REPORT WRITING

FEAFFA-EARA TRAINING
MODULE FOR C&F CERTIFICATE
 OBJECTIVES
By the end of the course you will be able to:
• Define a report
• State functions and uses of a report
• Identify the different components of a
report
• Prepare a report
• Identify the structure and format of
reports
 Definition of a report
• A report is an exercise in persuasion
• It is a means by which detailed
knowledge is transmitted to those who
need it
• A report is a structured written
presentation which gives:
– A response to specific formal request
– An account of something
– An answer to a problem
 Definition of a report
• A report defines a subject or
problem, gathers facts in order to
present them as completely as
possible, and analyses the facts in
order to come to conclusions on
which the writer bases certain
recommendations
 Report writing process
• Identify your audience: when you know
your audience, you will be able to:
– Write more persuasively
– Know their expectations
– Organise your message to address their needs
• Define your purpose: set objectives
• Collect your ideas:take notes, evaluate
available information, arrange it into a
coherent whole
 Report writing process
• Select the material and decide how to
show the significance of the report:
– Ensure each idea supports your main
objective
– Decide if the information is relevant
• Structure your ideas
– Organise information into logical blocks
– Create a logical flow
 Functions and types of
reports
The task of a report is to present a case. Reports
are such as:
• Interdepartmental memos
• Monthly management report
• Regular budget report
• Reports to internal committees
A report must be:
• Persuasive
• Decisive
• Action oriented
 Structure and format of
reports
There are two categories of reports:
• Research reports
– Aim, method applied, results and
conclusions
• ‘Information’ only reports
– Updates
– Memos
– Regular reports
 Components of a formal
business report
• Title page
• Acknowledgement
• Abstract/executive summary
• Table of contents
• Introduction
• Discussion/findings
• Conclusions
• Recommendations
• Appendices
• References
• Bibliography
• Index
 Title page
• Company name and logo
• Title: the biggest and boldest
element
• Reference number
• Author’s name
• Subject and number
• Date of submission
 Executive summary
Concise summary of the essential
elements of the report
• Purpose
• Scope
• Main points
• Conclusions
• Recommendations
 Executive summary
• Independent(can be read on its own)
• Comprehensive (covers all main points)
• Clear and concise
• Short, only 10-15% of the report, not more
that one side of a page
• Written in full sentences and paragraphs
 Table of contents
• Introduction
• Discussion
• Conclusion
• Recommendations
• bibliography
 Introduction
• States purpose, assumptions, main
argument and structure of the
report
• Explains why the report is necessary
 Discussion
• Main body of the report
• Headings clearly identify the
content
• Details main argument
• Incorporates relevant theory
• Well referenced
 Conclusions
• Drawn from evidence, interpretation
and evaluation presented in the
discussion
• No new material introduced
• Follows logically from the discussion
• Conclusions section should give:
– Key points
– Not just another executive summary
 Recommendations
• Suggestions for possible actions
based on the research
• Recommendations to business
community or the relevant groups as
appropriate
 Checking
Check each section as you finish. Read
the whole report in one go. Mark any
passages that need attention. Ensure that
the report is:
• Clear: does what you want it to say
• Concise: well expressed
• Complete: covers all information
• Correct: all figures and facts are accurate
 Effective report writing
For a report to be effective, it must be:
• Appropriate to its purpose and audience
• Accurate
• Logical
• Clear and concise
• Well organised with clear section
headings
• Layout: displays the shape of your
thoughts
 Effective report writing
• Display section and page numbers
clearly
• Number pages throughout
• Use a new page for each new section
• Indent sub-sections
• Emphasise headings and sub-headings in
a consistent way
• Use wide margins
• Double spacing is helpful
• Justify the report to make it look neat
 Style
• Effective white space
– Blank line between paragraphs
– Bullet points where appropriate
– Left-justified or blocked
– Font, font size & margins
• Easy to read
– Clear, concise language
– Short sentences
 Style
– Correct grammar and spelling
– Pitch at an appropriate level: not
everyone knows what you intend to
communicate
– Use concrete examples that support
your argument
• Coherent
– Obvious signposts guide your reader
through the report
 Style
– Follow a logical sequence
– Number system for main reading e.g.
1.1, 1.2, 1.3 and so on
• Cohesive
– Every sentence should support your
objective
– Topic sentences introduce a
paragraph’s main idea
 Style
• Effective paragraphs
Place information where it will be seen
– First and last paragraphs
– First and last sentences
Keep paragraphs simple
– Short
– Each paragraph should contain one
main point
 Style
• Spread the load
– Not all your ideas should come at once
– Spend time noting initial ideas and set
the document aside
– When you come back to it later, you
will find that your ideas have fallen into
place and you can see the way ahead
more clearly
 Questions
1. You are the manager in Africa Clearing & Forwarding
LTD. Recently a new staff was recruited. He received
training in clearing and forwarding through
correspondence. Whereas he has demonstrated good
knowledge of this business he lacks experience.
He urgently needs to be briefed on report writing skills.
Before the employee is assigned any duties you have
been asked by your General Manager to induct him on
report writing. Not that by the end of the session the new
staff must be able to write both research and
information-only reports