Writing a Report

Sender's Address — your full postal address, top left
Date — written in full below the sender's address
Recipient — full name, title/position, institution, and address of the person receiving the report
Salutation — Dear [Title] [Surname]: — use a colon in formal correspondence
Subject Line — Re: [Brief description of the incident or event]
Introduction — general overview: who, what, where, when, and briefly how
Body — three focused paragraphs, each covering one distinct aspect of the incident
Conclusion — outcome and any recommendations
Close — Yours truly, signature, full name, title, institution, and contact

Written in formal, objective third person
Subject line concisely identifies the incident or event
Introduction answers the five Ws: who, what, where, when, and how
Body is divided into three clearly focused aspects — do not mix aspects within a paragraph
Avoid emotional language; state facts only