Report Writing

Types

1. Voluntary or Authorised Reports2. Routine or Special Reports3. Internal or External Reports4. Short or Long Reports5. Informational or Analytical Reports

Steps

1. Analyse the situation2. Adapt your business report to the audience3. Decide on format and length4. Select an organisational approach5. Choose proper degree of formality6. Help readers find their way

Format

1. Title and Date2. Introduction3. The Body of the Report4. Recommendations5. Conclusions6. Signatures7. Minutes of Dissent8. Summary of Recommendations 9. Appendices10. Presentation

Khalid Al Murrani, "How to Write a Good Report", 2008-09

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Title

ShortAccurateInformativeInclude key-words

Allow search engines to find the articleNo abbreviations


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Abstract

Summary of workShould be self-contained (no references)1-2 sentences for each of the 5 main parts

(introduction, method, results, discussion, conclusions) – then streamline

High information content


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Abstract





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Abstract




Writing the body

There are four components of the body of the report: the introduction, the discussion, the conclusion and the recommendations.IntroductionThe introduction leads into the main subject matter by giving the necessary background of the report, its aims, premises, scope, limitations, approach intended audience, possible benefits and any instructions that may be useful for the reader. If specialist terms are used in the report, define them clearly.It puts the discussion in perspective, explains why the report is necessary and gives background information on the subject matter.

Writing the body continued

Discussion:The discussion is the main body of the report. Use headings and sub-headings. It describes, analyses, interprets and evaluates the procedures, data, findings, relationships, visual material, methodology and results in the report. This material should be presented in an order that leads logically towards the conclusions and recommendations.

1. Writing the body continued

In writing the discussion section of the body, you should:

pitch at appropriate level organise material logically use clear, concise language give concrete examples


ConclusionConclusions are drawn from evidence, analysis, interpretation and evaluation presented in the discussion. No new material should be introduced; the conclusions should follow logically from the Discussion. The Conclusions section should give:Conclusions Key points Main findings


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Conclusions

What do you want the reader to remember?Should be self-contained (no references)Typically 2-3 paragraphs (1 idea per

paragraph)


Recommendation The Recommendation section (when used - not all reports give recommendations) should present your informed opinions, suggestions, possible actions to be taken, applications and recommendations arising from a rational consideration of the discussion and conclusions.Be definite Be perceptive Be imaginative Be rational

Formatting, revising and proof-reading

Apply the following "report checklist"Have I fulfilled the purpose of the report? Is it written at a level appropriate to its audience? Are its facts correct? Is it comprehensive? Is all the included information relevant? Are the layout and presentation well thought out? Is the style clear, concise and professional? Does the abstract summarise? Does the introduction adequately introduce the discussion? Is the discussion organised logically? Does the conclusions section interpret, analyse and

evaluate? Are the recommendations reasonable? Does the table of contents correspond with the actual

contents? Are page numbers correct? Have I acknowledged all sources of information through

correct referencing? Have I checked spelling, grammar and punctuation? Have I carefully proof-read the final draft


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General recommendations

Be as brief as possibleAvoid unnecessary abbreviationsKnow your audienceDon’t repeat the things the reader knows

Don’t copy the information from the lab sheetsRemove unnecessary words, sentences,

paragraphsWeigh each word

Every word should be accurate, justified and useful


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The main purpose is to convey information Don’t try to entertain Good presentation is less important than sound

technical content Don’t over-emphasize format (you are not studying to

be a technical secretary) Follow the imposed format right from the beginning


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Proofread and let it be proofreadFollow preferably the same structure (sub-

headings) in methods, results and discussion parts

Your report needs to clearly link recommendations with facts

Short Reports/Letter Reports

1. Heading2. Date3. Inside address4. Salutation5. Body6. Complimentary close7. Signature block

Optional parts

1. Addressee notation: personal, confidential2. Attention line: letter directed to a particular

person3. Subject line4. Second page heading: Ms. Sujata Rao 5. Company name6. Reference initials7. Enclosure notation8. Copy notation9. Mailing notation10. Postscript

Speech

1. Preparation2. Subject3. Purpose4. Aids5. Audience Action6. Check-up7. After8. Take home

Report Writing

Documents

Transcript of Report Writing