POINTS TO NOTE WHEN WRITING A REPORT

(SAMPLE REPORT)

1.0 INTRODUCTION
 Use the introduction to provide a background of the report, and
 The problem or purpose of writing the report
 This section gives the reader the information about why the report is
needed at all. It brings out the goals the writer seeks to achieve through
the investigations.
 It provides information about the specific concerns the report seeks to
answer and this is stated in the Terms of Reference (TOR) or in the
objectives.
Example:
On 5th February 2022, the Managing Director instructed a specially set up committee to
investigate the practicality of introducing a system of flexible working hours in all head office
departments, and to make appropriate recommendations. The report was to be submitted by 21
June 2022 for the consideration of the Board of Directors.

2.0 Method/Procedures

Describe the methods or procedures used. Example of the common preamble

used and presentation is given below:
In order to obtain relevant information and opinion, the following procedures were adopted by
the committee to acquire the information in the report:
i. reviewed current office administration literature (Appendix 1 Bibliography)
ii. visited a number of companies which have adopted Flexible working hour’s systems
and canvassed the views of a range of staff
iii. observed and evaluated current departmental working loads and practices.
iv. obtained soundings of likely staff responses from departmental managers and senior
staff.
v. considered the cost of introducing flexible working hours system.
3.0 Findings
After the investigation, these were the committee’s findings:
3.1 Cost of Introducing FWHS
The increase in costs of heating, lighting and administration of the system would be offset to
some degree by decline in overtime worked and cost of employing temporary staff …
3.2 Principles of the Flexible Working hours systems
The essence of FWHS consists of establishing two distinct bands of working hours ….
Core time band: during this period (say 10:15 am to 3:45 pm), all staffs are present at
work, allowing for lunch time arrangements.
3.2.1 Flexi time band:
3.2.2. Banking hour
3.2.3 Recording hours worked

3.3 Discussions with Departmental Managers

Discreet enquiries were made via senior staff regarding the likely response of staff at more
junior levels.

4.0 Conclusions
The committee’s conclusion is on the view that the advantages of introducing a FWHS outweigh
the disadvantages:

4.1 head office service to both customers and field sales staff would improve;
4.2 staff morale and productivity are also likely to rise.

5.0 Recommendations ( Preambles usually)

As a result of its conclusions, the committee recommends that the Board of Directors should give
active consideration to the following:
i. That the introduction of FWHS can be accepted in principle;
ii. That all departmental managers be requested to provide detailed appraisal of their needs;
in moving over a FWHS and any problems they anticipate;
iii. That a code of practice be compiled for inclusion in the company handbook.
1.0 INTRODUCTION
On 5th February 2022, the Managing Director instructed a specially set up committee to
investigate the practicality of introducing a system of flexible working hours in all head office
departments, and to make appropriate recommendations. The report was to be submitted by 21
June 2022 for the consideration of the Board of Directors.

2.0 Method/Procedure
In order to obtain relevant information and opinion, the following procedures were adopted by
the committee to acquire the information in the report:
i. reviewed current office administration literature (Appendix 1 Bibliography)

ii. visited a number of companies which have adopted Flexible working hour’s systems
and canvassed the views of a range of staff
iii. observed and evaluated current departmental working loads and practices.
iv. obtained soundings of likely staff responses from departmental managers and senior
staff.
v. considered the cost of introducing flexible working hours system.

3.0 Findings
After the investigation, these were the committee’s findings:
3.1 Cost of Introducing FWHS
The increase in costs of heating, lighting and administration of the system would be offset to
some degree by decline in overtime worked and cost of employing temporary staff …
3.2 Principles of the Flexible Working hours systems
The essence of FWHS consists of establishing two distinct bands of working hours ….
Core time band: during this period (say 10:15 am to 3:45 pm), all staffs are present at
work, allowing for lunch time arrangements.
3.2.1 Flexi time band:
3.2.2. Banking hour
3.2.3 Recording hours worked
3.3 Discussions with Departmental Managers
Discreet enquiries were made via senior staff regarding the likely response of staff at more
junior levels.

4.0 Conclusions
The committee’s conclusion is on the view that the advantages of introducing a FWHS outweigh
the disadvantages:
4.1 head office service to both customers and field sales staff would improve;
4.2 staff morale and productivity are also likely to rise.

5.0 Recommendations
As a result of its conclusions, the committee recommends that the Board of Directors should give
active consideration to the following:
i. That the introduction of FWHS can be accepted in principle;
ii. That all departmental managers be requested to provide detailed appraisal of their needs;
in moving over a FWHS and any problems they anticipate;
iii. That a code of practice be compiled for inclusion in the company handbook.

Cover sheet/Page

See an example at the next page

 ACCRA TECHNICAL UNIVERSITY

REPORT OF THE INVESTIGATIVE COMMITTEE

ON INTRODUCING A FLEXIBLE WORKING HOURS SYSTEM
(FWHS)

MEMBERS:
DR. (ALHAJI) OSUMANU DOUMBIA - CHAIRMAN
DR. MRS. EMELIA SARPONG - MEMBER
MR CHARLES MENSAH` - MEMBER
MR. OPPONG KYEKYEKU - SECRETARY

21st FEBRUARY, 2023.

APRIL 2021