Report writing

Definition R. C. Sharma and Krishna

Mohan

• A report is a formal communication written

for a specific purpose that includes a
description of procedures followed for
collection and analysis of data, their
significance, the conclusions drawn from
them and the recommendations, if required
 OBER

• A report is an orderly and objective

presentation of information that assists in
decision making and problem solving
 BETTY AND KAY

• A report is a written or oral message

presenting information that will help a
decision maker to solve a business problem.
 USE OF REPORT

• To explain, analyze and to inform about the

issue or problem to the high authorities

• Assist in decision making.

 Types of report

• Informational reports
• Progress reports
• Periodic reports
 INFORMATIONAL REPORT

• To inform and to summarize information.

• Reader’s need
• Summary of personal sale call conferences to
write-up.
 PROGRESS REPORTS
• Shows progress(improvement, development, growth)
• Inductive approach
• Introduction(nature or purpose)
• Description of accomplishment during the reporting
period
• Unanticipated problem (if any)
• Plans for the next reporting period
• Summary
 PERIODIC REPORTS

• Written in correspond to the company’s fiscal

year.
 Planning business report

• What is the Purpose?

• Who are the readers?
• What is the main message?
• How will the message be structured?
 PURPOSE

• Assist in decision making.

• Be sure you are clear on what decision is to
be made and the role the report plays in this
decision.
 READERS OF THE REPORT

• Main reader (director of recycling

programme)
• Secondary reader (facilities management
team on campus, the finance team)
 MAIN MESSAGE

• Think about the main message you need to

convey
• Ask yourself: What are the required pieces of
information I need to include?
 MESSAGE BE STRUCTURED
• Direct (deductive) & indirect (inductive)
 Deductive (direct)

• Direct approach presents the conclusions or

recommendations near the beginning of the
report, and the report provides justification
for these recommendations
 Inductive (indirect)

• Indirect approach leads the reader through

the discussion first and reveals the
conclusions and recommendations at the end
of the report. This approach might be used if
the recommendations are likely to be
controversial or unpopular
Format/structure your business report
• Cover letter/Memorandum
• Title page
• Executive summary
• Table of contents
• Introduction
• Conclusion
• Recommendations
• Findings and discussions
• A list of reference
• Appendices
 COVER LETTER/ MEMORANDUM

• Introduce the report to the recipient.

• Remind the reader of their request for the

report

• State the purpose of the report

• Indicate future actions to be taken

 EXECUTIVE SUMMARY

• Helps the reader quickly grasp the report’s

purpose, conclusions, and key
recommendations.
 INTRODUCTION
• Briefly describe the context
• Identify the general subject matter
• Describe the issue or problem to be reported on
• State the specific questions the report answers
• Outline the scope of the report (extent of
investigation)
• Comment on the limitations of the report and
any assumptions made.
 CONCLUSION
• Interpret and summarize the findings
• Relate the conclusions to the report
issue/problem
• Limit the conclusions to the data presented;
do not introduce new material
• Be objective: avoid exaggerating or
manipulating the data.
 RECOMMENDATION
• Make specific suggestions for actions to solve the report problem

• Avoid conditional words such as maybe and perhaps

• Present each suggestion separately and begin with a verb

• Number the recommendations

• Describe how the recommendations may be implemented (if you

were requested to do this)

• Arrange the recommendations in an announced order, such as

most important to least important.

 FINDINGS AND DISCUSSIONS

• Information, analysis, and evidence to

support your conclusions, and it should
provide justification for your
recommendations
 Writing business Report
Effective headings and sub-headings.
Structure paragraph
Clear sentences with plain language
Keep your writing professional
Use well chosen fonts
Number your pages
Use footnotes, tables, figures and appendices.
Effective headings and sub-heading

• Example
Ineffective headings with nonparallel Effective headings with parallel
construction construction

Production department Define responsibilities within the

responsibilities production department

Establishing formal sales Establish formal sales organization

organization