Report Writing Presentation

Report Writing
Structure and Format

Learning objectives
 Define a report
 Understand the two types of reports in question
 Appreciate the steps taken in writing a report
 Follow up on the structure of the report
 Write your own report

Introduction
 A report is written for a clear purpose and to a particular audience. Specific

information and evidence are presented, analyzed and applied to a particular
problem or issue. The information is presented in a clearly structured format
making use of sections and headings so that the information is easy to locate and
follow. An effective report presents and analyses facts and evidence that are
relevant to the specific problem or issue of the report in brief. All sources used
should be acknowledged and referenced throughout, in accordance with the
preferred method of one’s department. Reports vary widely in their purpose; this
write up is going to dwell mainly on the formality of formal reports
Definition of key terms
 Report
According to C. A. Brown (2007) a report is an account

that describes in detail an event, situation or occurrence.
It is usually a result of observation or systematic enquiry.
Specific information and evidence are presented, analyzed
and applied to a particular problem or issue.
Types of Reports in context
 Formal report
A formal report is one which is prepared in a prescribed form and is presented in
the proper way to the prescribed authority.
• The formal report is the collection and interpretation of data and
information.
• The formal report is complex and used at an official level.
• It is often a written account of a major project or event.
• Examples of subject matter include new technologies, the feasibility of
launching a new project line, results of a study or experiment, an annual
report, or a year old review of developments in the field.
Report Writing
continued..
Stages followed when

writing a report
 All reports need to be clear concise and well structured.
The key to writing a report is allocation of time for
planning and preparation. With the following steps
carefully done the writing of a report can be made much
easier.
Stage 1: Decide the objective, purpose and adhere to its
specifications.
 There is need to understand the purpose of the report as described in

the report’s instructions. There is also need to consider who the
report is for and why it is being written. One has to check if they
understand the given instructions and requirements. A report writer
has to ask himself or herself questions that include: does the report
need description, explanation, recommendation or persuasion? This
helps in staying in line within the specifications of the report.
Stage 2: Gathering, evaluating and analyzing relevant
information.
 Once one is clear about the purpose of the report, there is need to begin gathering relevant
information. The information may come from a variety of sources, but how much
information the writer needs will depend on how much detail is required in the report. One
may want to begin by reading relevant literature to widen understanding of the topic or
issue before going on to look at other forms of information such as questionnaires and
survey. As one reads and gathers information he/she needs to assess its relevance to the
report and select accordingly. There is need to keep referring to the report brief to help
decide what is relevant information. Citing sources such as articles, case studies and
interviews helps solidify the report.
Stage 3: Organizing and analyzing the material.
 There is yet another important aspect in report writing after gathering

the information required there is need to decide what will be included
and in what sequence it should be presented. There is need to group
together points that are related. If information is presented it needs to be
in a logical manner. Before the writer begins to write the first draft of the
report, there is need to take time to consider and make notes on the
points one will make using the facts and evidence gathered. It is not
enough to simply present the information gathered, one must relate it to
the problem or issue described in the report brief.
Stage 4
 Analyzing your material

 Before you begin to write your first draft of the report, take your time to consider and
make notes on the points you will make using the facts and evidence you have gathered.
What conclusions can be drawn from the material? What are the limitations or flaws in the
evidence? Do certain pieces of evidence conflict with one another? It is not enough to
simply present the information you have gathered; you must relate it to the problem or
issue described in the report brief.
Stage 5:writing the report
Having organized your material into appropriate sections and headings you can begin to write
the first draft of your report. You may find it easier to write the summary and contents page at
the end when you know exactly what will be concluded.
Report Writing
Structure of the report

A key feature of reports is that they are formally
structured in sections. The use of sections makes it
easy for the reader to jump straight to the
information needed. The following is a detailed
summary of how a report can be structured in the
form of headings.
Title page
 This should briefly describe the purpose of the report if it is not

implied in the title of the work. The title needs to concisely state the
topic of the report. It needs to be informative and descriptive so that
the reader of the report will understand the main issue of the report.
Other details to be included could be one’s name, date and for
whom the report is written. Moreover it may include a contact
number, or a security classification depending on the nature of the
report to be written. The title page should still describe the report’s
contents so it can easily be distinguished from the other reports.
Terms of reference
 This includes a brief explanation of who will read the

report (audience), why it was written and how it was
written. It may be in the form of single paragraph or
subtitle.
Summary abstract
 This part summarizes the ground covered in the body of the report
so that anyone wanting a quick review about what the report is
about will have something. It should enable the reader to make an
informed decision about whether they want to read the whole report.
The summary must include the aims of the report, the depth of the
study that went into research and whether the objective has been
achieved. It must not introduce any aspects not included in the
report body.
Table of contents
 It should show the different chapters or headings together with page

numbers. The contents page should be presented in such a way that
the reader could easily locate a particular part of a report. Whatever
form the layout is presented it should be clear and consistent. The
table of contents is most essential for a report that is longer.
Introduction
 This sets the scene for the main body of the report. The aims and
objectives of the report should be explained in full. Its length
depends upon the targeted reader’s existing knowledge on the
subject being reported on. The introduction can be used to provide
the necessary background information like the sequence of events
leading to the problem. It should also outline the scope of the report
especially for longer reports. It can also give a description of the
research methods.
Body
 This is where the issues outlined in the introduction are expanded,

the arguments must be logical and the reasoning clear. The
information in the body of the report can be presented in a
sequential order where the most important facts are presented first
and other points expanded in diminishing importance. The facts
gathered should be analyzed and discussed with specific reference
to the problem or issue. Separate headings can be used prior to the
main body as described below.
Method
 Information under this heading may include a list of equipment

used, explanations of procedures followed, relevant information on
materials used, including sources of materials and details of any
necessary preparation, reference to any problems encountered and
subsequent changes in procedure.
Results
 Writing in this section should be clear, factual and informative. This

section should include a summary of the result of the investigation
or experiment together with any necessary diagrams, graphs or
tables of gathered data that support results. The results of data
gathered should be presented in a logical order.
Discussion
 The main body is where discussion of the main material takes place.
The facts gathered should be analyzed and discussed with specific
reference to the problem or issue. Use of subheadings to create a
clear structured is recommended if the report is lengthy. Points
should be grouped and arranged in an order that is logical and easy
to follow
Conclusion
 In the conclusion an overall significance of what has been covered

should be shown. One may want to remind the audience of what has
been covered and the overall significance of the issues discussed.
Moreover no new material should be introduced in the conclusion.
Appendices
 Under this heading supporting information used not published

should be included. This information might include questionnaires,
surveys or transcripts. This kind of information should be included
in an appendix.
Acknowledgements
 Where appropriate, one may wish to acknowledge the assistance of

particular organization of individuals who provided the information.
This information may not be very essential to the report since it can
be read without it.
Reference List
 ‘A Decent Proposal’ by John Fellows www.sellingpower.com 2002

 Better Business Writing The Sunday Times
 Business Communication Kity .O. Locker and Stephen Kyo Kaczmerek 2004
 C.A Brown
 Https://www.skillsyouneed.com/write/report-writing
 The communication program at Isenberg School of Management
THE END...
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Report Writing

Structure and Format

 Understand the two types of reports in question

 Appreciate the steps taken in writing a report

 Follow up on the structure of the report

 Write your own report

 A report is written for a clear purpose and to a particular audience. Specific

According to C. A. Brown (2007) a report is an account

Stages followed when

 There is need to understand the purpose of the report as described in

 There is yet another important aspect in report writing after gathering

 Analyzing your material

Structure of the report

 This should briefly describe the purpose of the report if it is not

 This includes a brief explanation of who will read the

 It should show the different chapters or headings together with page

 This is where the issues outlined in the introduction are expanded,

 Information under this heading may include a list of equipment

 Writing in this section should be clear, factual and informative. This

 In the conclusion an overall significance of what has been covered

 Under this heading supporting information used not published

 Where appropriate, one may wish to acknowledge the assistance of

 ‘A Decent Proposal’ by John Fellows www.sellingpower.com 2002

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