Introduction: Best Report Writing Formats with Tips and Report Samples
In today’s academic, professional, and business environments, knowing how to write a clear and effective report is an essential skill. Whether you’re a student, a working professional, or a competitive exam aspirant, report writing plays a key role in presenting information in an organized manner.
In this article, we’ll explore the best report writing formats, essential tips for writing a strong report, and provide 5–7 practical report samples for reference and practice.
What Is a Report?
A report is a formal piece of writing that presents information, findings, and recommendations on a specific topic or event. Unlike essays, reports are more structured, factual, and objective. Reports are often written after surveys, research, meetings, events, or incidents.
Common Report Writing Formats
Here are the most commonly used report formats in academic and professional settings:
1. Newspaper Report Format (for School/Exam Use)
Used in class assignments or exams. It follows a journalistic tone and structure.
Format:
- Headline (catchy and bold)
- Byline (by [Author’s Name])
- Place and Date (City: Date)
- Introduction (What happened?)
- Body (Details, who, when, where, why, how)
- Conclusion (Consequences or follow-up)
2. Magazine Report Format
More descriptive and polished, often with opinions and analysis.
Format:
- Title
- Introduction (context and purpose)
- Main Content (detailed event or topic)
- Suggestions or Impact
- Conclusion (summary or opinion)
3. Official/Business Report Format
Used for office reports, school projects, meetings, surveys, and research.
Format:
- Title
- Submitted by/to
- Date
- Table of Contents (optional for long reports)
- Executive Summary (optional)
- Introduction
- Findings/Analysis
- Recommendations
- Conclusion
- Appendix (if needed)
4. Event Report Format
Used to describe the conduct of an event in an institution.
Format:
- Title of Event
- Date and Venue
- Organized by
- Objective
- Description of Event
- Participation & Highlights
- Outcome or Feedback
- Conclusion
5. Survey/Research Report Format
Used in college, academics, or workplace for presenting research or survey findings.
Format:
- Title
- Objective
- Methodology
- Data/Results
- Analysis
- Key Findings
- Suggestions
- Conclusion
Essential Tips for Report Writing
- Be concise and factual – Avoid unnecessary details or personal opinions (unless asked).
- Use simple, formal language – Keep tone professional or neutral.
- Structure matters – Use headings and subheadings for clarity.
- Proofread – Check for grammar, punctuation, and formatting.
- Stick to the word limit – Especially important in exams and assignments.
- Use active voice – For clarity and readability.
Sample Reports
Here are 7 sample reports based on common scenarios. These follow proper structure and language style suitable for students and professionals.
Sample Report 1: Newspaper Report
Topic: Fire Breaks Out in Residential Area
Massive Fire in Lajpat Nagar, Delhi
By Rohan Mehta
Delhi, July 10:
A massive fire broke out in a three-storey residential building in Lajpat Nagar yesterday evening at around 7:30 PM. Locals reported the fire to the fire department immediately, and four fire engines were rushed to the spot.
The fire is believed to have started due to a short circuit in the basement. Fortunately, there were no casualties, though property damage is estimated to be over ₹30 lakhs.
Firefighters took nearly two hours to bring the fire under control. Local police have launched an investigation. Civic authorities have issued notices to nearby buildings to ensure fire safety measures.
Sample Report 2: Magazine Report
Topic: School Science Exhibition
A Display of Innovation: Science Exhibition at DPS Jaipur
The annual Science Exhibition at Delhi Public School, Jaipur, was held on July 3, 2025. The event, organized by the science faculty, aimed to encourage scientific thinking among students.
More than 200 students from classes 6 to 12 participated. Projects ranged from AI-based robotics to eco-friendly energy systems. The chief guest, Dr. Suman Arya from IIT Delhi, appreciated the students’ creativity and explained the importance of research at a young age.
The event ended with prize distribution and a vote of thanks by the Principal. The exhibition was both inspiring and educational for students and visitors.
Sample Report 3: Official Report
Topic: Internet Downtime in Office
Report on Office Internet Downtime – June 2025
Submitted to: IT Department Head
Submitted by: Aman Verma, Admin Executive
Date: June 15, 2025
Introduction:
This report highlights the issue of frequent internet disconnection faced in the past two weeks in the HR and Admin block.
Issue:
Internet connection failed 6 times between June 1 and June 13, disrupting workflow. Employees could not access emails, HR portals, and data management tools.
Cause:
After consultation with the service provider, it was found that an outdated router and poor LAN cabling in Block B were responsible.
Recommendation:
Upgrade network hardware and shift to fiber-optic cabling in high-usage zones.
Conclusion:
Immediate attention is needed to avoid further productivity loss.
Sample Report 4: Event Report
Topic: Independence Day Celebration
Report on 15th August Celebration at Kendriya Vidyalaya, Patna
Kendriya Vidyalaya, Patna, celebrated the 78th Independence Day with great patriotism and enthusiasm on August 15, 2025. The event was held in the school auditorium and was attended by staff, students, and parents.
The program began with the hoisting of the national flag by the school principal, followed by the national anthem. Students presented patriotic songs, dances, and a drama based on freedom fighters. A speech competition was also held for students from classes 6 to 12.
The event concluded with sweets distribution and a vote of thanks. The celebration instilled pride and love for the nation in every heart.
Sample Report 5: Survey Report
Topic: Smartphone Usage Among Teenagers
Survey Report – Smartphone Use in Class 10
Objective:
To understand the pattern and effect of smartphone usage among students of Class 10 at Blue Valley School.
Methodology:
A questionnaire was given to 100 students.
Findings:
- 75% students use smartphones more than 3 hours daily
- 60% use it mostly for gaming or social media
- Only 20% reported using phones for educational content
Conclusion:
Excessive smartphone use affects focus and sleep. Students must be guided to use digital tools for productive purposes.
Suggestions:
Introduce phone usage policies and conduct awareness sessions for students and parents.
Sample Report 6: Accident Report (For School Use)
Topic: Injury in Chemistry Lab
Report on Lab Accident – Class 11 Chemistry
During the chemistry practical session on July 8, 2025, at 10:30 AM, student Riya Sharma of Class 11C accidentally spilled a chemical compound on her hand.
The incident occurred while handling sulfuric acid without gloves. The lab assistant quickly washed the affected area with cold water and provided first aid. The school doctor confirmed there was no severe injury.
The safety officer was informed, and a warning was issued to all students to follow lab safety rules strictly.
Sample Report 7: Environmental Awareness Rally
Green Rally to Promote Cleanliness – A Report
The Eco Club of St. Xavier’s School, Ranchi, organized a Green Rally on June 5, 2025, on the occasion of World Environment Day.
More than 300 students participated in the rally carrying posters and slogans promoting cleanliness, tree plantation, and anti-plastic campaigns. The rally began at the school gate and covered major roads in the city.
The aim was to spread awareness among the public and encourage eco-friendly practices. The principal appreciated the active involvement of students and emphasized the role of youth in environmental conservation.
Final Thoughts
Report writing is an essential skill across all fields — whether you’re writing a school event report or documenting workplace issues. Following the right format and tone ensures clarity, professionalism, and purpose.
Always remember:
- Choose the right format based on your purpose
- Keep it clear, concise, and formal
- Stick to factual, organized content
- Follow grammar and layout standards
By understanding these formats and reviewing the sample reports, you’ll become confident in writing reports for school, college, office, or competitive exams.