To write a report for school or work, the key is good organization of your time, research material, and thoughts. Before starting, make sure you fully understand the assignment; ask for clarification from your teacher or professor if there is anything you do not understand. Know when your report is due and give yourself plenty of time for both reading and the writing process. A good rule of thumb is to estimate the time you think you will need and then double it. This will give you ample time to write a well-researched, clear, and concise report.
The first step to writing any type of report is research. If you are writing a report on a book, your research phase includes reading the required book and annotating the main characters and ideas presented. For essays and research papers, you will need to consult reliable sources for information on your topic, gather any quotes you will use, and note down the source information you will need to cite later. Check with your professor if you are unsure which sources are acceptable; there may be specific sources you must use for your particular assignment and others that are not allowed. If you are writing a report on your research, make sure your notes are clear and well-organized and that your research is complete.
The next stage of writing a report is organizing the information. Many people find an outline helpful, and some teachers and professors require one. An outline is a good way to clarify exactly what you want your report to say and in what order to present the information. If you have trouble with this stage, it may be helpful to write each fact on an index card. This way, you can easily rearrange and reorganize your data until you find the clearest way to present your information.
When writing a report, the first paragraph will set the tone for the rest of your writing. It should include a thesis statement, which is a single sentence that summarizes the main point of your report or the focus of your research. The opening paragraph may also include introductory information about the research methods you used or the sources you consulted to support your points. Remember to keep the first paragraph brief and concise. You are simply introducing your main ideas; you will delve into each of them further in the report.
The body of your report will include all of your supporting information. Limit each paragraph to one idea or concept and fully develop the concept with several well-written supporting sentences. For many school subjects, three to five main ideas are sufficient to support your thesis, but always check your assignment requirements. If you are using word-for-word information from another source, be sure to enclose the information in quotation marks and cite the source as required by your teacher. Charts and graphs can be used in this section, but make sure the information is relevant and enhances your main points.
The final paragraph of your report should summarize your main points once again. This paragraph will also contain your thoughts and final conclusions. It should, once again, be brief and concise, covering the basic facts you want your reader to understand after reading your report.
Lastly, do not forget the editing stage of writing a report. This will include running your word processor’s spell check function and manually reading the text to catch any errors that spell check missed. Read your report aloud one or two times; this will help you hear sentences that are awkward or not relevant to your main ideas. If you are unsure of your editing skills, having someone else read the document aloud will help you identify anything in your report that is unclear. Developing these skills will help you write a report that is polished, high-quality, and concise.
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