Report Writing Lecture

8/2/2019 Report Writing Lecture

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REPORT WRITING


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WHAT IS A REPORT?

A report is a structured written presentationdirected to interested readerin response tosome specific purpose, aim or request.


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PURPOSE

The general function of reports is:

to give an account of something

to answer a question

or to offer a solution to a problem.


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CLASSIFICATION

Voluntary or Authorized Reports

Routine or special Reports (Progress Reports, PeriodicReports)

Internal or external Reports Short or Long Reports

Informational or Analytical Reports

Recommendation & Justification Reports

Closure, Feasibility Reports


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Informational Reports

The purpose of informational reports is toexplain. They include:

Monitoring and controlling operation.

Statements of policies and procedures.

Compliance Reports.

Progress Reports.


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Analytical Reports

Analytical Reports are meant to convince theaudience that the conclusions andrecommendations developed in the text are

valid. They include: Problem solving/Trouble shooting reports

Feasibility and justification reports

PROPOSALS


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Characteristics of an Effective Report

An effective report is:

Appropriate to its purpose and audience,

Accurate;

Logical;

Clear and concise;

Well-organized with clear section headings


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To write better reports

Think about the parts of the report beforeyou startwriting.

Begin writing parts as soon as you caneven out ofsequence.

Spend the most time on parts important to yourreader.


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Use a fairly formal style, without contractions orslang.

Avoid the word you.

Include in the report all definitions and documentsneeded to understand the recommendations.

Ask for the action you want.


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REPORT STRUCTURE

Every report follows astandardized format.

This enables the readerto find and focus onspecific pieces ofinformation.

Most reports aremodeled on the following

structure:

Title Page

Transmittal Document

Table of Contents

Executive summaryIntroduction

Discussion

Conclusion

Recommendations

Bibliography


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Title Page

A title page has four parts:

The Title

The Recipient of the Report

The Preparer

The Date


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The title page should indicate briefly and clearly whatthe report covers. Here are five suggestions:

Remember the five Ws

Keep title short

Consider a subtitle, often indicated with acolon

Avoid titles that are vague, extremely short

Eliminate judgment terms


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TITLE PAGE SAMPLE


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Table of Contents

A long report will include illustrations, statisticaldata, clarifying end notes, visuals, evenbibliographic citations.


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TABLE OF CONTENTS


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Transmittal Document

A transmittal document includes the following:

Authorization

Transmittal Details

Highlights

Courteous Ending


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TRANSMITTAL DOCUMENT

SAMPLE


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Procedure for Report Writing

PLANNING

WRITING

FORMATTING, REVISING, PROOFREADING.


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Stage 1: PLANNING

Defining the purpose

Defining the audience

Establishing parameters

Gathering information


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Stage 2: WRITING

Write the report in three stages:

Write the body

Write the abstract / executive summary

Write the supplementary material


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WRITING THE BODY

There are four components of the body:

The introduction section

The discussion section

The conclusion section

The recommendation section


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INTRODUCTION SECTION

Leads to the main subject matter by giving:

Necessary background

Aim

Premises

Scope

Limitations

Approach intended audience

Possible benefits Instructions-may be useful for the reader

If specialist terms are used define them clearly.


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DISCUSSION SECTION

It is the main body of the report.

Here, we use headings and sub-headings

It describes, analyses, interprets and evaluates theprocedures ,data, findings, relationship, visual material,

methodology and results in the reports. Logical organization and presentation of the material.

Pitch at appropriate level.

Use clear, concise language.

Give concrete examples.


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CONCLUSION SECTION

Drawn from evidence, analysis, interpretationand evaluation presented in the discussion.

Should follow logically from the discussion.

Should give conclusion. Should give key points.

Should give main findings.


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RECOMMENDATION SECTION

It is not used in every report. When used ,should present:

Informed opinions.

Suggestions.

Possible actions to be taken.

Application ; and keep in mind:

Be definite.

Be perceptive. Be imaginative.

Be rational.


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EXECUTIVE SUMMARY

Concise summary presentation of the essentialelements of the reports from introductionthrough to and including the recommendation.

Should be: independent, comprehensive, clear

and concise. Short, only 10-15% of the length of report

Should be written in full sentences andparagraphs.

Should include the summary of: purpose, scope,achievements, main points, conclusions,recommendations.


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SUPPLEMENTARY MATERIAL

TRASMITTAL DOCUMENT

TITLE PAGE

TABLE OF CONTENTS

BIBLIOGRAPHY


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Bibliography

Difference between References & Bibliography

There are two main choices/formats for

bibliographic form:

The Modern Language Association (MLA)

The American Psychological Association

(APA)


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Footnotes and Endnotes

These are of two types:

Footnotes and Endnotes that explain content

Those that identify sources of content, orcitations.

STAGE F i i i


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STAGE 3: Formatting, revising,

proofreading.

Apply the following report checklist:

Have I fulfilled the purpose of the report?

Is it written at a level appropriate to its

audience? Are its facts correct ?

Is it comprehensive?

Is all the included information relevant?

Are the layout and presentation well thoughtout?


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CONTINUED..

Is the style clear, concise and professional?

Does the abstract summarize?

Does the introduction adequately introduce the

discussion ?

Is the discussion organized logically?

Does the conclusion section interpret, analyze

and evaluate? Are the recommendations reasonable?


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CONTIUED

Does the table of contents correspond with theactual contents? Are the page numberscorrect?

Have I acknowledged all sources ofinformation through correct referencing?

Have I checked spelling, grammar andpunctuation?

Have I carefully proof-read the final draft?

Documents

Report Writing Lecture