Report Writing

By Freddie Mupambireyi (BSc Econs; MSc Population Studies)

Lecturer: Business Studies Dept
(Social Scientist Consultant)
Deputy Dean: Faculty of Commerce
0772 515 589

2010
 Principles of report Writing
 Evaluation reports are essentially research-based
reports and as suchthey have to conform to general
principles of report writing first and foremost.

 Here are some of these principles

 1. First clarify the overall structure of the report.

 2. Develop a detailed outline of the report

framework based on the key research questions.
 Principles of report Writing Cont
 Collate all evidence that pertains to a specific section
in the report.

 Distinguish between different types of evidence and

what kind of information they provide about the unit
of analysis.


 Use quantitative evidence to provide profiles of the

unit of analysis and to summarise characteristics of
samples.
 Principles of report Writing Cont
 Use qualitative evidence to provide in-depth,
contextual information as well as the attitudes and
beliefs of key stakeholders.

 Select evidence that is of a high quality (that is

supported by other evidence)

 Select evidence that covers the whole spectrum of

viewpoints. Make sure that all legitimate viewpoints
and perspective are represented in the evidence.
Principles of report Writing Cont
 Select evidence – especially qualitative
evidence – that illustrates a point in the most
descriptive and explicit way.

 Avoid repetition of the same evidence – select

evidence that each in its own way illustrates
the point from a different perspective.
 Principles of report Writing Cont
 Finally, in your presentation of the results, you
have to use your judgement about of the report
which evidence should be prioritised and which
evidence should receive less attention.

 These decisions or judgement calls are again

determined by the overall structure and by the
priority of questions.
 Principles of report Writing Cont
 Weigh the available evidence according to the
importance of research question.

 Weighing the evidence means that one presents the

most important findings first and also that one
accords more space to a discussion and elaboration
of these findings than other more secondary
findings.
Principles of report Writing Cont
 The actual space accorded to specific evidence
should be congruent with the importance and
relevance of the evidence.

 We normally present the evidence either in

abbreviated/paraphrased format (already
interpreted and summarized by the author – so-
called secondary evidence) or in its original
format – so-called primary evidence.
Principles of report Writing Cont
 In the latter case, we would use verbatim quotes/
actual observation statements/ diary inscriptions/
self-evaluation statements.

 Good reports strike a balance between the use of

primary and secondary evidence.

 It is important that sufficient illustrative, primary

evidence is included in a report.
 Principles of report Writing Cont
 The good researcher is sensitive to the range of
conclusions that can be drawn.

 Admit and make explicit those instances where the

available evidence is not conclusive.

 Where methodological mistakes have been

identified, these should not be ignored or swept
under the carpet, but rather acknowledged and listed
for future attention.
Principles of report Writing Cont
 A good report is a well-written report. All the
criteria for good writing apply equally to
evaluation reports.

 The evaluator should follow the guidelines for

good scientific writing when compiling the
evaluation report.
 Structure of the Report
 It may contain the following:
 Title page
 Name of project, programme or subjected
being evaluated
 Name of organisation to which the report is
to be submitted
 Name and affiliations of evaluators
 Date
 Structure of the Report
 Table of Contents

 Acknowledgements

 List of Acronyms

 Executive Summary (1to 3 pages)

 Structure of the Report
 Executive summary should highlight the
following:
 Subject being evaluated
 Purpose of evaluation
 Method used
 Major findings and conclusions
 Recommendations in priority order
 Structure of the Report
 An Introduction should:

 Summarise briefly the purpose of the evaluation

 Indicate keys issues addressed
 Indicate methodology used
 Describe the structure of the report
 Describe aims and strategies of the project or
programme
 Structure of the Report
 Findings and Conclusions
 Findings should be based evidence derived form
the collected data
 Should provide critical assessment of
performance of the projects
 Should describe the results achieved
 Conclusion should include a discussion eg
reasons for success of failures, constraints and
enabling factors
 Structure of the Report
 Highlight lessons learnt include both positive and
negative
 Recommendations
 Base recommendations on the conclusions and
lessons learned, and discuss their anticipated
implications

 List proposals for action to be taken (short and long-

term) by the person(s), unit or organization
responsible for follow-up in priority order
 Annexures

 Attach ToR (for the evaluation)

 List persons interviewed, sites visited
 List documents reviewed (reports, publications)
 Data collection instruments (optional – e.g., copies
of questionnaires, surveys, etc.)
 The End

 Thank You