A report is a factual, organised piece of writing about an event, investigation or situation. Unlike an essay, a report is written to inform, not to entertain or argue, and it is organised so readers can find information quickly.
Types of report
| Type | Used for | Key features |
|---|---|---|
| Newspaper / event report | School magazine, newspaper, exam tasks ("Write a report on the Annual Day") | Headline, byline, place and date, past tense, quotes |
| Formal report | Work, college, surveys, investigations | Title, sections with headings, findings, recommendations |
| Short report / memo | Updates inside an organisation | To/From/Date/Subject, short paragraphs or bullet points |
1. Newspaper and event report format
| Part | What to write | Example |
|---|---|---|
| Headline | Short, catchy, present tense, no full stop | Students Plant 500 Trees Across City Parks |
| Byline | Who wrote it | By Aditi Sharma, Staff Reporter |
| Place and date line | Where and when | NAGPUR, 5 October 2026 — |
| Lead paragraph | The 5Ws + H: who, what, when, where, why, how — in 1–2 sentences | See example below |
| Body | Details in order of importance; quotes from people involved | Activities, numbers, guests, reactions |
| Conclusion | Outcome, next steps, or the event's significance | The club plans a second drive in March. |
Example: event report (≈170 words)
By Aditi Sharma, Staff Reporter
NAGPUR, 5 October 2026 — More than 200 students from Green Valley School planted 500 saplings in four city parks on Saturday as part of a weekend drive to improve the city's green cover.
The event was organised by the school's Eco Club with support from the municipal gardens department, which supplied the saplings and tools. Students worked in teams from 8 a.m. to noon, planting native species such as neem, peepal and gulmohar, which need less water once established.
"We chose trees that suit our climate, so they will survive the summer," said Eco Club president Rehan Qureshi, a Class 11 student. Each team has adopted a section of a park and will water it every week until the monsoon.
Principal Ms. Kavita Joshi praised the students' effort and announced that the club would hold a second drive in March. Local residents also joined in, and several offered to help care for the new trees.
Why it works: the first paragraph answers who, what, when, where and why; details follow in order of importance; a quote adds a human voice; the ending looks ahead. Quotes and reported statements follow the rules of direct and indirect speech.
2. Formal report structure
| Section | Content |
|---|---|
| Title | Clear and specific: "Report on Student Use of the School Library" |
| To / From / Date (optional) | Who the report is for and who wrote it |
| Introduction / Purpose | Why the report was written and how information was gathered |
| Findings | What you found, under clear subheadings; facts and figures |
| Conclusion | What the findings mean overall |
| Recommendations | Specific actions, often as a short numbered list |
Example: short formal report
To: The Principal · From: Student Council · Date: 6 October 2026
Purpose
This report examines how often students use the library and suggests ways to increase its use. Information was collected through a survey of 120 students in Classes 9–12 and an interview with the librarian.
Findings
Usage: Only about a quarter of students visit the library at least once a week. Most visits take place during exam periods.
Reasons for low use: Students mentioned limited opening hours, a lack of recent fiction and too few seats near charging points.
Positive points: Students who use the library rated the staff as helpful and the reference section as useful.
Conclusion
The library is valued by regular users, but practical barriers prevent most students from visiting.
Recommendations
1. Extend opening hours until 5 p.m. on weekdays.
2. Add a "new arrivals" shelf of popular fiction, chosen with student input.
3. Install additional charging points in the reading area.
Useful report language
| Purpose | Phrases |
|---|---|
| Stating the purpose | The aim of this report is to… · This report examines / outlines / evaluates… |
| Describing method | Information was gathered from… · A survey was conducted among… |
| Presenting findings | It was found that… · The majority of respondents… · Only a small number of… |
| Concluding | Overall, it is clear that… · The findings suggest that… |
| Recommending | It is recommended that… · The school should consider… · A possible solution would be to… |
Style rules for reports
- Be factual and objective. Report what happened or what you found; keep personal opinion for the recommendations.
- Use the right tense. Event reports are mostly in the past simple; formal report findings often use the present ("Most students prefer…").
- Use the passive where the action matters more than the doer — "A survey was conducted", "Saplings were supplied". See passive voice.
- Use headings and short paragraphs in formal reports so readers can scan.
- No contractions or slang in formal reports.
Practice task
Write a newspaper-style report (150–200 words) on a blood-donation camp held at your college. Include a headline, byline, date line, a lead paragraph answering the 5Ws, one quote and a closing line.
Show a model lead paragraph
PUNE, 3 October 2026 — Over 150 students and staff donated blood at a camp organised by the NSS unit of City Arts College on Friday, in partnership with a local hospital, to help address a seasonal shortage in the city's blood banks.
Frequently asked questions
What is the format of report writing?
For an event or newspaper report: headline, byline, place and date line, a lead paragraph covering who, what, when, where and why, body paragraphs with details and quotes, and a conclusion. A formal report uses a title, introduction, findings, conclusion and recommendations.
What tense is used in report writing?
Event and newspaper reports mainly use the past simple. Formal reports use the past for what was done (a survey was conducted) and often the present for findings and conclusions.
What is the difference between a report and an essay?
A report presents facts in an organised way, often with headings, to inform or support a decision. An essay develops an argument or discussion in continuous paragraphs.
What are the 5Ws in a news report?
Who, What, When, Where and Why — often with How. The first paragraph of a news report should answer them briefly.
Should a report include my opinion?
Keep findings factual and objective. Your judgement belongs in the conclusion and recommendations, based on the evidence you present.