Report Writing

Welcome
Admasu Kassa
 Objectives of the course
Upon completing the course, students will be able to:
• Know the concept of report writing;
• Grasp the conventions of research and report writing;
• Write a rational, clear and persuasive report of their own
following the principles and guidelines they have been
introduced to.
• Distinguish the different types of reports.
• Compile both short and long reports for different
purposes.
• Differentiate the various types of research design;
• Understand how to conduct research in a report
• Examine critically different methods of data collection
and analysis;
• Understand the different visual aids used in reports.
• Be able to prepare and deliver a good public speech and
presentation.
 UNIT ONE
BASICS OF REPORT

• What is report?
Think Pair Share
 Meaning of report
• The word ‘report’ is derived from the Latin
term ‘reportare’ which means to ‘carry back’
(re=back + portare =to carry). A report,
therefore, is a description of an event carried
back to someone who wasn’t present on the
scene.

• A number of writers have made attempts to

answer the question” what is a report”?
C.A. Brown(1971) defines report, as:
• A report is a communication from someone who has
information, to someone who wants to use that information.

• Philip S. Atkinson and Helen Reynolds(1970)wrote of a report a

• A Formal report represents in organized form the information
that has been requested by an authorized person.

• John Mitchell(1974) says:

• A technical report is a written statement of the facts of a
situation, project, process or test: how these facts were
ascertained; their significance; the conclusions that have been
drawn from them; the recommendations that are being made
(Note: recommendations are not required in all cases)
 From the above definitions it is possible to draw the
following essential points:

• A report is a formal statement of facts or information

or an account of something.

• It is presented in a conventional form.

• It is written for a specific audience.

• It includes information about the procedure of

collecting data and the significance of such data.

• It often includes recommendations.

 Keeping in view the above points we may
define a report as follows:
• A report is a formal communication written for a
specific purpose; it includes a description of
procedures followed for collection and analysis of
data, their significance, the conclusions drawn
from them, and the recommendations, if
required.

• Many reports are based on extensive research;

they are a result of careful investigation, sound
thinking, logical organization, and clear writing.
 A report differs from other forms of writing in that;
• Other forms are subjective in nature. They reflect on the writers’
personality.

• Reports and projects generally draw on outside sources

• Reports present conclusions and recommendations based on

investigation and analysis of data obtained by observation of facts.

• Reports have a highly structured format.

• Each part of a report is numbered and captioned with headings and sub-
headings.

• Reports use languages that are concise and concrete.

• Reports make use of tables and graphs.

• Reports are usually preceded by a summary.

• Reports can also be oral but essays are only written.

 Essays:
• An essay can be factual, but it remains subjective in its treatment and
presentation. The essayist neither offers evidence for his facts nor
does the reader look for it. But the reader of the report looks for
facts.

• As a form of creative writing an essay’s purpose is largely self-

expression of the author and a source of delight for the reader.

• An essay’s source is the imagination, whereas a report’s source is

investigation and analysis. This is why an essay has a beginning, but it
may not have reports logically arrived at conclusion.

• An essay has no sign posts. Headings or sub-headings, or bullets to

indicate coherent structure, moving from the beginning and through
the middle to an end as a report has.

• We should, therefore, first understand that a report is distinct from an

essay or any other continuous form of writing.
 1.2 Purpose of a Report
A report can serve various purposes as follows:

• Report writing has intrinsic value. It trains the writer in planned

and ordinarily procedures and logical presentation of ideas and
information.

• The skill of writing a report is necessary and good; it helps an

executive perform his/her functions of planning and evaluating
men and material resources effectively.

• It helps an institution or government to make important decisions

on the basis of the information presented or recommendation
made in reports.

• Preparation of reports on activities enables an institute to

improve its working through an analysis of its own processes of
production, distribution etc. and comparison with other similar
organization
A report can be used also for offering a solution to a
problem. Its purpose can be:

• To give information about activities, progress, plans

and problems;

• To record events for future reference in decision-

making.

• To recommend specific action.

• To justify and persuade readers about the need for

action in controversial situations.
 Guidelines for Defining Report
Objectives
Consider the objectives of the report from the point of view
of its recipients and ask the following questions:
• For whom is the report written?
• What is their level of information and education?
• How much do they already know about the problem?
• Why do these people want the report?
• What do they want to know, and in what detail?
• How does the report’s result or conclusion help them?
• What do they want to understand, what action do they
want to take, or what decision do they wish to make?
 Assigning a Report- Terms of Reference
What is terms of reference?
• It is the specifications that guide the report writer.
• It describes the problem, purpose, scope or limitations,
budget, cultural consideration, if any, related to ethical or
ethnic values of the organization.

• It also explains the date of submission or time- limit while

authorizing the person responsible for submitting the
report (reports can be assigned to an individual or for a
team).
• Someone who needs the report to be prepared is
supposed to set down these terms.
 1.4 Types of Reports
• Technical reports vary greatly in length, degree of
formality, components or elements and purpose.

• Three of the main purposes or objectives of technical

reports are to inform, to analyze or evaluate and to
persuade.
• Reports with these goals as their major purpose are
respectively categorized as follows:

• Informational reports
• Analytical reports
• Persuasive reports
Informational reports
• They describe situations/facts without any analysis, interpretations, o
recommendations. They present readers with information so that
readers can do their own analyzing, interpreting and recommending.
For example, Progress, situation, site view and Process Descriptions o
Instructional Reports are some of them.

Analytical reports
• They describe and analyze situations, but they do not make judgment
or present recommendations to readers. For instance, evaluation
reports and feasibility reports are two of them.

Persuasive reports
• They also describe and analyze, but they take the final step in report
writing and present a clear recommendation for readers to consider
and to act upon. For example, proposals and Responses to Requests
for Proposals(RFPs) are two them.
 1. Informational reports
• Informational reports convey facts. Such reports
indicate what is or what was or; occasionally what will
be.
• They may tell how to do something. They don’t give the
writer’s opinion of what should be or should have been.
They don’t assess, judge, justify, propose or
recommend.
• Good informational reports typically tell a reader “how”
and “what”. They do not say “why” except in factual
ways it can be verified.

• Whatever you are reporting on, your attitude toward

the material must be objective and neutral.
 There are many kinds of informational reports:
A) Progress and Project Reports:
• Progress and project reports are time and task related
documents. Sometimes referred to as status reports, they may
describe specific elements- especially the completed, continuing,
and anticipated work on a project that spans a time period of
more than a few days.
• If you are in charge of a project that extends over months or
years, you will be required to report at specific intervals on the
status of that particular project.
• It want answers to questions that relate to time and tasks:
• How much work has been accomplished?
• Which work is currently being done?
• How much work is yet to be done?
• Is the project on schedule and within budget?
• Are there any foreseeable situations that might affect the completion of the
project as planned? Remarks, if any; Signature
 B) Situation Reports:
• They are related to events or conditions. They may
detail what has happened in a particular situation or
they may describe a present condition or detail a
“static situation”.
• Situation reports answer questions such as the
following about an event, incident, accident or
condition:
• What was the situation?
• What exactly happened?
• Was anyone involved?
• What was the specific time frame?
• What were the causes?
• What was done by responsible personnel?
• What were the consequences or results?
 C) Site view Reports
• Site visit reports describe visits, trips, observations, or
actions taken at a location other than the writer’s own
work site. They are referred as field trips as it need leaving your
place.
• Site visits are necessary when inspectors need to review
local situations; when someone is needed to assist
temporarily at another site or location.
• Site visits always relate to place and the reason for the
visit. They answer questions such as these:
• What site was visited?
• When was the site visited?
• Why was the visit made?
• Who was involved?
• What precisely was gained or accomplished?
 D) Process Descriptions or Instructional Reports
• It tells/shows readers how something is done or how to perform
some action.
• A process description might present an overview of how
equipment works or how a procedure is handled.
• Instructions show precisely how to do something, how to
proceed step by step through a series of sequential actions.
• Process descriptions and instructions answer questions such as
these:
• What are these instructions used for?
• What materials or supplies are needed?
• What equipment is needed?
• What level of expertise is expected?
• What is the first step in the process?
• What are the second, the third, the fourth, and the final steps?
• What problems may occur?
• How are problems over come? & What will be the final outcome?
 2. Analytical Reports
• Analytical reports build on information going beyond the
mere giving of data. They interpret the facts, they often
try to find a cause or causes of a problem, and they may
show long or short range consequences.

• Analytical reports may compare and contrast sets of data

for the purpose of determining what works best under
what circumstances.

• Analytical reports analyze and evaluate relevant data and

typically contain conclusions based on that data. Below
are some types of analytical reports:
 A) Evaluation Reports:
• Evaluation reports present data and the writer’s judgment
of that information. From the facts, the writer draws
inferences and then presents conclusions.
• Evaluation reports review and judge projects, situations,
organizations, and equipment and answer questions such
as these:
• Is the project meeting its objectives?
• How well or to what extent is it doing so?
• What improvements are needed?
• What factors are influential in determining the status of the
project (time, money, personnel)?
• Why is the project going well (on schedule, within budget)? Why
is it not going well?
 B) Feasibility Reports:
• Feasibility reports or studies assess the practicality
of a proposed project or change.
• Questions such as the following are usually
addressed in any feasibility report:
• What is the current situation?
• Is sufficient need shown to warrant the action?
• Is sufficient capital available?
• What legal concerns must be considered?
• Is the technology available if needed?
• Are appropriate personnel available?
• What are the long-range benefits?
• What are the cost?
• What are the long-range problems?
 3. Persuasive Reports
• The main purpose of persuasive reports is to influence
decisions in determining a course of action.

• They are concerned with the action-oriented question

“what next?” They must contain data and they must give
an interpretation of that data.

• Both data and interpretation, however, are presented

with a clear intent of getting something done in a certain
manner or within a certain time or by a certain
organization or individual.
• Proposals and responses to requests for proposals are the two
most frequently written kinds of persuasive reports.
 A. Proposals
• Proposals do just what their name indicates: they
propose – a change, a situation, an action. A solicited
proposal is written in response to an invitation. If a writer
initiates a proposal without an invitation, it is called
unsolicited.
• Proposals point out a problem or need and state a
suggested solution.
• The writer (representing one person, a department, or an
organization) wants something to be done.
• For example, a department may want to re-organize; a
radio station may want to change its format.
• It gives specific details intended to convince the reader of
the validity of a decision or action.
 Readers expect proposals to answer many
questions such as the following:
• Why is the proposal being made?
• What is the current situation?
• What are the benefits of accepting the
proposals?
• How much financing is involved?
• How much time is required?
• How will the work be accomplished?
• How many people are involved?
• What facilities and equipment are required?
 Responses to Requests for Proposals(RFPs)
• A request for proposals (RFP) is a document sent from
one business or government agency that needs a
specific product or service to another business that
supplies the product or service.
• The RFP describes the job that the request or needs
done and asks (solicits) the company or individual
receiving it to propose how the responder would do the
job.
• Responses to requests for proposals indicate specifically
what an entity can do to meet a stated need and
specifically how it can do so.
• When a response to requests for proposals is made, the
problem or need has already been recognized.
 Kinds of Responses Requested:
Non-Negotiable Responses:
• Some RFPs state exact specifications and frequently,
include strict rules for all responses.
• The requestor wants a specific product/ service
with precise characteristics (size, capabilities,
capacity or time frame).
• Frequently, the requestor also wants information
presented in a predetermined format: specific
sections with specific points to be included,
arranged in a specific sequence.
• After some extensive reviews, the requestor will then award the job to the
supplier who best meets the technical and cost specifications.
Negotiable Responses:
• Some RFPs offer the responders more flexibility than
non-negotiable responses.
• The requestor states in the RFP the specific need and
gives adequate details of the job to be done, but
doesn’t necessarily provide instructions for exactly how
the need or job should be satisfied.
• The responder is asked to propose a solution or an
action.
• The negotiable response is useful to requestors who,
for example, are not certain of the latest technologies
or of all possibilities available- and who want creative
solution/actions presented.