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UNIT 4 Report Writing Format

The document discusses the proper format for writing reports. It explains that reports are structured differently than essays in that they include headings and subheadings to organize information. The main sections of a report are the title, introduction, body, and conclusion. The introduction defines the problem and purpose, while the body presents facts in a clear manner. Proper formatting and writing style are also discussed to ensure the report is easy to read and understand. Different types of reports for academic, business, and technical purposes are outlined. Readers are provided guidance on preparing and planning a report with the goal of clearly communicating information to a specific audience.

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SARA ESTEFANIA HERNANDEZ ARBOLEDA
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© © All Rights Reserved
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138 views

UNIT 4 Report Writing Format

The document discusses the proper format for writing reports. It explains that reports are structured differently than essays in that they include headings and subheadings to organize information. The main sections of a report are the title, introduction, body, and conclusion. The introduction defines the problem and purpose, while the body presents facts in a clear manner. Proper formatting and writing style are also discussed to ensure the report is easy to read and understand. Different types of reports for academic, business, and technical purposes are outlined. Readers are provided guidance on preparing and planning a report with the goal of clearly communicating information to a specific audience.

Uploaded by

SARA ESTEFANIA HERNANDEZ ARBOLEDA
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Report Writing Format

Are you wondering how to write a report? Unlike an essay, which sets out to defend a
writer's view about a topic and does not have to feature headings, a report discusses a topic
in a structured, easy-to-follow format. Reports are divided into sections with headings and
subheadings.

Reports can be academic, technical, or business-oriented, and feature recommendations for


specific actions. Reports are written to present facts about a situation, project, or process
and will define and analyze the issue at hand. Ultimately, the goal of a report is to relay
observations to a specific audience in a clear and concise style. Let's review the proper
report writing format so you can craft a professional finished product.

Preparation and Planning


First, you should take some time to prepare and plan for your report. Before you start
writing, identify the audience. Your report should be written and tailored to the readers'
needs and expectations. When planning, ask yourself several questions to better understand
the goal of the report. Some questions to consider include:

 Who are the readers?


 What is the purpose of the report?
 Why is this report needed?
 What information should be included in the report?

Once you identify the basics of your report, you can begin to collect supporting
information, then sort and evaluate that information. The next step is to organize your
information and begin putting it together in an outline. With proper planning, it will be
easier to write your report and stay organized.
The main sections of a standard report are as follows.

Title

If the report is short, the front cover can include any information that you feel is
necessary, such as the author(s) and the date prepared. 

Introduction

The first page of the report needs to have an introduction. Here you will explain the
problem and inform the reader why the report is being made. You need to give a
definition of terms if you did not include these in the title section, and explain how
the details of the report are arranged.

Body

This is the main section of the report. The previous sections needed to be written in
plain English, but this section can include technical terms or jargon from your
industry. There should be several sections, each clearly labeled, making it easy for
readers to find the information they seek. Information in a report is usually
arranged in order of importance with the most important information coming first.
Alternatively, you might choose to order your points by complexity or time.

Conclusion

This is where everything comes together. Keep this section free of jargon as many
people will just read the summary and conclusion.

Report Presentation
You will want to present your report in a simple and concise style that is easy to
read and navigate. Readers want to be able to look through a report and get to the
information they need as quickly as possible. That way the report has a greater
impact on the reader.

There are simple formatting styles that can be used throughout your report that
will make it easy to read and look organized and presentable. For example:

 Font: Use just one font in your report. An easy-to-read font such as Arial or
Times New Roman is best for reports. Section headings can be a different
font from the main text if you prefer.
 Lists: Use lists whenever appropriate to break information into easy-to-
understand points. Lists can either be numbered or bulleted.
 Headings and Subheadings: You can use headings and subheadings
throughout your report to identify the various topics and break the text into
manageable chunks. These will help keep the report organized and can be
listed in the table of contents so they can be found quickly.

Report Writing Style


There are also some writing styles to consider:

 Keep It Simple. Don't try to impress; rather try to communicate.


Keep sentences short and to the point. Do not go into a lot of details unless
it is needed. Make sure every word needs to be there, that it contributes to
the purpose of the report.
 Mind Your Grammar. Read the report aloud and have someone proofread
it for you. Remember that the computer cannot catch all the mistakes,
especially with words like "red/read" or "there/their." You may even want to
wait a day after you write it to come back and look at it with fresh eyes.

Different Types of Reports


While the basics of any report are the same, there are notable differences between
academic, business, and technical reports.

 Academic Writing: The first thing to note is that academic writing is extremely


formal. Typically, it should be free of contractions and any sort of slang. It's also
important, generally, to write in the third person, eliminating pronouns like "I" and
"we."
 Business Writing: Business writing will also take on a formal tone. However, it's
allowed to be slightly less buttoned up. The goal in a business report is to present
new initiatives and "get things done." Here, things like contractions would be
permissible, along with ample imagery and data.
 Technical Writing: Technical reports focus on how to do something. While an
academic or even a business report will attempt to prove something, a technical
report is more descriptive in nature. Also, the report writing format for students and
professionals may cite facts and statistics to make their case, but technical reports
are more likely to follow a logical, step-by-step approach.
Activity

1. Write a report about one of these topics:


- A movie you watched
- A book you read
- A trip you made

2. It should be 200 to 300 words


3. It should contain
- Title
- Introduction
- Body
- Conclusion
4. Present it to the class. Use VISUAL INFO as pictures, graphs, mind-maps,
etc.
5. Obtain automatically + 0.5 points in one of your grades, if you do it good!
6. Prepare it for next class

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