REPORT WRITING

What is a report? Basically a report gives information, puts forward ideas, gives survey findings and recommends action. The writing style of a report depends on its purpose, audience and setting The usual sections of a report are: 1. Introduction 2. Findings 3. Conclusions or Evaluation 4. Recommendations

Types and Formats of Reports

Reports can be broadly divided into two main types: 1. Informational Reports 2. Analytical Reports Formats of a report is governed by its length, topic, audience, and purpose a. Letter format b. Memo format c. Manuscripts format d. Printed forms

Informational Reports
Informational

reports deliver data and answer questions without offering recommendations or much analysis. Its a routine occurrence. Its emphasis is on facts Some examples of Informational Reports: a. Periodic Report b. Situational Report c. Progress and Interim Reports

Analytical Reports
Analytical

reports not only collect and present data but also analyse the data and try to persuade the reader to accept the conclusions and act on the recommendations. Its emphasis is on reasoning and conclusions Some examples of analytical reports: a. Justification/Recommendation Reports b. Feasibility Reports c. Research Studies

Periodic Reports
Summarise

regular activities and events performed during the reporting period Describe irregular incidents/events deserving the attention of management Highlight special needs and problems Look at sample A on page 64: activity summary competition update product problems and comments needs

Situational Report

Reports covering nonrecurring event (trips, convention, conferences) Usually presented in a Direct pattern Introductions (to familiarise reader with the topic and conclusions (to give a sense of ending) The general outline for trip, conference, or convention reports: (Refer to sample B pg 65) Begin by identifying the event (date, name, location) Preview the topics to be discussed Summarise in the body three to five main points Itemize expenses (if requested on a separate sheet) Close by expressing appreciation, suggesting action to be taken or synthesising the value of the trip or event

Situational Report

Progress and Interim Report is another example of Situational Report. Continuing projects often require progress or interim reports to describe their status Progress reports typically follow the following pattern of development (see Sample C pg 66): Specify in the purpose and nature of the project Provide background information (if needed) Explain the work currently in progress Anticipate problems and possible remedies Discuss future activities and provide the expected completion date

Analytical Reports
Differ

significantly from Informational reports. Analytical reports analyse the data and try to persuade reader to accept the conclusions and act on the recommendations Answer questions about specific problems Emphasise reasoning and conclusions They can be organised in a Direct or Indirect Pattern depending on the kind of audience

Analytical Reports

The Direct Pattern: 1. Introduction/Problem 2. Conclusions/Recommendations 3. Facts/Findings 4. Discussions/Analysis The Indirect Pattern: 1. Introduction/Problem 2. Facts/Findings 3. Discussions/Analysis 4. Conclusions/Recommendations

Analytical Reports

Four typical Analytical reports are: 1. Justification/Recommendation Reports 2. Feasibility Reports 3. Research Studies 4. Yardstick reports What distinguishes them is their goals and organisation

Justification/Recommendation Reports

For non sensitive topics, and recommendations which is agreeable to readers, the report can be organized in a Direct Pattern according to the following sequences: (Refer to sample D pg 67) Identify the problem or need briefly Announce the recommendation, solution, or action concisely using action verbs Explain fully the benefits of the recommendation or steps taken to solve the problem Include a discussion of pros and cons, and the costs Conclude with a summary specify the recommendation and action to be taken

Justification/Recommendation Reports

For hostile reader who may oppose your recommendation, use the sequence of an indirect approach: (Refer to Sample E pg 68 & 69) Describe the problem, and use specific examples, supporting statistics, authoritative quotes to establish credibility to the seriousness of the problem Discuss alternative solutions, beginning with the least successful one, and present the most promising alternative last Show how the advantages of your recommendation outweigh its disadvantages Summarise your recommendation. Specify the action it requires Ask for authority to proceed with the recommendation

Feasibility Reports
Analyse

whether a proposal or a plan will

work Answer the question Will this plan or proposal work? Focus on the decision: whether to stop or to proceed with the proposal Since your role is not to persuade the reader to accept the decision, therefore you will have to present the decision immediately

Feasibility Reports

In writing feasibility reports, consider the following suggestions: (Refer to Sample F pg 70) Announce your decision immediately Provide a description of the background and problem necessitating the proposal Discuss the benefits of the proposal Calculate the costs associated with the proposal (if appropriate) Show the time frame necessary for implementation of the proposal

Research Studies
Examine

an issue or problem, collect data to solve it, and reach conclusion growing out of the findings This approach leads reader through all the steps to discovering the answer to the problem The answer comes as a result of assembling facts and evidence The emphasis in this kind of report is on educating the reader with objective facts and reasoning

Organisational Plan for Research Studies

Discuss

the purpose, problem, or need objectivity Define the significance, scope, research methodology, and limitations of the project Present the information collected, organising it around reasons leading to the conclusions Draw conclusions that result naturally from the findings Make recommendations (if requested) (Refer to the steps and ideas on page 63)