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- STRUCTURE AND SECTIONS OF A FORMAL REPORT

Generally, a report has three main parts e.g., Front Matter, Body Matter and Back Matter which can be broken down for further descriptions.

1.1- FRONT MATTER

This includes the information which precedes the main content of a report. It provides report-related information to its readers.

1.1.1- Title Page

Apart from other optional sections, a report must have a compact title page which includes title of the report, date, the recipient and its authors.

Example:

Report on Classroom Shortage at Govt Graduate College Burewala

Date: June 17, 2025
Prepared For: College Administration
Prepared By: Departmental Coordination Committee

1.2- BODY MATTER

This main section of the report contains the most important and basic substance which the reader is interested in.

1.2.1- Introduction

The function of this section is to introduce the real time issue, its background and its possible impacts. Nevertheless, research results, conclusions and recommendations are not included in this section.

Example:

This report addresses the critical shortage of classrooms at Govt Graduate College Burewala. As per demand of HEC, the college sees a 20% increase in student admissions each year and no expansion of physical infrastructure which results in overcrowding and disruption in daily academic activities. This issue poses adverse effects on teaching quality, student safety, and institutional reputation.

1.2.2- Methodology

This section reports on how information was gathered (e.g., survey details, interview process, data sources).

Example:

Data has been collected through:

• Faculty feedback (25 staff members across departments).
• Student surveys (300 respondents).
• Physical inspection of classrooms by the committee.
• Analysis of class schedules vs. room availability (Jan–May 2025).

1.2.3- Findings

It shows how the collected data was analyzed. It presents information in charts, graphs or tables.

Example:

Current Shortfall

• Deficit: Need of 12 classrooms to meet demand.
• Overcrowding: Demand for seating arrangements for 1st-year classes has increased by 20–30%. 

Impacts

• Teaching Quality: 90% of faculty faces noise due to overcrowding.
• Student Safety: Fire safety norms violated in 8 key classrooms.
• Resource Strain: Labs used as makeshift classrooms, disrupting practical sessions.

Student Feedback

• 82% struggle to focus in packed classes.
• 67% arrive 20+ minutes early to secure seats.

1.2.4- Discussion

This important section aims to provide supplementary information beyond the basic results. It describes the significance of the results and sometimes links it to other theories.

Example:

The classroom shortage is the direct result of ever-increasing enrollment with infrastructure stagnation. Overcrowding poses many threats to the safety of students and college, and affects learning outcomes. Urgent steps are needed to prevent academic failures.

1.2.5- Recommendations

In a very rational way, this section outlines executable suggestions to address the issue.

Example:

Immediate:

o   Convert 3 unused store rooms into classrooms.

o   Divide spacious rooms into two parts.

Medium-Term (1 Year):

o   Construct 5 prefabricated classrooms.

o   Construct sheds to accommodate classes.

Long-Term:

o   Submit proposal to HEC for new academic block.

1.2.6- Conclusion

This section puts the whole discussion in a capsule. In a few words, the author briefly describes the essence of the whole report.

Example:

Classroom shortage is a high-priority issue affecting the core academic functions in GGCB. Strategic measurements and infrastructure expansion seem essential to uphold educational standards.

1.3- BACK MATTER (Less important)

Back matter provides supporting data which is not essential but backs up the content of main body of the report. This section (appendices, glossary and index) helps keep the Body Matter of the report short and easier for comprehension.

2- 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, purpose and types, therefore, they are written according to the demand of situation.

2.1- 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

2.2- Investigative Report

These reports usually probe into allegations, wrongdoing, inefficiencies, or systemic problems and aim to bring forward the facts and figures of the mishap or issue. Hence, they tend to investigate What happened and Who is accountable?

Example: Financial Mismanagement and Lack of Fee Transparency at Govt. Graduate College Burewala

2.3- 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: Establishment of Main Campus Canteen

2.4- 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

2.5- 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

2.6- 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

2.7- Lab Report

A report that is written on the findings of a lab experiment is called a lab report. These are drafted to communicate the results of experiments to the supervisors or the lab instructors. These usually report on how the experiment was conducted and what conclusions were drawn.

Example: Determining the pH of common substances in Chemistry lab

2.8- 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. They may include recommendations for design improvements or scalability or in case of deficiencies in the project..

Example: Replacement of Soling with Interlocking Concrete Tiles for Campus Pathways

3- 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.

3.1- 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.

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

Example:

3.3- 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/Biology labs (March 2025).
• Student Feedback: Anonymous complaints (120 submissions).

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

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

Example:

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

Example:

Part of GCUF Report Series: See all resources in our Report Writing Hub