EKITI STATE UNIVERSITY, ADO-

EKITI
OFFICE OF RESEARCH AND DEVELOPMENT

TRAINING WORKSHOP ON
EFFECTIVE COMMUNICATION SKILLS
AND REPORTS/MINUTE WRITING
TOPIC:
FORMATS FOR WRITING MINUTES
AND REPORTS
FACILITATOR:

J.E.T. BABATOLA
B.A (Hons) Ado-Ekiti, M.SC (Ibadan), FCAI, MNIM, ACIPM, MAUA (UK), JP
Principal Assistant Registrar/Head (General Administration)
Ekiti State University, Ado-Ekiti
 FORMATS FOR WRITING MINUTES
AND REPORTS

KNOWLEDGE GUIDE
TO PRESENTATION OF
REPORTS AND
WRITING OF
MINUTES OF MEETING
 REPORTS - DEFINED
Our subject centres on REPORTS WRITING.
Advanced Learner’s Dictionary defines REPORT as a media that
give information to people about something that was heard, seen,
done etc; a presentation written or spoken account of an event in
the news; a statement forwarded to those in authorities; a register
of data or feedback; an appearance before a superior; written
account of an event published or broadcast; transcript of
information required by someone; an official document or study;
a piece of story or commentary etc
Scholars severally agreed that any documented statement useful for
record purposes or reference is a REPORT whether a minutes of
meeting, inquiry, test, petition, memorandum, survey, thesis etc.
 Classification of Reports

Oyinloye (2007) classified REPORTS as

Informative Reports, Progress Reports
and Analytical Reports
Informative Reports discusses facts and
other information including operations
and activities .i.e. JAMB Brochure,
University Handbook
 Classification of Reports

Progress Report gives account of current

position of a project, new developments and
future projections
Analytical Report is often systematic study
that proffers options. It consist of the scope of
study or terms of references. It also examines
the problems, make observations and present
findings, draw conclusions and recommend
appropriate measures
 Classification of Reports

Investigative Report is regarded as reliable

facts gathered, analysis of the facts and
possible results or consequence of same. The
writer therefore uses the facts to draw
conclusions and recommend options that
could be applied upon in view of the
observations, findings and conclusion
 Types of Reports

A. Reports on Events

B. Reports on Meetings
 - Minutes of Meeting
 - Decision Excerpts and
 - Communiqué and Resolutions
C. Reports of Interviews, Tests and
Experiments
 Types of Reports

D. Reports on Surveys and Inquiries

E. Reports on Material Evaluation and
Patent of an Invention
F. A Crime Diary, Investigation of a
crime scene, exhibit or a Coroner’s
Report
G. A Petition
F. Proposals and Feasibility Study
 Principles of Report Writing

1. A reportis an organized Factual and

objective presentation of information
* As an organized material, its constituent
parts and contents should directly form a
statement of submission that translates the
whole content into a proper and acceptable
material for discussion/adoption
 Principles of Report Writing

* As an Objective presentation, it should be

devoid of personal feelings and sentiments.
Rather, it should contain actual record of
facts and proceedings
In some situations, it may be the finding and
observation arising from an inquiry,
investigation or personal experience
supported by factual evidence.
 Principles of Report Writing

2. It should be addressed to a specific

audience to convey the purpose and
implication of the writing
3. It should distinguish between direct
and indirect speech form
4. It should have good grasp of the Language
or media of expression with proper use of
tenses, impersonal presentations, observance
of punctuation, appropriate grammar and
proper spellings
 Principles of Report Writing

Media Tools and Structure

Layout should be in double space, use of
sensible fonts and font size, bold and italics
where appropriate
Get a dictionary to often check your spellings
Language, Punctuation and Grammar
Avoid being personal, avoid slang, mind your
tenses, style of language or tone of delivery
should be receptive - civil or cordial
depending on the recipients
 Principles of Report Writing

 Observe the correct use and avoid misuse of

apostrophes, commas, semi colons, colons, dashes,
quotation and exclamation marks
 In the use of Syntax let your emphasis dwell on
proper use of the clauses, subordinate clauses,
relative clauses, subject and verb agreement and
collective noun
 5. It should be prepared with good knowledge of the
subject
 6. It should not be dull and uninteresting
 7. It should be able to convince the reader of the
subsequent recommendations for decision making.
 Characteristics of Event Reporting

1.Reporting event i.e. Operational activity,

Misconduct, crime or breach, Accident or
meeting should be prepared as soon as
possible after its occurrence in promptly,
objectively and accurately manner. This is
very important and uncompromising to avoid
negligence or dereliction of duty to the
Organization
 Characteristics of Event Reporting

2. Report should include precise details of the

event vis a vis the date, time, place, list of
witnesses/ attendance/ participants, source of
information and any other details

3.Identify or State the cause of Event (if

known) in precise form and the details to
support the knowledge of the event
 Characteristics of Event Reporting

4. The source of a report indicates its

reliability and usage (as a primary or
secondary source) to avoid distortions and
manipulation of facts. A report can be written
through generation and collation of results
from Questionnaire, Interview, Observations,
telephone or recorded statements apart from
first hand experience and on the spot
assessment.
 Differentiation of Reporting Styles

 There are FORMAL and INFORMAL

styles of report writing.

The style of presentation and content of

each report depicts its status and
relevance
 FORMAL REPORTS

Formal reports are expert writings which require

extensive research, documentation, investigation
and analysis. It may include tables, charts and
graphs (if the narrative is reduced).
 Formal reports are divided into sub-heads such
as:
Introduction
Body of the Report
Summary, Conclusions and Recommendation
Supplementary materials, exhibits or addendum
to report
 Definition of a Formal Report

Ogunsanwo et. al. (1999) described

formal report as ‘any kind of
account given of any event that has
taken place (and)... Presented as a
formal document...’
 Writing a Formal Report

Purpose and Scope – Introduction

* Define the reasons for writing

Report Organization
* Organize the sub-topics of the report
materials
* Form the Outline to keep the report in
logical sequence of presentation – A
paragraph should flow into another
 Writing a Formal Report

* Ensure that the main heading and sub-

headings are clearly demarcated.
* Adopt and use 3rd Party presentation to
ensure anonymity and avoid personal tones
* Highlight the Title Page to show the
ownership and author of the document and
specific audience to be addressed or which
the paper is to be submitted accordingly
 Writing a Formal Report

* Table of Content
Itis often required in Formal Reports. This
helps to guide Readers to quick note and run
through the reading
Table of Content that accompanies Minutes
Writing are usually indicated as Agenda of
Meeting and Matters Arising from Minutes of
last Meeting
 Writing a Formal Report

* Table of Content contd’

In an Academic Paper or Study Report, the Table of Contents
usually include:
Background
Statement of Problem
Purpose of the Study
Limitation
Definition of Terms
Body of Report
Analysis of Data
Result of Analysis
Summary, Conclusion and Recommendations (Overviews and
Suggested ideas from formed Opinions)
 SAMPLE OF FORMAL REPORT
 REPORT OF THE INVESTIGATION PANEL ON THE ALLEGATION OF
WRONGFUL DISMISSAL OF MRS. ALICE OGUNLEYE
  
 1.0 INTRODUCTION
 Mr. J. Ade-Olowo led Panel of Inquiry was constituted by the Secretary to the State
Government on the directive of Governor in Council to investigate the allegation of
wrongful dismissal of …………………
 2.0 MEMBERSHIP
 1. Mr. J. Ade-Olowo - Chairman
 2. Dr. C.R. Falola - Member/Rep. PS (Estab.)
 3. Dr. E.B. Adubiaro - Member/Rep. PS (GAD)
 4. Mrs. R.O. Ojo - Member/Secretary (Rep. PS CS)
 3.0 TERMS OF REFERENCE
 The Panel of Inquiry was given the following terms of reference:
 SAMPLE OF FORMAL REPORT

 4.0 MODUS OPERANDI

 The methods adopted by the Panel to investigate the matter is as follows:-
 5.0 OBSERVATIONS OF THE PANEL
 The Panel held four (4) sittings…..
 5.1 REVIEW OF PRELIMINARY INVESTIGATION REPORT AND
REPORT OF THE DISCIPLINARY PANELS
 5.2 INTERACTIVE SESSION
 5.3 PRESENTATION AND REVIEW OF FRESH FACTS AND OMMITTED
INFORMATION
 6.0 FINDINGS OF THE PANEL
 7.0 CONCLUSIONS AND RECOMMENDATIONS
 8.0 APPRECIATION
 The Committee wishes to appreciate the
 Signatories/Date:
 1. Mr. J. Ade-Olowo - ……………………………
 4. Mrs. R.O. Ojo - ……………………………

 SAMPLE OF FORMAL REPORT
 ANDRIAN UNIVERSITY OF EDUCATION, OYO
 COMPREHENSIVE REPORT OF THE INTERVIEW PANEL FOR THE
REGULARIZATION OF APPOINTMENT AND PROMOTION OF ACADEMIC STAFF
HELD ON 17th APRIL, 2012 AT THE SENATE CHAMBER BY 11.00 A.M. PROMPT

 1.0 Introduction
 The Interview Panel for the regularization of temporary appointment and promotion of
Academic Staff in the University was held on 12th March, 2009 at .....
  
 2.0 Membership 
 Prof. Dapo Koleoso - Acting Vice-Chancellor & Chairman
 Dr. Ololola Awolowo - Registrar & Secretary of Council
 Mr. Gideon Oguneokun - University Librarian
 Prof. Joshua Kolade - Dean, Faculty of Education
 Prof. Afe Owolabi - Consultant (Julius Berger University, Okenne)

 Mr. J.E.T. Adeoya - Deputy Registrar (Estab. Academic)/Secretary

  
 SAMPLE OF FORMAL REPORT

3.0 Guidelines for Interview and Assessment of Candidates 

The Chairman presented the guidelines for the Interview to Panel members as follows:

4.0  CASES OF REGULARIZATION OF APPOINTMENT

 
  S/No Name Dept. Status Scores Effective Remarks
Date
1 Dr. S.A. Educational Reader 92 14/6/2009 Approved
Salami Technology

5.0 CASES OF APPOINTMENT AND PROMOTION

 
6.0 APER REVIEW OF ACADEMIC STAFF IN THE 2011/2012 ACADEMIC SESSION: RE: FACULTY OF
EDUCATION APER EXERCISE: OMISSION OF NAME
 
The A & P received and considered the A&P Paper No. 2009/02 and...
The Dean of Faculty of Education presented cases of omission of name of academic staff that was due for promotion
or confirmation of appointment as at... A&P advised that such occurrence should be avoided in future and then
approved as follows:
 
CASES FOR PROMOTION: 2007/2008 APER EXERCISE
 
RE: APPLICATION FOR SABBATICAL LEAVE: DR. O. AJEWOLE (FACULTY OF LAW)
 
 SAMPLE OF FORMAL REPORT

REQUEST FOR DEFERMENT OF 2007/2008 ANNUAL LEAVE

 APPLICATION FOR STUDY LEAVE WITH PAY FOR PH.D
 ABSENCE FROM THE UNIVERSITY:
 UTILIZATION OF DEFERED ANNUAL LEAVE BY ACADEMIC STAFF
 DETAILED PROGRESS REPORT ON PH.D WORK – MRS BONNIE
 RE: RESIGNATION OF APPOINTMENT –
RECOMMENDATION ON APPLICANTION FOR CONTRACT APPOINTMENT
 REQUEST FOR THE REGULARIZATION OF POSITION AND RESIGNATION OF APPOINTMENT
NOTIFICATION OF RESUMPTION OF DUTY OF DR. OMOWUNMI
APPLICATION FOR VISITING APPOINTMENT: DR. J.O. OLORA
APPLICATION FOR REGULAR APPOINTMENT AS A PROFESSOR OF LINGUISTICS AND NIGERIAN
LANGUAGES
ACADEMIC STAFF RECOMMENDED FOR APPOINTMENT IN DEPARTMENT
SECOND LEVEL REVIEW: FACULTY OF LAW AND FACULTY OF THE SOCIAL SCIENCES
 CONSIDERATION OF PFQ CASES FOR READERSHIP PROMOTION
 ANY OTHER BUSINESS:
 ADJOURNMENT
  
……..……………………………. …….…………………………….
Chairman Secretary
 
 …………………………………..
 Date
 INFORMAL REPORTS

Informal reports are written but usually shorter

without the use of rigorous statistics and research
Examples of Informal reports are: Memorandum
Report i.e.
Memo
From: To:
Ref: Date:
Subject Heading (a clear and precise statement on
subject matter)
Copy must be kept for future retrieval or reference,
if required
 SAMPLE OF INFORMAL REPORT
 UNIVERSITY OF AGRICULTURE, ISHAN EKITI, NIGERIA
 Office of the Registrar
 Internal Memorandum

 From: Director of Works To: Registrar

 Ref: ISE/WSD/05/Vol.02/17 Date: 1st October, 2012
  
FIRE INCIDENT AT THE UNIVERSITY WORKSHOP
 The above subject refers.
 I wish to formally report the incident of fire outbreak at the University Workshop on Saturday
28th September, 2012.
 The cause of the fire incident known as at the time of making this report, a member of staff –
Mr. James Solomon who was on duty died in the course of assisting to put off the fire when a
portion of the building collapsed on him.
 ACTION (1) The University Security Department brought in the Fire Service and the
TAKEN Police to put off the fire and to review the accident scene
 (2) The body of the deceased have been deposited in the morgue prior to
directives for an autopsy and Coroner’s report
 SAMPLE OF INFORMAL REPORT
 (3) Family of the deceased staff have been contacted accordingly

 (4) University Insurer has been invited to assess the burnt/damaged

 structure in view of notice of claim
 DAMAGES Cost of damage to material assets and buildings from books
of record (without loss of life) is over N68 Million
 STAFF The Registry would be required to arrange for the burial of WELFARE
the deceased and to process his final entitlements
 MANPOWER Deceased staff was responsible for the servicing and
 NEED maintenance of University main generating sets in the Power
Station. There is an urgent need for replacement to avoid putting the
Campus in darkness when transmission of electricity supply fails from
the national grid.
 INTERNAL A Preliminary Investigation Team has been set up in the INQUIRY
Department to examine causes of the fire accident with a view to
update the Vice Chancellor within the next 72 hours.

 Thank you.
  Engr. Adeniji Adeniyi
 SAMPLE OF INFORMAL REPORT
  FEDERAL MINISTRY OF MINES AND POWER , ABUJA FCT, NIGERIA
 (Directorate of Personnel and Administration)
 Internal Memorandum

 From: Deputy Director (Personnel) To: Director (Finance & Admin.)

 Ref: FMP/PERS/03/Vol. I/100Date: 22nd December, 2009
  
PROCESSING OF FINAL ENTITLEMENTS RE: BREAK IN THE RECORD OF
SERVICE OF DECEASED STAFF: MRS. A. ADELOKUN - AB/PERS/ATSE/153
 The subject matter above refers.
 2. I wish to respond to a formal request from your office to explain the break in service in
the records of ...... Please find below a statement .....
 3. Folio 01 is the copy of letter of appointment ...... (attached as Appendix A)
 4. Folio 35 is the deceased application to proceed on study leave......
 5. Folio 63 is the letter of completion of studies dated 5th August, 2006....
 6. Folio 104 dated 4th March, 2010, is a letter from the deceased next of kin’s .... Death
certificate (attached as Appendix E and F respectively).  
 In view of the above, I wish to recommend the processing of deceased final entitlements
 Thank you.
  
 Umaru Bayajida

 REPORTS – IN SUMMARY
Reports are vastly different in style. However, one basic function of
every report is that the writer communicates and conclude
information and may even recommend based on facts and
circumstances on what have been (inquired, witnessed or
discussed)
FAST RULES ON WRITTEN REPORTS
1. Report must be addressed to a Reader or audience
2. Report should contain a short, unambiguous title
3. Report ought to be dated (and referenced)
4. The body of a Report should be planned
5. The headings of a Report should be boldly marked
6. Report presentation should be in logical sequence
7. Report should be concise without exaggeration
8. A Report should be signed by the creator
MINUTES OF MEETING - DEFINED

Minutes is a Report of an organization

containing records of its meeting activity
It is a record of proceedings – the issues
discussed and resolutions passed (It is
not a verbatim report)
It is a permanent record
MINUTES OF MEETING - DEFINED

It indicates the list of stakeholders,

participants and those present at a
meeting venue
It identifies the preferred ideas raised,
decisions reached and actions to be
taken
It provides information to those who are
not in attendance
MINUTES OF MEETING - DEFINED

It reminds those who attended of the

decisions reached
It keeps records on why decisions are
reached or taken
It constitute the terrain of the
Organization’s capacity in policy
determination and decision making
EACH HOUSE HAS ITS
OWN RULES AND
TRADITIONS AS
STANDARD FORMAT FOR
WRITING MINUTES
 Guides to Writing Minutes

1.In writing Minutes, the Secretary of a

Meeting should be guided by the
‘prepared’ AGENDA ( AGENDA is a brief
chronology of the Order of Meeting/Event agreed upon and
business to be transacted at Meetings in order to guide
presiding chair and to enable members’ to contribute to
issues. It is circulated before a meeting commences.
2. TheMinutes should contain the name of
the Organization and the nature of the
meeting i.e. Regular, Special or Extra-
Ordinary Meeting
 Guides to Writing Minutes

3. The Minutes should record the day,

date, time and place of meeting
4. The Attendance containing the list of
persons attending or in attendance as well
as absentees with indications if such
absentee has sought permission to be away
5. State that Minutes of the last meeting
was read and adopted subject to any
amendment made
 Guides to Writing Minutes

 6. Purpose of the Meeting and highlight of crucial

points discussed on itemised issues in the agenda to
inform readers (if Papers were presented at a
meeting, the final minutes may contain the paper
summary or attachment to the minutes).
 7. Indicate all motions raised verbatim with the
name(s) of the mover and seconder and the
resolutions reached
 8. Edit and prepare the meeting in the final form.
This may require vetting by presiding chair or Line
Manager (superior) before production and
circulation
 Guides to Writing Minutes

9. The minutes should be signed by the

Presiding Chair and the Secretary after
its adoption at the next presentation to
certify its accuracy for record keeping
10. A copy of the minutes should be
filed and kept in the minutes folder,
notebook or file for future retrieval or
reference.
 WRITING TECHNIQUES FOR
OFFICIAL COMMUNICATION
1. Writer must think clearly –
Think first and write afterwards
(clarity of thoughts and expression)
2. Assemble the facts
(Be accurate in facts and figures)
3. Arrange points in logical sequence
(Do not over-work your expression
or phrases and learn to be polite)
4. Commit views to paper in a draft
5. Review and conclude final draft
 THINGS TO WATCH IN MINUTES
A FORMAT
PURPOSE
DATE
TIME
PLACE
SECRETARY
MEMBERSHIP
PRIORMINUTES
MATTERS ARISING FROM
THEM
AGENDA
SUBJECT DISCUSSED
ACTIONS AGREED UPON
ANY OTHER BUSINESS
ADJOURNMENT
DATE OF NEXT MEETING
 SAMPLE OF A MINUTES OF MEETING
 MINUTES OF THE SIXTEENTH (16th) REGULAR MEETING OF THE GOVERNING
COUNCIL OF AVIARY UNIVERSITY, OKUKU, HELD AT THE COUNCIL CHAMBER
ON THURSDAY 5TH JUNE 2013

 16.1.1INTRODUCTION
 The 16th regular meeting of the Governing Council of Aviary University, Okuku was held at the
Council Chamber on Thursday 5th June, 2013 by 10.00 a.m.

 16.1.2MEMBERSHIP
 Rt. Hon. Dr. S. M. James – Pro- Chancellor/Chairman of Council
 Chief Mrs. B. D. Bruce _ Council Member/Rep. Trustees
 **Prof. B.J. Olatiregun - Council Member/Rep. Senate
 Dr. O.G. Babatola - Council Member/Rep. Congregation
 Mr. A. Abdulrahman - Council Member/ Rep. NUC
 Mr. J.A. Arogundade – Registrar/Secretary to Council
  

 16.1.3IN ATTENDANCE
 Mr. I.O. Adeluyi - Deputy Registrar (Council Affairs)

 * Absent
 ** Absent with Apology
 SAMPLE OF A MINUTES OF MEETING


 16.2.1COMMENCEMENT
 The meeting commenced at 10.00 a.m. with an opening prayer led by the Chairman, Rt. Hon.
  

 16.2.2 PRESENTATION/ADOPTION OF AGENDA

 The Chairman presented the agenda ...to members... The agenda was adopted on a motion
moved by... and seconded by Chief...
 16.3.1OPENING REMARKS
 The Chairman welcomed distant members and noted the apologies of ...
 16.4.1 ADOPTION OF THE MINUTES OF THE FIFTEENTH (15TH) MEETING OF
THE GOVERNING COUNCIL HELD ON THURSDAY, 13 JANUARY 2013
 The minutes of the meeting of ...were considered for correctness and amended as follows:
 Minute 15.1.3: reflect that ...were absent on account of ill health.
 In the absence of any other correction, the minutes were adopted as a correct record of the
proceedings...
 SAMPLE OF A MINUTES OF MEETING


 16.4.2MATTERS ARISING FROM THE MINUTES

 Minute 15.8.01 Appointment of Principal Officers – The University Librarian
 Council noted that the advertisement for the post of .................
 16.5.1 SUBSTANTIVE BUSINESS:
 16.5.2RECOMMENDATIONS FROM APPOINTMENT AND PROMOTIONS
COMMITTEE
 Council considered the recommendations from the A& P Committee, which was tabled as
Council Paper No 2013/14 and presented by the Vice Chancellor... A member noted the
inconsistencies in the .... After extensive deliberation on the paper, Council decided as follows:
 Directed that the paper be returned to the Committee for further....
 16.6.1ANY OTHER BUSINESS
 16.7.1ADJOURNMENT AND CLOSING
 The meeting adjourned at 12 noon on a motion moved by ...

 ........................................................... ............................................................
 Chairman Secretary
 Importance of Minutes and Report Writing –
Technical/Secretariat Need of an Organization

 It is crucial for Workshop participants to appreciate

the essence of this training module.
 1. Aims and interests of each Organization drives the
purpose of its existence and activities. Its
membership are to pursue those goals in meeting the
Organization’s need.
 2. Formal Organizations operates in Office
Environment (Secretariat) to make contacts, interact
and hold meetings, keep records of activity and carry
on its business interest. Office is a MEETING
POINT and WORK PLACE to coordinate policies
and work process, enforce standards and
procedures.
 Importance of Minutes and Report Writing –
Technical/Secretariat Need of an Organization

3. Modern Offices require expertise in Human resources

management and Communication skills. Organizations
must invest in people and processes. Communication
skills involves Language proficiency, Media Tools and
application for data processing and record keeping, use
of modern office equipment and technology and fostering
healthy working relations.
4. In this session we have treated a crucial aspect of
Office Communication which is Writing of Minutes and
Reports

 ‘AnOffice can be said to be the receiving, recording, arranging (and

analysing), and giving of information’ – J.C. Denyer (Office Management)
M&E, UK, 1975
 CLOSE UP

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