There is some overlap between reports and essays, and the two words are sometimes used interchangeably, but reports are more likely to be needed for business, scientific and technical subjects.
Whereas an essay presents arguments and reasoning, a report concentrates on facts.
Essentially, a report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured.
Requirements for the precise form and content of a report will vary between subjects so it’s worth finding out if there are any specific guidelines before you start.
A description of a sequence of events or a situation;
Some interpretation of the significance of these events or situation, whether solely your own analysis or informed by the views of others;
An evaluation of the facts or the results of your research;
Discussion of the likely outcomes of future courses of action;
Your recommendations as to a course of action; and
Conclusions.
Not all of these elements will be essential in every report.
Like the precise content, requirements for structure vary, so do check what is being asked of you.
However, as a rough guide, you should plan to include at the very least an executive summary, introduction, the main body of your report, and a section containing your conclusions and any recommendations.
The executive summary or abstract, for a scientific report, is a brief summary of the contents. It’s worth writing this last, when you know the key points to draw out. Remember it is a quick summary of the contents of the report.
The introduction sets out what you plan to say and provides a brief summary of the problem under discussion. It should also touch briefly on your conclusions.
The main body of the report should be carefully structured in a way that leads the reader through the issue.
You should split it into sections using numbered sub-headings relating to themes or areas for consideration. For each theme, you should aim to set out clearly and concisely the main issue under discussion and any areas of difficulty or disagreement. It may also include experimental results. All the information that you present should be related back to the brief and the precise subject under discussion.
The conclusion sets out what inferences you draw from the information, including any experimental results. It may include recommendations, or these may be included in a separate section.
When writing a report, your aim should be to be absolutely clear. Above all, it should be easy to read and understand, even to someone with little knowledge of the subject area.
You should therefore aim for crisp, precise text, using plain English, and shorter words rather than longer, with short sentences.