report writing

Universal paragraph rule for reports

No. There is no universal rule that every report must have exactly a certain number of paragraphs. The number depends on the report’s length, purpose and complexity.

Approaching structure of a short report

Think in terms of sections first, then decide how many paragraphs each section needs.

Typical structure for an academic/investigative report

Title; Introduction; Methodology; Findings; Discussion; Conclusion; Recommendations; References/Appendices where required.

Introduction paragraph count

Usually 1–2 paragraphs, although this is a guideline rather than a fixed rule.

Methodology paragraph count

Usually one paragraph.

Findings section paragraph count

About 2–4 or more paragraphs, depending on the number of findings.

Discussion section paragraph count

About 1–3 paragraphs, depending on the complexity of the report.

Conclusion length in a short report

Generally one paragraph.

Presenting recommendations

They can be presented as one paragraph or as several clearly numbered recommendations.

Paragraph count in findings section

The number of findings. For example, three major findings could be presented in three separate paragraphs.

Is the title counted as a paragraph?

No. The title is usually not counted as a paragraph.

Title's purpose in a report

It should tell the reader exactly what the report is about.

Qualities of a good report title

It should be specific, concise and informative.

Reason against using "A Report" as a title

Because it is too vague and tells the reader practically nothing about the subject of the report.

Example of a specific and informative report title

"REPORT ON THE CAUSES OF POOR CLASS ATTENDANCE AMONG LEVEL 100 STUDENTS."

Introduction length in a short university examination report

About 1–2 paragraphs, although this is not a fixed rule.

Main objectives of an introduction

It should establish the background or context, identify the issue or problem, and state the purpose or objective of the report.

First paragraph of an introduction

Establishes the background or context of the issue and the problem being considered.

Second paragraph of an introduction

Commonly states the purpose or objective of the report.

Pattern to remember for writing a short report introduction

Paragraph 1 = background/problem. Paragraph 2 = purpose of the report.

Thinking about introduction paragraphs

The number of paragraphs is not fixed. What matters is that the introduction accomplishes its required purposes.

Definition of methodology in report writing

Methodology explains how the information used in the report was obtained.

Methodology section questions

It answers: 'How did you obtain the information used in the report?'.

Information to mention about interviews

Mention that interviews were conducted and provide relevant details, such as who was interviewed and how many people were interviewed.

Information to mention about questionnaires

State that questionnaires were administered and give relevant details such as the respondents or number of respondents.

Information to mention about observations

State what was observed and the relevant period or procedure used.

Difference between methodology and findings

Methodology explains how you obtained the information, whereas findings explain what the information showed.

Example of methodology in a report

"Questionnaires were administered to 50 Level 100 students" belongs in methodology.

Example of findings in a report

"60% of students identified transportation difficulties as a major cause of lateness" belongs in findings.

Common examination distinction between methodology and findings

Methodology = how the information was obtained. Findings = what the information showed.

Purpose of findings section

It presents what the investigation or collection of information revealed.

Number of paragraphs in findings section

There is no fixed number. It depends on how many findings there are.

Organizing findings with three major findings

Each major finding could be presented in a separate paragraph.

Reason to separate major findings into paragraphs

Each paragraph should have a clear central idea, making the report easier to understand.

What to avoid in findings section

Avoid mixing many unrelated findings into one enormous paragraph.

Possible findings in a late arrival report

Transportation difficulties; students sleeping late; and long queues at food or hostel facilities.

Starting a paragraph with a finding

Begin with: "A major factor identified was transportation difficulty…".

Action after stating a finding

Explain or present the evidence supporting that finding.

Main purpose of the discussion section

The discussion explains what the findings mean by interpreting and explaining the evidence.

Difference between findings and discussion

Findings tell us what was discovered, while discussion tells us what those findings mean.

Finding from a questionnaire about transportation

"Sixty percent of respondents identified transportation difficulties as a major cause of late arrival."

Discussion explanation for transportation finding

It could explain that transportation delays can make punctual attendance difficult.

Discussion section main question

"Why does this finding matter?" or "What do these findings mean?".

Number of paragraphs in the discussion section

One or several paragraphs, depending on the complexity of the report.

Main purpose of conclusion

To bring the report together and state what can be concluded after considering the findings.

Question the conclusion should answer

"So, after everything we’ve discovered, what can we conclude?".

Conclusion length in a short report

Generally one paragraph.

New major finding in the conclusion

No. The conclusion should be based on the findings already discussed.

Introducing a new issue in conclusion

Avoid introducing a new issue such as lack of textbooks if it was never discussed.

What a good conclusion should do with findings

It should bring the findings together and state the overall conclusion that follows from them.

Purpose of recommendations in a report

Recommendations tell the relevant people what should be done based on the findings and conclusions.

Presentation of recommendations in a report

They may be written as a short paragraph or as clearly numbered recommendations.

Basis for recommendations

They should be connected to the findings and conclusions of the report.

Reason against sound-good recommendations

Recommendations should arise logically from the evidence, findings and conclusions.

Examples of recommendations for late arrival

Students could plan journeys earlier and prepare for morning lectures the night before.

Different classifications of reports

Reports can be classified in different ways, so different textbooks may use slightly different classifications.

Focus when studying report classifications

Understand the major categories and the basis for the classification rather than blindly memorising one textbook’s list.

Informational report definition

An informational report mainly presents facts, information or the status of something.

Questions answered by an informational report

Questions such as 'What happened?', 'What is the current situation?' and 'What has been done?'.

Do informational reports make recommendations?

No. It does not necessarily attempt to make recommendations.

Example of an informational report

A report on student attendance during the first semester.

Content of informational report on student attendance

Attendance figures and patterns.

Analytical report definition

An analytical report goes beyond presenting information. It examines information, analyses causes or relationships, and may reach conclusions or make recommendations.

What analytical reports do beyond presenting facts

It analyses the information, including causes or relationships, and may reach conclusions or make recommendations.

Example of an analytical report

"Report on the Causes of Low Student Attendance."

Why is the analytical report example significant?

Because it investigates and analyses why attendance is low and what could be done.

Investigative report definition

It is a report resulting from an investigation into a particular problem, incident or issue.

Example of an investigative report

"Report on the Causes of Examination Malpractice in a Department."

What does an investigative report involve?

Investigating an issue, gathering evidence, presenting findings and potentially making recommendations.

Overlap between investigative and analytical reports

Yes. An investigative report can overlap with an analytical report.

Research report definition

A research report presents the process and results of a systematic research study.

Sections in a research report

Introduction, Literature Review, Methodology, Results/Findings, Discussion, Conclusion, Recommendations and References.

Comparison between research and examination reports

A research report is generally more extensive.

Progress report definition

A progress report tells someone how far a project, activity or task has progressed.

Essential question in progress report

"How far have you gone?".

Example of progress report usage

A group conducting a six-week community