Report Writing: Format, Types & Process

REPORT  Definition 1. A report is a document that presents information in an organized format for a specific audience and purpose. Reports are almost always in the form of written documents. 2. Report is any informational work made with an intention to relay information...

REPORT  Definition 1. A report is a document that presents information in an organized format for a specific audience and purpose. Reports are almost always in the form of written documents. 2. Report is any informational work made with an intention to relay information or recounting certain events in a presentable manner.  Process For Report Writing To bring up an effective report, the right process has to be followed. Here are seven steps to undertake best report writing process. 1. Decide the Objective: Like any other process, report writing sets its base on the purpose, why a report is being created. With a clear objective ahead, it helps report writer to stay focused and produce quality report that is easier to engage the reader.  2. Understand Your Audience: Right understanding of the audience definitely leads to a quality report, with an understanding, a writer can alter the use of language, data incorporated and supporting material that can uplift the indulgence for the set audience. Having a personal touch as per the audiences’ preference can help produce ideas based on their choice. With an understanding writer can present the report that suits their preference.  3. Report Format and Types For a report to be an effective communication tool, it must follow a particular format or type. Deciding on parameters like, written report or presentation; what type – formal, informal, financial, annual, technical, fact-finding or problem-solving report; design templates if any available.  4. Collect the Facts and Data Adding figures, facts and data adds credibility to the report and strengthens the argument. Adding data or facts brings along a crucial responsibility to cite or mention the sources, like interviews, articles, sayings, articles, etc. 5. Structure the Report: A report typically has four elements, the executive summary (this is written after the report is finished), introduction (this includes the structure of the report and table of contents), body (main text and report is occupied in this portion), conclusion (this is a binding portion that brings all the elements of the report into a systematical end).  6. Readability The readability part is definitely a crucial aspect as it becomes a must to make the report enjoyable and accessible to read. A great navigation is the best way to make the reader take a uniformed path through the information flow. Adding proper formatting (h1, h2, h3…), graphics/visuals, break up of long text into shorter for better read and giving the text in report writing structure with bullet points for better understanding  7. Edit The initial draft of report writing is never perfect (at least 90% of times). This calls for edition and revision of the content. Best practice can be keeping aside the report document for few days and then once more start working over it again or ask a fellow member to review or proofread it for you. Also while you edit or get it edited, make sure you keep writing samples handy. These samples can act as a guideline.