Checklists for Writing Professional Reports

Checking your reports

Purpose and Audience

• Is the purpose of the report clearly stated in the introduction?
• Have you identified and understood the target audience for your report? Is it intended for a superior, colleagues of equal stature to you, or subordinates? 
• Does the content address the needs and expectations of the audience?

Structure and Organization

• Does the report follow a logical structure (eg; introduction, methodology, findings, conclusion)?
• Are headings and subheadings used appropriately to guide the reader?
• Is there a clear and concise executive summary that encapsulates the main points of the report?
• Are sections and paragraphs well-organized, each focusing on a single idea?

Content and Clarity

• Is the information presented relevant and directly related to the report's objectives?
• Have you avoided unnecessary jargon and complex language?
• Is the language clear, concise, and professional?
• Are key terms and concepts clearly defined and explained?

Cohesion and Flow

• Do paragraphs and sections transition smoothly from one to the next?
• Are linking words and phrases used to connect ideas and maintain flow?
• Does each section logically follow from the one before it?
• Are there references to previous sections where necessary to maintain coherence?

Evidence and Support

• Have you provided sufficient evidence to support your claims, findings or suggestions?
• Are any relevant data, statistics, and figures accurately presented and sourced?
• Have you included citations for all references and adhered to the appropriate citation style? (If this is relevant to the report)
• Is there a balance between textual explanation and visual aids (e.g., charts, graphs, tables)? (If this is relevant to the report)

Conclusions and Recommendations

• Are the conclusions clearly drawn from the data and analysis presented?
• Have you provided actionable and practical recommendations based on your findings?
• Are the implications of your conclusions and recommendations clearly outlined?
• Have you suggested areas for further research or consideration?

Review and Revision

• Have you reviewed the report for grammatical, spelling, and punctuation errors?
• Is the report formatted according to the required guidelines (e.g., font size, margins, spacing)?
• Have you checked that all figures, tables, and appendices are correctly numbered and referenced?
• Have you sought feedback from colleagues or supervisors and made necessary revisions?

Download your cohesion and coherence checklists below: