Report Writing

What is Report Writing?

Report writing is like telling a story about facts. Imagine you are sharing details with someone who wasn’t there. Start with what happened, include important details, and end with conclusions or recommendations. Use clear language, organize information logically, and be concise. Reports help others understand a situation or make decisions based on the presented facts. A report is essentially a formal document focused on a particular topic, encompassing information, discoveries, or outcomes derived from an investigation or research process.

A report is of two different types:

Narrative report– This provides descriptive information on an incident or event that has already occurred.

Tabular report– This provides more statistical information on a specific analysis of an incident.

While writing a report you need to be more careful as each and every subheading of a report conveys a message. Hence it is difficult when compared to essay writing. 

Report Writing Format

An effective presentation of information in a Report is crucial to capture the reader’s interest. The author or writer should have a clear understanding of the report’s structure and present the details in a sequential manner.

The structure of a report follows a format that consists of basic elements such as:

1.Title of topic and table of contents

2.By-line description

3.Introduction

4.Detailed description of the event

5.Conclusion

However, each and every report is unique and follows its own format, there is no specific/standard format for the report. The language used in the report should be very accurate, concise, clear, well structured, free of jargon and of uniform tense preferably past tense.

1/Title of topic and table of contents

The title should be expressive and easily understandable as it signifies the entire crux of the report in a single line. It should be very clear in language and free of jargon.

2/By-line

This includes the name of the person writing the report, but this does not include any personal information about the reporter generally.

3/Introduction

This provides a short and crisp description of the entire report. This should be answerable to the 5Ws questions such as What, Why, When and Where along with Who.

4/Detailed Description

This can be divided into shorter paragraphs, which provide detailed information on the event that took place.

5/Conclusion

The whole crux of the report is covered shortly in conclusion. The conclusive part can be the final decision-making of an incident/event or analysis statement.

Report Writing Examples

Q1. As an initiative to celebrate World Environment Day this year, Your school conducted various activities to commemorate and celebrate the day. Write a report about it in about 80 words for your school magazine. You are Sandip/Sudipta.

           World Environment Day Celebration

                              By Sudipta

Radhanath Govt. Higher secondary school, celebrated World Environment Day with great enthusiasm on 5th June. Various activities were organized to raise awareness about environmental conservation. Students participated in a tree plantation drive, cleaning campaigns, and a poster-making competition on the theme "Beat Plastic Pollution." A thought-provoking speech by our principal highlighted the importance of sustainable living. The event concluded with students taking a pledge to protect the environment. It was an inspiring and educational day for all.

Format for a Newspaper Report

Heading/Headline: Report Title

Byline: Name and Title of the Author/Reporter

Place and Date: Location of the event and Date of Publication

First Paragraph: This section presents the core of the news story, outlining the primary reason for the report. It addresses fundamental inquiries such as what occurred, when it took place, how it unfolded, who was involved, and where the incident happened. This paragraph typically covers several of the essential 5W’s (What, Why, Where, Who, and When), focusing on two or three key aspects.

Body (Subsequent Paragraphs): The following paragraphs should provide comprehensive details and factual information pertinent to the subject matter. These sections will address the remaining W’s and the H (How the incident occurred). It is customary for news reports to include quotations from officials within these paragraphs to enhance the credibility of the report.

Conclusions: This final paragraph encapsulates the entire narrative, summarizing the key points of the story.

Answering the 5Ws and the HWhen writing a news report, it's important to cover all the essential WH questions. These questions help ensure that your report is complete and provides all necessary details.

What: Describe the main event or incident. This could be a major accident, a new policy announcement, a community celebration, or any significant occurrence. Clearly state what happened to set the focus of your report.

Where: Provide the location where the event took place. This includes specific details like the city, neighbourhood, or even the exact address if relevant. This helps readers understand the setting of the event.

When: Give the date and time of the event. Include specific details such as the exact day and time if applicable, as well as any broader context if the event spanned multiple days.

Who: List the people or groups involved in the event. Mention key figures such as those directly impacted, those responsible, or important organizations. Identifying these individuals or groups gives context to the event.

Why: Explain the reasons behind the event. This involves discussing the causes or motivations that led to the occurrence and providing background information that helps readers understand its significance.

How: Describe how the event unfolded. This includes the series of actions or processes that led to the event, outlining the steps or procedures involved. Explaining the "How" gives a clear view of the event’s development.