Some academic assignments ask for a ‘report’, rather than an essay, and students are often confused about what that really means.
Likewise, in business, confronted with a request for a ‘report’ to a senior manager, many people struggle to know what to write.
Confusion often arises about the writing style, what to include, the language to use, the length of the document and other factors.
This page aims to disentangle some of these elements, and provide you with some advice designed to help you to write a good report.
What is a Report?
In academia there is some overlap between reports and essays, and the two words are sometimes used interchangeably, but reports are more likely to be needed for business, scientific and technical subjects, and in the workplace.
Whereas an essay presents arguments and reasoning, a report concentrates on facts.
Essentially, a report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured.
Requirements for the precise form and content of a report will vary between organisation and departments and in study between courses, from tutor to tutor, as well as between subjects, so it’s worth finding out if there are any specific guidelines before you start.
Reports may contain some or all of the following elements:
- A description of a sequence of events or a situation;
- Some interpretation of the significance of these events or situation, whether solely your own analysis or informed by the views of others, always carefully referenced of course (see our page on Academic Referencing for more information);
- An evaluation of the facts or the results of your research;
- Discussion of the likely outcomes of future courses of action;
- Your recommendations as to a course of action; and
Not all of these elements will be essential in every report.
If you’re writing a report in the workplace, check whether there are any standard guidelines or structure that you need to use.
For example, in the UK many government departments have outline structures for reports to ministers that must be followed exactly.
Sections and Numbering
A report is designed to lead people through the information in a structured way, but also to enable them to find the information that they want quickly and easily.
Reports usually, therefore, have numbered sections and subsections, and a clear and full contents page listing each heading. It follows that page numbering is important.
Modern word processors have features to add tables of contents (ToC) and page numbers as well as styled headings; you should take advantage of these as they update automatically as you edit your report, moving, adding or deleting sections.
Getting Started: prior preparation and planning
The structure of a report is very important to lead the reader through your thinking to a course of action and/or decision. It’s worth taking a bit of time to plan it out beforehand.
Step 1: Know your brief
You will usually receive a clear brief for a report, including what you are studying and for whom the report should be prepared.
First of all, consider your brief very carefully and make sure that you are clear who the report is for (if you're a student then not just your tutor, but who it is supposed to be written for), and why you are writing it, as well as what you want the reader to do at the end of reading: make a decision or agree a recommendation, perhaps.
Step 2: Keep your brief in mind at all times
During your planning and writing, make sure that you keep your brief in mind: who are you writing for, and why are you writing?
All your thinking needs to be focused on that, which may require you to be ruthless in your reading and thinking. Anything irrelevant should be discarded.
As you read and research, try to organise your work into sections by theme, a bit like writing a Literature Review.
Make sure that you keep track of your references, especially for academic work. Although referencing is perhaps less important in the workplace, it’s also important that you can substantiate any assertions that you make so it’s helpful to keep track of your sources of information.
The Structure of a Report
Like the precise content, requirements for structure vary, so do check what’s set out in any guidance.
However, as a rough guide, you should plan to include at the very least an executive summary, introduction, the main body of your report, and a section containing your conclusions and any recommendations.
The executive summary or abstract, for a scientific report, is a brief summary of the contents. It’s worth writing this last, when you know the key points to draw out. It should be no more than half a page to a page in length.
Remember the executive summary is designed to give busy 'executives' a quick summary of the contents of the report.
The introduction sets out what you plan to say and provides a brief summary of the problem under discussion. It should also touch briefly on your conclusions.
Report Main Body
The main body of the report should be carefully structured in a way that leads the reader through the issue.
You should split it into sections using numbered sub-headings relating to themes or areas for consideration. For each theme, you should aim to set out clearly and concisely the main issue under discussion and any areas of difficulty or disagreement. It may also include experimental results. All the information that you present should be related back to the brief and the precise subject under discussion.
If it’s not relevant, leave it out.
Conclusions and Recommendations
The conclusion sets out what inferences you draw from the information, including any experimental results. It may include recommendations, or these may be included in a separate section.
Recommendations suggest how you think the situation could be improved, and should be specific, achievable and measurable. If your recommendations have financial implications, you should set these out clearly, with estimated costs if possible.
A Word on Writing Style
When writing a report, your aim should be to be absolutely clear. Above all, it should be easy to read and understand, even to someone with little knowledge of the subject area.
You should therefore aim for crisp, precise text, using plain English, and shorter words rather than longer, with short sentences.
You should also avoid jargon. If you have to use specialist language, you should explain each word as you use it. If you find that you’ve had to explain more than about five words, you’re probably using too much jargon, and need to replace some of it with simpler words.
Consider your audience. If the report is designed to be written for a particular person, check whether you should be writing it to ‘you’ or perhaps in the third person to a job role: ‘The Chief Executive may like to consider…’, or ‘The minister is recommended to agree…’, for example.
A Final Warning
As with any academic assignment or formal piece of writing, your work will benefit from being read over again and edited ruthlessly for sense and style.
Pay particular attention to whether all the information that you have included is relevant. Also remember to check tenses, which person you have written in, grammar and spelling. It’s also worth one last check against any requirements on structure.
For an academic assignment, make sure that you have referenced fully and correctly. As always, check that you have not inadvertently or deliberately plagiarised or copied anything without acknowledging it.
Finally, ask yourself:
“Does my report fulfil its purpose?”
Only if the answer is a resounding ‘yes’ should you send it off to its intended recipient.
What is a research paper? A research paper is a piece of academic writing based on its author’s original research on a particular topic, and the analysis and interpretation of the research findings. It can be either a term paper, a master’s thesis or a doctoral dissertation. This Chapter outlines the logical steps to writing a good research paper. To achieve supreme excellence or perfection in anything you do, you need more than just the knowledge. Like the Olympic athlete aiming for the gold medal, you must have a positive attitude and the belief that you have the ability to achieve it. That is the real start to writing an A+ research paper.
STEP 1. HOW TO START A RESEARCH PAPER? CHOOSE A TOPIC
Choose a topic which interests and challenges you. Your attitude towards the topic may well determine the amount of effort and enthusiasm you put into your research.
Focus on a limited aspect, e.g. narrow it down from “Religion” to “World Religion” to “Buddhism”. Obtain teacher approval for your topic before embarking on a full-scale research. If you are uncertain as to what is expected of you in completing the assignment or project, re-read your assignment sheet carefully or ASK your teacher.
Select a subject you can manage. Avoid subjects that are too technical, learned, or specialized. Avoid topics that have only a very narrow range of source materials.
STEP 2. FIND INFORMATION
Surf the Net.
For general or background information, check out useful URLs, general information online, almanacs or encyclopedias online such as Britannica. Use search engines and other search tools as a starting point.
Pay attention to domain name extensions, e.g., .edu (educational institution), .gov (government), or .org (non-profit organization). These sites represent institutions and tend to be more reliable, but be watchful of possible political bias in some government sites. Be selective of .com (commercial) sites. Many .com sites are excellent; however, a large number of them contain advertisements for products and nothing else. Network Solutions provides a link where you can find out what some of the other extensions stand for. Be wary of the millions of personal home pages on the Net. The quality of these personal homepages vary greatly. Learning how to evaluate websites critically and to search effectively on the Internet can help you eliminate irrelevant sites and waste less of your time.
The recent arrival of a variety of domain name extensions such as .biz (commercial businesses), .pro, .info (info on products / organizations), .name, .ws (WebSite), .cc (Cocos Island) or .sh (St. Helena) or .tv (Tuvalu) may create some confusion as you would not be able to tell whether a .cc or .sh or .tv site is in reality a .com, a .edu, a .gov, a .net, or a .org site. Many of the new extensions have no registration restrictions and are available to anyone who wishes to register a distinct domain name that has not already been taken. For instance, if Books.com is unavailable, you can register as Books.ws or Books.info via a service agent such as Register.com.
To find books in the Library use the OPAC (Online Public Access Catalog).
Check out other print materials available in the Library:
- Almanacs, Atlases, AV Catalogs
- Encyclopedias and Dictionaries
- Government Publications, Guides, Reports
- Magazines, Newspapers
- Vertical Files
- Yellow Pages, Zip or Postal Code and Telephone Directories
Check out online resources, Web based information services, or special resource materials on CDs:
- Online reference materials (including databases, e.g. SIRS, ProQuest, eLibrary, etc.)
- Google Scholar
- Wall Street Executive Library
- Index to Periodicals and Newspapers (e.g. MagPortal.com, OnlineNewspapers.com, etc.)
- Answers.com – an online dictionary and encyclopedia all-in-one resource that you can install on your computer free of charge and find one-click answers quickly.
- Encyclopedias (e.g.Britannica, Canadian Encyclopedia, etc.)
- Magazines and Journals
- International Public Library
- Subject Specific software (e.g. discovering authors, exploring Shakespeare, etc.)
Check out public and university libraries, businesses, government agencies, as well as contact knowledgeable people in your community.
Read and evaluate. Bookmark your favorite Internet sites. Printout, photocopy, and take notes of relevant information.
As you gather your resources, jot down full bibliographical information (author, title, place of publication, publisher, date of publication, page numbers, URLs, creation or modification dates on Web pages, and your date of access) on your work sheet, printout, or enter the information on your laptop or desktop computer for later retrieval. If printing from the Internet, it is wise to set up the browser to print the URL and date of access for every page. Remember that an article without bibliographical information is useless since you cannot cite its source.
STEP 3. MAKE YOUR THESIS STATEMENT
Most research papers normally require a thesis statement. If you are not sure, ask your teacher whether your paper requires it.
A thesis statement is a main idea, a central point of your research paper. The arguments you provide in your paper should be based on this cenral idea, that is why it is so important. Do some critical thinking and write your thesis statement down in one sentence. Your research paper thesis statement is like a declaration of your belief. The main portion of your essay will consist of arguments to support and defend this belief.
A thesis statement should be provided early in your paper – in the introduction part, or in the second paragraph, if your paper is longer.
It is impossible to create a thesis statement immediately when you have just started fulfilling your assignment. Before you write a thesis statement, you should collect, organize and analyze materials and your ideas. You cannot make a finally formulated statement before you have completed your reseach paper. It will naturally change while you develop your ideas.
Stay away from generic and too fuzzy statements and arguments. Use a particular subject. The paper should present something new to the audience to make it interesting and educative to read.
Avoid citing other authors in this section. Present your own ideas in your own words instead of simply copying from other writers.
A thesis statement should do the following:
- Explain the readers how you interpret the subject of the research
- Tell the readers what to expect from your paper
- Answer the question you were asked
- Present your claim which other people may want to dispute
Make sure your thesis is strong.
If you have time and opportunity, show it to your instructor to revise. Otherwise, you may estimate it yourself.
You must check:
- Does my statement answer the question of my assignment?
- Can my position be disputed or opposed? If not, maybe you have just provided a summary instead of creating an argument.
- Is my statement precise enough? It should not be too general and vague.
- Does it pass a so-called “so what” test? Does it provide new/interesting information to your audience or does it simply state a generic fact?
- Does the body of my manuscript support my thesis, or are they different things? Compare them and change if necessary. Remember that changing elements of your work in the process of writing and reviewing is normal.
A well-prepared thesis means well-shaped ideas. It increases credibility of the paper and makes good impression about its author.
More helpful hints about Writing a Research Paper.
STEP 4. MAKE A RESEARCH PAPER OUTLINE
A research paper basically has the following structure:
- Title Page (including the title, the author’s name, the name of a University or colledge, and the publication date)
- Abstract (brief summary of the paper – 250 words or less)
- Introduction (background information on the topic or a brief comment leading into the subject matter – up to 2 pages)
- Manuscript Body, which can be broken down in further sections, depending on the nature of research:
- Materials and Methods
- Results (what are the results obtained)
- Discussion and Conclusion etc.
- Tables, figures, and appendix (optional)
An outline might be formal or informal.
An informal outline (working outline) is a tool helping an author put down and organize their ideas. It is subject to revision, addition and canceling, without paying much attention to form. It helps an author to make their key points clear for him/her and arrange them.
Sometimes the students are asked to submit formal outlines with their research papers.
In a formal outline, numbers and letters are used to arrange topics and subtopics. The letters and numbers of the same kind should be placed directly under one another. The topics denoted by their headings and subheadings should be grouped in a logical order.
All points of a research paper outline must relate to the same major topic that you first mentioned in your capital Roman numeral.
Example of an outline:I. INTRODUCTION - (Brief comment leading into subject matter - Thesis statement on Shakespeare) II. BODY - Shakespeare's Early Life, Marriage, Works, Later Years A. Early life in Stratford 1. Shakespeare's family a. Shakespeare's father b. Shakespeare's mother 2. Shakespeare's marriage a. Life of Anne Hathaway b. Reference in Shakespeare's Poems B. Shakespeare's works 1. Plays a. Tragedies i. Hamlet ii. Romeo and Juliet b. Comedies i. The Tempest ii. Much Ado About Nothing c. Histories i. King John ii. Richard III iii. Henry VIII 2. Sonnets 3. Other poems C. Shakespeare's Later Years 1. Last two plays 2. Retired to Stratford a. Death b. Burial i. Epitaph on his tombstone III. CONCLUSION A. Analytical summary 1. Shakespeare's early life 2. Shakespeare's works 3. Shakespeare's later years B. Thesis reworded C. Concluding statement
The purpose of an outline is to help you think through your topic carefully and organize it logically before you start writing. A good outline is the most important step in writing a good paper. Check your outline to make sure that the points covered flow logically from one to the other. Include in your outline an INTRODUCTION, a BODY, and a CONCLUSION. Make the first outline tentative.
INTRODUCTION – State your thesis and the purpose of your research paper clearly. What is the chief reason you are writing the paper? State also how you plan to approach your topic. Is this a factual report, a book review, a comparison, or an analysis of a problem? Explain briefly the major points you plan to cover in your paper and why readers should be interested in your topic.
BODY – This is where you present your arguments to support your thesis statement. Remember the Rule of 3, i.e. find 3 supporting arguments for each position you take. Begin with a strong argument, then use a stronger one, and end with the strongest argument for your final point.
CONCLUSION – Restate or reword your thesis. Summarize your arguments. Explain why you have come to this particular conclusion.
STEP 5. ORGANIZE YOUR NOTES
Organize all the information you have gathered according to your outline. Critically analyze your research data. Using the best available sources, check for accuracy and verify that the information is factual, up-to-date, and correct. Opposing views should also be noted if they help to support your thesis. This is the most important stage in writing a research paper. Here you will analyze, synthesize, sort, and digest the information you have gathered and hopefully learn something about your topic which is the real purpose of doing a research paper in the first place. You must also be able to effectively communicate your thoughts, ideas, insights, and research findings to others through written words as in a report, an essay, a research or term paper, or through spoken words as in an oral or multimedia presentation with audio-visual aids.
Do not include any information that is not relevant to your topic, and do not include information that you do not understand. Make sure the information that you have noted is carefully recorded and in your own words, if possible. Plagiarism is definitely out of the question. Document all ideas borrowed or quotes used very accurately. As you organize your notes, jot down detailed bibliographical information for each cited paragraph and have it ready to transfer to your Works Cited page.
Devise your own method to organize your notes. One method may be to mark with a different color ink or use a hi-liter to identify sections in your outline, e.g., IA3b – meaning that the item “Accessing WWW” belongs in the following location of your outline:I. Understanding the Internet A. What is the Internet 3. How to "Surf the Net" b. Accessing WWW
Group your notes following the outline codes you have assigned to your notes, e.g., IA2, IA3, IA4, etc. This method will enable you to quickly put all your resources in the right place as you organize your notes according to your outline.
STEP 6. WRITE YOUR FIRST DRAFT
Start with the first topic in your outline. Read all the relevant notes you have gathered that have been marked, e.g. with the capital Roman numeral I.
Summarize, paraphrase or quote directly for each idea you plan to use in your essay. Use a technique that suits you, e.g. write summaries, paraphrases or quotations on note cards, or separate sheets of lined paper. Mark each card or sheet of paper clearly with your outline code or reference, e.g., IB2a or IIC, etc.
Put all your note cards or paper in the order of your outline, e.g. IA, IB, IC. If using a word processor, create meaningful filenames that match your outline codes for easy cut and paste as you type up your final paper, e.g. cut first Introduction paragraph and paste it to IA. Before you know it, you have a well organized term paper completed exactly as outlined.
If it is helpful to you, use a symbol such as “#” to mark the spot where you would like to check back later to edit a paragraph. The unusual symbol will make it easy for you to find the exact location again. Delete the symbol once editing is completed.
STEP 7. REVISE YOUR OUTLINE AND DRAFT
Read your paper for any content errors. Double check the facts and figures. Arrange and rearrange ideas to follow your outline. Reorganize your outline if necessary, but always keep the purpose of your paper and your readers in mind. Use a free grammar and proof reading checker such as Grammarly.
1. Is my thesis statement concise and clear?
2. Did I follow my outline? Did I miss anything?
3. Are my arguments presented in a logical sequence?
4. Are all sources properly cited to ensure that I am not plagiarizing?
5. Have I proved my thesis with strong supporting arguments?
6. Have I made my intentions and points clear in the essay?
Re-read your paper for grammatical errors. Use a dictionary or a thesaurus as needed. Do a spell check. Correct all errors that you can spot and improve the overall quality of the paper to the best of your ability. Get someone else to read it over. Sometimes a second pair of eyes can see mistakes that you missed.
1. Did I begin each paragraph with a proper topic sentence?
2. Have I supported my arguments with documented proof or examples?
3. Any run-on or unfinished sentences?
4. Any unnecessary or repetitious words?
5. Varying lengths of sentences?
6. Does one paragraph or idea flow smoothly into the next?
7. Any spelling or grammatical errors?
8. Quotes accurate in source, spelling, and punctuation?
9. Are all my citations accurate and in correct format?
10. Did I avoid using contractions? Use “cannot” instead of “can’t”, “do not” instead of “don’t”?
11. Did I use third person as much as possible? Avoid using phrases such as “I think”, “I guess”, “I suppose”
12. Have I made my points clear and interesting but remained objective?
13. Did I leave a sense of completion for my reader(s) at the end of the paper?
The Elements of Style, Fourth Edition, by William Strunk, Jr.
For an excellent source on English composition, check out this classic book by William Strunk, Jr. on the Elements of Style. Contents include: Elementary Rules of Usage, Elementary Principles of Composition, Words & Expressions Commonly Misused, An Approach to Style with a List of Reminders: Place yourself in the background, Revise and rewrite, Avoid fancy words, Be clear, Do not inject opinion, Do not take shortcuts at the cost of clarity, … and much more. Details of The Elements of Style by William Strunk, Jr. partially available online at Bartleby.com. Note: William Strunk, Jr. (1869–1946). The Elements of Style was first published in 1918.
There is also a particular formatting style you must follow. It depends on the field of your studies or the requirements of your University/supervisor.
There are several formatting styles typically used. The most commonly used are the APA style and the MLA style. However, there are such style guides as the Chicago Manual of Style, American Medical Association (AMA) Style, and more.
APA (American Psychological Association) style is mostly used to cite sources within the field of social sciences. The detailed information can be found in Publication Manual of the American Psychological Association, (6th ed., 2nd printing).
MLA (Modern Language Association) style is most commonly used for the liberal arts and humanities. The most recent printed guide on it is the MLA Handbook (8th ed.). Instead of providing individual recommendations for each publishing format (printed, online, e-books etc.), this edition recommends a single universal set of guidelines, which writers can apply to any kind of source.
You should necessarily ask your instuctor which formatting style is required for your paper and format it accordingly before submitting.
STEP 8. TYPE FINAL PAPER
All formal reports or essays should be typewritten and printed, preferably on a good quality printer.
Read the assignment sheet again to be sure that you understand fully what is expected of you, and that your essay meets the requirements as specified by your teacher. Know how your essay will be evaluated.
Proofread final paper carefully for spelling, punctuation, missing or duplicated words. Make the effort to ensure that your final paper is clean, tidy, neat, and attractive.
Aim to have your final paper ready a day or two before the deadline. This gives you peace of mind and a chance to triple check. Before handing in your assignment for marking, ask yourself: “Is this the VERY BEST that I can do?”