How to Write a Report: Structure, Format and Examples

Reports versus essays

A report is organised for a reader who wants findings quickly: numbered sections, headings, tables and clear recommendations. An essay builds one continuous argument.

Standard report structure

1. Title page
2. Executive summary
3. Contents
4. Introduction (purpose and scope)
5. Method or approach
6. Findings
7. Discussion
8. Conclusions and recommendations
9. References and appendices

Writing the executive summary

Write it last. In one page, state the purpose, method, key findings and main recommendations. A busy reader should be able to act on it alone.

Presenting data

Use a table when exact values matter and a chart when the pattern matters. Number and title every figure, cite the source, and explain what the reader should notice.

Strong recommendations

Make them specific, actionable and linked to findings: who should do what, by when, and why.