How do you write good reports?

General tips for writing reports

When writing a report, there are a number of general things to take into account:

• Follow the specific guidelines or requirements of your course. Pay attention to formatting, word limits, and source references.
• Begin with a clear goal in mind: what is the purpose of your report, what do you want to achieve for the recipient?
• Keep your target audience in mind while writing, using language and examples that are relevant to your readers and addressing any concerns or questions they may have.
• Organize your report logically with headings, subheadings, and bullet points to help readers navigate.
• Use clear and concise language, avoiding jargon and technical terms unless necessary. Make sure your report is easy to understand for the intended audience.
• Support your findings with enough evidence. Utilize relevant and current literature, data from your own research (both quantitative and qualitative), supplemented with benchmark data and desk research to support your conclusions. Ensure your sources are reliable and pertinent to the topic.
• Maintain an objective tone in your report, presenting facts and evidence without bias or personal opinion.
• Summarize the key findings in a management summary, limiting it to one page. The summary should be placed before the table of contents.
• Incorporate tables, charts, and other visual aids to assist readers in comprehending complex information and data.
• Thoroughly proofread your report for grammar, spelling, and punctuation errors.

Linguistic tips for writing reports

The most important instructions for ensuring your report is linguistically correct and well-structured are:

• Choose a business writing style rather than informal language.
• Avoid using personal pronouns (I/you/we) unless specified in your graduation manual.
• In the foreword, you may use first-person writing.
• Maintain consistent verb style throughout the report, deciding whether to use present or past perfect tense and sticking to it. Avoid using commercial language, such as directly copying phrases like “The bank excels with innovative products and reliable and customer-friendly services.”
• Always express ideas in your own words. If you do quote directly, remember to cite the source.
• Write out abbreviations completely when used in the text, such as “att.” and “v.w.b.” Company abbreviations should be written out in full the first time they are mentioned and then the abbreviation can be used. For example: Central Bureau of Statistics (CBS).
• When introducing concepts that require explanation, provide the explanation the first time the concept is mentioned. Use numbers consistently throughout the text, either as numerals or spelled out.
• Avoid unnecessary repetition; say things only once.
• Check the entire text for grammar, spelling errors, and proper sentence construction. Ensure that sentences flow smoothly. It is recommended to have someone else read the report or use a spelling checker. Correct any errors before submitting the report. If you would like professional language checking, consider having a proofreader from Jouw Scriptiecoach review your report or thesis.

Tips for layout when writing reports

The eye is also important, and a report with a nice layout is more attractive than a messy document. Therefore, use the following tips:

• Use a simple and consistent layout that supports the content and limit the use of colored texts.
• Start each chapter on a new page. Ensure that all chapter, section, and subsection titles look the same. You can use the Table of Contents option in Word.
• Make sure all paragraphs are separated in the same way, either by adding a blank line or by indenting (but not both, and not alternately).
• Also, try to ensure that the length of paragraphs is approximately the same.
• Texts are often illustrated with figures and tables. Place figures and tables as close as possible to where you refer to them. Include a clear description below the figures and tables, for example, “Figure 1. Abell market definition”. If a figure or table requires explanation, provide it within the text.
• If you use English terms in the text, italicize them. Do not use quotation marks, as they are for quotations only.

Tips for structure when writing reports

A report with a clear structure reads better, allowing the reader to easily follow the main storyline. Use the following tips to ensure a clear structure:

• Begin each chapter with a clear introduction that outlines what the reader can expect in that chapter.
• Refer to examples of other reports. In the HBO Knowledge Base, you will find inspiring theses that can serve as references.
• Ensure that your structure is clear and cohesive, grouping related information together. For instance, if discussing causes and effects, start with causes in one paragraph and then address the effects in a separate paragraph.
• Establish smooth transitions and connections between paragraphs, as well as between chapters. Utilize connecting words to make these connections explicit.
• Do not forget to justify and provide evidence for the choices made in your report. Clarify why a particular theory or model was selected, explaining the reasoning within the text.
• Ensure that your table of contents is accurate, tidy, and clear. Match the numbers, titles, and page numbers with the actual content in your report. If necessary, use Word to generate a table of contents.
• Avoid the “fallen bookcase syndrome,” which involves piecing together unrelated stories or information from various sources in the text. While including relevant information to demonstrate knowledge is commendable, ensure it contributes to the overall narrative. Ask yourself if the information is necessary to answer your main or sub-questions.
• Make sure that your results are presented as such, and your conclusions are genuine reflections. Avoid repetition in your report.

What if the writing doesn’t work?

Maybe you find writing to be a difficult process, be it due to a lack of inspiration or a struggle to articulate your thoughts on paper. Our team of thesis coaches is here to assist you in creating a clear outline and enhancing your writing skills. Interested in learning more about our services? Simply request a consultation, and we will promptly get in touch with you.