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Written Reports

Updated Mar 04, 2023 ·

Overview​

When writing a report, make sure to communicate findings clearly and in a way that matches the audience's needs.

Types of Reports​

  • Informational Reports

    • Short, factual, and no analysis.
    • No strict structure.
    • Main purpose is to inform about facts.

  • Analytical Reports

    • Longer, with analysis and recommendations.
    • Varies in size and has strict structure.
    • Purpose: Drive decisions based on data.

  • Final Reports

    • Detailed, with visuals and technical data.
    • Usually long format, intended for audiences.

  • Summary Reports

    • Concise, summarize key findings and recommendations.
    • Usually short, less than 5 pages.
    • Summary of main report.
    • Can contain links to the main report.
    • For audiences who don't need technical details.

Report Structure​

Reports should follow a clear structure.

Introduction​

The introduction explains the report’s purpose and provide context.

  • Contextual Information

    • State why the report was written.
    • Example: To address an increase in negative reviews.

  • Analysis Questions

    • Define the key questions.
    • Example: What factors lead to bad user experiences?

Body Sections​

This is the body of the report.

  • Data Section

    • Describe the data used in your analysis.
    • Include tables or charts for clarity.

  • Method Section

    • Explain the methods used.
    • Example: NLP and machine learning models.

  • Analysis Section

    • Present the data and analysis
    • Use visuals such as graphs.
    • Example: A graph with most common words.

  • Results Section

    • Share the outcomes of the analysis.
    • Support results with visuals.
    • Examples: Percentages or trends.

Conclusion Section​

The conclusion restates the analysis questions.

  • Summarize key findings.
  • Include recommendations based on the analysis.

Business Context​

When writing for business, adapt the structure to the audience's needs. Use the 1-3-25 approach:

  • 1 page for an abstract
  • 3 pages for an executive summary
  • 25 pages for detailed findings

The executive summary should help readers quickly understand your conclusions and decide if they want to read further.

Consider the Audience​

Different stakeholders will be interested in different parts of the report:

  • Time-constrained readers

    • Will focus on the introduction and conclusion
    • They will scan the body for key points.

  • Executive Team

    • They care about the introduction, conclusion, and recommendations.

  • Technical Stakeholders

    • Focus on the body to review the methods
    • Validates the analysis.

Writing the Report​

Clear and precise writing helps avoid confusion and ensures stakeholders understand the message.

  • Avoid Empty Phrases

    • Remove phrases like "It is interesting to note that."
    • Stick to straightforward statements.
    • Be direct and to the point.

  • Use Concrete Nouns

    • Avoid vague pronouns like "this" or "that."
    • Be specific about what you're referring to.
    • Example:
      • Incorrect: "This model shows an accuracy of 80% in predicting customer churn" - Correct: "The model shows an accuracy of 80% in predicting customer churn."

  • Prefer Active Voice

    • Active voice is clearer and easier to read.
    • Example:
      • Active: "The data shows trends"
      • Passive: "Trends are shown by the data"

  • Eliminate Redundant Words

    • Avoid unnecessary adjectives or adverbs
    • Not useful: "introducing the new" or "done previously."
    • Keep your writing concise.

  • Fix Run-On Sentences

    • Break long sentences into smaller ones.
      -Use conjunctions like "because" or "so" to connect ideas.