The Art of Report
Writing
Whether for academic or professional purposes, mastering the art of report
writing is essential!
What is a Report?
A report is a written document that presents factual information, findings, analysis, and recommendations
on a specific topic or subject matter. Reports are typically structured and organized to convey information
in a clear and concise manner, often with the aim of informing or influencing decision-making.
Key characteristics of a report include:
Objectivity: Reports are expected to present information objectively, without personal bias or opinion.
They focus on facts, data, analysis, and evidence-based findings.
Audience Focus: Reports are tailored to specific audiences and stakeholders who require the
information to make informed decisions or gain knowledge on a particular topic
Recommendations and Actionable Insights: Reports often include recommendations based on the
findings and analysis. These recommendations are actionable suggestions for addressing problems,
improving processes, or making informed decisions based on the research or investigation conducted.
Structure of a Professional Report
Step 3:
Step 1: Step 5:
Your
Introduction Recommendation
understanding of
the topic
1 2 3 4 5 6
Step 2: Step 4: Step 6:
Literature Review Analysis & Visual Conclusion
Aids
Step 1: Introduction
Define the scope and boundaries of your report topic
Identify the key concepts and themes within the topic
Determine the purpose and objectives of your report
Step 2: Literature Review
Conduct an extensive literature review to gather relevant information and sources
Use academic databases, scholarly journals, books, and reputable online sources like google scholar
and jstor.
Take notes and organize the information effectively for future reference e.g. the use of MS Excel
Evaluate the credibility and reliability of the sources
Step 3: Your understanding of the topic
& Body Paragraphs
Description of data that was given
Tell about your data cleaning skills
Steps and assumptions you took/made
Ensure logical flow and coherence
Step 4: Analysis & Visual Aids
Analyze data and find answers to the given questions
Explain how did you get to the answers, what methods did you adopt?
The insights that have been generated - you can make sub-sections of each and explain them
Incorporate relevant visual aids such as charts, graphs, pivot tables, or diagrams to enhance
understanding and clarity through screenshots or importing it from the tool being used
Ensure that the visual aids are properly labeled and referenced within the report
Step 5: Recommendations
Use Evidence: Ensure that your recommendations are supported by the data, analysis, and findings
presented in the earlier sections of the report. Refer to specific sections or findings to justify each
recommendation.
Prioritize Recommendations: If you have multiple recommendations, prioritize them based on
importance, feasibility, and urgency. This helps the reader understand which actions should be taken
first.
Be Specific: Each recommendation should be specific and actionable.
Step 6: Conclusion
Summarizing the whole report and giving future outlook of the topic.
Ensure that the visual aids are properly labeled and referenced within the report
Include a reference list or bibliography that follows the appropriate citation style (e.g., APA, MLA)
How to Cite?
Use the appropriate citation style recommended by your institution or
discipline (e.g., APA, MLA, Chicago).
Identify the type of source (e.g., book, journal article, website) and follow
the specific citation format for that type.
Include all the necessary information for each citation element, such as
author(s), title, publication date, publisher, page numbers, URL, and DOI.
Use in-text citations to acknowledge the sources directly within the text
of your report.
Create a comprehensive reference list or bibliography at the end of your
report, listing all the sources cited in a standardized format.
Formatting
Margins: 1 inch all sides
Font size: 12
Font type: Times New Roman, Calibri, Arial
Spacing: 1.5 or 2
Tools: Word, Google Doc, Canva
Examples of Reports
Health Analytics Report Smart Cities Report
Activity
Write a report on any of the following topic:
1. Education: Primary and Secondary Enrolment Rates in 3 major provinces in Pakistan vs. India
2. Energy: Consumption and Generation in Pakistan over the last 30 years.
3. Transportation: Impact of Metro Bus on Lives of People Living in Islamabad and Rawalpindi
4. Health: Standards of Living in Pakistan Before and After COVID-19
