REPORT

WRITING
What is a Report

A report is any document that offers

specific information in response to a
situation, request, or problem.
Reports, which typically provide either
description or analysis, are one of the
most common forms of business writing.
Almost all employees are asked at some
point to write one or more of the
following kinds of reports:
Types of Report
 periodic or progress reports, that keep
other employees or managers up to date
on an employee’s activities or day-to-day
business;
 investigative or exploratory reports that
examines a particular circumstance and
sometimes proposes solutions to a
problem;
Types of Report
policy reports that examine
procedures and sometimes
recommend new ones;
feasibility reports that look at the
benefits and risks of a proposed
action;
evaluative reports about themselves
or the people they manage.
Types of Report

 Reports vary in length from a single page (or

computer screen) to tens or even hundreds of
pages.

 Longer reports are often divided into sections

written for different audiences: an executive
summary for the decision makers, an analysis
for engineers, a product descriptions for
marketers, and so on.
Types of Report
informal reports are usually written to a
single individual or small group.

They analyze problems, evaluate products

and services, assess the feasibility of
projects, preserve a written record of events
or meetings, update colleagues on the
progress of your work, and so on.
Whatever their purpose, these informal
reports tend to focus on one subject and
use company memo templates; they are
also fact-oriented, objective, and
straightforward.
Understand the purpose of your
report. Are you writing a descriptive
report? An analysis? Is your report one
of a series issued periodically, or is it a
one-time document? Are you examining
policy, progress, or feasibility?
Understand what your audience
wants. Your reader may want simple
information or an analysis of a
complex situation. They may or may
not want specific recommendations.
Reports make the structure
clear. State at the beginning how the
report is organized. Provide
recommendations in a bulleted or
numbered list rather than embedded in
a narrative.
 How is the report organized?

This format should be flexible enough to

adjust to your purpose and audience)
WHAT was done (the problem)
HOW it was done (the procedures used)
WHAT the results were (the findings)
WHAT conclusions can be drawn
WHAT recommendations can be made
 STYLE
 The style of each report varies, but consider
“conciseness, simplicity, and highlighting
techniques”
 Remember to be concise.
 You may choose to use graphics to illustrate a
point.
 Be aware that using too much data will
overwhelm your reader.
 STYLE – Passive Voice
 The active voice reads as follows: ‘I recommend
...’
 the passive voice reads: ‘it is recommended
that ...’
 The active voice allows you to write short,
punchy sentences.
 The passive appears more formal
 Be aware of these differences and avoid mixing
the two voices.
 STYLE

 Most written reports should avoid using overly

complicated language.
 If a report is to persuade, brief or justify, it's
message must be clear.
 Furthermore, the factual presentation of data
should not be swamped with sophisticated,
lengthy sentences.
 STYLE
 Avoid using unnecessary jargon.
 This confuses even the most informed reader.
 Ensure that your abbreviations are
standardized.
 All too often authors invent their own jargon to
ease the pressure on writing things in full.
 Be cautious of confusing your reader.
 STYLE
 Most reports should avoid the use of subjective
language.
 For example, to report on a change in colouration
from a "stunning green to a beautiful blue" is to
project your own values onto a measurable
outcome.
 What does the term "beautiful" mean to you? What
will it mean to your reader?
 Such subjective, or personal language commonly
has no place in the more objective field of report
Where are reports written?

In academic settings

In industry and government
For whom are reports written?

 For diverse audiences (decision makers:

experts and technicians, executives, and
laypeople)
 Some are known and some are unknown
to the writer
 Some know something about the field, but
less than the writer
 Some know very little about the field
 Why is the report written?

To transmit information to decision

makers: experts and technicians,
executives, and laypeople

To help them make decisions and act

on the results presented; therefore:
be concise; be thorough and complete
 Format

There is no universally agreed-upon format.

You should follow the format for your course
or your company.
You may construct your own format. If you
do, adapt the suggestions in this module to
your needs, your audience, and your
situation.
SHORT INFORMAL
REPORT
PURPOSE

The short informal report is used

when the information is of a lower
status and is less complex than that of
the short formal report
PURPOSE
It is frequently used in situations
where a subordinate reports to the
departmental head
EXAMPLE
Mrs. Karen Naturale, lecturer in the
Business Department, is asked to
write a report about a disciplinary
matter that took place in her class.
She is to submit the report to the
Head of the Department, Mr. Ravi
Mann.
FORMAT

The format used for internal reports is

that of the memorandum
Example:
To:
From:
Date:
LAYOUT
The decimal point referencing system is the
layout used to organize the information in the
report
Example: 1.0
2.0
2.1
3.0
COMPONENTS
The components include:

Report Header (memorandum format)

Report Title
Introduction
Information
Conclusion (includes recommendations
when asked)
STRUCTURE OF THE BODY
1.0 INTRODUCTION
2.0 INFORMATION
2.1 Main Section Heading
2.2 Main Section Heading
2.3 Main Section Heading
3.0 CONCLUSION
 Short Informal Report - FORMAT
 Memorandum type (header)
 Report Title: REPORT ON THE…
 Introduction: sets out scope of report:
 Who asked you to do the report
 What is the report about
 When were you asked to do the report and when is it due
 Who is the report for
 Indicate that you were asked to make recommendations

 Information: What did your investigations reveal; Include information on how

you collected the information (procedure)
 Conclusion: summary of your finding; what suggestions would you offer to
solve the problems identified in the information section
 Introduction
 The Introduction is a general overview of
the report including:
 The purpose of the report,
 the people involved,
 and the time period the report
represents.
INFORMATION

 This section of the report is the largest.

 In the findings section, you sum up the detailed information
which was collected.

 Use appropriate sub-headings throughout

 State the most relevant information first and continue in
descending order
 Conclusion/Recommendations

 This part of the report is the place to

summarize what has been learned from
the incident
 The recommendation allows you to share
your opinion concerning any future action
regarding the issue.
SPECIMEN OF A SHORT INFORMAL
REPORT
CONFIDENTIAL

To: (name and title of target audience)

From: (name and title of writer: remember to sign or initial if it isn’t an electronic submission)
Date:

REPORT TITLE WRITTEN IN CAPITAL LETTERS

[Should briefly & clearly indicate what the report is about

1.0 INTRODUCTION
The introductory section includes 3 parts:
1. a statement of the problem or situation,
2. the task assigned to the writer and the scope of the project.
3. purpose of the report and forecasts for the reader the topics of the report.
4. finally, when appropriate, the introduction indicates that recommendations are asked for

2.0 INFORMATION

2.1 Main Heading

2.2 Main Heading

2.3 Main Heading

2.4 Main Heading

3.0 CONCLUSION
[provides a summary of the information section and outlines the recommendations in
point form]

I am therefore recommending the following:

3.1
3.2
3.3
SHORT FORMAL
REPORT
PURPOSE

The short formal report is used

when the information is of a
middle/top management status and is
more complex than that of the short
informal report
PURPOSE
It is frequently used in situations
where a supervisor reports to those in
top management positions
EXAMPLE
Mr. John Juggs, Dean of the Technical
Studies Department, is asked to write
a report about problems that students
are having with the structure of their
programmes in the department. He is
to submit the report to the principal.
FORMAT

The format used for internal reports is

that of the memorandum
Example:
To:
From:
Date:
 LAYOUT
 The decimal point referencing system is the layout
used to organize the information in the report
 Example: 1.0
2.0
2.1
3.0
4.0
5.0
5.1
COMPONENTS
The components include:

Report Header (memorandum format)

Report Title
Terms of Reference
Procedure (list them using numbers)
Findings (organize under sub-headings)
Conclusion
Recommendations
 STRUCTURE OF THE BODY
1.0 TERMS OF REFERENCE
2.0 PROCEDURE
3.0 FINDINGS
3.1 Main Heading
3.2 Main Heading
3.3 Main Heading
4.0 CONCLUSION
5.0 RECOMMENDATIONS
5.1
5.2
 Short Formal Report - FORMAT
 Memorandum type (header)
 Report Title: REPORT ON THE…
 Terms of Reference: sets out scope of report:
 Who asked you to do the report
 What is the report about
 When were you asked to do the report and when is it due
 Who is the report for
 Indicate that you were asked to make recommendations

 Procedure: How was the information gathered?

 Findings: What did your investigations reveal?
 Conclusion: summary of your finding
 Recommendations: what suggestions would you offer to solve the problems
identified in the findings
FINDINGS

 This section of the report is the largest.

 In the findings section, you sum up the detailed information
which was collected.

 Use appropriate sub-headings throughout

 State the most relevant information first and continue in
descending order
 Conclusion/Recommendations

 This part of the report is the place to

summarize what has been learned from
the incident
 The recommendation allows you to share
your opinion concerning any future action
regarding the issue.
SPECIMEN OF A SHORT FORMAL
REPORT