If you’re probably wondering how to write a good report, you’re not alone. Many individuals face difficulties when it comes to report writing, as it requires a specific format and structure that can be confusing to navigate.
With so many types of reports - sales reports, marketing reports, school reports, social media reports and more, how do you know the best structure and organize your thoughts or data that would positively reflect your work?
It all lies in following the right report writing format. With the right format, you’ll be able to write your report with guidelines and make it easy to read and understand and make it easier for you to write as well.
Just as there are different types of reports, there are also different report formats and ways to deliver them. In this article, we’ll walk you through the best report writing formats, examples of reports, report layouts and templates for report writing.
Here's a short selection of 6 easy-to-edit report templates you can edit, share and download with Visme. View more templates below:
There are six main types of reports you might encounter based on your goal or niche. In this section we’ll highlight and showcase what these reports are along with reports writing samples, each populated with a similar reporting writing format to what we'll cover further in this article.
The first type of report we'll cover is an annual report. This type of company report format typically rounds up a business's year of progress and performance to let supervisors and team members know what they've accomplished.
It can include anything from website analytics to sales profits, depending on who the report is meant for.
One report that is helpful to provide your team is a weekly report based on your progress in various projects and goals. This can be a simple one-pager, or a more in-depth report with specific updates.
Keep clients and team members up-to-date on the status of various projects you're working on by providing them with a project report. This can include a timeline of your report progress and the deadline for each segment to keep everyone on the same page.
It's essential to keep your team updated on how your sales and/or marketing strategies are going. Put together graphs showing profit margins, increases in engagement and more.
These types of reports are also a great way to determine whether your strategies are working or if they need some tweaking in the future.
Sometimes if you need to do some in-depth research, the best way to present that information is with a research report. Whether it's scientific findings, data and statistics from a study, etc., a research report is a great way to share your results.
For the visuals in your research report, Visme offers millions of free stock photos. But if you can’t find what you need, or are looking for something out of the box, try the Visme AI image generator. Prompt the AI tool to quickly create an image that matches your research, your brand and your report.
An academic report is one created for a class, often in a graduate or undergraduate university. This report format follows a formal writing style and dives into a topic related to the student's academic studies.
For more report examples you can learn from, check out our guide on Report Examples With Sample Templates.
Now we're getting to the good part — the ultimate report writing format. While this may vary based on the data and information you pull, it provides enough leeway for you to follow standard report formats.
Keep in mind that good report writing depends on first writing a report outline to start organizing the content in the best way possible.
A standard report format goes a little something like this:
Each of these eight elements ensures that you leave no stone unturned and that your reader knows exactly what they're learning in your report and how you gathered this information.
Your next step is to get started with an outline. At each point of the outline, use one or two sentences to describe what will go in there. It doesn’t need to say much, just an idea for you to follow later. Input some design ideas for the overall design and report layout as well.
For example, in the Table of Contents section, simply add that you want it to only cover one page or slide, make a note if you’d like to add the pages for only the main sections or maybe also the subsections.
In the Appendices section, list all the links to the sources you used and add on as you do more research. Every source you reference in your report must be listed here.
The most important part of your outline is the Body section. In there, create an internal outline of sections and subsections that you can follow later when writing.
After you’ve drafted the outline, it’s time to put together all of the content into the report. The outline we provided above is the only report writing format you’ll ever need. You can add sections if needed but don’t take any away.
Let’s take a look at every section in detail.
The title of your report should be clear in its wording. It must say exactly what the report is about. Remember that this isn’t a novel. Include a subtitle if necessary, making sure the font size of each subtitle is smaller than the title.
In terms of design , your title can be designed as an inviting cover page. There needs to be a clear hierarchy in how the title looks.
On your title or cover page, be sure to include the following:
If you’re having trouble coming up with an interesting title or report content, you can get some help from the Visme AI Writer. Describe your report in the text prompt and ask the AI to write a few optional titles. If the first results aren’t to your liking, ask it to do some edits until you have just what you need.
Always leave the Table of Contents page until the end. After all, you can’t write a table of contents if you don’t know all of your page numbers yet.
However, if your Body outline already has each of your section and subsection titles defined, you can add those to the contents and leave the numbering for later.
Having a Table of Content pages makes it easy for your readers to find the information they're most interested in quickly and easily, improving overall readability. So you absolutely do not want to skip this step.
Likewise, the summary (also known as the abstract) of the report is best done after you’ve finished writing the report. You can draft a summary at the beginning to help guide your work, but you’ll definitely want to revisit it at the end. When you do, try using different paraphrasing techniques to ensure that you're not using repetitive phrases already present throughout the report.
A summary is a blurb of the entire report . It must include the purpose, the process and a snippet of the resolution. This should be no longer than a single paragraph or two.
Alternatively, if your report is data-heavy, the summary can also be a detail report where you share detailed data. Plus, you can add a hyperlink to further data analysis regarding what you’re reporting about.
In the introduction, state what the report is about and why it has been created. Depending on the length of your report, the introduction format could range from one single paragraph to an entire page long.
For example, one paragraph is enough for a social media report introduction while an entire page would be more suitable for an annual report .
Take this time to introduce why your topic is so important, especially if it's a research report. You need to focus on why your readers should care about what you have uncovered.
The body of your report is where all the information is put together and will be the longest section of your report. This will likely span several (anywhere from 5-50) pages. Follow your initial outline to maintain consistent flow in the content creation. Write the body content as sections and subsections.
Furthermore, use bullet points and data visualization as visual cues . These will help your audience to better understand the content of your report.
Check out this video from Visme for some tips on visualizing all that data!
Close your report with a well-crafted conclusion . Formulate it as a brief summary of what was covered within the report, and be sure to include a mention to the recommendations section and the resources in the appendix.
This section should never bring new information to the table — instead, it should simply summarize all of the findings you've already mentioned into one concise final section.
Craft the recommendations section as a set of actionable steps with smart goals associated along with possible solutions. This section is irrelevant for school reports or book reports, but is essential for business reports or corporate settings.
This is the section where you list all your sources if it’s a research report. You should also add any links that are relevant to the report — or previous reports about the same topic.
You could even link an interactive version of the report you just created with Visme. Visme allows you to create interactive and animated documents that can be published to the web with a single click, offering a new dimension to your report.
A good rule of thumb when creating your appendices is to only add information that is relevant to the report or that you referenced when writing your report. Use reference annotations inside the report to link to the content in the appendix.
The report content used in this sample report design can be found here.
Following a report writing format is only a portion of the report writing process. When it comes to the content being placed in that context, it needs to be executed in a professional manner that will not only inform your reader but engage them from start to finish as well.
Here are some writing tips and best practices you should follow to complete your report in style.
It's helpful to write the body of the report before the introduction or conclusion so you have a comprehensive overview of what key points should be covered in each section. This rule applies whether you're writing the report independently or as a team.
For the body of your report, you can assign specific sections to your team members and then appoint someone to write the conclusion and intro once it's complete.
Visme provides a space for team collaboration where you and your team members can work on your report simultaneously, adding comments, real-time updates and more. This feature helps to ensure everyone contributes and each section of your report is completed and well-rounded.
Don’t simply add visuals for the sake of adding them. Instead, by adding data visualization, you can condense complex information, pinpoint relationships and showcase values and risk. Not to mention a single chart can save you from adding unnecessary text to your report. Give each visual a strong purpose in your report.
Next to data visualization, you should also be mindful of what images you choose to include in your report, whether they’re used as a backdrop or illustration of the topic at hand. You can dive into Visme’s extensive library of royalty-free images, upload your own or create your own with Visme’s AI-powered Image Generator.
Tap into the infinite possibilities of AI image generation right inside your Visme editor. Available inside any project, old or new, just type in your prompts and generate creative and unique visuals for your report.
To ensure your report holds credibility, it must be error-free with proper spelling, grammar and tone. You should only use acronyms or jargon that are associated with your industry or profession, only if needed.
Try to use simple language and avoid adding unnecessary fluff. Lastly, before you send off your report, be sure to review it or ask for a colleague's opinion to ensure everything is in place.
You can send your report as a shareable link for a quick review or invite your colleague directly into your Visme project to decide if they can view, edit or comment on it. Make updates and share changes in real-time to streamline a faster editing process and have your report polished and ready to share with your audience.
Avoid creating a large appendix, as it can be intimidating or burdensome for the reader. It’s best only to add information or sources relevant to the report’s main points.
One way to implement this tip is to review your appendix only after your report’s been completed, then do an extensive review to see what needs to stay or be removed until you're satisfied with the size of your appendix.
If it’s accessible, ask an editor or writer to review your article. You can also use tools like Hemmingway, ProWritingAid or Grammarly. Even your best KPIs and ROIs won’t save you from bad grammar.
Writing a report may seem challenging, but anyone can do it with a proper plan, the right tools and some practice. You can sign up for Visme's AI Report Writer and follow these simple steps to write your own report.
Before you put pen to paper, identify your reasons for writing the report. What do you want to accomplish with it? What is the purpose of your research, and why will it be important to others?
You might need to create a monthly, weekly, or annual report. Or, it could be a business report, including sales, marketing or social media reports.
No matter what type of report you are writing, the objective will guide you through the rest of the process.
Also, consider your target audience who will be reading it. For example, if you are writing a sales report for your team, it might be important to include data that shows their performance compared to the previous month, like the example below.
If you are writing a project status report like this, you must focus on showing the project's performance over a period of time.
In either case, your objective will help you determine what information is essential in your report and how much should be included.
Start by gathering relevant data and information from various sources, such as books, articles, interviews and online resources. Also, you can find data from your company's files, sheets, CRM or sales software and any other source you can.
As you explore different perspectives and evidence, you'll better understand the topic and be equipped to present a comprehensive analysis.
While researching, take notes and keep track of your sources for easy referencing later. In-depth research lays a solid foundation for a credible and insightful report.
Creating an outline provides a structured framework that guides your writing and keeps you focused. Start with the main headings like introduction, body and conclusion. Under each, add subheadings of key points or arguments you will cover.
An outline organizes your thoughts and lets you see where information fits best, ensuring a logical flow of ideas in your report. This planning tool ultimately makes the writing process easier and more efficient.
After conducting research and preparing an outline, it's time to write your first draft. Start by stating your purpose in the introduction. Expand on your main points and provide necessary information and arguments in the body section.
Lastly, summarize and conclude your ideas. Don't focus on perfection in this stage; just get your thoughts down. It might look rough, but that's okay. This draft is your starting point, where you'll improve in the next revision and editing stages.
You can use Visme's AI writer to simplify the report writing process. It can help you prepare structured outlines, generate compelling report content and proofread text to ensure it's error-free. Just explain what you want to generate, and the AI writer will do the rest.
This is one of the most important steps in this whole process. It involves reviewing the structure, flow and content of your report. Check your arguments, their logical presentation and if your evidence supports the claims.
Also, focus on editing the report by checking language, spelling, punctuation, style and formatting. You can use grammar checker tools like Grammarly and Hemmingway editor.
The more time you spend editing your report, the more clearly it conveys your message.
Once your report is complete and you are satisfied with the results, it’s time to share it with your audience. You may need to share your report in various file formats and channels.
If you use Visme to write your report, you can download and share your report in many different ways:
Click through the image below to use this customizable template to create your report. It follows the standard report writing format so you won’t get confused or miss a section.
Do you still have questions about good report writing and the best report writing formats? These FAQs will help.
Writing a report effectively is best done by following a format and a set of guidelines. These are the five steps to follow to create a good report.
1. Understand your report’s purpose: Begin by having a clear understanding of the report's intent.
Whether it's an annual summary, weekly update, or research findings, knowing your report's purpose is crucial for effective writing. Compile and write the content with the purpose in mind as if it were a problem to be solved.
2. Follow the Right Report Writing Format: Adhere to a structured format, including a clear title, table of contents, summary, introduction, body, conclusion, recommendations, and appendices. This ensures clarity and coherence. Follow the format suggestions in this article to start off on the right foot.
3. Plan Your Writing: Create an outline to organize your thoughts and prioritize the body of the report. Stick to factual information, providing accuracy and reliability throughout. Be as detailed as possible in the outline; this will help build the report effectively.
4. Choose the Right Report Template: Utilize templates tailored to your report type, whether it's annual, weekly, project-related, sales/marketing, research, or academic. Templates streamline formatting and enhance professionalism. Visme has hundreds of report templates to choose from. Browse the gallery to find the perfect one.
5. Keep Your Audience in Mind: Tailor your report to meet your audience's needs. Whether it's supervisors, team members, clients, or peers, consider what information is most relevant and valuable to them. Make it easy for them to skim the report with clear headlines, titles and data visualizations.
Formatting a report nicely involves attention to detail and adherence to specific guidelines. Here are some key characteristics that will ensure your report looks polished and professional:
1. Consistent Font and Size: Use a readable font like Arial or Verdana, and maintain consistency in font size throughout the report. Typically, a 12-point font is standard for most reports.
2. Clear Headings and Subheadings: Employ clear and descriptive headings and subheadings to organize your content. Use a consistent hierarchy, i.e., Heading 1, Heading 2, body text, etc, for a neat structure.
3. Adequate Margins: Ensure proper margins on all sides of the page (usually 1 inch or 2.54 cm) to provide white space and enhance readability.
4. Line Spacing: Use 1.5 or double spacing for the main text to prevent overcrowding and improve readability. Single spacing is acceptable for footnotes, references, and captions.
5. Page Numbers: Include page numbers, typically in the header or footer, to aid navigation. Ensure they are placed consistently and formatted appropriately.
6. Bullet Points and Numbering: When listing items or creating outlines, use bullet points or numbering for clarity. Maintain uniformity in style and indentation.
7. Tables and Figures: Format tables and figures consistently by providing clear labels and captions. Ensure they are properly aligned within the text.
8. Alignment: Align text and paragraphs consistently. Use left-justified text for most reports, as it's the easiest to read. Justify text only when necessary.
9. Page Breaks: Insert page breaks as needed to avoid awkward page transitions within sections or paragraphs.
10. Use of Color: If your report allows for color, use it sparingly and consistently. Ensure that text and background colors provide sufficient contrast for readability.
11. Proofreading and Editing: Always proofread and edit your report for grammar, spelling, and formatting errors. Consistency in formatting is essential for a polished look
12. Citations and References: If your report includes citations and references, follow a specific citation style guide (e.g., APA, MLA, Chicago) consistently throughout the document.
13. Review for Accessibility: Consider accessibility guidelines, such as providing alternative text for images and using accessible color choices, to ensure all readers can access your report.
A well-crafted report possesses five key qualities that make it effective and valuable. Here they are:
1. Clarity and Conciseness: A good report is clear and concise. It presents information in a straightforward manner, avoiding unnecessary jargon or overly complex language. Readers should easily understand the content without confusion.
2. Relevance: Every piece of information in a good report is relevant to the report's purpose and objectives. Irrelevant or extraneous details are omitted, ensuring that the report focuses on what truly matters.
3. Structure and Organization: Reports are structured logically, with a clear beginning, middle, and end. They typically include sections like an introduction, body, and conclusion, ensuring a logical flow of information. Headings and subheadings help organize content effectively.
4. Accuracy and Reliability: Accurate and reliable data is a hallmark of a good report. Information presented should be based on thorough research, sound methodology, and credible sources. Any data or facts should be verifiable.
5. Actionable Recommendations: In many cases, a good report includes actionable recommendations or insights. After presenting the data and analysis, the report should offer practical suggestions or solutions that readers can implement or consider for decision-making.
Hopefully, this post has helped you to better understand the best way to put together a report using a standard report format and layout. Following a standard report writing format is just what you need to create engaging, memorable reports . Follow the tips above and you’ll never make a boring report again.
Just how following a report writing format will help you create a better report, a Visme subscription will help you create a full suite of visual content.
