How to Prepare a Professional Report

Every professional has to create a Report at some point or at later stages of his life. This article will explain to you how to prepare a professional report.


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    Be clear about your Topic or company on which you are going to write your report and then even before you start researching get these important topics in your mind which are to be included in your report so that you can prepare a solid professional report:
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    As you start researching, jolt down your findings at one place. Be sure that you have the technical information like power consumed, machine name, maintenance, capacity, etc. However don't forget about your main topic.
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    Use organizational trees, if any, to illustrate your findings.
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    Think about the advantages and disadvantages of the process and get your ideas blooming based on the topics to be included in the report.
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    Don't use friendly or overwhelming writings as it's a professional report.Use more of technical words and less of normal writings.
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    Before you start writing the report collect all previous reports about the topic or other reference material to boost a solid organizing.
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    Now as you have collected all the data start categorizing matter into prescribed headings as shown in the above picture.
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    Keep all fonts in size-12 and headings around 14-16. Be sure that there aren't some requirements for spacing and font size.
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    Include illustrative own made mechanisms in the report.
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    As you finish typing your report, get a hard copy for the soft copy report.


  • Report should be short and brief.
  • Do a complete spelling check before you go for the hard copy or use auto spell checker.
  • Introduction and conclusion should give a glimpse of the whole report.
  • Include own made pictorial mechanisms to illustrate your findings and make the report more technical.
  • Collect previous reports on the subject.
  • Do not try to appeal to the reader.


  • Do not fall into trap of appealing to the reader as it's a professional report.
  • Do not make any spelling mistakes as it can lead to wrong assumptions or theories (e.g car as cat).

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Categories: Official Writing and Complaints