Report Writing Format
Title
●​ Clearly state the purpose of the report.
●​ Make it informative and to the point.
Introduction
●​ Purpose: Explain why the report is being written.
●​ Scope: Briefly mention what will be covered in the report.
Example: Title: Report on the School Canteen Introduction: This report aims to evaluate
the current state of the school canteen, focusing on the quality of food, service, and hygiene.
Findings
●​ Subheadings: Organize your findings under clear subheadings.
●​ Details: Provide detailed observations and data for each subheading.
●​ Objective: Present the information objectively without personal opinions.
Example: Food Quality:
●​ The variety of food offered is limited, primarily consisting of fast food items.
●​ Fresh fruits and healthy snacks are rarely available.
Service:
●​ The staff is generally polite and efficient, but there are long waiting times during lunch
breaks.
●​ More staff members could help reduce waiting times.
Hygiene:
●​ The cleanliness of the canteen is maintained to a good standard.
●​ Tables and counters are regularly wiped down, but the floor can sometimes be sticky.
Analysis
●​ Interpret Data: Analyze the findings and draw connections.
●​ Implications: Discuss the implications of the findings.
●​ Causes and Effects: Explain possible reasons behind the observations.
Example: The limited variety of healthy food options suggests a lack of focus on balanced
nutrition. Long waiting times indicate the need for additional staff. Overall, while the hygiene
standards are acceptable, improvements can be made to ensure a cleaner environment.
Recommendations
●​ Actionable Steps: Provide specific, practical recommendations based on your
findings.
●​ Prioritize: Rank the recommendations in order of importance.
Example:
1.​ Introduce a wider variety of healthy food options, including fresh fruits and salads.
2.​ Hire additional staff to handle the rush during peak hours.
3.​ Implement stricter cleaning schedules, especially for the floors.
Conclusion
●​ Summarize Findings: Recap the main findings of the report.
●​ Future Actions: Suggest any further steps or follow-ups needed.
Example: In conclusion, the school canteen requires improvements in food variety and
service efficiency. By implementing the recommended changes, the canteen can better
serve the needs of students and staff.
Tips for Effective Report Writing
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Be Clear and Concise: Use clear and straightforward language.
Stay Objective: Present facts and observations without personal bias.
Use Headings and Subheadings: Organize the content for easy reading.
Proofread: Check for grammar and spelling errors before submission.