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Report Writing: What Is A Report?

A report is a structured written presentation directed at interested readers to provide information or solve a problem. An effective report is appropriate for its purpose and audience, accurate, logical, clear, concise, and well-organized. Most reports follow a standard structure including a title page, table of contents, executive summary, introduction, discussion, conclusions, and recommendations. Writing a report involves planning, writing the content, and formatting. The content sections provide background, analyze and evaluate information, draw conclusions, and provide recommendations. Formatting includes a transmittal document, title page, table of contents, and bibliography. Reports should be revised and proofread against a checklist to ensure quality.

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Sarah Ismail
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54 views

Report Writing: What Is A Report?

A report is a structured written presentation directed at interested readers to provide information or solve a problem. An effective report is appropriate for its purpose and audience, accurate, logical, clear, concise, and well-organized. Most reports follow a standard structure including a title page, table of contents, executive summary, introduction, discussion, conclusions, and recommendations. Writing a report involves planning, writing the content, and formatting. The content sections provide background, analyze and evaluate information, draw conclusions, and provide recommendations. Formatting includes a transmittal document, title page, table of contents, and bibliography. Reports should be revised and proofread against a checklist to ensure quality.

Uploaded by

Sarah Ismail
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Report Writing

What is a report?
A report is a structured written presentation directed to interested readers in response to some specific
purpose, aim or request. There are many varieties of reports, but generally their function is to give an
account of something, to answer a question, or to offer a solution to a problem.

Characteristics of an effective report


An effective report is:
 appropriate to its purpose and audience;
 accurate;
 logical;
 clear and concise; and
 well organised with clear section headings.

Report structure
One important advantage that a report has over other written communication is that it follows a
standardised format. This enables readers to find and focus on specific pieces of information. Most
reports are modelled on the following structure (modified where necessary).
1. Transmittal document
2. Title page
3. Table of contents
4. Abstract/Executive Summary
5. Introduction
6. Discussion
7. Conclusions
8. Recommendations
9. Bibliography

Procedure for report writing


The following is a suggestion as to how you might proceed in compiling and presenting a report. There
are three stages:
 Planning
 Writing
 Formatting, revising and proof-reading

Stage One: Planning


1. Defining the purpose - read the brief carefully
- identify key words
- make sure you know what's really being asked

2. Defining the audience - determine your audience's level of understanding


- determine what your audience needs to know

3. Establishing - determine the scope and level of detail required


parameters - determine the length of the report and what can be covered in that length

4. Gathering - make sure the information you gather is relevant, contemporary and
information factually correct
- make sure that you transcribe facts and figures correctly

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Stage Two: Writing
Write the report in three stages:
 Write the body
 Write the abstract/executive summary
 Write the supplementary material
1. Writing the body
There are four components of the body of the report: the introduction, the discussion, the conclusion
and the recommendations.
Introduction
The introduction leads into the main subject matter by giving the necessary background of the report,
its aims, premises, scope, limitations, approach intended audience, possible benefits and any
instructions that may be useful for the reader. If specialist terms are used in the report, define them
clearly.
It puts the discussion in perspective, explains why the report is necessary and gives background
information on the subject matter.
Discussion
The discussion is the main body of the report. Use headings and sub-headings. It describes, analyses,
interprets and evaluates the procedures, data, findings, relationships, visual material, methodology and
results in the report. This material should be presented in an order that leads logically towards the
conclusions and recommendations.
In writing the discussion section of the body, you should:
 pitch at appropriate level
 organise material logically
 use clear, concise language
 give concrete examples
Conclusion
Conclusions are drawn from evidence, analysis, interpretation and evaluation presented in the
discussion. No new material should be introduced; the conclusions should follow logically from the
Discussion. The Conclusions section should give:
 Conclusions
 Key points
 Main findings
Recommendation
The Recommendation section (when used - not all reports give recommendations) should present your
informed opinions, suggestions, possible actions to be taken, applications and recommendations arising
from a rational consideration of the discussion and conclusions.
 Be definite
 Be perceptive
 Be imaginative
 Be rational
2. Abstract/executive summary
Once the body of the report is written, write the abstract. The abstract (also known as the Executive
Summary) is a concise summary presentation of the essential elements of the report, from the
introduction through to and including the recommendations. It should be independent (can be read on
its own), comprehensive (covers all the main points), clear and concise. As a general rule it should be
short, only 10-15% of the length of the report, and should be written in full sentences and paragraphs. It
should include a summary of the following:
 Purpose
 Scope
 Achievements
 Main points
 Conclusions
 Recommendations

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3. Writing the supplementary material
Transmittal document
The transmittal document is not part of the report, but accompanies the report. In letter, memo, or
minute form, it personalises the report for a specific reader and calls attention to those items or sections
in the report which are of particular interest to that person.
Title page
Identifies the report with the following information:
 Title
 Author's name, position and qualifications
 Authority for report
 Place of origin
 Date
Table of contents
The table of contents shows the section titles and major headings listed in order of appearance and
indicates page locations. Standard page numbering begins with the Introduction. The Abstract or
Executive Summary is usually numbered with lower case Roman numerals (i, ii, iii, iv, etc.)
Bibliography
The bibliography lists all publications either cited or referred to in preparing the report. Use the
Referencing System recommended by your School.

Stage Three: Formatting, revising and proof-reading


Apply the following "report checklist"
1. Have I fulfilled the purpose of the report?
2. Is it written at a level appropriate to its audience?
3. Are its facts correct?
4. Is it comprehensive?
5. Is all the included information relevant?
6. Are the layout and presentation well thought out?
7. Is the style clear, concise and professional?
8. Does the abstract summarise?
9. Does the introduction adequately introduce the discussion?
10. Is the discussion organised logically?
11. Does the conclusions section interpret, analyse and and evaluate?
12. Are the recommendations reasonable?
13. Does the table of contents correspond with the actual contents? Are page numbers correct?
14. Have I acknowledged all sources of information through correct referencing?
15. Have I checked spelling, grammar and punctuation?
16. Have I carefully proof-read the final draft

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