Report
A report is a formal, factual, and organized piece of writing prepared to examine a problem,
present findings, and offer solutions. Unlike essays, reports follow a highly structured format
and aim to communicate information clearly to a specific audience. Reports may be short and
informal, such as accident or incident reports in the workplace, or long and formal, such as
government reports, project evaluations, or technical studies. The format of any report is
determined mainly by three factors: the audience, the information being presented, and the
purpose of the report.
Features of a Report
One of the main features of a report is that it is fact-based and objective. Reports rely on real
evidence, observations, and data rather than opinions. They are also highly organized, with
information divided into clear headings and sub-headings so the reader can easily follow the
logic. A report is purpose-driven, meaning its structure and content depend on whether it is
9
meant to investigate, evaluate, propose, or record an event. Another important feature is that a
8
report is written with the audience in mind. A reader unfamiliar with the situation needs more
7
background and detail, while internal readers may need only a concise summary. Reports often
6
include visual elements like tables, charts, and graphs to present data effectively. Finally,
5
reports must appear professional, using consistent formatting, clear presentation, and accurate
4
labeling.
3
2
1
Structure of a Report
Although reports may vary, most formal reports include the following major parts:
. Title Page
. Abstract/Executive Summary
. Table of Contents
. Introduction
. Discussion (Main Body)
. Conclusions
. Recommendations
. Appendices
. Bibliography
The Title Page presents the title of the report, the author, the date, and the person or
organization for whom the report is written. The Abstract or Executive Summary is a brief
overview that includes the purpose of the report, the methods used, the main findings, and the
major recommendations. It allows a quick understanding without reading the entire report. The
Table of Contents lists all sections and sub-sections with page numbers, giving the reader a
clear map of the report.
The Introduction sets the stage by explaining the background of the problem, the issues to be
discussed, and the scope and limitations of the study. The most detailed part is the Discussion,
where the data, evidence, and analysis are presented. This section may be arranged
chronologically, comparatively, or based on cause and effect, depending on the type of
information being discussed. After presenting and analyzing the data, the report moves to the
Conclusions, which summarize the main points and highlight the key findings. Finally, the
Recommendations suggest the best solution or course of action, supported by evidence from
the discussion. Appendices contain additional material such as raw data, detailed tables, or
technical explanations. The Bibliography lists the external sources used in preparing the report.
Content of a Report
The content of a report is shaped by its purpose, but it generally includes background
information, evidence, analysis, and solutions. Background information helps the reader
understand the context of the problem. The evidence may include observations, experiments,
interviews, or records, depending on the topic. After presenting the evidence, the writer must
analyze it systematically, often by comparing alternatives or examining causes and effects. A
good report also includes multiple possible solutions, each discussed with its advantages and
disadvantages. This analysis forms the basis for the final recommendations.
Style of Report Writing
Report writing uses a formal, clear, and concise style. The language must be objective, avoiding
emotional or opinionated expressions. Sentences should be short and direct, and technical terms
should be used only when necessary and explained when required. Headings and sub-headings
must follow a parallel structure, meaning they should have a consistent grammatical form.
Visuals such as tables and charts must be properly labeled and referred to within the text. The
tone should be professional and neutral, focusing on facts rather than personal views.
Context in Report Writing
Context plays an important role in determining how a report is written. The audience determines
how much explanation and background information are needed; for example, government reports
include extensive detail because they are intended for a wide audience. The purpose of the
report also shapes its content. An incident report must include names, dates, locations, injuries,
and damages, while a proposal must justify why the suggested method should be adopted. An
evaluation report must explain the criteria used for assessment. The nature of the information
also influences the structure. Complex reports require features like an abstract, table of
contents, and appendices, while shorter internal reports may omit these.
What is Sampling?
Sampling is the process of selecting a subset of individuals or units from a larger population so
that by studying the sample, we can make generalizations or conclusions about the entire
population.
Sampling is used because studying the whole population is often time-consuming, expensive,
and impractical.
Types of Sampling
Sampling is broadly divided into two main categories:
1. Probability Sampling
In probability sampling, every member of the population has a known, non-zero chance of
being selected.
It is used when researchers want high accuracy, generalizability, and representation.
Common types:
● Simple Random Sampling
● Systematic Sampling
● Stratified Sampling
● Cluster Sampling
● Multi-stage Sampling
2. Non-Probability Sampling
In non-probability sampling, the probability of selecting each member is unknown.
It is used when:
● the population is hard to access,
● research is exploratory, or
● detailed, in-depth information is needed rather than generalization.
Common types:
● Purposive Sampling
● Convenience Sampling
● Quota Sampling
● Snowball Sampling
● Judgement Sampling
Purposive Sampling
Purposive sampling, also called judgmental sampling, is a type of non-probability sampling
where the researcher intentionally selects participants who are most relevant to the research
purpose.
The selection is based on the researcher’s judgment, experience, or knowledge about the
population.
Key Features
● Participants are chosen purposefully because they have specific characteristics or
information needed.
● Not every member of the population has an equal chance of being selected.
● Common in qualitative research, case studies, and studies focusing on experts, specific
groups, or rare subjects.
Example
If a study explores challenges faced by cancer survivors, the researcher will directly select
cancer survivors rather than sampling randomly from the general population.
Advantages
● Provides rich, detailed, relevant data.
● Useful for studying specialized populations.
● Saves time and resources.
Limitations
● Findings may not be generalizable.
● Researcher bias may influence selection.
Convenience Sampling
Convenience sampling is a non-probability sampling technique where participants are selected
based on easy accessibility, availability, or proximity to the researcher.
Key Features
● Samples are chosen because they are easy to reach.
● Very common in student research due to lack of time and resources.
● Often used in exploratory studies, pilot studies, and early-stage research.
Example
A researcher stands outside a supermarket and surveys the first 50 people who walk out. These
people are selected simply because they are convenient to access.
Advantages
● Quick, easy, and inexpensive.
● Good for pilot testing and generating initial ideas.
Limitations
● Highly biased, not representative of the population.
● Low generalizability.