How to write a report

A report is a factual document that presents information or findings to a specific reader, usually with a conclusion or recommendation. The reader wants to understand something and decide something — your report is the tool for that.

What it is

A report is an organised account of a subject, investigation, or events, written for a defined reader and purpose. It is factual, structured, and often ends with recommendations.

Why it is used

To inform a decision. The reader needs to know what was found and what it means, without wading through everything. A good report makes the decision easy.

Who uses it

Businesses, researchers, students, teams, and public bodies. Reports are everywhere in work and study.

Typical structure

1. Title and date.
2. Summary — the key finding and recommendation in a few lines. Many readers only read this.
3. Background — the context and the reason for the report.
4. Findings — what you found, with evidence. Use headings and tables.
5. Discussion/analysis — what the findings mean.
6. Conclusions — the main points.
7. Recommendations — the suggested next steps.
8. Appendix (optional) — supporting data, sources.

How to write it

Define the purpose and reader first. What decision is the report informing, and who reads it? Everything follows from that.

Gather your evidence. Facts, figures, sources. Keep a record of where each came from.

Lead with the summary. Put the key finding and recommendation up front, so a busy reader gets the answer immediately.

Structure with headings. A skimmable report with clear sections is far more useful than a wall of prose. Use tables for data.

Be factual and objective. Let the evidence support the conclusion. Do not overstate — a report's credibility is its authority.

Keep it readable. Plain language beats jargon. Short sentences, clear structure, and specific recommendations.

Common mistakes

Burying the key finding at the end. Writing a recount instead of an analysis. Too much jargon. No recommendations. Unsupported claims. A report longer than it needs to be.

Practical tips

• Write the summary last, once you know the findings.
• Use headings so the reader can jump to what matters.
• Check every recommendation is grounded in a finding.

Checklist

• I defined the purpose and reader.
• I gathered and sourced my evidence.
• The summary states the key finding and recommendation first.
• I used headings and tables for structure.
• I was factual, objective and readable.
• Every recommendation is supported by a finding.