1 report writing report writing. 2 contents what is a report? why write reports? what makes a good...

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Report Writing

Report writing

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Contents

• What is a report?

• Why write reports?

• What makes a good report?

• Fundamentals & methodology» Preparation » Outlining» Writing» Proof - reading

• Your reader

• How to write

• Sample report

Research & Commercial Studies Center

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What is a report?

It is one form of formal writing that should be reliable, technically correct & reader friendly.


Report

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Why write reports?

• Convey information

• Persuade

• Evaluate alternatives

• Solve a problem

• Give a professional opinion


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What makes a good report?

• Achieve your objective

• Logical structure

• Easy to follow

• Interesting to read

• Clearly set out

• Short and simple as possible

• Clear conclusions/recommendations

• Good to look at


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Preparation of Report

This stage includes :1- Data collection & gathering2- Data analysis3- Data classification4- Irrelevant data elimination


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Outline report format

Cover LetterTitle PageSynopsisList of Figures & IllustrationsTable of ContentsText of the Report

» IntroductionIntroduction» BodyBody» ConclusionConclusion» RecommendationRecommendation

ss

Appendices References


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Body of the report

A good case-study answer, like a

good book, has a beginning,

middle and an end. Together

with a clear ‘storyline’ linking

them together.


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1.Beginning - Introduction

• Facts/Present/Past situation. This will set the scene (can link to the terms of reference).

• Summarises the background to the problem (or the company) and how it has arisen. Outlines the present position of the organisation, and the approach that you plan to take.

• Your introduction may be very brief, as the recipients of the

document may already know much of the back ground.


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2.Middle

• An evaluation - What was your decision criterion. What tools did you use and what did they indicate. Remember you are the expert and need to interpret the results for others.

• What were your findings and what other alternatives did you consider?

• Investigate and assess the key issues or options that are relevant. These should be dealt with in a logical sequence and there should be a ‘storyline’.

• Signpost intentions - The use of headings white space and appropriate language all help to make the report easier to read and navigate.


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3.End

• Conclusions. This section should round off your arguments, and summarise the balance of them.

• Try to end positively at least with some power and authority. It gives you an opportunity to say how you feel, in general terms, about the situation.

• Recommendations should be clearly identified, even if they are simply guidance as to what additional analysis is necessary before a decision can be made. There will always be a need for further action as a consequence of your analysis.


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Who is reading the report

Failure to pitch the level correctly will also inevitably result in failure to communicate your ideas effectively, since the reader will either be swamped with complexity, or bored with blandness.


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How to write

Your own writing style

Writing style is something that develops over time. It is influenced by your education and experiences. To some it comes easy, they enjoy words but you are not looking to win any prizes in literature.

It’s about putting facts, ideas and opinions in a clear, concise, logical fashion. Generally write, as you would talk.


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Understandable

Using the right words

• Are you writing about recommendations

or options

• Are you writing about objectives or

strategies?

What you should doActions

What you could doPossibilities

Route to achieving objectives

Desired results


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Simple

One main point per sentence:

Short

• Short words

• Short sentences

• Short phrases

• Short paragraphs


Simple

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Things to avoid

• Poor punctuation - Don’t go mad. Follow the breathing rule.

• Tautology - (unnecessary repetition) “I, myself, personally”. Do not “export overseas”. “Green in colors”. Ask the question, as opposed to what?

• Oxymoron - word combinations that are contradictory. “I never make predictions; and I never will”. “I have told you a million times don’t exaggerate”.


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Things to avoid

• Spelling.

This may seem a small an unimportant point, but poor spelling makes a document seem sloppy and may convey an impression that the content is as loose as the general appearance!

But starting with And, But and Because is OK.

And so are split infinitives. (Any word between to and the verb) . To travel. To eat. “To boldly go”. “To fully understand”.


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Remember

The more you read the better you write.

The more you write the better you write.


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Cover Letter


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Title Page


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Table of Contents


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List of Figures & Illustrations


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Synopsis


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Introduction


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Data Analysis


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Findings


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Conclusion


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Recommendations


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References


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