CHAPTER 1: INTRODUCTION TO

REPORT WRITING
Reports
What is a report?
A report is a clearly structured document that presents information as clearly as possible.
Reports should be easy to read and professional in presentation.
Reports are used to help make decisions or account for actions. Reports use research to make
recommendations for action. There are many different types of reports including business
reports, scientific laboratory reports and case study reports. The common feature of all
reports is that they are structured into sections with headings.
Differences between reports and essays:

Function

Structur
e

Report
Presents information
Used to help make decisions or
account for actions
Specific sections using
numbered headings and subheadings
May use graphics (tables,
graphs, illustrations)
May be followed by
recommendations and/or
appendices

Essay
Presents arguments
Used to demonstrate
knowledge, understanding
and critical analysis
Continuous flow of text using
minimal sub-headings
Rarely uses graphics
Rarely has recommendations
or appendices

Reports are a common form of workplace communication, from a simple work assessment
report to the high flying technical write-up. Report writing is an essential skill for
professionals in many fields including business, science, and education and information
technology.

Reports can be classified in various aspects depending on their functions, working arena, and
Time interval, Subject Matter, Geography, Length and Direction.
Types of reports
1. Oral Report: It is simple and easy to present, because there is no problem of writing. Such
report can be designed at any time and can easily raise confusion because there is no written
evidence at all. Such report is not used so commonly because of its fewer benefits.
2. Written Report: Written report is given in a black and white. Such report can be acted as
evidence for any incident and can be used as future reference.
3. Formal Report: A report which is prepared in a prescribed form and presented to a
concerned authority according to established procedure. There are usually seen two types of
Formal reports depending on mandatory of law.

Statutory Report: A formal report prepared and submitted as required by law. E.g.
Report of directors to shareholders, Auditors Report, Annual Report etc. This report
must be prepared for legal bindings.
Non-Statutory Report: A formal report which is not required under any law but
prepared to help the managerial activities E.g. Manager's Report etc.

4. Informal Report: An informal report is usually in the form of a person to person

communication. It does not follow the rules and procedure prescribed by an organization. It
may be prepared in one page or may require several pages. Such report is quickly prepared
and does not require any extended planning to make it. Generally, Informal report follows
natural language and style.
5. Informative Report: It presents the facts, events or issues related to a particular situation. It
does not make analysis, explanation, conclusion or recommendation. E.g. financial statement,
work record for employees and workers, list for assets etc.
6. Interpretative Report: Is the report that contains both presentation of facts or data or event
as well as analysis and explanation of data. Here, the report writer does not draw any
conclusion nor make recommendations. These are left to the readers to derive. Such reports
are usually self-explanatory.
7. Analytical Report: It is the one kinds of report which attempts to solve the problems. Such
report includes presentation of facts as well as analysis, explanation, conclusion and
recommendations. Reports of scientific research, feasibility reports are the best examples of
analytical report.
8. Periodic Report: A report prepared and issued at regular intervals for routine activities of the
business. Such report may be issued daily, weekly, fortnightly, monthly, quarterly, semiannually or annually. For example: Performance report, Inspection report, Inventory
report, Annual confidential report etc. are the example of periodic report.
9. Special Report: Is a report which is related to a single occasion or situation. It is also called
one-time-only report. E.g. Report on proposal of a new branch, Report regarding problems
among staff etc.

10. Financial Report: Is a report that contains financial information. Usually it comprises of
income statement and balance sheet. These two provides information to make decision and
know about the financial condition of respective organization.
11. Performance Report: This type of reports is submitted to higher authority stating evaluation
of workers, employees or learners. In many cases, the progress or stage of completion of
project work is submitted also to the higher authority through performance report.
12. Technical Report: This is a report which provides information relating to specialized or
technical subject. It is prepared with or without recommendation and only technical experts
prepares such reports. For example: Weather report, Laboratory report, Quality report etc. are
the example of Technical report.
13. Geological Report: A report that supplies information not only on a particular subject but
also on many subjects generally. It provides information relating to overall conditions of the
organization.
14. Internal Report: Such report moves within the organization. They are prepared to help
business operation as well as administration. It is also known as administrative reports.
15. External Report: Such report is prepared for distribution information among the outsiders
who are interested and related to the company e.g. Annual reports are prepared for
shareholders, creditors, investors, bank, regulatory bodies, tax authority and the society as a
whole.
16. Short Report: The report that contains topics of medium or moderate length and having no
special need for formal presentation. Most short reports include the minimum supporting
materials such as problems, methods, findings and conclusions.
17. Long Report: The name of such report clearly tells us about the scope and size of such
report. When there is major investigation of large and complicated matters, long report is
prepared for high level administration.
18. Vertical Report: Report that moves upward and downward in an organization. They help
management for control. Most of the time, such report is prepared for top level management.
19. Lateral Report: Such report travels between the same units of an organization. It helps
coordination among the various departments of the same organization.
How to write a report (format)
1. Title page
This page should include:
The report title, which states the reports purpose
Your name and the name of the person receiving the report (placed in the bottom
right-hand corner)
The submission date.
2. Executive summary
An executive summary is a paragraph that provides the reader with a quick overview of the
entire report, including its purpose, context, methods, major findings, conclusions and
recommendations. It is often easier to write the executive summary once the report has been

completed. This is placed on a separate page between the title page and the table of contents.
This may often be the only part of the report that is actually read.
3. Table of contents
The table of contents lists the main sections (headings) of the report, and the page on which
each begins. If your report includes tables, diagrams or illustrations, these are listed separately
on the page after the table of contents.
4. Introduction
The introduction should:
Discuss the importance or significance of the research or problem to be reported
Define the purpose of the report
Outline the issues to be discussed (scope)
Inform the reader of any limitations to the report, or any assumptions made.
5. Discussion or body
This contains the main substance of the report, organised into sections with headings and
subheadings rather than paragraphs. The body of a report can include the following:
A description of the issue or situation which is being reported on. This may include a
literature review of the research on that issue.
The method of data collection, if applicable this should include what you did and
why, such as a survey or interview, and the size and selection criteria of the study
sample
A discussion and analysis of the data collected this should comment on the
reliability and accuracy of the data and relate the findings to your reports purpose
and current literature.
6. Conclusion
This summarises the key findings from the discussion section and may be numbered here for
clarity. Relate your conclusion to the objectives of the report and arrange your points logically
so that major conclusions are presented first. Some reports may require a discussion of
recommendations, rather than a conclusion.
7. Recommendations
These are subjective opinions about what action you think could be followed. They must be
realistic, achievable and clearly relate to the conclusion of the report.
8. Reference list
This must contain all the material cited in the report. It must be accurate and consistent with a
standard referencing style. Refer to www.citewrite.qut.edu.au
9. Appendices
These contain extra supporting information that is put at the end of the report so as not to
distract the reader from the main issues. They contain detailed information, such as
questionnaires, tables, graphs and diagrams. Appendices should be clearly set out and
numbered in the order they are mentioned in the text.
Example of a report structure
(Note that this is a generic example only. Your table of contents may vary depending on the
type and function of your report).
Title Page
Executive summary
Table of contents
1. Introduction
1.1 Purpose of the report

1.2 Issues to be discussed and their significance

1.3 Research methods
1.4 Limitations and assumptions
2. Discussion
2.1 Literature review
2.1.1 Issue 1
2.1.2 Issue 2
2.1.3 Issue 3
2.2 Method
2.2.1 Procedures
2.2.2 Sample size
2.2.3 Selection criteria
2.3 Discussion and analysis of data
2.3.1 Issue 1
2.3.2 Issue 2
2.3.3 Issue 3
2.3.4 Reliability and accuracy of data
3. Conclusions
4. Recommendations
4.1 Recommendation 1
4.2 Recommendation 2
5. References
6. Appendices
Checklist for a report
Have I:
Read the assignment criteria clearly and clarified what needs to be in the report and
what type of report it is to be?
Followed the structure, using the correct headings?
Provided a title page?
Provided an executive summary?
Provided a table of contents?
Provided an introduction?
Provided the literature review?
Explained the method of how the data was gathered?
Discussed the results and findings?
Come to a conclusion?
Made some recommendations?
Provided references in the correct format?
Included any appendices?
Checked punctuation and spelling?
CHAPTER 2: CORRESPONDENCE
Correspondence letters are letters that are used for communication. Basically, they all have
the same layout styles, salutation and endings. However, the information that you include in
these letters differ.
Types of business letters

Inquiry letters
These letters are used to request more information about a product or service. You must
clearly explain what information you are seeking. You may also ask for further details in the
form of catalogues, brochures etc.
Sales Letters
Sales letters are used to promote new products and services. A sales letter must clearly state
the advantages of using the specific product you are trying to promote. Ideally, a sales letter
must highlight an important problem and then explain how that problem can be solved by
using your product. All sales letters must include a call to action.
Acceptance letter
An acceptance letter is one that is written when you want to accept a job, a gift, an invitation,
an honour, a resignation etc. You may have verbally accepted the job or gift. Still it is a smart
idea to formally accept the offer with an acceptance letter.
Replying to an Inquiry
This is the kind of letter that you may have to write very often. Customers who make
inquiries about your products or services are definitely interested in buying them. When you
reply to these inquiries you have to provide as much information as possible. Your reply
should prompt the client to take the desired action it could be subscribing to a service you
provide or purchasing a product you offer.
Making a Claim
We are not always satisfied with the quality of a product or service we purchase. In that case,
we will need to make a claim against unsatisfactory work. A claim letter must clearly express
your dissatisfaction. It must also state what action you expect the service provider to take.
Adjusting a Claim
Your company may be offering the best products and services. Nonetheless, from time to time
you may be called upon to adjust a claim. This type of letters must address the specific
concerns of dissatisfied customers.
Apology letters
Business apology letters should be typed on a computer. Use a serif font, such as Times
Roman. Once you have typed the letter, print it on good quality, white paper.
Cover Letters
A cover letter is one that is sent along with your CV when you are applying for a job. The
purpose of a cover letter is to elicit a positive response from your prospective employers by
highlighting the plus points in your resume.
Importance of business letters
They are tools that people use to conduct their business.
They represent companies
The format of letters
There are several formats for writing professional letters. There are basic styles of letters:
block form and indented form.

1. The block form

Your name
Address
Phone number
E-mail (optional)
Date
Name of receiver
Title
Company Name
Address
Dear sir / madam
When writing a letter using block form, you start everything on your left hand side.
Include your name, address, and phone number where you can be contacted, as well as
the date. You then include the name and address of the person you are sending the letter
to.
With new paragraphs, just skip a line instead of indenting.
Add your phone number where you can be contacted in the last paragraph. If the receiver
needs to use a relay service to call you, briefly explain that you are deaf / hard of
hearing and that he / she can call you through relay. Give the receiver his / her state relay
number and explain the he / she will need to give the operator your number. Then give
him/her the number.
Sincerely,
Your signature
Your Name,
Your Title.
2. Indented Form
Your Name
Address
Phone Number
Email (Optional)
Date
Name of Receiver
Title

Company Name
Address
Dear sir / madam
When writing a letter using indented form, indent each paragraph. First include your
name, address, phone number, and the date. This information should be located at the top
of the page, either in the centre, or indented on the right side of the paper. You then
include the name and address of the person to whom you are sending the letter.
At the end of the letter, place your signature on the right side of the page. Dont forget
to provide any relay information if necessary.
Sincerely,
Your signature
Your Name
Your title
Examples of letters
1. Apologies
Guidelines for writing apologies
Write as soon as possible after the incident. Apologize, but do not go
overboard by saying,I am very, very, very sorry. Keep it simple and to the
point. Summarize what you are apologising for, and apologise only for the
particular situation or problem. Be brief. Apologise cheerfully and sincerely.
Do not express feelings of guilt.
Explain what you will do not correct the mistake or situation. Assure the
person that this will not happen again.
Do not put blame on another person and do not blame problems on computer
errors or carelessness.
Thank the person for bringing the problem to your attention if you were
unaware of the situation.
Reread the letter to check your grammar, spelling and tone.
Example
Missing an appointment
Dear Mr. Happy Day,
I would like to apologise for missing our scheduled appointment last Wednesday, April 21,
1999. I also apologise for not calling in advance to cancel. I will call your office this week to
reschedule a meeting with you.
Thank you for your understanding and patience.
Sincerely,
Mike L. Jackson

2. Complaints
Guidelines for writing complaints:

Write the letter as soon as possible after the incident, while it is still fresh in your
mind, type the letter.
Explain the problem as clearly, briefly, and fairly as possible. In the first and last
lines of the letter, clearly state your expectations of the other party.
Try to confront only one problem at a time. If there are several problems, pick
two or three that need immediate attention and briefly list these and how you
expect them to be rectified.
Focus on how the problem can be solved, not on petty details of the problem.
Stick to the facts and avoid emotional statements.
Conclude your letter with confidence that the matter will be resolved to your
satisfaction.

3. Example of an Invitation letter

You are invited to Michael Carisons 10th birthday!
Date: Saturday June 12, 1999
Time: 11:30 am. To 3:00 pm.
Where: 345 Eastern Avenue
Lodi, Washington
Call Tonia at (081) 378 4999 to RSVP
Application letters: Letters of Application
Precious Harasses
Windhoek
081 356 9817
7 March 2014
Patrick Johannes
Personal manager
XYZ Company
Dear Mr. Johannes
I was excited to see your advertisement for a summer intern. An internship
with your company would be a perfect opportunity to develop my skills as a
__________ major at __________University.
My professional capabilities would make me an asset to your company. For
example, my experience with _________adequately prepares me to _______
for XYZ this summer.
I would greatly benefit from working with knowledgeable professionals in
my field of study, and working for XYZ which provide such an opportunity.
I would love to be part of your team. I am available to meet with you at your
earliest convenience. You can contact me at the address and phone number
above, or at [email protected].

Thank you for your consideration.

Sincerely,
Rosaliayates
Rosalia Yates
Resume included
The memorandum (MEMO)
A memo is a document typically used for communication within a company.
Example
Engineering - Masters, Inc.
Date:

July 1, 2014-11-10

To:

Harold Johannes

From:

Marry Pietres

Subject:

Procedure for handling Payroll Adances

There is a new procedure (to reflect updated policies) for obtaining payroll
advances. I believe that our employees will find it an improvement over the
old, confusing procedure.

Informative reports
Define informative reports
Informative reports are mainly used to send an informing message to the intended recipient(s)
about a situation or as an announcement. These are used to inform others about conferences,
training courses. They are mainly summary of longer or complex material. They usually
present and summarize facts. Obviously, informative reports vary widely in content,
depending upon the type of business, purpose, topics discussed and readers needs. The
following examples illustrate three kinds of often used informative reports:
1. Conference Reports
The subject matter of conference reports ranges from summaries of personal conferences
to write up of meetings attended by hundreds of persons.
2. Progress reports
They document ongoing projects. Its goal is to enable the manager or sponsor of a project
to make informed decisions about the future of the project.
3. Monthly Reports
These are periodic reports that are prepared on monthly bases to inform a targeted group
of recipients.
Analytical reports
Analytical reports call on you to answer questions, to ask why something happens, which
product is the best, or is it a good idea. They call for research, interpretation and
recommendation.