Report Writing

 

Generally, a report investigates an existing issue, states its objectives, puts forward factual data collected through a valid and reliable data collection method, opens discussion, concludes the whole discussion and finally closes with executable recommendations. However, some reports end with a reference section.

1- When We need to Write Reports

Reports play a role of vital significance in communication, documentation and decision making. However, reports differ in their functionality and types, therefore, they are written according to the demand of situation.

1.1- Analytical Report

These reports usually dig deep into the causes of any failure or mishap. They usually deal with a question Why or How something happened. These reports demand critical thinking capabilities to interpret data, identify the causes and to reach a definite conclusion.

Example: “Analysis of First-Year Student Dropout Rates”

1.2- Recommendation Report

It starts with the statement of problem already identified via Analytical report. It formulates evaluation criteria and option analysis to suggest recommendations for actionable solution to the problem (Proposal).

Example: “Proposal to Upgrade Campus Wi-Fi Infrastructure”

1.3- Progress Report

After your proposal on a project stands successful, funding gets ready and you start working on the project, you stand liable to update your client (mentor or manager) on the progress of your project time after time. Progress reports do the same efficiently.

Example: “Construction of a Beam Bridge over the River Chenab near Gujrat”

1.4- Informational Report

These reports comprise on shortest structure (Introduction, Key Findings and summary) and therefore, are short in length. They just present information or updates on some factual data without any analysis, interpretations or recommendations. In fact, their focus remains on neutral documentation without passing any judgement (good or bad).

Example: “Campus Drinking Water Facilities”

1.5- Feasibility Report

A feasibility report is written in order to assess viability (costs/benefits/risks) of a proposed plan. Actually, it reports on “Can we do this? Is it worth it?” instead of “Which solution (solar/wind/geothermal) is best?” which a Recommendation Report generally talks about.

Example: “Installation of Rooftop Solar Panels on Science Block”

1.6- Technical Report

Technical reports are written after a project (research or construction etc.) has come to an end. Such reports present the whole of a project, in a technical way. This report is written to document procedures, efficiency, limitations and results of a completed technical work with precision for validation or replication.

Example: “Solar-Powered Phone Charging Station Prototype”

2- Prior Preparation and Planning

Before writing the final draft of report, one must identify, inculcate and prepare the following information in order to avoid any failure.

2.1- Define Purpose & Scope: Why is the report needed? What exactly will it investigate?

Example:
This report documents critical infrastructure gaps in science laboratories at Govt. Graduate College Burewala. Outdated equipment and insufficient safety measures hinder practical learning for the science students, affecting academic outcomes and accreditation compliance.

2.2- Identify Audience: Who is the report for? What do they already know? What do they need to know?

Example:

Audience                            What They Know/ Need

College Principal                Available funds/ Cost limits

Lab Staff                         Technical details/ safety procedures

Education Dept.                Compliance with HED policies

2.3- Gather Information: Conduct research, collect data (via surveys, interviews, experiments or questionnaires), take notes.

Example:

Data collected through:

• Faculty Surveys: 3 members of staff from each department.
• Lab Inspection: Physical audit of Physics/Chemistry labs.
• Student Feedback: Anonymous complaints.

2.4- Analyze Information: Interpret data (in tabular or graphic form), draw conclusions.

Example:

Lab Equipment            Functional            Non-Functional

Microscopes                        08                                12

Thermometers                    25                                75

Fire Extinguisher                01                                05

2.5- Develop Structure: Outline the main sections and key points for each.

Example:

1- Introduction

2- Methodology

3- Findings

-         Equipment Deficiencies

-         Safety Issues

4- Discussion

5- Recommendations

6- Conclusion

2.6- Allocate Time: Divide time for drafting, revision, and editing.

Example:

Stage                 Time Allocated                 Output

Research                1 week              Survey data, lab reports

Drafting                    3 days                    Full report draft

Revision                    1-day                     Final Report