Basics of Work Report Writing (With Format and Examples)

By Indeed Editorial Team

Updated 13 September 2022 | Published 6 June 2021

Updated 13 September 2022

Published 6 June 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Business reports are a common method of sharing your accomplishments and work progress; therefore, it is essential that you know how to write one. There are several kinds of work reports, including daily work reports and sales reports. Although report writing may sound like a time-consuming task, it can be made simple when you have a clear purpose and structure.

In this article, we discuss what a work report is, how to format and write one and examples of the two most common types of work reports.

What Is Work Report writing?

A work report describes two different forms of documents, both of which you present to your manager or supervisor. A personal work report is primarily about your own career goals, such as areas you need more support in and your general work trajectory. The second type of work report details the progress of a project you are working on. In it, you will want to include key information such as any problems, results and any interesting findings.

Depending on the type, you may be given set guidelines outlining how you should present your work report. For example, if your employer wants you to establish key performance indicators (KPIs), you may be asked to fill in a form listing your goals with quantifiable measures for each item. Work reports should have a clear structure to clearly communicate their point across.

Larger corporations in India often have several departments with employees working in different territories and markets. Work reports help everyone stay on the same page. In projects where multiple resources from varying stakeholders are needed, work reports ensure everyone involved is up-to-date and accountable for their duties. Similarly, in companies with large workforces where some employees may go unnoticed, personal work reports help you bring attention to your achievements. Employers admire people who demonstrate personal development skills because they are beneficial to the company's overall growth.

Read more: Business Letter Format and Example

The Classic Work Report Format

Every business will have different requirements on how you should submit your work report. To help you get started, here are the main sections of the standard report writing format:

  • Title: Begin your report with your name, along with any co-authors in the case of a project report. State the date and title of your report or project.

  • Summary or abstract: Reports that have multiple pages need to contain a summary at the start. In this section, highlight the key points in your report, any major results and recommendations. Some people may just skim over your report; therefore, it is essential to write a summary.

  • Introduction: Establish your reason for writing. Explain the situation or problem, define any key terms and describe how you intend to arrange your arguments in the main body section of your report.

  • Body: Divide your main points into several clear and logical sections. Information should be arranged in order of importance, with the most important information at the top. Think of your writing as a story, where there is a cause and effect for each event. This technique will help your points flow smoothly.

  • Recommendations: Explain what needs to be done in order of priority.

  • Conclusion: Most people will only read the summary and conclusion of your report. Make sure your conclusion ties all your points together and answers the question or purpose you started writing with.

  • Appendices: Attach any necessary documents as evidence of your work or to add substance to your writing.

How To Write A Work Report

To write an effective report, you need to clearly communicate your points in a logical and easy-to-read manner. Here are a few tips to support your report writing:

1. Identify your purpose

When you are requested to write a report, your topic will already be addressed. If this is not the case, consider the audience you are writing for. Ask yourself what your audience would find most important and determine the goals of your writing. You can also ask your supervisor for more clarification.

2. Choose an appropriate tone for your audience

Since work reports are a business document, they need to follow a formal and professional tone. Project progress reports, in particular, will be read by many people; therefore, you should avoid jargon, vague expressions and wordy language. Keep your writing as straightforward as possible.

3. Outline your points

After you have identified the purpose of your writing and the audience you are writing for, outline the main points you want to discuss in your work report. Structure it so that each point leads into the next in a logical and meaningful manner. Choose information that is most relevant to ensure your writing is concise.

4. Gather any supporting materials

Include any research or evidence you have used to draw conclusions and develop your recommendations. Keep them beside you while you are writing, as you will need to refer to them to prepare your report. Make sure to attach supporting materials in your appendices so that your reader can analyse them in more detail. These may include:

  • Surveys and questionnaires

  • Interviews with experts, customers, colleagues and clients

  • Financial data, such as charts and graphs

  • Academic literature

5. Proofread your work

Before you send your work report, make sure to proofread your work for any spelling and grammar mistakes. Check and recheck numbers and statistics to make sure they have been typed correctly. Read through your arguments and ask yourself if you can communicate your points any more clearly. Remove any information that sounds repetitive.

Once you have finished writing your report, set it aside for a few minutes. Proofread it again to help you catch any mistakes you might have missed the first time.

Related: An In-Depth Guide to Professionalism

Work Report Examples

The following are examples of a personal work report and project work report that you can use when writing your own:

Personal work report

August 5, 20XX
Roshini Kumar, Marketing Manager
Personal KPIs for the final quarter

This report is to provide an update on my achievements in the second quarter of this year. I will briefly touch upon my contribution to our major seasonal campaigns, including our Father's Day candle promotion and our latest summer product line. Both were highly successful projects that saw sales increase by over 20%. These accomplishments will also help me infer key performance indicators for the last quarter of this year. Our peak season, Diwali, is around the corner; therefore, I would like to discuss our objectives for this project.

Summary of achievements (May-August 20XX):

As of this date, I have completed the following projects with the mentioned results:

20% off Father's Day sitewide campaign

  • 22% increase in sales

  • 8% increase in customer conversion rate

  • 26% increase in impressions across social media channels and e-commerce platform

  • ₹2.4 crores generated in profits

New summer product line

  • Launched 10 new designs

  • 20% increase in sales

  • Decreased customer acquisition cost by 6%

  • ₹3 crores generated in profits

Projects to be accomplished by December 10, 20XX:

  • Launch new Diwali product line

  • Diwali giveaway

  • Christmas winter campaign

KPIs for Diwali marketing campaign

  • Launch 8 new candle designs

  • Increase website impressions by 30%

  • Increase customer conversion rate by 10%

Conclusion

Considering the success of our Father's Day promotion and summer sale, I am confident that my team and I can achieve the mentioned KPIs for our Diwali campaign. I will notify you immediately should there be any unforeseen changes.

Read more: How to Create an Internship Report

Project progress report

November 5, 20XX
Prepared by: Akshay Sehgal and Dilip Desai
Update on new employee handbook project

This report is to provide an update on the XYZ project that is due on December 5th. This project will result in the creation of a new employee handbook that will include updated rules and regulations and the approved increase of paid-time-off. This handbook will work to increase employee awareness of workplace expectations and inform them of the new benefits that have recently been implemented.

Summary of work completed:

As of this date, I have completed the following for the XYZ project:

  • Verified all information that will be in the handbook with upper management and HR

  • Drafted a table of contents

  • Formatted layout of handbook

  • Composed the first 12 pages of the handbook

Tasks to be accomplished by November 12, 20XX:

  • Compose five more pages of the handbook

  • Proofread and edit all pages that have been completed up to this date

  • Have the manager of HR read handbook content to ensure accuracy

Conclusion

The XYZ project is on track to be completed by the scheduled date. This project currently has no obvious obstacles or issues, but if they should arise, they will be promptly addressed.


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