Report Writing

Outline

Communication
Report
Purpose of Reports
Type of Reports
Report Writing
 Communication
Communication is defined as the giving,
receiving or exchanging of information,
opinions or ideas so that the message is
completely understood by everybody
involved.

A two-way process,
 Report

A report is a planned, organized, factual

presentation of information prepared for a
specific purpose and for a specific audience.
 Purpose of the report
You may be asked :

•To give information

•Evaluate something
•Make suggestions or recommendations
•Provide operational data
 Contents of the report

• Ensure that you fully understand the purpose of the

report

• Make a number of points in answer to the question

• Use section headings for clarity
• Include facts or results of a survey or research
• Give description and explanation in support of each
argument
• Summarise your conclusions in the final part
• Conclude with a personal recommendation
 Types of Reports
Formal Report

A formal report is prepared for a decision-making

audience and typically requires in-depth investigation and
team collaboration.

Informal Report

An informal report relays information about routine,

short-term, or uncomplicated situations
 Types of Reports….

• Formal (Long) Report • Informal (Short) Report

– Complex projects – Uncomplicated projects

– Numerous parts – Few parts
– Detailed research – Limited research
– Formal language – Informal language
Formal Report……
Informational Report

Annual report—summarizes a company’s accomplishments,

finances, and significant events

Progress report—updates status of a project

Travel or trip report—summarizes travel agenda

Minutes—record of proceedings of a meeting

Formal Report……

Analytical Report

Feasibility report— examines a proposed course of action

Justification report— explains or recommends an action

Investigation Report — Like Failure investigation report

 Formal Report Writing

A formal report includes three parts:

Preliminary parts precede report body.
Report body contains information and visuals to support
the report objective.
Supplementary parts follow the report body.
 Preliminary Parts

Title page—title, author, affiliation, date, receiver

Transmittal message—official submission of report
Table of contents—page numbers of report parts
List of illustrations—titles and page numbers of visuals
Executive summary—summary of key points
 Report Body
Introduction—Statement of authorization,
purpose, background, scope, limitations,
research sources, order of presentation
Text—Details to support objective
Terminal section or conclusion—Summary of
key points, conclusions, and
recommendations
 Supplementary Parts

References - works cited– alphabetical list of sources

cited

Appendix—supplemental information not necessary to

understand the report or too lengthy to include in the
body
 Points to be considered..
Ensure objective was met
Content is correct and unbiased, and format
guidelines are followed
Grammar is correct, No Repetition of sentences
Verify readability
Margins
Spacing
Reference Citation
Pagination
Evaluate overall effectiveness
Leave a positive impression
Thank You for Your Time and
Patience