We explain what reports are and what their structure is like. Also, how they are classified and meanings of this term.
What is a report?
A report is a statement, written or oral, that describes the qualities, characteristics and context of some fact. It is an ordered elaboration based on observation and analysis in order to communicate something that happened or the results of an investigation.
In the written report, formal and informative language prevails, with a strong load of objectivity and is used to know facts that have already occurred and anticipate what has not yet occurred. They are used in the scientific, commercial, accounting or field of psychology, among others.
Features of a report
- Clear. Simple and direct language is used so that it is understood by the entire audience to whom it is addressed.
- Aim. It is based on facts and verifiable information and does not include the opinions or point of view of the editor.
- Structured. It meets certain criteria and is presented following a narrative structure of: introduction, development and conclusion.
- Newspaper. It is usually published according to a certain amount of time.
- Specific. It has a specific objective and points to a theme or question to be resolved or analyzed within a field of study.
Structure of a report
To write a written report, the content can be organized and captured according to the following structure:
- Introduction. Briefly explain what the report will be about and the objectives.
- Body. It details the main information, in many cases with subtitles and paratextual elements, and eventually, the steps that guided the investigation. Presents the arguments, background and methodology used.
- Conclusion. Takes into consideration the most outstanding or important results.
- Literature.Details who provided the data and how. It is included at the end of the report. In the case of reports that are presented orally, the bibliography can be at hand of the informant, who will turn to it when he needs to reinforce the validity of the statements.
Report Types
According to the content:
- Technical reports. They are research on social, psychological or economic phenomena adapted for the organizations that draw on this data. For example: the census that is carried out periodically house to house in almost all countries, which after a period of collection produces reports with data.
- Scientific reports. They arise from research carried out within the hardest sciences, they allow us to analyze results and rethink the path in which science develops.
- Disclosure reports. They adapt the results of research carried out with technical processes to the skills of any citizen so that they can access the information and conclusions without the need to have technical knowledge.
According to the structure:
- Persuasive reports. They try to convince the audience about the results or conclusions presented.
- Expository reports. They narratively present verifiable facts using the structure of: introduction, development and conclusions.
- Analytical reports. They determine and develop the causes of a fact or phenomenon.
How is a report made?
To make a written report:
- Define the theme. The objective of the report and the reason for its writing.
- Define the audience. It is important to know who the readers of the report will be, to then define the tone and language to use.
- Collect information. You should search for available information on the topic to be discussed.
- Consult qualified sources. If necessary, you can turn to people specialized in a topic so that their statement supports the arguments presented.
- Define the structure. Before starting to write the report, it is important to know all the information to include and how it will be distributed within the writing.
- Use reference material. Images, graphics or tables can be used to accompany and support the text.
- Write the letter. Once all the information has been collected, the report will be written according to its structure.
To make an oral report:
In oral reports, there are some important differences:
First of all, it is advisable to write the report first and then transmit it orally. The speaker has to know very well the content of the report and how the investigation was developed.
At the time of presentation, the same structure as the written report is followed (introduction, body and conclusion). It should be clear and brief, without exceeding details, nor omitting important parts. This is where knowledge about public speaking comes into play.
Other meanings of report
There are two areas in which the word report has a very specific meaning:
- In the right. A report is understood to be the study that the court decrees at the request of one of the parties, which is presented when there is an issue that is difficult to resolve.
- In accounting. The document presented together with the financial statements once the accounting year has ended, which complements and explains in words what is shown in those documents, is known as a report.
Continue with: Research project
References
- “How to write a report?” at the University of Chile.
- “What is a report?” at University of Leicester.
- “Report” in Cambridge Dictionary.
- “Report” on Wikipedia.
- “Report” in RAE.
