Report Writing

Write clear and factual reports using the 5W1H structure

In this chapter, you will learn

—Understand what a report is and its purpose
—Learn the 5W1H format for report writing
—Master the essential components and structure
—Understand the factual and objective tone
—Practice writing different types of reports
—Apply report writing skills for school and events

What is a Report?

A report is a factual account of an event, incident, or activity that has already taken place. It presents information in a clear, organized, and objective manner without personal opinions or emotions.

Reports are commonly written for newspapers, school magazines, or official purposes to inform readers about events, programs, accidents, celebrations, or important incidents.

Types of Reports:

• Newspaper reports (accidents, crime, events)
• Event reports (school functions, sports day, annual day)
• Activity reports (campaigns, drives, competitions)
• Incident reports (accidents, natural disasters)
• School magazine reports (exhibitions, trips, celebrations)

The 5W1H Format of Report Writing

Every good report must answer six essential questions. This is called the 5W1H format:

1. WHAT happened?

What was the event, incident, or activity?

Example: A Green Diwali Campaign was organized to promote eco-friendly celebrations.

2. WHERE did it happen?

What was the location or venue?

Example: The campaign was held at the school premises and nearby residential areas.

3. WHEN did it happen?

What was the date and time?

Example: The campaign took place on 10th November, 2024, from 9 AM to 4 PM.

4. WHO was involved?

Who participated, organized, or attended?

Example: Students of Classes 6-8, teachers, and local residents participated.

5. WHY did it happen?

What was the purpose or reason?

Example: To raise awareness about pollution-free Diwali celebrations.

6. HOW did it happen?

How was the event conducted? What were the activities?

Example: Students distributed eco-friendly diyas, put up posters, and gave presentations.

Standard Structure of a Report

1. Headline/Title

A catchy, informative title that captures the essence of the report

Example: GREEN DIWALI CAMPAIGN: SCHOOL STUDENTS PROMOTE ECO-FRIENDLY CELEBRATIONS

2. Byline

Name of the reporter/writer

Example: By: Ravi Kumar, Class 7-A

3. Date and Place

When and where the report is written from

Example: New Delhi, 11th November, 2024

4. Opening Paragraph (Lead)

Brief summary answering What, Where, When, and Who in 2-3 lines

Example: A Green Diwali Campaign was organized by Modern Public School on 10th November, 2024, to promote pollution-free celebrations. Over 200 students actively participated.

5. Body Paragraphs

Detailed description answering Why and How. Provide facts, activities, and important details in 2-3 paragraphs

Example: The campaign aimed to raise awareness about the harmful effects of firecrackers...

6. Conclusion

Summarize the outcome, impact, or future plans

Example: The campaign was a huge success, with many residents pledging to celebrate an eco-friendly Diwali.

Important Guidelines for Report Writing

Do's (What You Should Do)

✓Use factual and objective language
✓Write in the past tense (event already happened)
✓Follow the 5W1H format strictly
✓Use short, clear sentences
✓Include accurate dates, times, and numbers
✓Keep the report brief and to the point
✓Use third-person narration (not 'I' or 'we')
✓Organize information logically

Don'ts (What You Should Avoid)

✓Avoid personal opinions or emotions
✓Don't use first-person pronouns (I, me, my)
✓Don't include unnecessary or irrelevant details
✓Avoid flowery or dramatic language
✓Don't make the report too long
✓Avoid vague statements without facts
✓Don't forget to include all 5W1H elements
✓Don't write in present tense for past events

Sample Report: Green Diwali Campaign

GREEN DIWALI CAMPAIGN: SCHOOL STUDENTS PROMOTE ECO-FRIENDLY CELEBRATIONS

By: Priya Sharma, Class 7-B

New Delhi, 11th November, 2024

New Delhi: A Green Diwali Campaign was organized by Sunrise Public School on 10th November, 2024, to promote pollution-free and eco-friendly Diwali celebrations. Over 200 students from Classes 6 to 8 actively participated in the campaign, which was held at the school premises and nearby residential areas.

The campaign was organized to raise awareness about the harmful effects of firecrackers on the environment and public health. The primary objective was to encourage people to celebrate Diwali in an eco-friendly manner by avoiding crackers and using sustainable decorations.

The students prepared colorful posters highlighting the dangers of air and noise pollution caused by firecrackers. They distributed handmade eco-friendly diyas and informative pamphlets to local residents. A street play depicting the ill-effects of pollution was also performed at the community center. The school principal, Mrs. Kavita Menon, appreciated the students' efforts and urged them to continue spreading awareness.

Local residents responded positively to the campaign. Many pledged to avoid firecrackers and celebrate a pollution-free Diwali. The residents appreciated the initiative and praised the students for their dedication.

The campaign was a huge success, creating significant awareness about environmental conservation. The school plans to organize similar campaigns in the future to promote sustainable practices during other festivals as well.

Key Points to Remember

→5W1H Format: What, Where, When, Who, Why, How - all must be answered
→Factual and Objective: Report facts without personal opinions or emotions
→Past Tense: Write in past tense as the event has already occurred
→Clear Structure: Headline, byline, date/place, opening, body, conclusion
→Third Person: Use third-person narration, not 'I' or 'we'

Report Writing — Class 7 English