font: Clear and readable (Times New Roman / Arial, 12pt).
● Line spacing: 1.5 or double.
● Margins: Standard (1 inch all sides).
● Headings: Bold / underlined.
● Numbered subheadings for organization (e.g., 1.0, 1.1, 1.2).
● Use bullet points or numbering for lists.
● Tables, figures, and charts should be labeled and referenced in the text.
● Proofread for grammar and spelling errors.
7. Example Outline
Title: Report on the Annual Science Exhibition 2025
Introduction:
The Science Exhibition was held on 10th August 2025 at XYZ School. The purpose was to
encourage scientific creativity among students.
Methodology:
Data was collected through observation and interviews with participants.
Findings:
● 120 students participated.
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● Top themes: Robotics, Renewable Energy, AI.
● Judges from local university attended.
Discussion:
Participation increased by 30% compared to last year, showing rising interest. Robotics
projects attracted most attention.
Conclusion:
The exhibition was a successful event promoting science awareness.
Recommendations:
● Expand event to include inter-school participation.
● Provide more funding for robotics projects.
8. Practical Tips
● Always draft a rough outline before writing.
● Keep paragraphs short and clear.
● If writing for exams: stick to word limits.
● In professional settings: tailor reports to your audience (teachers, clients,
managers, government).
● Revise at least once for coherence.
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