Writing a report paper begins with an assignment, to examine a particular issue or problem, analyze it then come up with viable and practical recommendations for a solution. It calls for understanding what one is expected to present, therefore the writer must be sure of what the report should be based on. It is important for the writer to seek clarification on what is expected of them if they are doubtful about it.
It starts with looking for relevant information to support any claims and arguments the writer is to use in the whole content; the writer must bear in mind that the final draft of the report requires them to present practical solutions to the issues they are writing on. The writer must decide the aim of the report to avoid looking for too much irrelevant information which will be discarded in the end.
After gathering the information, the writer then draws an outline of the report; which is simply the sketch the report will follow. An outline helps the writer develop their ideas significantly, from the beginning to the end, hence it becomes easy for the reader to follow, step by step. An outline also helps the reader identify the topics to tackle first in the report, for instance they might start with the simple topics of the report and end with the more complicated ones.
The writer must present the information gathered in a logical manner, and they should make interpretations for information they have gathered, in-order to state the conclusions they have drawn and the recommendations they suggest. The information should be presented accurately with the facts clearly stated and supported by concrete evidence. Information should be from viable and justifiable sources to avoid giving out outdated or biased information.
The introduction in a report should be brief, usually one and half pages to two pages. It should give the scope of the whole report. It also gives the purpose of writing the report, the literature review,the methodology which is the kind of data used and a brief outline of what the reader should expect from the report. The intro should be concrete and narrow to avoid confusing the reader. Use of illustrations also helps give the reader a good understanding of the report.
Arguments in the body of the report contain all the facts and claims of the writer to which the reader has to make a significance. The writer must make sure that theories, hypotheses and materials in the body of the report are clearly presented; it helps the writer drive home their arguments, for instance, the discoveries one has made or the conclusions one has drawn can only be understandable to the reader if they are clear. Paragraphs should discuss an idea at a time, and they should be of the right length;lengthy paragraphs confuse the reader especially if they can't find the required information early enough.
The conclusion should summarize the main points of the report, by revisiting the major points of the report. Proofreading must be done to ensure that the content is free from mechanical errors for instance, sentence construction errors, punctuation errors etc. Proofreading also helps to fill in any gaps which could have been left in the report, which open grounds for criticism. It is advisable for the writer to seek for the assistance of another person in proofreading, before presenting the final content.