A report is a written presentation of factual information based on an investigation or research. It outlines what was done and what was discovered. This information is then analysed and used to make decisions or solve problems. A report is presented in sections with headings so that information can be easily located and understood.

Reports form the basis for solving problems or making decisions, often in the subjects of business and the sciences. The length of reports varies; there are short memorandum (memo) reports and long reports. Most often you will be asked to write a long report.

What's the difference between a report and an essay?

A report can be distinguished from an essay by:

• Having more structure than an essay, while still allowing you some freedom in deciding on the organisation of sub-sections within the main sections.

• Headings that indicate the sections, such as an introduction, discussion, and conclusion. 

• Each section of a report can stand alone and be read as independent units of text. 

• The conclusion is objective and unbiased, and reasoned logically from the discussion and evidence contained within the body of the report. 

An effective report is:

• Clear, concise and accurate

• Clear, concise and accurate

• Easy for the audience to understand

• Appropriate for the audience

• Well organised with clear section headings

Avoid the use of the first person

In formal reports, you are not permitted to use the word “I”, except in a Personal Comment section. Here are some suggested workarounds:

Types of reports

Reports follow a standardised format. This allows the reader to find the information easily and focus on specific areas. The examples below outline the general structure of the reports you may be asked to write, summarises the main headings used and outlines the purpose of each section.

Keep in mind that the format, sub-headings and terminology required in your report will vary, depending on the requirements of the task and the report’s content. Check with your teacher and consult the marking guide for specific instructions regarding the structure and content of your report.

The following sections cover some of the most common types of report:

• Memorandum (memo) or short reports

• Schematic or tabulated reports

• In-depth research reports

• Business reports

• Case study reports

Memo reports are usually one page in length and have three basic parts:

1. Introduction - This introduces the purpose or problem to be investigated

2. Body - Information (findings), often set out under subheadings and/or numbers

3. Conclusions - Suggestions for a particular action or lack of action to be taken

Memo report template

A memo report will contain these sections. Download an editable version below.

To: [Audience]
From: [Person and/or Department issuing the memo]
Date: [Date Sent]
Subject: [Subject of the Memo]

Introduction - This introduces the purpose or problem to be investigated
Get to the point in the opening paragraph. Keep things simple and short. Make it easy and fast to read.

Body – Information (findings), often set out under subheadings and/or numbers Summarize any historical or contextual information needed to support the opening paragraph.

Conclusion – Suggestions for a particular action or lack of action to be taken.

CC: (Send copies to anyone affected by the memo.)
Attachments: (List any attachments to the memo. Only list items referred to in the body of the memo.)

Research reports are usually 2000 words or longer and follow a similar basic report structure with some additions. They are read by a variety of people from professional, technical and scientific experts in the field, to managers and non-experts. 

Scientific and technical reports are concerned with:

1. How the research was done

2. What the results are

3. The discussion of those results

4. Recommendations and conclusions

Research report template

You can use and adapt the template below for a technical or research report.

Customise as needed

Some teachers require specific kinds of formatting. Typical formatting specified will include margin width and line spacing. Adjust these as necessary. The downloadable template below includes the above headings, but you may want to re-word them or delete those that do not apply to your report.

Notes on the template

The MS Word template above already includes section breaks and page breaks, and already uses heading styles and outline numbering for headings and subheadings. You can view these by turning on paragraph marks: 

A business report conveys information to assist in decision-making. The report is the means to present this gathered information. 

Visit the Business reports page for more information.

How to write a case study report

Before you start writing, you need to carefully read the case study and make a note of the main issues and problems involved as well as the main stakeholders (persons or groups of persons who have an interest in the case).

Use these steps to structure your ideas and help you write a case study report:

• Introduction: Introduce the main purpose of the case study and briefly outline the overall problem to be solved.
• Main body
  
  • Description: Write a brief description of the case under discussion giving an outline of the main issues involved. Always assume that your reader knows nothing of the assignment task and provide enough information to give a context for your discussion of the issues.
  • Discussion: Discuss the issues raised one by one, using information gained from your research of the academic literature and your own experience.
  • Your discussion may include:
    • An outline of the issue and its implications for, or relationship to, different stakeholders
    • How that issue links to theories or research in the academic literature
    • Suggested solutions or ideas
    • Evaluation of the solutions or ideas for this particular case
• Conclusion and Recommendations: Finally, sum up the conclusions that you have come to and give recommendations to resolve the case. Give reasons for your recommendations.

There are some basic formatting requirements for good presentation of a report.

These include:

• Margins
• Page numbers
• Headers and footers
• Using heading styles
• Outline numbering
• Bullets and numbering
• Table of contents
• Tables
• Page breaks
• Sections
• Title page

Learn how to format in MS Word

To learn how to format with MS Word try these free tutorials from GFC Global.

Top tips for formatting

• Use bulleted lists and numbering to separate main points. Never type your own numbering – use the numbering tool on the home ribbon/paragraph group.
• Remember to update your table of contents once you have deleted the first page of the template, and after you have completed typing the report.