What Is a Report?

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What Is a Report?

According to the Oxford English Dictionary, a report is a statement of the results of an investigation or any matter that provides definite information.

Reports are formal, structured documents written in a specific format. They don’t just present facts — they also explain how the information was collected.

Types of Reports

At university, you may need to write different types of reports depending on your course or subject. Common types include:

  • Laboratory reports

  • Technical reports

  • Work placement or industrial visit reports

  • Field trip or fieldwork reports

Although the purpose of each report may differ, all reports must:

  • Follow a clear and logical structure

  • Use formal, concise, and accurate language

  • Be carefully planned before writing

    Stages in Report Writing

    Writing a good report involves several key steps:

  1. Clarify your terms of reference – Understand what the report is about and what you are expected to do.

  2. Plan your work – Decide how to complete the report within the given time.

  3. Collect information – Gather relevant data, facts, or evidence.

  4. Organize and structure – Arrange the information logically.

  5. Write the first draft – Prepare a rough version of your report.

  6. Check and re-draft – Revise and improve your report before submission.

    Terms of Reference

    This means understanding the purpose and scope of your report.
    Ask yourself:

  • What exactly have I been asked to do?

  • Why am I writing this report?

Knowing your purpose helps you choose the right information and present it clearly.

    Planning Your Report

    Planning is essential for an effective and well-organized report.
    Here are some steps to follow:

  • Think about the report as a whole.

  • Break the writing task into smaller parts.

  • Decide how much time you have and set deadlines for each stage.

  • Create an outline structure before writing.

  • Allow extra time for two time-consuming tasks:

    • Collecting and selecting information

    • Checking and revising your report


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