A Small Writing Guide

A report can be a large-scale presentation of research material with recommendations for action or a situation report. A report is a factual text in the form of a statement or memo. In practice, the content and format of a report will vary depending on the situation. The purpose and use of the report will determine how accurately the information is expressed and what kind of issues are emphasized. Sometimes there is also talk of interim reports and a final report. Typically, a report describes the work done afterwards in an objective and reliable manner.

A report is a compilation of work done it is used to document information. It is used as a means of reporting what has happened, evaluating a situation or directing activities in a certain direction. Therefore, reporting is characterized by systematicity and speed. In the social and health care sector, customer information is usually reported to a database such as a patient information system. In this case, it is essential that all activities carried out are reported clearly, objectively and comprehensibly. When reporting, an employee must also take into account the requirements of laws and regulations.

Objectives of a report

When writing a report, think about who you are writing it to, i.e., who is the reader and what the goals of the report are. The aim of a report is to provide information for the development of an activity.

For example, a travel report can have different goals. In some cases, a travel report indicates that the trip has been used for the purpose for which it was intended. In this case, the author must accurately record the times and places. The purpose of a travel report, on the other hand, can be to describe information that is interesting and important to colleagues. In this case, the travel report may contain descriptions of ideas as well as contact information. (Kankaanpää & Piehl 2011, 305.)

A thesis is an extensive report, the structure of which is influenced by the established practices of research communication and the type of thesis. An internship report, in turn, may include reflective writing in addition to accurate documentation of the work done. Regardless of a report's purpose, instructions provided, and any sample pages should be followed.

Instructions for Humak's thesis report
Humak's handbook for practical training
A template for Humak's written assignments
 

Structure of the report

The structure of a report is influenced by its objectives and the intended reader. Above all, a report must be readable and clear. The reader should easily understand the essentials. Headings and subheadings make reading easier. A table of contents should be used in longer texts. A report can have a variety of visualizations, such as lists, images, and bolding. Long reports often have a summary as well as appendices. (Kankaanpää & Piehl 2011, 305.)

The structure of a report is determined by the purpose and content of the report. Structuring models suitable for the report are briefly described below according to Piehl and Kankaanpää (2011, 93–112).

• A chronological order is suitable for a report if it answers questions such as the order in which things have happened, what has happened at specific times, how the matter has progressed or how the current situation has ended. A chronological order is appropriate when a report describes a process, development, or variation.
• A topic list is appropriate for a report if, for example, it describes the components of a case, the options available or a system. A topic list describes, among other things, composition, options, structuring, and classification. Topics can be defined in many ways using conceptual frameworks and classifications. It is often worth moving from the most important to the least important or from general to private. Sometimes it may be appropriate to build a thematic order from private to more general. In this case, individual cases are first described and then grouped.
• A problem-solving order is suitable when the report answers questions such as why the situation is like this, what the matter means, what can be done about it or how the matter can be changed. In this case, the situation or problem is first presented, then the problem is specified (causes and consequences are described). Finally, a conclusion or proposal for a solution is made. The problem-solving order is typical in research reports. The key things are at the end, i.e., the results obtained, and the main content are told. For example, the structure of a progressive report may be as follows:

1. Introduction:

• What was the task?
• Why was the task completed?
• Information documenting the subject, place, time, duration, author, etc.

2. Observation section

• What was done and how?
• What results were obtained?
• Assignment, objectives, required background information, methods, procedures, results, etc.

3. Conclusion section

• What can be deduced from the results?

4. Suggestion section

• Development suggestions, evaluative information, etc.
• What needs to be done?