When given the task of writing a report, it's natural to feel the process will be complicated. Luckily, if you pay attention to the instructions, choose a subject you like, and devote plenty of time to your research, it's actually not that difficult. Once you've gathered your research and created an outline, you're ready to write paragraph by paragraph and proofread your results before submitting them!
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Part 1 of 4: Choosing a Topic
Step 1. Read the instructions or task guide carefully
If a teacher, lecturer, or supervisor provides a guide, make sure you read it carefully so you can understand the assignment. Generally, instructions contain information such as the type of report, whether informative or persuasive. In addition, there is usually a description of the audience, and issues that should be addressed in the report.
- Instructions also usually contain requirements for the structure and format of the report.
- If you have a question, clarify it as soon as possible. That way, you don't have to redo work because you misunderstood the instructions.
Step 2. Choose a topic that you find interesting
Usually, you are given the freedom to choose what to report. If you choose a topic that interests you, you will be more excited during the research and writing process. Usually, the results of the report will be easier to read so you will get better feedback or grades.
- For example, if your report is about historical figures, choose someone you find interesting, such as the first woman to become a governor in Indonesia, or the inventor of the chicken claw foundation system.
- Even if you don't have the flexibility to choose a topic, you can still find something interesting in your research. If your job is to write a report on historical events during the New Order era, you can focus your report on musicians who began to dare to oppose the government at that time.
Tip:
Present your topic of choice to your teacher or boss and ask for approval before starting to work on the report!
Step 3. Try to choose a topic as specific as possible
If you write on a topic that is too broad, the report will appear disorganized because you are trying to cover a lot of information at once. On the other hand, the topic should not be so narrow that there is practically nothing to write about. Try to find one aspect of the topic that has lots of supporting detail.
- If you're not sure what to write about, choose a broad topic, then narrow it down once your research begins.
- For example, if you wanted to write a report on the Indonesia-Dutch Treaty, you would know that there is a lot to cover. So choose a specific agreement, such as the Renville Agreement.
- However, you don't need to narrow the topic down to being too specific, such as “Interior of the USS Renville where the Renville Treaty was held” because it can be difficult to find sufficient sources.
Part 2 of 4: Doing Research
Step 1. Include various trusted sources in the report
If the report instructions specify a number of sources to use, or limit the number of specific source types, make sure you adhere to them. No matter how good your writing is, if it's not properly sourced, you won't get a good rating. The sources used must be written, such as books, newspapers, or scientific articles.
- If there is no guide to the number of sources, try to find 1–2 trusted sources for each page of the report.
- Sources can be divided into several primary sources, such as original papers, court records, and interviews. In addition, provide secondary sources, such as book references and reviews.
- Databases, abstracts, and indexes include tertiary sources, and can be used to help you find primary and secondary sources.
- For business reports, you may be provided with additional material such as market research or sales reports, or you may have to collect the information yourself.
Step 2. Go to the library if you are writing a report for a school assignment
While it's okay to use internet resources, the best place to start research is the library. Visit your nearest school, public library, or university library as you prepare to start your report. Search library databases to access books, scientific journals, magazines, and other sources that may not be available online.
- Take advantage of the services of a librarian. They can help you find books, articles, and other credible sources.
- Usually, teachers limit the number of internet resources that can be used. If you find most of the information in the library, use internet sources for details that you can't find anywhere else.
Tip:
Writing a report sometimes takes longer than expected! Don't put off research until the last minute, or it will appear that you are not putting in enough effort to do the task.
Step 3. Use scientific sources if you are doing internet research
Since anyone can write anything and upload it to the internet, it can sometimes be difficult to find authoritative sources. To make sure you're getting high-level resources, use an academic search engine, such as Google Scholar, Lexis Nexis, or a school-recommended search engine, which may require a username and password.
Examples of authoritative sources are government websites, articles by well-known experts, and scientific journals that have been reviewed by fellow professionals in internet publications
Step 4. Use references from sources to find new material
Usually, you can also use the source used by the author of the first source. For example, if you read an article that mentions previous publications on the same subject, look for that source. You may find new information that adds to your understanding of the chosen subject.
If you are using a book as a source, check the back page. Usually, the author lists the source in that section
Step 5. Take notes while doing your research, including citation information
If you find something useful in a book, article, or other source, write down everything you want to remember. Then, note down all the information you can find about the source, including the author, publication date, page number, and publisher. This helps you create a bibliography later because the citation information is already recorded.
- Add a page to your notes so you don't get confused about finding sources of information.
- Remember, you must provide the sources used in the report. However, the exact way depends on the specified format.
Step 6. Use research to construct a thesis statement
When you do your research, you will find themes that form. Use this theme to make a strong thesis statement. The thesis statement should summarize what you want to prove in the report, and all discussion paragraphs should start from that idea.
- In most reports, the thesis statement should not contain a personal opinion. However, for a persuasive report, the thesis must contain arguments that will be proven later in the discussion.
- The following is an example of a thesis statement statement (Thesis 1): "The Renville Treaty commenced on December 8, 1947 and was signed on January 17, 1948. This Agreement was entered into aboard the USS Renville, owned by the United States, with the Three Nations Commission as intermediary."
- Example of a thesis statement for a persuasive report (Thesis 2): “The Renville Agreement was held aboard the USS Renville which was intended as a neutral area, but the appointment of Abdulkadir Wijoyoatmojo as the head of the Dutch delegation was a Dutch strategy that the dispute was an Indonesian internal problem, not a domestic problem. international law that requires the intervention of other countries.”
Step 7. Organize notes in outline
After defining the thesis statement, organize the notes into the main structure that will be used in the report. Start with a thesis statement, then select three or four main ideas that relate to the thesis statement. From your notes, pick up details that support each of these main ideas.
- The function of the framework is to visualize the structure of the report later. You can build a detailed list or create a concept map, whichever suits you best.
- Try to organize the information so that it flows logically. For example, you can group related information, such as important events from a character's childhood, education, and career, for a biographical report.
- Example of the main idea of Thesis 1: Background to the Renville Agreement, Representatives of Indonesia and the Netherlands, Contents of the Agreement.
Tip:
It's a good idea to outline it on your computer so that the structure of the information can be changed if you change your mind.
Part 3 of 4: Writing the First Draft
Step 1. Compile the report according to the format specified in the guide
It's better to format the font, margins, and spacing first before writing, than to set them later at the end of the process. Then, as you write, include a citation each time you include information from the source. That way, you won't forget to do it when you're done.
- Follow all formatting instructions exactly. If there are no specific instructions, choose a classic format, such as Times New Roman or Arial 12, double-spaced, and 1-inch (1.5 cm) margins.
- Usually, you will need to include a bibliography at the end of the report, which lists all the sources used. You'll also need a title page, which includes the title of the report, your name, date, and the person requesting the report.
- Some types of reports also require a table of contents and an abstract or summary. This section is usually easier to write after the first draft is complete.
Step 2. State the thesis in the introduction
In the introduction, introduce the topic and state the thesis. The introductory paragraph should be interesting because you need to entice the reader to continue reading the report. Provide background on the topic, then state the thesis so the reader knows what will be covered in the report.
Introductory example for Thesis 1: “The Renville Agreement was entered into to settle disputes over the Linggarjati agreement. As a result, Indonesia only got Central Java, Yogyakarta and Sumatra as its territory because the area across the Van Mook line had to be recognized as Dutch territory. This agreement sparked various rebellions, including the DI/TII rebellion and the PKI rebellion in 1948.”
Step 3. Begin each discussion paragraph with a topic sentence
The discussion paragraph is the place to state the evidence that supports the thesis. Each discussion paragraph consists of a topic sentence and supporting evidence. The topic sentence introduces the main idea of the discussion paragraph and links this paragraph to the thesis.
- Usually, you should present the most important or interesting information at the beginning.
- Sample topic sentence for Thesis 1: The Renville Agreement was made to resolve the dispute over the Linggarjati Agreement, and the result is still the same for Indonesia, because the Van Mook line only recognized Sumatra, Central Java, and Yogyakarta as the territory of the Republic of Indonesia.
Tip:
Assume that the reader knows almost nothing about the subject. Back up the facts with lots of detail and include definitions if you're using jargon or technical terms.
Step 4. Support each topic sentence with evidence obtained from the research
After writing the topic sentence, provide evidence to support it. Include the results of this research using a combination of paraphrasing and direct quotations. By linking the text in the discussion paragraph with the topic sentence, your report will be organized and flow better.
- Paraphrasing means restating the original author's idea in your own words. On the other hand, direct quotation means using the words of the original source exactly in quotation marks, citing the author.
- For the topic sentence above regarding the Renville Agreement, the discussion paragraph must contain the contents of the agreement, as well as evidence of losses that Indonesia was forced to accept.
- Use sources to support the topic, but avoid plagiarism. Restate the information in your own words. In most cases, you'll have a hard time plagiarizing the source verbatim. Also, make sure you cite each source according to the format guidelines provided.
Step 5. Follow the evidence with comments explaining how it relates to the thesis
This comment is your own idea. Analyze your evidence, to explain how it supports the idea in the topic sentence, then relate it back to the thesis. This helps the reader follow your train of thought so that the argument becomes stronger.
Comments should be at least 1-2 sentences long. For long reports, feel free to comment with more sentences
Step 6. Summarize the research in a concluding paragraph
This paragraph summarizes the thesis again and provides final thoughts. Repeat what the reader should take from the report, and reiterate the significance of the information you present.
Avoid presenting new information in the conclusion. Do not let the reader find a surprise hanging in it. Instead, the conclusion should be a summary of all that has been discussed
Part 4 of 4: Revising the Report
Step 1. Reread the report to make sure everything is included and makes sense
Read from beginning to end, imagining you are a reader who has never heard the information. Pay attention to whether the flow is easy to follow, and whether your points are understandable. Also, find out if the evidence supports the thesis..
Ask yourself this, “If I read this report for the first time, will I be able to understand the topic once it's finished?”
Tip:
If there is still time before the deadline, put the report aside for a few days. Then, read again. This helps you find errors that you may have missed.
Step 2. Proofread for formatting errors
No matter how good the information, a report will look amateurish if it is full of spelling, grammatical, or punctuation errors. Writing a report with a word processor program that includes a spell checker can help you spot errors as you write, but nothing can replace thorough proofreading.
Try reading the report aloud. When you hear the words read aloud, you can spot odd language or sentences that you may not have noticed before
Step 3. Read each sentence from end to beginning
Even if you feel like you've read the report carefully, sometimes you may miss an error. After proofreading is complete, read it again, but backwards. Start with the last sentence onwards.
It's a trick to spot misspellings or grammatical errors that the eye has missed
Step 4. Ask someone else to check it out
Proofread by new eyes is very helpful, especially after you've read the report several times. If anyone wants to, ask the person to point out spelling and grammatical errors, and awkward language, and whether your point is clear.
Ask him, "You understand what I'm saying in this report?" and “Is there anything I should remove or add?” and “Is there anything you think should be changed?”
Step 5. Compare the report with the task instructions to make sure they are met
Your hard work deserves appreciation. So, don't lose points because the work doesn't match the instructions. Check the instructions one by one to make sure you get full marks.
