Topic 4

Objectives and Structures of Various Kinds of Reports
A report relays information or recounts events in a presentable form. It is written for a

specific purpose and for a specific audience. It also follows a format or structure so that
particular data or information is easy to locate. A report can be written or spoken.
There are two main types of report:
1. Formal Report
A formal report is more complex and used in official level. A formal report is longer and
impersonal. It does not use personal pronouns or contractions. A formal report is used for
research papers. It can be an informational report, analytical report or recommendation
report.
2. Informal Report
An informal report differs from a formal report on its length and tone. It is much shorter and
uses personal pronouns and contractions. It is more controversial and deals with everyday
problems and issues. It is typically an internal report.
An informal report includes progress report, financial report, feasibility report and so on. No
matter the type of report, a good report should be clear, concise, objective and non-
discriminatory.
1. Clarity. A report should be easy to understand. The writer should be able to transmit the
exact idea to his readers by using concrete words.
Example:
Sentence A: Many of the students are reported to be “highly aware” of the Zero Waste Policy of
the school.
Sentence B: Eighty percent (80 out of 100) of the student-respondents are highly aware of the
school’s Zero Waste Policy.
Which sentence is clearer? If your answer is Sentence B, then, you got it right. The phrase
“eighty percent of the student-respondents” is more concrete than just simply saying “many”.
How many is “many”, then?
2. Conciseness. A report should be short and simple without distorting its meaning and
emphasis. Remember to KISS. Keep it short and simple, okay?
Example:
Sentence A: The respondents of the study were the 50 male students of Pook Masunurin
National High School. All the respondents were working students. They were all interviewed
using same set of questions.
Sentence B: The interviewees were the 50 working male students of Pook Masunurin National
High School.
Which is concise? If your answer is Sentence B, then, you’re correct. It is shorter and simpler
but the meaning is exactly the same with Sentence A.
3. Objectivity. A report should be based on facts and evidences and not on the writer’s
emotions or feelings. It should also be free from all sorts of biases.
Example:
Sentence A: It was so unfortunate and disheartening that many of the respondents were
reported to be highly exposed to violence at home.

Sentence B: It was revealed that fifty percent of the respondents were highly exposed to
violence at home.
Which between the two sentences is objectively written? Yes, it’s Sentence B. Simply, the words
“unfortunate” and “disheartening” show the author’s emotions towards the result of the data
gathered. Thus, Sentence A is subjective, not objective.
1
4. Non-Discrimination. A report should show that the writer treats people with equality
and respect regardless of their gender, age, religion, status, or sexual orientation.
Hence, it is expected that a good report writer should demonstrate the following qualities:
honesty, accuracy, precision, thoroughness or comprehensiveness, transparency, orderliness
and brevity.
The following are the most common reports that we commonly encounter at school, even at the
workplace.
1. Laboratory Report. It is an objective and systematic documentation of what has taken place
in the laboratory experiment. It allows students to see how a principle is applied and practice
procedures in real life.
A laboratory report usually contains Title Page, Abstract, Introduction, Procedures, Results and
Discussion and References.
2. Field Report. It is a documentation of person’s experience while in the field e.g. in

practicum. Its purpose is to report the experience and reflect on it.

3. Survey Report. It is an objective and systematic written presentation of the goals and
findings of a survey. It aims to collect data by asking a group of people questions.
A survey report usually includes Introduction, Procedures, Results, Conclusions and

Recommendations, Appendix and References.
Although reports don’t have a standard or set format, there are general sections or parts that
should be included in writing one.
1. Title Page. The title page should contain the following elements: report title, the name of
the person (s) who submitted the report and the name of the person or organization who
will receive the report.
2. Abstract. This part is the summary of the report. Although it’s located at the beginning,
this part is written last. The abstract cannot be written prior to conclusions. It contains
the most important data such as the purpose of the report, the methods and procedures
done, the results and the conclusion.
3. Introduction. This section presents the background and the objectives or purpose of the
report.
4. Procedures. This part presents the methods or processes the writer went through in
order to come up with the report, as well as the materials used and people involved.
5. Results and Discussion. This section contains the findings from the procedures done.
6. Conclusion. The conclusion includes the summed up points or ideas based on the
results. It may also contain answer(s) to the questions or issues posed in the
introduction.
7. References. This section contains a list of books, journals, websites and the like which
the author cited in the report.

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Objectives and Structures of Various Kinds of Reports

A report relays information or recounts events in a presentable form. It is written for a

There are two main types of report:

2. Field Report. It is a documentation of person’s experience while in the field e.g. in

A survey report usually includes Introduction, Procedures, Results, Conclusions and

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