REPORTS IN GENERAL

First session

WHAT IS A REPORT
- Also use paragraphs to separate ideas, must include headings and subheadings.
- Formal reports have transmittal document, title page, executive summary (not needed for
report number 1), table of contents, list of illustrations, background information, references,
appendices.

STEPS TO WRITING A REPORT

- Define the situation, identify your purpose, and analyze your audience (business is my
audience). Write to help businesses understand.
- Gather and analyze data (information)
- Organize that information to match your purpose.
- Draft the report.
- Revise
- Collaborate to edit the report.
- Submit the report as instructed.

PREPARING TO WRITE A REPORT

- Define the situation.
- Clarify your purpose.
- Analyze your audience’s needs and expectations.
- Plan your purpose statement,
*Purpose statement in a report: telling your audience why you wrote this report.
 A good purpose statement: clearly define:
+ the situation or problem
+ The specific information that must be explored or the questions that must be answered.
+ The report’s purpose (to explain, to inform, to recommend, to propose, or to request). This task
is to explain and inform.
*This task’s type of reports: Information and closure reports – information reports summarize
your work, closure reports summarize results of a project.

NOTES
Include insights in sentences, paragraphs, do not hold it back until conclusion
Increase report readability

 Information must be easily available

 Include a blueprint – outline – numbering
  Use white space
 Use bolded headings and subheadings
 Use clear transition words
 Have a clear topic sentence for each paragraph
 Use clear, concise, direct, and accurate language.
Formal language
Formal language ( don’t use contraction, abbreviation,…)
If use abbreviation, must include sub-fix: VD: Communication Practice (CP)
Report body
- Introduction
- Background
- Body
Conclusion
Recommendations (task 1 does not require, task 2 requires)
Appendices

What introduction includes:

- Purpose: identifies the problem and states the report’s purpose: to inform, explain, analyze,
evaluate, recommend.
- Scope: Details what the report contains/ excludes
- Limitations: Describe constraints that limit full research
- Assumptions: State the “truths” that are assumed.

Task 1: only observe

Task 2: analyze it,

Second session

Executive Summary (E.S - summary of the report)

 The E.S is a stand-alone document
 It is written last but presented first (Before Table of Contents)
 It represents the main ideas of each section of the report.
 The executive summary is not listed Table of Contents

E.S include:
1. A brief description of the business (including the number of employees)
2. The Company’s mission / A brief Company History
3. Products or Services provided by the company
4. A quick assessment of the local industry
 5. Competitive Advantages of the local industry
6. A brief description of the analysis methods
7. Any significant financials (of company or proposed project)
8. Conclusions; summary of analysis, proposed recommendations

 Be sure not to overload the reader

Your business proposal should include:

1. Brief orientation of business
2. Your main purpose for report
3. Any important supporting points
4. Brief description of research methods
5. Your conclusion
6. Your proposed recommendations