In our daily lives, both at work and outside of it, It is not uncommon that on some occasion we must prepare a report to account for a situation or problem
We also talk about scientific or academic reports when we are given the task of clearly explaining a scientific or social problem in a document with data and conclusions.
Whether to file a complaint, make a request or simply document a specific situation, this will be the type of document that we will generally write. But some people may find it complex to prepare 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.
A report is a type of document written in prose that is carried out with the purpose that the person who writes it can communicate something regarding a situation or topic to other people. In general They are usually directed to higher authorities (for example, the City Council or a superior) although you can also find reports aimed at communicating something to a professional other than us so that they can work with the same data and contrast or expand it.
There is a wide variety of report types, which can have different purposes and differentiated structures. However, this article proposes the preparation of a report that takes into account the general structure of any of them.
Steps to prepare a report
When preparing a report we must keep 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 report will be drafted based on the situation to be reflected and previous considerations.
Below we are going to explain a series of useful steps to write a report correctly.
1. What objective do we have?
Before starting to write we must reflect on what we want to achieve with our report. Are we going to request a solution to a problem or simply store data so we can 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 relevant 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 type of interpretation regarding them, there being no possibility of drawing conclusions while a demonstrative type will require the subject to develop hypotheses and test them so that a series of results and conclusions are obtained.
3. Consider the target
Not only does the why or how matter, but We must think about what audience our report has as its objective This will allow us to adapt the language level to both our needs and those of said audience.
Based on the previous step, it is essential to gather the information we want to provide and structure it appropriately so that our speech has a common thread. The type of data to be reflected and who or how the information was 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 make the data easier to understand We are referring, for example, to the use of bar graphs to analyze frequencies or to perform an analysis of profits and costs.
6. Title
While it may seem silly to mention it, correctly title the report in a clear way, related to the topic involved in its preparation 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 discussed 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 researched in the development
In the body of the report we will have and expand the information about what happened or investigated, making clear the methods and actions that show how the situation occurred or performed and the way the data was obtained. If it is a report that reflects an investigation, aspects such as theoretical models and exploration of the situation will be incorporated.
In the last part of the report The final result of what was explored and reflected in the report or demand or petition must be reflected what is done in order to resolve the situation. It must be clear and understandable.
10. Language to use
It is essential that the language be clear and concise throughout the writing. 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 the data you are dealing with must be offered directly and clearly explained why it is relevant.
