How to write a report correctly, in 10 steps

It is not so complicated to capture the results in a visual way.

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

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

• Recommended article: "The 8 characteristics of a monograph".

Whether to file a complaint, to make a request or simply to document a given 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 written for the purpose of enabling the person making the report to communicate something about a situation or subject matter to others. They are usually are usually addressed to higher authorities (e.g. to the City Council or to a superior)However, we can also find reports aimed at communicating something to a professional different from us so that he/she can work with the same data and contrast or expand on it.

There is a wide variety of report types, which may have different purposes and different structures. However, this article discusses how to make a report that takes into account the general structure of any of them.

Steps to prepare a report

When preparing a report, we must bear in mind that first of all we will have to think about how, when and why we are going to prepare it.. Subsequently, the report itself will be drafted based on the situation to be reflected and the previous considerations.

Below we will explain a series of useful steps to help you write a report correctly.

1. What is our objective?

Before starting to write, we should think about what we want to achieve with our report. Are we going to ask for a solution to a problem or simply to store data for later use? Do we want to reflect a scientific research or present a complaint? We must take this into account in order to select the type of report that is most relevant to the case.

2. Consider the type of text you are going to use.

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

3. Contemplate the target

It is not only important the what for or the how, but also the it is necessary to think about the target audience of our report.. This will allow us to adapt the level of language to both our needs and those of the target audience.

4. Selection and analysis of the information

Based on the previous step, it is essential to gather the information we want to provide and structure it appropriately 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 considered..

5. We can use graphic elements

Although it depends on the type of report, it is possible to use visual elements to facilitate the understanding of the data.. We are referring for example to the use of bar charts to analyze frequencies or to perform a profit and cost analysis.

6. Title

Although it may seem silly to mention it, correctly titling the report in a clear, relevant and easily understandable way is something that makes it much easier for the reader to understand. is something that makes it much easier for readers to understand.

7. Write the introduction

In this first section of the report we will make a brief summary of the subject to be covered in the report.. It should include the purpose of the report and the problem that generates the need for its existence and the context in which it is carried out.

8. Expand the ideas and explain what has been investigated in the development of the report.

In the body of the report we will arrange and expand the information about what happened or investigatedIn the body of the report, we will make clear the methods and actions that show how the situation was produced or performed and how the data were obtained. 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

The last part of the report should reflect the final result of what has been explored and reflected in the report or the demand or request made to solve the that is made in order to solve the situation. It must be clear and understandable.

10. Language to be used

It is essential that the language used throughout the report is clear and concise. It must be written in a formal and objective manner, in third person and passive voice. The facts must be separated from the inferences to be made (if any). and the data you are dealing with must be provided directly and clearly explain why they are relevant.

Bibliographical references:

• Bunge, M. (1975). Theory and reality. Barcelona. Ariel.
• Quine, W.V. (1998). Del estímulo a la ciencia. Barcelona. Ariel.
• Russell, B. (1959). El conocimiento humano:su alcance y sus limitaciones. Madrid. Taurus.