How to Write a Report

Arup Roy, Lecturer in English Language & Literature, Kanchkura University College

Class One

A report which presents any problem, situation, occasion, ceremony, or event is a specific kind of writing written in a specific way.
It consists of four parts: headline, introduction, description, and conclusion.

A news report can be of several categories such as accidents (be it road accident boat accident, fire accident, etc.), natural calamities (flood, landslide, earthquake, drought, tsunami, storm, hailstorm, cyclone, etc.), public events (ceremonies, functions or inauguration), anti-social activities (stealing, snatching, robbery, terrorism, agitation of the people, etc.) 

How should we write a report? Firstly, a report is generally written from a third-person point of view; we never use the first person "I". Secondly, the reporter writes the report using indirect speech though, very often, he uses direct speech too. Usage of direct speech is very important; it makes the report not only very attractive but also very objective. Then a reporter uses the passive voice to a great extent. Here, he has to be very conversant to understand whether he should give importance to a subject or an object. In maximum time subjects are omitted when the reporter gives importance to the object. Afterward, a report generally answers all the w/h questions: who, what, where, when, which, why, and how. Finally, The idea of the report must be objective, clear, and lucid to the readers. 

If I go to discuss the strategy of writing a report, firstly, you should make sure that you have collected enough information in response to these w/h questions before you start writing. Secondly, you should go to present them in the required paragraphs. You can mention your name at the beginning, middle or end. But, you must mention the date and name of the place at the outset of the introduction. An introduction should not be more than 19 to 25 words. Afterward, don't forget to give an effective headline. you can write a beautiful headline if you carefully follow your introduction. But the headline is placed before the introduction; In fact, a report starts with a headline. A headline should be very precise. It should not be more than 9 words.  A headline should not be written in a complete sentence. In fact, a headline is expected to be in a phrase. Each initial letter of the words of your headline should be in the capital letter except the article and preposition. "The main objective of headline is to tell and sell." It should be simple, readable, understandable, and attractive. It has to be written in an active voice. Then, Having finished the headline and introduction, you have to provide details in the body part. Here, you have to provide as much information as you can within a few words. It must stick to the truth. Look at the following structure of a report below:

Headline:

• not more than nine words
• use active voice
• try to omit auxiliary
• simple, readable, understandable, attractive & objective
• must hold the attention of the readers

Introduction:

• must be newsworthy (providing the most important information directly)
• written within 19 to 25 words
• provides information in response to the "wh" question
• should be precise, clear, and relevant

Body: 

• have to provide as many details as you can in a single paragraph

Conclusion (can be written in many ways:

• summarizing
• circling back to the main point
• answering important questions
• ending with a quote
• suggesting further reading
• suggesting necessary action etc.

                  You have to follow the following model in the exam:

Suppose, you are a reporter of "The Daily Star." Now write a report on a dreadful fire accident in a garment factory in your area.

Fire kills 15 in a Garment Factory

Mr. Kamal, Malibagh, 23 November: A massive fire broke out in a garment factory unit of the Amin group at Malibagh yesterday leaving at least 15 people dead. 

Still, nobody knows where the fire originated from. About 220 people work in this unit. The fire burning at least forty-five.  According to local people fire broke out at around 9 pm and smoke immediately engulfed the whole factory which could not let the people come out of the building despite their hard effort. The fire brigade and Civil Defence reached the spot immediately and tried to extinguish the fire in collaboration with local people but they failed to control the fire. However, personals from Bangladesh Army and helicopters from Bangladesh Air Force saved many people. Finally, their combined effort brought the fire under control after they had tried heart and soul for 9 hours. However, the fire already claimed 15 lives and left many others seriously wounded. The injured were admitted into many local hospitals and clinics. The concerned authority has formed a 5-member inquiry committee to investigate the source of the fire. 

So, you have to write a headline within 9 words. Then, You have to write the name of the reporter followed by name of the place and date at the beginning of your introduction. Afterward, you have to write down the details in a separate paragraph. Finally, you must attach the conclusion with the body part. Don't make a separate paragraph for your conclusion. the Conclusion should be included at the end of the body part.

Report Number One

Report Number Two: 50th Victory Day Observed at Kanchkura University College