Steps for How to Write a Report

A report is an official document detailing information on a focused topic related to your occupation. The report is often for a specific audience concerned with the same issues and who usually also has some background experience in the topic. Reports typically seek to analyze a situation or question; present some factual information in the form of data, figures, and evidence; and make some recommendations or form some conclusions. Reports are logically organized, clear, and structured in a way that makes them easy to read.

A report should have detailed information about the topic or problem it addresses. In your written communication, include as much factual information and evidence as possible, particularly if there are recommendations or opinions based on the information presented. Any opinions mentioned within it will need to be supported and defended based upon the data contained within the report. Generally, you will want to include the following within a report.

• Financial data: Focusing on as much quantifiable information as you can for a report is a good way to gauge the type of information you will need. Depending on the topic or questions addressed within your report, you may need more or less. For most business reports, consider starting with financial information. Seek quarterly reports, usually the most recent is best, which contain flow sheets, income statements and balance sheets. These can provide a quick snapshot of the health of a company.
• Performance data: Performance indicators are different for each business but can help to gauge the effectiveness of each organization or individual departments within an organization. Increases in sales, personnel turnover, or training courses can all provide crucial information.
• Visuals: Any form of graphs or charts that can help the reader visualize the information better is advisable. When presenting findings in particular, graphs and pictures can serve as quick references and might even help to surface new information.
• Interviews: If your report asks for personal interviews, stories, or opinions you may need to include this information as well. Include any surveys you may have collected during the research process to help inform your reader.
• Resources: Including information on where you acquired your data is a best practice when presenting any sort of findings. It allows your reader to quickly reference the same data and statistics your report does and helps to confirm the validity of your assertions.

Although the reason for your report, along with your industry, will help to focus your written report and guide much of the information in it, there are some specific steps that you can follow to create a quality report. Follow these steps to write a report.

1. Identify your purpose. Make sure you know your topic well and have a very focused idea of how to approach your question or problem. The more concise and focused your question the more in-depth and informative your report will prove to be.
2. Know your audience. Be sure to write in an authentic, authoritative, and professional tone. You will likely be writing for a supervisor or colleagues, and your tone should be respectful. Additionally, because they work in the same sector, some information will be common knowledge so you will not likely have to be defining industry-specific terminology
3. Conduct your research. Look up primary sources and gather all the documents you need to inform your report. This data will form the bulk of the report and be the basis for which you make any final assertions. Your research should be grounded in the most reliable sources and should be primary sources whenever possible. The more authentic your resources and documentation, the more grounded and valid your final assertions will be.
4. Identity relevant information. During the research process, you will likely discover that some data is not relevant to your topic. Consider excluding the data that does not pertain to your report, but be sure to be clear and honest. Do not withhold information from your audience for purposes of persuasion.
5. Organize your ideas. Decide on a logical organization of ideas to present your information. You will want to have a simple flow and have any graphics placed in the appropriate areas to enhance the evidence presented. Be sure to label the graphics and choose colors that work together for ease of reading.
6. Present conclusions or recommendations. Consider making any recommendations or stating your conclusive opinions at the end of the report. Your statements should be grounded in and easily supported by the evidence presented within your report.
7. Review your work. Be certain to double-check the facts, data, statistics, and within your work. Additionally, proofread for any writing or grammar errors to ensure there is a clear message in your work. You may decide to include sub-headings to help with the readability of the report if it is lengthy. It can also be a good idea to ask someone else to help you review your work and provide some feedback on the logical progression of ideas and the presentation of facts. They should be connected and that connection should be clearly stated within the report.