Dear Manashree Navghare,
There is no specific format of the report as such. Reports are generally submitted to provide information on the past incident. The incident could be a visit by a government official or your visit to the government office. The report is also submitted when some good or bad incident happens in the factory.
To submit a report, generally, the following information is provided:
a) What happened? Where happened? When did it happen?
b) Who were the primary parties involved in the incident? Who were the secondary parties?
c) Was there a violation of any rule, regulation, policy etc.?
While submitting a report, write only the facts without the application of logic. "Application of logic" means not to write "what should have happened". Generally, reports should be submitted as a neutral observer. A report should be unbiased, and it is up to the authorities concerned to take action.
While submitting a report, provide as much data as possible. Providing data means describing the date, time, day, colour of the object, height, weight, width, breadth, diameter, etc.
Where possible, convert the data into the table. Information provided in a tabular manner is easy to grasp.
Lastly, divide the report into an adequate number of paragraphs. Allot a separate paragraph for each topic. Where possible provide a cross-reference by inserting a hyperlink. Hyperlinks can even be submitted in the same document also.
All the best!
Dinesh Divekar