How to write a report correctly, in 10 steps

In our day to day, both at work and outside of it, It is not uncommon that on some occasion we have to prepare a report to account for a situation or problem.

We also talk about scientific or academic reports when we are entrusted with the task of clearly explaining a scientific or social problem with data and conclusions in a document.

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Both to file a complaint, to make a request or simply to document a specific situation, this will be the type of document that we will generally write. But some people may find it complex to write a report. That is why in this article we provide you with a series of steps on how to write a report, at a general level.

What is a report?

A report is a type of document written in prose that is carried out with the purpose that the person who makes it can communicate something regarding a situation or topic to other people. In general They are usually addressed to higher levels (for example, the City Council or a superior)

, although reports can also be found aimed at communicating something to a professional other than ourselves so that he or she can work with the same data and contrast or expand on it.

There is a wide variety of report types, which can have different purposes and differing structures. However, this article proposes the preparation of a report that takes into account the general structure of any of them.

Steps to create a report

When preparing a report, we must bear in mind that first of all we are going to have to reflect on how, when and why we are going to do it.. Subsequently, the drafting of the report itself will be carried out based on the situation to be reflected and the previous considerations.

Next we are going to explain a series of useful steps in order to write a report correctly.

1. What goal do we have?

Before starting to write, we must reflect on what we want to achieve with our report. Are we going to request the solution to a problem or just store data to be able to use it later? Do we want to reflect scientific research or file a complaint? We must take this into account to select the type of report that is most pertinent depending on the case.

2. Take into account the type of text you are going to use

Not all reports are the same, and each may present its own distinctive characteristics. For example, an expository report will reflect data without making any kind of interpretation regarding them, there being no possibility of making conclusions, while a demonstrative type will require the subject to develop hypotheses and test them in order to obtain a series of results and conclusions.

3. Contemplate the target

Not only does the why or how matter, but you should think about the target audience of your report. This will allow us to adapt the level of language both to our needs and to those of said public.

4. Selection and analysis of information

Based on the previous step, it is essential to gather the information that we want to provide and structure it properly so that our discourse has a common thread. The type of data to be reflected and who or how the information has been extracted must also be taken into account..

5. We can use graphic elements

Although it depends on the type of report, it is possible to use visual elements that facilitate the understanding of the data. We are referring, for example, to the use of bar graphs to analyze frequencies or to carry out an analysis of profits and costs.

6. Qualification

While it may seem silly to mention it, Correctly title the report in a clear way, related to the subject that entails its realization and easily understandable It is something that makes it much easier for readers to understand.

7. Write the introduction

In this first section of the report in question we will make a brief summary of the topic to be dealt with in the report. It must include the objective of carrying out said report and the problem that generates the need for its existence and the context in which it is carried out.

8. Expands the ideas and explains what was investigated in the development

In the body of the report we will have and expand the information about the incident or investigated, making clear the methods and actions that show how the situation was produced or performed and the way to obtain the data. If it is a report that reflects an investigation, aspects such as theoretical models and exploration of the situation will be incorporated.

9. draw a conclusion

In the last part of the report the final result of what was explored and reflected in the report or the demand or petition must be reflected what is done to resolve the situation. It must be clear and understandable.

10. language to use

It is essential that throughout the writing the language is clear and concise. It must be written formally and objectively, in the third person and in the passive voice. The facts must be separated from the inferences that are carried out (if there are any) and you have to offer directly the data with which you are dealing and clearly explain why they are relevant.

Bibliographic references:

• Bunge, M. (1975). Theory and reality. Barcelona. Ariel.
• Quine, W.V. (1998). From stimulus to science. Barcelona. Ariel.
• Russell, b. (1959). Human knowledge: its scope and limitations. Madrid. Taurus.