REPORT WRITING AND

PRESENTATION
NOTES
 WHAT IS A REPORT?

 A written statement prepared for the benefit of

others describing what has happened or a state of
affairs normally based on investigation.
 A report is a piece of factual writing, usually
based on some kind of research or real-life
experience.
 Guidelines for report
writing/what make a good report?
1. Know the purpose of the report and who will
read it.
Have a definite idea why you are writing the
report, who will be using it and what decisions
may arise from it 
 2. Clarity

 It should be well structured, clear, concise and

suitable for the intended audience.
 3. The report must be Professional

 It should be statistically correct and correctly

spelled.
 4. Well illustrated

 illustrations that aid understanding, integrated

with text.
 5. Plan your investigative
approach.
 Decide how you will gather information,
 who you will survey
 which experts you will consult
 what sources you will research.
 How much time will you need to complete this
research?
 6. Gather information.

 Primary sources –
 Interviews
 questionnaires
 records
 files and letters – material that you must analyze
and interpret – actual documents and first-hand
sources.
  
 7. Gather information cont.

 Secondary sources – printed or published

material that someone else has written.
 8. Organize the information you
have gathered.
 Arrange the material you have gathered into
broad divisions within your topic.
 These will give you the basis for your writing
plan.
 9. Analyze the draft.

 Interpret the results of your research (e.g.

questionnaire, survey, etc.) and evaluate it.
 What does it all mean?
 10. Decide on your conclusions
and recommendations
 Summarize your main ideas on what your
findings revealed, making sure that the
conclusions you draw are supported by your
findings.
 suggest and explain actions you would
recommend as a result of your conclusions.
 Give directions or suggestions as to how the
problem you have investigated can be solved.
 Recommendations are usually numbered.
 11. Plan the writing.

 Plan your report. Make a list of the paragraphs or

topics you will be covering and the main points
you will cover in each.
 Work out your numbering system (e.g. 3.0 Main
title, 3.1 First subheading, 3.2 Second subheading
etc.)
 12. LAYOUT/SECTIONS

 Decide on the layout or sections a report should

contain because the requirements depends on the
supervisor /University requirement and also on
the type of report you will be carrying out.
 
 A good report should include:

 Title Page /Title

 Table of Contents
 Abstract/executive summary/summary
 Introduction /objective/background/content
 Method/methodology
 Results
 Discussion point
 Conclusion and recommendation
 Reference /bibliography
 Appendices
 Use separate pages for most sections.
 In summary:

 Use separate pages for most sections;

 Use headings and a numbering system for
sections;
 Give quotations from experts, facts and figures
to support your opinions;
 Use clear language and short paragraphs;
 Label diagrams and tables
 Reference using the Harvard system.
 THE IMPORTANCE OF REPORT WRITING/
THE PURPOSE

 to give information.
 evaluate something.
 make suggestions or recommendations.
 to influence decisions.
 Report facilitates decision making and planning

 Report provide reliable data which can be used in

the planning and decision making process. It acts
as a treasure house of reliable information for
long term planning and decision making.
 TARGET READER

 usually people who are asking for the report:

› an official group of people in authority.
› your employer .
› a group of colleagues you study or work with.
 Generally, a report has the following elements:

 TITLE PAGE – it should be written on a

separate page.
 There are four main pieces of information that
must be present on the title page:
 the subject of the report
 who the report is for
 the author (or authors if it is a group report) and
 the date of submission.
 ABSTRACT

 This is usually a single paragraph of 100-200

words and is a summary that gives the reader an
understanding of the main points in the report.
 It should be written on a separate page with the
centred heading ABSTRACT, and includes the
following:
 ABSTRACT CONT.

 why the report has been written (i.e what

question or problem is it addressing?)
 how the study was undertaken
 what the main findings were
 what is the significance of the findings
 3. TABLE OF CONTENTS

 - indicates how the information in the report has

been organised and what topics are covered.
 It help readers to go directly to a specific section
or page that they are interested in reading easily.
 Table of contents gives the reader a quick
overview of your work.
 TABLE OF CONTENTS CONT.
 It should be set out on a separate page, and include a
list of figures and a list of tables used in the report.
 Sets out the sections and subsections of the report
and their corresponding page numbers.
 Needs to show relationship between the sections and
subsections.
 Number all the pages before the introduction (e.g.
abstract or executive summary ) in lower –case
Roman numerals starting at ii, iii, iv …).
 TABLE OF CONTENTS CONT.

 The title page is counted as the first page, but do

not place the number (1) on the title page.
 Number all the remaining pages of your report
with numerals (1, 2, 3, 4 …) are used to number
all other pages.
 INTRODUCTION

 The introduction has three main components.

› The background –describes events leading up to
the existing situation or problem , what projects
have been done previously and why the study or
project is necessary.
› The purpose – defines what the project or study
aims to achieve.
 INTRODUCTION CONT.

>The scope - outlines the limitations of the project in

terms of time, scale, cost etc.
 DISCUSSION POINT

 this answers the questions in a systematic and

logical way:
 What was investigated
 What was found
 What interpretations you made from results.
 Check for the specific requirements for your
assessment task
 CONCLUSION

 A brief summary of the main points in the report.

These are the main findings from the research
that went into the report:
 What you set out to find out – the purpose of the
report.
 What you found out.
 What was significant about what you discovered;
 CONCLUSION CONT.

 How it answers the question set by the person

who commissioned the report.
 RECOMMENDATIONS

 suggest and explain actions you would

recommend as a result of your conclusions.
 Give directions or suggestions as to how the
problem you have investigated can be solved.
 RECOMMENDATIONS CONT.

 Recommendations come from your research and

your data are the reasons (or evidence) behind
your recommendations.
 Do not use your personal opinion as a reason for
your recommendations.
 REFERNCES

 This list of references is an accurate listing, in the

correct referencing style, of all the sources
referred to in the report.
 List all of the sources of information that you
used during your research report writing.
 Appendices

 Appendices are supplementary material that are

included at the end of the report that gives further
information about some aspect of the report
 OR
 APPENDICES

 That is any information (graphs, charts, tables, or

other data) used in a report but did not include
the information in the body of the report or If the
data is too numerous/ voluminous , it is usually
given in the appendix
 Foreword


The foreword is optional and can be used to
acknowledge those who have contributed to your
work as well as to explain why you have chosen
this particular topic; what was your motivation
and how did you get interested? Typically, the
foreword is from a half to one page in length.
 APPENDICES CONT.

 Appendices are supplementary material you

include at the end of the report that gives further
information about some aspect of your report.
 Remember : one appendix (singular) two or more
appendices (plural).
 A SHORT REPORT

 A short report generally has the following layout

but always check your assessment requirements
for the what elements you are required to include.

 Title page
 Introduction
 Discussion point
 Recommendation
 References
 LONG REPORT

 A long report generally has the following layout but always check your
assessment requirements for the what elements you are required to include.

 Title page
 Abstract
 Table of contents
 Introduction
 Discussion point
 Conclusion
 Recommendations
 References
 Appendices
 SCIENCE REPORT

 The purpose of a science report is to provide

factual, accurate and concise information about
an investigation by clearly setting out:
 1. What you did.
 2.what you found.
 3. What your result mean.
 SCIENCE REPORT CONT.

 A science report generally has the following

layout, but check your assessment requirements
for what elements you are required to include.
 SCIENCE REPORT CONT.
 Title page
 Introduction
 Aim, method and materials
 Results
 Discussion point
 Conclusion
 Recommendations
 References
 Appendices
 INTRODUCTION
 The background- summarizes the issue or
problem, its background and content.
 The purpose – defines why the project is important
and what it aims to achieve.
 The scope- outlines the limations of the project, in
terms of time, scale, cost etc
 The methodolgoy- outlines the approach (how you
found the information or conducted the research)
and how you will sort and present the data
 THE BACKGROUND

 The background – summarizes the issue or

problem, its background and content.
 THE METHODOLOGY

 It outlines the approach ( how you found the

information or conducted the research) and how
you will sort and present the data.
 AIM

 It present the aims of the report

 Method
 2.2 Method- explain what methods were used to
obtain information and/ or data
› 2.2.1 Research design, e.g. qualitative or quantitative?
› 2.2.2 sampling procdure, e.g did you use probabliity
sampling or non- probability sample techniques and
why?
› 2.2.3 Data collection: how was the data/information
collected?
› 2.2.4 Dat analysis: how was the data/information
analysed and why
 DEFINITION OF QUALITATIVE
RESEARCH

 The qualitative research method involves the use

of qualitative data, such as interviews, documents
and observation, in order to understand and
explain a social phenomenon.
 DEFINITION OF
QUANTITATIVE METHODS
 Quantitative research method: are research
methods dealing with numbers and anything that
is measurable in a systematic way of
investigation of phenomena.
 materials

 Materials- list the materials used to gather data

 Results

 The result is the bulk of your report, organised

using numbered headings and subheadings
 -list key findings
 -it is common to use graphs, tables, charts etc. in
this section of the report with explanations of the
data
Discussion point
 Business report

 A business report generally has the following

layout, but always check your assessment
requirements for what elements you are required
to include.
 Business report cont.
 Title page
 Executive summary
 Table of contents
 Introduction
 Present a theoretical framework
 Present your research findings
 Discuss your findings in light of your framework
 Conclusion
 Recommendations
 References
 Appendices
 Executive Summary

 Provides a brief overview of the report that allow

the reader to get a clear idea of what the report is
about without needing to read it.
 - purpose of the report
 -scope of the report
 -main points
 -Summary of the findings and recommendations
 Research report

 A research report generally has the following

layout, but always check assessment
requirements for what elements you are required
to include.
 Research report cont.

 Title page
 Executive summary
 Introduction
 Literature review
 Method /Methodology
 Results
 Discussion point
 Conclusion
 Recommendations
 Appendices
 Research report cont.

 Literature review /Survey/Review of Research):

 provides a critical analysis of the literature
(published Sources) on the topic your report.
 It assesses the literature and provides a summary,
classification, comparison and evaluation.
 Literature review continues

 This is a survey of publications (books, journals,

authoritative websites, sometimes conference
papers) reporting
work that has already been done on the topic of
your report.
 It should only include studies that have direct
relevance to your research.
 Research report cont.

 NOTES: CHECK THE REQUIREMENTS

OF YOUR ASSESSMENT, AS LITERATURE
REVIEWS ARE NOT ALWAAYS
REQUIRED.
 The Written Presentation

 Organization of a written presentation of a

research report should follow a recommended
format.

 Introduction/Background
 Report/Research Objectives
 Concepts of Interest
 The Written Presentation cont.

 Research Method (if applicable)

› Discuss method, instrument, and implementation
of method (e.g., means for recruiting, )
 Findings
› Organize presentation sub-topics
 Research Conclusions
 Limitations
 Recommendations for Future Research
 Tips for the Presentation

 All members need be present, or all must

attend
› Put the strongest person(s) forward
› Use others’ strengths where necessary
› Support your team members
 Support other teams
 Do introduce yourself and your team members
and your project focus early in the presentation
 Tips for the Presentation cont.
 Do establish an outline that will be used to present
your research.
 Do highlight, summarize the process and findings
from research.
 Don’t be a distraction to yourself or to the speaker
(Be attentive).
 Don’t stop the presentation because the “script,” or
the technology, isn’t working
› It’s not about the show, it’s about the information.
› No one knows the data better than you and your team.
 Tips for the Presentation cont.

 Smile and make eye contact with your

audience.
 Keep the time i.e. do not go beyond the time
while presenting a report.
 Use your voice effectively.