Welcome to this presentation on ‘Writing the report’ which will introduce some of the key aspects you should consider when writing up your report.

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After conducting your visit you will be expected to complete a written report summarising your findings. The Lead Assessor will usually take the lead on completing the report, with input from the other assessors who attended the visit. It is likely that you will need to produce several drafts of the report, before the final version is agreed.

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Before you leave the visit, it is useful for you to spend some time with your fellow assessors identifying the main issues & themes that the report will cover. At this stage, you should reach some kind of consensus about what the main message of the report will be and allocate various follow-up tasks between the assessor team. Although the Lead Assessor will take the lead with the report writing, any follow-up work should be fairly divided.

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It is important that you set aside some time to start working on the first draft of the report while everything is still fresh in your mind. Writing the report will be much easier if you have all the information required in one place and easily to hand. Locate the template provided by the RCOG that should be used to complete the report and familiarise yourself with each of the sections so that you have a clear idea of what is required. For educational visits the RCOG has a short proforma.

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When writing the report, remember that it is: • Not a legal report • Not an academic paper • Not a clinical opinion Remember to stay focused on the key audience for the report. You may have written similar reports before for other purposes. If you have questions regarding the style of writing you should adopt, the RCOG will be happy to advise you on this.

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Content covered in the report should include: • What we read = DATA • What we saw

• Visit = OBSERVATION • Cases = REVIEW

• What we heard = INTERVIEWS • What we think = FINDINGS. It is usual to agree conclusions for the report with the RCOG.

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Check that everything you write is factually accurate. The facts should be capable of being verified. Moreover, arguments should be soundly based and your reasoning should be logical. Ideally you should use multiple sources, and all should be referenced to their origin. Weighting is subjective but important. Try to use both positive and negative comments to balance out the report. Remember above all that the report should be “Legal, decent, honest and truthful”.

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Pay special attention to the projected reader, and what they want to gain from the report. When writing the report you may find it useful to keep an image of the reader at the back of your mind, to help you stay focused on the task at hand. Write simply and appropriately and ensure the report is concise and to the point. It is important that readers of the report can quickly understand the key messages you are trying to convey. You should also try to keep the report objective, and opinion free.

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Accurate capture of the information is key with the first draft of the report. Style and layout is less important, and spelling and grammar checks will come later. Check everything against the terms of reference, and ensure that the first draft is circulated within the team for their feedback before submission to the RCOG. The Lead Assessor should coordinate this process.

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The RCOG will check the report for grammar & spelling. It will also check for inconsistencies and ensure that references are accurate. The report will also be checked from a legal standpoint. Any identifiable information will be pseudonymised and the report will be suitably encrypted/password protected.

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The final draft of the report should still be viewed as a work in progress. The College team will advise and adjust as necessary, and all assessors must agree with the key recommendations. After final sign off, all documents should either be destroyed or returned to the trust.

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