Academic Literacy for

Commerce ALC 131

Term 1, Week 6:
21-25 March 2022
Report writing
Quote for the week
* You should be busy with your group summary
writing assignment 3- Report writing which is due on
Friday 8 April-submit via IKAMVA assignment tab-
ONE submission per group

* Draft work of the group assignment should be

shared with your tutor before your tutorial this week

* Quiz 2 (Themes 3-6) closes on Thursday 24 March

Theme : Report writing

Outcomes
Students should understand and be able to demonstrate
that they:

• Know what a report is

• What the purpose is for writing reports
• What the structure is for the different types of reports
• Know how to write reports, using formal language,
coherent writing, and using valid facts and information
What is a report?

“A report is a document providing an account of something

witnessed or examined as a result of investigation”
(Little, 1977, p.14).

Report writing resorts under Business Communication & it is

different to Writing for Academic Purposes

Purpose of reports - why do we write reports?

To report on something that has taken place and to inform the
stakeholders, or share the information with a broader audience
 Report writing

• Different types of reports:

1. Informal reports
2. Formal reports
3. Research reports
4. Medical reports
5. Investigation reports
6. Special reports
 Steps in Report writing (5 Steps)

Step 1: Decide on the 'Terms of reference’

(5 W’s and HOW)
What is it about? What exactly is needed? Why is it needed? •When
do I need to do it? Who is it for, or who is it aimed at?
Step 2: Decide on the procedure
What information do I need?
Do I need to do any background reading?
What articles or documents do I need?
Do I need to contact the library for assistance?
Do I need to interview or observe people?
Do I have to record data?
How will I go about this?
Step 3: Find the information
* Read written material,
* observe people or activities, and/or talk to people

* Make sure the information is relevant and appropriate

* Check the assessment requirements and guidelines and the mark allocation to make sure
you're on the right track-CONSULT

Step 4: Decide on the structure

1) A title page
2) Executive summary
3) Contents
4) An introduction
5) Terms of reference
6) Procedure
7) Findings
8)Conclusions
9) Recommendations
10) References
11) Appendices
•The sections, of a report usually have headings and
subheadings, which are usually numbered

•Step 5: Findings & Draft the first part of your report

* The findings are result of your reading, observations, interviews and
investigation
* They form the basis of your report
*Include photos, tables or graphs to make your report more readable and/or
easier to follow
 Steps in Report writing
Step 6: Analyse your findings and draw conclusions
What have I found? • What's significant or important about my
findings? • What do my findings suggest?
Conclusion may describe how the information you collected explains
why the situation occurred, what this means for the
organisation/intended audience, and what will happen if the situation
continues (or doesn't continue).
Step 7: Make recommendations
Solutions to the problem & what you think should happen next.
• Think about what you want the person who asked for the report should
to do or not do; what actions should they carry out? Recommendations
are practical and logically• Ensure you include enough detail for the
reader to know what needs to be done and who should do it & how
* written as a numbered list, and ordered from most to least important.
Step 8: Draft the executive summary and table of contents
About 100 words long. It tells the readers what the report is about, and
summarise the recommendations.

Step 9: Compile a reference list

A list of all the sources you've referred to in the report and uses APA
referencing

Step 10: Revise your draft report before submission

Check the assignment question, the instructions/guidelines
•information is accurate, with no gaps.
• Logical argument- Information you present support your conclusions and
recommendations
* Terms, symbols and abbreviations used have been explained.
• diagrams, tables, graphs and illustrations are numbered and labelled.
Correct format, including your numbering, headings, are consistent
throughout the report.
 Components/format of a report
• A cover page
• The full title of the report
• The initials and surname of the author/s
• The date of submission
• A signed, sworn statement that the work is original,
• In the case of teamwork, that everyone contributed fairly
• A title page
• Name of organisation
• Name of department
• The full title of the report
• The name/s of the author/s
• The name of the person to whom the essay / report is being
submitted • The month and year of submission
• Appendices where necessary
• A content page
• All main sections should be reflected
• Number the sections and use decimalized sub-divisions for
subheadings.
• All graphics, such as diagrams or graphs, included in the
report must be numbered and captioned
• Appendices should be numbered alphabetically
• All pages in the report must be numbered.

• Report Proper, consisting of the Terms of reference, the

methods of investigation, the findings, the conclusions, and
the recommendations
 Report writing

Please read Theme 10- Report writing chapter that

provides the following:

We have included two examples of a short formal

report, and a short informal report (remember that
an informal report can also be verbally presented)

Lastly, we included a checklist that you can use when

asked to write a report for anyone of your other
modules