• A Written Document

•To inform someone about particular subject

• Made up of facts and arguments on a specific subject

• To represent information in a ordered way

• Report can be write on business, psychology, health & safety

(Authorized & Voluntary) (Special & Routine)

(internal & External)

(formal & Informal)

(Informational & Analytical)

STEP1

Define the problem

STEP2

Gather the necessary information

STEP3

Analyze the information

STEP4

Organize the information

STEP5

Write the report

ACCURATE• true facts, precise wording, supporting data, reference

to sourcesCONCISE • all the important ideas in as few words as possible• avoid repetitionsCLEAR• easy to read• clear organisation of the text: sections, subsections,

headings, subheadings, paragraphing, numbering….• not too long sentencesOBJECTIVE• content: include all the relevant information (do not be

biased)• impersonal style (e.g. do not use emotional words...)

• Well defined problem• Limited scope

• Simple and straight forward Methodology• 5-10 Pages

• Contents can be– Brief explanation

– Authorization for study– Problems examined

Tone should be informal• Ex; Business letters

• Memorandum reports-good Short report

– Tell – why you are writing ?•Usually prepared as routine report

• Well defined problem• Limited scope

• Simple and straight forward Methodology• 5-10 Pages

• Contents can be– Brief explanation

– Authorization for study– Problems examined

Tone should be informal• Ex; Business letters

• Memorandum reports-good Short report

– Tell – why you are writing ?•Usually prepared as routine report

• Full documentation & Details• Working papers

• Original data• Procedural information

• Source of data• Research procedure

• Sampling design• Data gathering instruments

• Index construction• Data analysis

• prepared as manuscript report• Of more then 10 pages

•Usually prepared as a special report

• Full documentation & Details• Working papers

• Original data• Procedural information

• Source of data• Research procedure

• Sampling design• Data gathering instruments

• Index construction• Data analysis

• prepared as manuscript report• Of more then 10 pages

•Usually prepared as a special report

• TITLE/ CONTENT

• ABSTRACT (SUMMARY)• TERMS OF REFERENCE

• INTRODUCTION: general background

• Body (procedure/tables/figures)

• FINDINGS • CONCLUSIONS• RECOMMENDATIONS (if

required)

• REFERENCES(Appendices)

• TITLE

• INTRODUCTION

(TERMS OF REFERENCE)

• PROCEDURE

(or METHOD)

• FINDINGS

• CONCLUSIONS

• RECOMMENDATIONS

(if required)

A title page is the front page of the report. The title page should include the author’s name and the date.

The contents page is a list of the sections in the report with the related pagenumbers.

The introduction is where you give the reader of the task set and what you intend to cover.

The introduction is a good time to include the statement of aimsand objectives; this is when you say what you are planning to do and

how you are going to do it.

COMMONLY PROVIDED IN LOGER REPORTS

This is where you explain how the information was gathered. You also need to say exactly where you got your information from, and how you got the

information. This is where you would also include your methodology if relevant.

This is an introductory part of the report and should clearly say:• Who the report is for e.g. OCR Certificate in Administration Group

• What the report is about e.g. Following office procedures• When the report needs to being presented by e.g . to be presented to

Certificate in Administration Group 20 January…

This section of the report should contain the information that youfound out as a result of your procedure. You will need to includethe facts and figures that have been collected during your report.

You can use tables, graphs and charts, if you do, you mustremember to describe them e.g. Chart 8 or Appendix 3 shows that

28% of offices do not meet safety requirements.

The conclusion is made up of the main findings. This is where you show what you think of the information you have found. Make sure that you clearly show how you came to your conclusions, and that they are based on your findings.

Everything in this section is based on the findings and you should not introduce new points at this time.

This is where you must say how the problem can be solved. This must be based on the findings of the report. You can have short term and long-term

recommendations; you need to be aware of the implication of your recommendations (financial etc).

An appendix is the additional information you refer to in the report and wish to

conclude as evidence or demonstration of the full findings.Graphs, tables etc, should be within the findings section if they need to be

looked at whilst reading the report. The appendices should only include information that may possibly be referred to out of interest or is needed as

evidence.

COMMONLY PROVIDED IN LOGER REPORTS

Weather a Report Should be Short or Long it Must carry all the relevant information whichMade easier for reader to understand what Actually you want to convey, it must be wellFormatted & organized to define your purpose