Report Writing
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kashifellahi881Report Writing
Uploaded by
kashifellahi881Report Writing
Definition
A report is a written or spoken account that gives clear and organized information about
a specific topic, event, or issue. It presents facts, discusses problems, and suggests
possible solutions. Reports help readers understand a situation and make better
decisions.
Technical Report Writing – Definition
Technical report writing is the process of preparing a formal document that presents
technical, scientific, or research-based information in a clear and structured form.
It is used by engineers, scientists, researchers, and students to explain results of
experiments, findings, or technical work.
It focuses on clarity, accuracy, logical order, and objectivity — so that the reader can
easily understand complex information.
Structure of a Report
A well-organized report follows a clear structure so that readers can easily understand
the topic. It usually contains:
1. Introduction
The introduction gives background information and sets the purpose of the report.
It explains why the topic is important, what the report aims to achieve, and how the
information will be presented.
A good introduction also defines the main idea or question being discussed and tells the
reader what to expect in the following sections.
2. Problems
This part explains the key issues or challenges related to the topic.
It identifies what is going wrong, why it is happening, and who or what it affects.
A good problem section provides evidence, facts, or examples to help readers
understand the seriousness of the issue.
3. Possible Solutions
This section suggests practical and realistic ways to solve the problems.
Each solution should be clearly explained and supported by reasons or data.
It may also compare different solutions and recommend which one would work best.
The aim is to help the reader choose the most effective course of action.
Types of Report
1. Academic Report
• Written for educational purposes such as school, college, or university.
• Includes project reports, research papers, and study reports.
• Focuses on learning, understanding, and presenting knowledge clearly.
2. Business Report
• Used in companies and organizations to share information or results.
• Examples include annual reports, performance reports, and sales reports.
• Helps managers and employees make informed decisions.
3. Scientific Report
• Presents findings from scientific research or experiments.
• Includes data, observations, and conclusions based on evidence.
• Uses charts, tables, and graphs to support the results.
Parts (Fragments) of a Report
1. Executive Summary
• A short summary of the whole report.
• Explains the purpose, main findings, and key recommendations.
• Although written last, it appears at the beginning of the report.
2. Introduction
• Gives background and purpose of the report.
• Explains the scope, importance, and structure of the report.
• Defines key terms and tells the reader what will be discussed.
3. Main Body
• The most detailed and important part of the report.
• Divided into sections with headings and subheadings:
• (i) Problems: Discusses main issues and their causes.
Example: Lack of funds, poor planning, or weak communication.
• (ii) Solutions: Suggests ways to fix the problems.
Example: Training staff, using better equipment, or teamwork.
• (iii) Recommendations: Gives suggestions for future action.
Example: Regular follow-up meetings, improved supervision, and use of technology.
4. Conclusion
• Summarizes the key findings and ideas discussed.
• Explains what has been learned and what action is suggested.
• Ends with a final thought or a clear outcome.
A Good Report Should Have
1. Title Page
• Includes the title, writer’s name, institution, and date.
• Should look neat and professional.
2. Table of Contents
• Lists all sections and page numbers for quick reference.
• Helps the reader locate information easily.
3. Page Numbering
• All pages should be numbered correctly to maintain order.
4. Headings and Subheadings
• Divide the report into smaller sections.
• Make it easy to read and understand the information.
5. Citations / References / Bibliography
• Shows the sources of information used in the report.
• Helps to avoid plagiarism and gives credit to original writers.
6. Works Cited Page
• Contains a complete list of all books, articles, and websites used.
• Written in a proper reference style (APA, MLA, etc.).
7. Appendices (if needed)
• Extra material such as charts, graphs, survey forms, or data.
• Supports the main content but is placed at the end.
Importance of Report Writing
• Helps present ideas and results in an organized manner.
