Report Writing Format

Here are the main sections of the standard report writing format:

• Title Section – This includes the name of the author(s) and the date of report
preparation.

• Summary – There needs to be a summary of the major points, conclusions, and

recommendations. It needs to be short as it is a general overview of the report. Some
people will read the summary and only skim the report, so make sure you include all
the relevant information. It would be best to write this last so you will include
everything, even the points that might be added at the last minute.

• Introduction – The first page of the report needs to have an introduction. You will
explain the problem and show the reader why the report is being made. You need to
give a definition of terms if you did not include these in the title section, and explain
how the details of the report are arranged.

• Body – This is the main section of the report. There needs to be several sections,
with each having a subtitle. Information is usually arranged in order of importance
with the most important information coming first.

• Conclusion – This is where everything comes together. Keep this section free of
jargon as most people will read the Summary and Conclusion.

• Recommendations – This is what needs to be done. In plain English, explain your

recommendations, putting them in order of priority.

• Appendices – This includes information that the experts in the field will read. It has
all the technical details that support your conclusions.

Remember that the information needs to be organized logically with the most
important information coming first.

Pointers to score high in Report Writing

1. Use names and pronouns (I, he, her) when you write about yourself and others at
the scene. Avoid outdated expressions like “this officer” and “the abovementioned
person” or “official 1.”

There are certain people who advocate that use of impersonal terminology brings
in guaranteed objectivity and accuracy, but it not true. You have the same integrity
whether you are calling yourself “I” or “this officer.” And think about this: if you were
testifying in court, and sworn to tell the truth, you would use everyday language (“I,”
“me”) in your testimony. Follow the same practice in your reports.

2. Limit yourself to one idea per sentence.

Short, straightforward sentences are easy to read, understand and save time for
everyone. You will appreciate this time-saving tip when you are reviewing a report
to prepare for an important business meeting. Also, the longer a sentence is, the
more likely you are to make an error.

Short sentence and its structure in English generally begin with a noun, and the
grammar is simple. Complicated sentences, on the other hand, require complicated
punctuation, and they open the door to sentence errors.

Try to limit yourself to three commas per sentence. If a sentence has more than
three commas, it’s probably too complicated to be read easily, and it may contain
usage or punctuation errors.

3. Be as clear and specific as possible.

“Contacted” is vague: Did you visit, phone, or email the witness? “Residence” is
just as confusing: House, apartment or mobile home? Always strive for clarity.

4. Use simple language.

“Since” is easier to understand (and write) than “inasmuch as.” “Pertaining to” is a
fancy (and time-wasting) way to write “about.”

5. Stick to observable facts.

Conclusions, guesses, hunches, and other thought processes do not belong in a

report. Stick to the facts. A statement like “He was aggressive” won’t stand up in
court. You can, however, write “Jackson clenched his fists and kicked a chair.”

6. Write in paragraphs.
Organizing information in groups has two important benefits: Your report is more
logical, and it’s easier to read and understand later on.

7. Use active voice.

A widespread mistaken notion is that passive voice guarantees objectivity and

accuracy. However, it is not true. Writing a sentence like “A revolver was seen
under the nightstand” does not guarantee that you are telling the truth. It is much
simpler to just write “I saw a revolver under the nightstand.” That is what you would
prefer to read in the report submitted by someone else as well, isn’t it?

8. Use bullet style.

Bullet style is nothing but the style you have probably been writing shopping lists all
your life when your mother asks you to bring something from the grocery shop
nearby. Use the same format when you’re recording several pieces of related
information, like this:

Michael Jordan told me:

• He and Maria have been “fighting a lot”

• She was drunk when he came home from work

• She threw a package of frozen chicken at him

• He didn’t touch her

Formal business report example
Here's a sample formal business report that you can review as a guide:

Report on Staff Turnover in GHS Corporation

Submitted Aug. 8, 2019

Introduction

The human resources manager requested this report to examine the high turnover
rate of employees at GHS Corporation. The information in this report was gathered
by members of the human resources department over three months. The five-
member team analyzed administration records and working conditions, as well as
interviewed staff. In this report, recommendations are made to minimize the high
turnover rate among the staff working at GHS Corporation.

Background

GHS Corporation has been operating for 10 years. It employs 200 people, with most
of the employees tasked with processing fees for insurance clients. Despite
operating in a region with substantial unemployment, the annual turnover has been
between 60 to 65% every year.

Findings

The most significant issue found by the HR team when interviewing staff was the
lack of support to new mothers who require child care services to be able to come to
work. Employees mentioned their frustration at not having an in-house child care
system that could help them continue working.

Another issue mentioned by the staff was the lack of communication between
employees and upper management. They expressed their concerns about receiving
inconsistent and late instructions. They shared how they didn't know the main
business objectives which led them to lose interest in the company and their jobs.

Conclusions

The main issues that we found were as follows:

1. Lack of support to new mothers in regards to childcare

2. Lack of communication between the staff and upper management

Recommendations

To address these two main issues, we recommend the following steps be taken:
1. An in-house childcare center can be established at minimal cost to GHS,
encouraging mothers to return to work.

2. Each department should choose an employee ambassador to represent the

interests of staff in management meetings. This ambassador can express concerns
and relay outcomes to their teams to increase engagement.

EXAMPLES:

Q1. Write a Report for your school magazine describing a Cultural Fest held in your
school in which various schools of your city took part.

Ans:

REPORT
CULTURAL FEST
-Robin Dey

24 October 2014

On 22/ 10/2014, a colorful and memorable Cultural Fest was organized in our school.
This event was whole day long and was held in the auditorium of our school. In this
mega event, many schools from our city took part.

The grand show commenced by the arrival of various teams from schools. Then the
Chief Guest, the District Collector ,of our District, arrived with his wife. There was a
colourful welcome followed by lighting of the lamp. It was accompanied by a melodious
Saraswati Vandana , hailing the goddess of knowledge and wisdom. It was followed
by a welcome speech given by the Principal of our school. Then there was bouquet
presentation to the invited guests and the grand event began. It was a truly
mesmerizing show as the teams from various schools presented many programmes .
there was singing, dancing, poetry recitation, skits, mimicry, mono act shows, classical
and modern combination of several foot tapping numbers. Everyone sat glued to the
show. The Chief Guest praised the entire event a lot. He guided with his inspirational
words and inspired to do better . It was followed by the announcement of the winning
team , ABC School of our city. The team from our school bagged second position and
everyone complimented one another. It was followed by aformal vote of thanks and
the event concluded.

We really enjoyed a lot and dispersed with a sincere hope that such mega events
should be organized time and again giving the students a chance to display their
talents.
Q2. Write a Report for the newspaper describing a traffic jam in which you, along with
many, were trapped for many hours.

Ans:

REPORT
TRAFFIC JAM:A NUISANCE ON ROADS
-Shailey John
24 October 2014
Yesterday on 23/10/2014, the main highway connecting the two major suburbs of our
city witnessed a real chaos in the form of a traffic jam in which thousands of people
were caught for several hours,

It was around 5 pm in the evening and the office goers, the school buses of various
schools and traders along with many others were returning from the busy route. The
traffic was running smoothly but suddenly the vehicles came to an abrupt halt. There
was utter confusion among all. The traffic was not moving even an inch. Soon anger
erupted among many. Patience slowly melted and there was argument, heated talks,
and even several came out from their vehicles in anger. Fuming , everyone was
vexed to know the cause of that traffic jam. People were in hurry to reach their
destination but not even one traffic police officer could be seen in the vicinity. Then
some excited youngsters jumped into the scene and began clearing the scene. They
reached at the place where the halt had begun. A badly wounded person was seen
unconscious in damaged car. Situation was understood and immediately an
ambulance was called by onlookers. Within no time, the ambulance arrived followed
by the police too. It took two hours to clear the traffic. But finally the injured person
was taken in the ambulance, the damaged car was picked by the police and the
traffic moved.