What Is a Report?
Report writing is a form of expository writing that presents information in an organized, factual manner. Reports are written for many purposes, sometimes to inform, to investigate, to analyze, to recommend, or to evaluate. In short, reports are written to present facts clearly and logically for a specific audience.
Purposes of a Report
Reports can be written to:
- Inform – to give readers factual information.
- Investigate – to explore an incident or issue in detail.
- Provide an update to record progress or developments.
- Explain – to make something clear.
- Justify – to support a point with evidence.
- Recommend or propose – to suggest a course of action.
- Analyze or evaluate – to assess information critically.
Each of these purposes shapes how the writer organizes and presents the report.
Types of Reports
There are many types of reports, but all follow an expository format—meaning they explain or present information logically. Let’s look at a few key ones.
1. Newspaper Report
Found in newspapers and online news outlets, these reports inform readers about current events. They may include facts, opinions, or both. Standard sections include news stories, weather reports, sports, and investigative pieces.
2. Eyewitness Report
An eyewitness report gives an account of an event as seen by someone present. It describes what the witness saw, heard, or experienced. These reports are standard in court cases, police work, or school incidents. Because people recall events differently, eyewitness reports may vary slightly in detail.
3. Informative Report
An informative report presents factual details about a topic without personal opinions. Its goal is to increase the reader’s understanding. For example, a report on the effects of screen time on teenagers should stick to research-based facts, not feelings or personal stories.
4. Field Trip Report
Written after an educational visit, this report explains what students saw, did, and learned. While the trip might have been fun, the focus should be on its educational value.
5. Investigative Report
This type of report is written after research or an inquiry has been completed. It records the findings, analyzes evidence, and draws conclusions. For example, after a case of missing school property, an investigative report could summarize interviews and evidence collected.
6. Incident or Accident Report
This report records the details of an incident, accident, or injury. It includes facts such as the date, time, people involved, and what happened. These reports are essential for accountability and for preventing future incidents.
7. Evaluation Report
An evaluation report assesses an event, activity, or project and makes recommendations. For example, after a school’s “Career Week,” an evaluation report could highlight what worked well and what could be improved next time.
8. Progress Report
A progress report, written during an ongoing project, tracks goals achieved, challenges faced, and next steps. For example, a teacher might request one to check on group projects before the final submission.
9. Proposal Report
A proposal report suggests an idea, solution, or plan of action. For example, students might propose starting a “Digital Detox Day” at school to reduce social media use during class hours.
Structure of a Report
Although reports vary in type and purpose, they usually follow this structure:
- Address and Date – The writer’s address (if required) and the date.
- Recipient’s Details – The name and title of the person receiving the report.
- Subject or Title – A clear heading stating what the report is about.
- Introduction – Provides background and outlines the key facts (who, what, when, where, and why).
- Body – Presents the main details, findings, and evidence. Information should be organized logically or chronologically.
- Conclusion – Summarizes the key points and may include suggestions or recommendations.
- Complimentary Close – A polite ending (for example, “Yours sincerely”) if written in letter format.
Sample Report Writing Prompt:
Prompt: Imagine you are at the annual school talent show. Suddenly, during a magic act, a prop unexpectedly catches fire, causing a brief panic before it’s quickly extinguished. No one is seriously injured, but the event definitely disrupted the show. Write an eyewitness report to the school administration detailing what occurred, including the sequence of events, how people reacted, and any immediate actions taken.
Example Eyewitness Report
TO: School Administration
FROM: [Your Name/Student Name]
DATE: October 26, 2023
SUBJECT: Eyewitness Account of Incident at Annual Talent Show
This report details an incident that occurred during the annual school talent show on October 25, 2023, at approximately 7:30 PM, in the school auditorium. I was present in the audience as an eyewitness.
The incident took place during the performance of “The Great Mysterio,” a magic act featuring student Alex Chen. Approximately five minutes into his act, during a trick involving a prop chest, a small fire suddenly erupted from the top of the chest. The flame was initially small but quickly grew to about six inches high.
Upon seeing the fire, the audience gasped, then fell into a brief moment of quiet shock. Within seconds, several audience members, including a teacher, Ms. Evans, quickly moved towards the stage. Ms. Evans had a fire extinguisher, which she used to put out the flame almost immediately. The fire was extinguished completely within about 15-20 seconds of its ignition.
During the brief panic, Alex Chen appeared visibly startled but quickly moved away from the prop. Another student backstage quickly brought a bottle of water, though it was not needed as Ms. Evans had already acted. After the fire was out, Ms. Evans calmly addressed the audience, assuring everyone that the situation was under control and that no one was harmed. The talent show was paused for about ten minutes while the stage area was checked, and then resumed.
While the incident was startling, the quick action of Ms. Evans and the general calm reaction of most attendees prevented any further issues. Fortunately, no injuries were reported, and the damage to the prop appeared minimal.[Your Name/Student Name] Grade [Your Grade/Student Grade]
Your Turn
During a lunch break, a disagreement between two students led to a fight that was recorded and shared online. Write a report to your principal as an eyewitness, explaining what happened and how the situation was handled.
