REPORT WRITING

PRESENTED BY RODRIQUE E. GEORGE

 MATTERS DESERVING
ATTENTION…

• Please ensure that you read

instructions carefully online
and listen to the podcasts.
 OUTCOMES

• To introduce students to the principles of

report writing.
• To understand:
• 1.the purpose for writing reports
• 2.characteristics of a good report
• 3.categories and format of a
structured report
 INTRODUCTION

• Latin ‘reportare’ means ‘to bring back’: thus a

report is an informative written document
produced as the result of some investigation,
research or observation.
• It therefore means that the information gathered
is objective and factual.
 DEFINITIONS
• A report is a structured written presentation directed to interested readers in
response to some specific purpose, aim or request. Generally its function is to
give an account of something, to answer questions, or to offer a solution to a
problem.

• A report is a written or oral message used to convey business information about

research or status from one area of business to another to assist the decision
making function of management. (Scot,2009.p.20).

• A report is a document providing an account of something witnessed or

examined as a result of investigation. (Little,2011. p.14).
• A report is a complete written document that gives accurate and
objective information to different readers at various levels of
responsibility and with different areas of expertise. (Grant, 2012. p.67)

• A report is a written document describing the findings of some

individual or group. (Foster, 2016,p.56 ).

DEFINITIONS CONTINUE…
 DEFINITIONS CONTINUE…

• In essence…
• Reports are fixed-format messages that give the results
of investigations or record the facts that have been
established. A report also records conclusions a writer
draws from the facts and sets out the recommended
actions based on these conclusions.
 PURPOSE OF REPORTS

• The five main purposes of business reports in

an organisation may be to:
• Assist with decision-making;
• Inform;
• Recommend action;
• Record facts;
• Persuade.
 DIFFERENT LEVELS OF READERS
• Reports are often written for a group of readers, all of whom have
different needs. These readers are not of equal importance in terms of
power, status and the need to read the report. Therefore reports are to
be written keeping the three levels of readers in mind:
• 1. Main Reader
• The main reader is the decision-maker.
• This person has to approve the report. S/he is likely to pay a
great deal of attention to the summary discussion, conclusions
and recommendations. You should emphasise the information
that leads to the recommendations, thereby illustrating the
relevance and applicability of your recommendations.
 DIFFERENT LEVELS OF
READERS

• 2. Second-level readers
• Your report may cover more than one subject of an
organisation.
• The main reader may, therefore, wish to consult subject
experts or department heads before the deciding on your
recommendations. These people are second-level readers.
For these readers you should emphasise specific parts of
the report that are relevant to them. You may, for example,
cover specific needs of the human resources, finance,
information systems and marketing departments in a
company.
 DIFFERENT LEVELS OF READERS

• 3. Third-level readers
• Once your main reader has decided on a course of
action, based on your report, other readers will
have to implement the recommendations. They are
known as the third-level readers. They will need to
read the detailed sections of your report in which
you specify exactly what has to be done. For these
readers you need to emphasise your detailed
findings, recommendations and appendices.
 CHARACTERISTICS OF A GOOD REPORT
• 1. Accuracy of facts
• Since reports are used for decision-making, inaccurate and unverified facts
can lead to disastrous results. It is said, “What is worse than no information
is wrong information.

• 2. Brevity
• Good reports are brief but brevity should not be achieved at the cost of
clarity nor should it be at the expense of completeness. Thus the reports
should include everything that is relevant yet be brief.

• 3. Clarity
• Clarity comes from orderly, systematic and clear thinking. Reports should be
skillfully divided in to short paragraphs, giving headings and inserting
signposts to attract attention and securing sustained interest of the readers
who are indeed customers/clients.
 CHARACTERISTICS OF A GOOD REPORT
• 4. Free from grammatical errors
• Good reports are a good piece of composition presented attractively and free of any
grammatical errors.
• If choice of words is faulty, construction of sentences is confusing and design of
paragraphs is dull, reports would find few readers.
• If reports require too much of sorting out of data and sifting out the meanings before
taking decisions, it would not always leave a lurking doubt in the decision makers’ mind.
• And if decisions do not reflect the conviction of management, they are unlikely to be
implemented.

• 5. Objectivity of recommendation
• Recommendations should be objective and impartial.
• These must be based on logical conclusions of the investigation, analysis and findings.
• Self-interest of the individuals should not creep in directly or indirectly.
 CHARACTERISTICS OF A GOOD
REPORT
• 6. Unity and cohesion
• If the writers are clear about the main purpose of the report, it gives unity
and cohesion to the report.

• 7. Precision
• Reports avoid extraneous issues and are precise and incisive. Precision adds
value to the report.

• 8. Reader-orientation
• Reader orientation is customer orientation.
• Writers must always keep the person(s) going to read the report in mind.
• Contents of reports to laypersons will be different from the reports prepared
and submitted to experts and specialists.
 CHARACTERISTICS OF A GOOD
REPORT
• 9. Relevance
• The facts and the data should have a direct bearing on the main purpose of
the message intended.
• Nothing relevant should be skipped nor any irrelevant data be added to make
the report confusing.
• Exclusion of facts may make the report incomplete and is likely to mislead.

• 10. Simple language

• Reports using simple, familiar words and direct construction of sentences call
for a greater understanding of the subject.
• Reports should be free of trite expressions, clichés and figures of speech.
 TECHNIQUES TO IMPROVE READABILITY
*SELF-STUDY
A well-organised text with an effective numbering system
Pertinent headings that reflect the content
Clear, simple language that is easy to understand
All technical terms defined, either in a glossary at the beginning or in footnotes at the
bottom of each page
Bullet lists with parallel structure
Short paragraphs and sentences
Line spacing of 1.5
Bold print or frames to attract attention
Varied styles and font sizes within a font for headings to attract attention and define the
hierarchy of the content
REPORT WRITING
WEEK 9
 OUTCOMES:

At the end of this lecture you should:

• Understand the classification of different reports;
• Understand the difference between an investigation and feasibility report;
• Comprehend the stages in compiling a report;
• Understand the structure of a schematic report.
 CLASSIFICATION OF REPORTS
• 1. Informative Reports

• Scientific research reports: Reports on experiments

• Technical Reports: If you visited a factory you would describe what you saw.
Statements and comments backed up with photographs. You can also use diagrams
and sketches.

• Progress or interim reports: A factual description of work in progress. You

may be asked to write a monthly report or a series of reports, for example a
project that is still in progress.

• Theses: In a thesis, you present your results in great detail. First you discuss the
theoretical approach you have used. Then you give your results in terms of your
theoretical approach. You also describe your experimental method or research
methodology in detail.

• Periodic reports: These are written and submitted at regular intervals

according to an established schedule, e.g. weekly , annually.
 CLASSIFICATION OF REPORTS CONTINUE…

• 2. Evaluative Reports
• Investigation reports (schematic reports): It places demands on
your ability to record facts accurately and to describe in detail
your procedure for gathering information. You will draw certain
conclusions and make recommendations, which you must set out
clearly.
• Feasibility reports: Writing on whether a project is possible.
• Special reports: These are ‘once off’ reports , usually called for
by someone in a senior position and reporting on some specific
issue relevant at that particular time.
DIFFERENCE BETWEEN AN INVESTIGATION AND FEASIBILITY
REPORTS Investigation Report Feasibility Report
Depend on thoroughness and accuracy – thus Feasibility studies are persuasive
reliability is paramount
There needs to be a detailed method section They do not merely describe the situation as it
is at present, but also projects into the future,
weighing up alternatives and making
recommendations accordingly
A description of the method employed to Weighing up alternatives requires a set of
collect data and test the samples to give criteria by which to judge, so the criteria
credibility to the validity of the data feature prominently in this type of report
If one writes for a specialist audience (e.g. The word ‘feasible’ means practicable or
engineers or scientists) one would not need to viable, a feasibility study is a report that
explain in detail technical data in great details demonstrates the likelihood of the success of a
as you could assume prior knowledge course of action.
For a lay audience (e.g. local government or
ratepayer’s association) you would select only
those facts which were applicable to their
needs
One could also include a glossary with more
technical data in the appendices
SEVEN STAGES IN WRITING REPORTS

4. Organising the facts

3. Gathering the facts • Topic outlines
investigation • Mindmaps

2. Defining objectives,
criteria and methods 5. Drawing conclusions and
making recommendations

1. Getting your terms of

6. Inserting graphic
reference and instructions
aids
7. Revising drafts Referencing
Editing
 Advantages of written reports
*self-study
 Reports:
 1. Provide record for both the parties – sender and receiver.
 2. Provide a reference that can be distributed to all concerned.
 3. Writers have time to think and ponder before writing.
 4. Writers can change the text several times before the
submission.
 5. Receivers can go over the reports several times.
 6. Receivers can construct better response as they too have time
to think and ponder.
 Limitations of written reports
*self-study
 No immediate feedback is available
 Lack of personal contact with the readers
 Readers cannot ask questions by way of clarification
 Text of the reports is not adjustable as is possible with oral reports
Suggested format of schematic reports
 1. Title Page
 2. Acknowledgements
 3. Terms of reference (instructions or brief from manager or client)
 4. Executive summary
 5. Table of contents
 6. Introduction (covers motivation for the investigation, purposes of the
project, definition of the problem)
 7. Literature Review
 8. Methods of investigation (Procedure) or Methodology
 9.Findings (objective analysis of data, facts and supporting evidence)
 10. Conclusions (reflecting the implications drawn from the findings)
 11. Recommendations (the future action that should be taken)
 12. Bibliography
 13. Appendices (supporting documentation)
Format of Report
 Format of the
Schematic Report
 Title and title page

A title page contains:

 the full title of the report,
 The name and the title of the recipient. Give his/her position in the company,
 the name(s) and title(s) of the writers and his/her position,
 Use key words to help your reader find your report in an electronic database,
and
 the submission date of the report.
Report on the rising effect of gaming addiction on teenagers

Prepared for:
Mr Vikram Cassiem
Managing Director
Living Hope Centre (Pty) Ltd

Prepared by:
Ms Joy Ngubeni
Consultant in Research Development

Key Words: rehabilitation, gaming addiction, teenagers,

support

26 November 2020
 Acknowledgements
 In the compilation, analysis of data, facts for the preparation of the report, the
individuals or the team might have requested and received valuable help and
suggestions.
 It is good practice to thank the persons individually or collectively for the help
extended by them for the completion of the report.
 The acknowledgement should normally cover not more than half A-4 size page
and should be signed by all the persons who have authored the report.

 Acknowledgements
The writer wishes to thank the following people for their encouragement and
support during this research project:

Prof. K. Ahmed
Ms D. Kwezi

The writer also owes a debt of gratitude to Living Hope (Pty) Ltd for its financial
support and for allowing her to conduct research their for two months.
Terms of Reference
 The terms of reference are the instructions or brief given to the
writer. They tell you what you are expected to do. Terms of
reference should contain the following:
 Who issued the instructions
 When these instructions were given
 Why these instructions were given
 Exactly what is expected to do
 When the report has to be finished and handed in
 i
Terms of reference

On 13 September 2020, Vikram Cassiem, Managing Director of Living Hope (Pty) Ltd,
initiated this intervention. The need arose as a result of an increase in teenagers
being referred to the rehabilitation facility due to their gaming addiction.

Mr Cassiem’s specific instructions were the following:

1. Interview teenagers and their parents who are referred to the facility.
2. Establish by means of these interviews, what the main reasons are for the gaming
addiction.
3. Compile a report detailing these problems.
4. Draw conclusions on the causes of any causes which gave rise to the addiction
among the teenagers.
5. Make recommendations for appropriate course of action.
6. Submit the report in time for the directors to have read it before their board
meeting in Cape Town on 5 December 2020.
 Table of contents
 A table of contents is a list of the main headings and subheadings
in your report.
 For page numbers, set your template to number the preliminary
pages with Roman numerals (i, ii, iii, iv) and the balance of the
document with Arabic numerals (1, 2, 3, 4).
 Introduction
 Theintroduction prepares your reader for the rest of the
report. It sets the scene so that your reader:
 Knows why the report was written
 Understands the problems investigated
 Knows the purposes of your report
 Understands how you have organised your report.