REPORT WRITING

THE 4 QUESTIONS
►WHY
►WHOM
►WHAT
►HOW
 Question 1: WHY
► Why Write Reports?

 Purpose
 Reason
 The Need for Reports
 Who Benefits?
 How Do They Benefit?
 Question 2: WHOM
► For Whom are they?

 Audience or Target
 Write for Your Readers
 Why Do They Need Them?
 Distribution
 Question 3 & 4: HOW & WHAT
► How to Write Reports &
► What to Include in Them:
 What Contents?
 What Topics?
 What to Include?
 Chapters?
 Emphasis? (Activities and Results)
 FORMAT (I)
The findings/recommendations
follow the main body
► Cover sheet
► Title page
► Abstract
► Table of contents
► Introduction
► The body of the report
► Conclusion and recommendations
► References / Bibliography
► Glossary (if needed)
► Appendices
 FORMAT (II)
The findings/recommendations
precede the main body
► Letter of transmittal
► Title page
► Table of contents
► Summary and/or recommendations
► Body of report
► Conclusions
► Appendices
► Bibliography
 TITLE PAGE
► Title
► Writer
► Organisation
► Date
► Person/group who commissioned the report
 ABSTRACT
► Appropriate length of 150 to 200 words
► Complete summary of key information
► Informative or descriptive in form
► Impersonal tone
► Connected prose
► Definition, providing the essence of the
report in a few words
► Impersonal tone
 TABLE OF CONTENTS
► Accurate, clear layout
► Section numbering system and indentation
► Complete
► Page numbers
► List of illustrations if applicable
 INTRODUCTION
► Relate topic to wider field
► Give necessary background information
► State purpose of report
► State scope of report
► Explain arrangement of report
► Sections
 BODY FORMAT (I)
► Main headings indicate equal level of importance
► All subheadings relate to section heading
► Choice of levels indicate hierarchy of importance
► Hierarchy of importance shown by careful and
consistent use of features such as capitals,
different fonts, underlining, bold, italics
► Indentation
 BODY FORMAT (II)
► Numbering/letter system
► Space between sections enhances readability and
layout
► When using charts, statistics and illustrations
check for suitability, captions, reference in text
and positioning
► Acknowledgement of all sources, including
material referred to indirectly, direct quotations,
copied diagrams, tables, statistics
► Ensure a systematic link between references in the
text and the reference list and bibliography
 EXPRESSION & CONTENT

EXPRESSION CONTENT
► Correct ► Logical development of
► Own words ideas from one section
► Concise to another, and within
each section
► Clear to intended
► Cite evidence
reader
► Relevant
► Formal and factual
► Objective
► Specific
 CONCLUSIONS
► Arising out of the facts
► Convincing
► A substantial basis for the recommendations
► To restate purpose and scope
► To review or synthesise the main sections or units
of the discussion
► To reiterate the principal points or findings
► To affirm the validity of argument or judgement
► To assert the viability of approach or interpretation
 RECOMMENDATIONS

► Based on the conclusions

► Practical
► Specific
► Well organised, with the most important
first
 LIST OF REFERENCES &
BIBLIOGRAPHY

REFERENCES BIBLIOGRAPHY
► you must cite in your ► texts consulted but not
text references to all referred to directly in
material you have used the report
as sources for the
content of your work.
► sources in the text
listed systematically
 GLOSSARY & APPENDIX

GLOSSARY APPENDIX
► arranged alphabetically ► placed at end of a
report if included
► arranged in the order
referred to in the
report