Report writing is an indispensable part of your academic as well as, professional career. Writing a report could be an annoying task for you and you may want to avoid it - but the reality is that you have to prepare reports as soon as you step into the university campus. From your university life, writing reports will be a regular affair and, will continue till the end of your professional life. You have to write reports as a student which could range from writing the simple assignment report to writing a complicated technical assignment report. As a professional, you have to prepare reports for various departments for the work assigned to you as well as, you have to write report on the demand of the top management of your company. Thus, setting aside the headache developed by the task of report writing, it is better for you to develop the skills of writing proper report.
Writing a report does not mean that you will be writing answers to the questions asked by the management or you will be writing the details of the work assignment entrusted to you, either in the university or in the professional field. Report writing and professional proofreading proofreading is an art and you have to excel the art of writing the report in the most professional and effective way. The report writing should follow proper guidelines, otherwise not only the report may lose its professional approach, it may also be less effective in creating the intended impact on the target audience.
Guidelines of writing a report in most professional and effective manner:
- Before writing the report, you should first ask yourself about the purpose of the report. Why the report is required? For whom the report is being prepared and how the information generated by your report will be utilized by the authority?
- Understanding the character of the audience is very important for the report you have to generate. If you find that the audience has no knowledge about the subject matter, you should choose a simple language to write the report with a background to provide the basic knowledge about the topic, and if possible with examples relevant to the subject matter. However, if the report is meant for the persons with expert knowledge about the subject matter, you have to use technical terms to prepare the report accordingly, without trying to provide any preliminary knowledge about the topic.
- Before writing the report run a proper analysis of the task in your hand. You should make yourself sure about the purpose of the report, about the questions you have to answer, about the type of the audience (whether the report is meant for the manager in your workplace or the professor of your university), about the main issues that should be addressed in the report and whether you have collected all the necessary and relevant information to prepare the report so that the report can serve its purpose perfectly.
- Once all the background work is done, it is the time to write the report Writing report report requires following a definite format to convey the information unambiguously to the target audience and to maintain its professional appearance. The report should start with a suitable "Title Page" reflecting what the report is all about. Thereafter, there should be "Abstract", which should contain, briefly, the problem that has been discussed and the answers to those problems along with the way of finding the solutions to the problems. Thereafter, there should be "Table of Contents" which should be followed by the "Introduction". In introduction, you should write brief background knowledge about the topic of the report and the purpose which the report is intended to serve. The report then should be followed by "Main Analysis", "Conclusion", "Recommendation" and "References".
In the Main Analysis part, the entire investigation process to find the answers to the questions, the main findings and your stance on the basis of the findings should be arranged in logical sequence and with proper paragraphing, using headings and subheadings whenever required. In the Conclusion part you have to write the significance of your findings, to what extent you think that your findings are enough to answer the questions asked or to perform the task delegated to you. In the Recommendation part, you recommend a course of action based on your findings. The resources used by you to investigate and to collect relevant information should be cited in the Reference page of the report.
Following the above guidelines are not enough to make your report a complete one. The report should maintain a proper professional tone and should be written flawlessly and in brief and concise format keeping its objectivity intact.