Report Writing

Col Hamid Hussain Naqvi (retd)

Definition

Business Report is an impartial, objective, planned presentation of facts to one or more persons for specific, significant business purpose.

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Types of Reports

Annual Reports

Sales Reports

Feasibility Reports

Inspection Reports

Audit Reports

Progress Reports

White Papers

A Report Is A Text Expression Of Research You Have Carried Out,Therefore, It Is:IMPORTANT TO GET IT RIGHT!

Presentation Layout Components Formatting Writing Style

Checking Editing Evaluating Referencing Proof reading

Presentation Is important because: It affects the initial impression of the work

Good presentation can ensure the examiner or reader can easily see what you have done

You need to show that you can present work in a professional manner

Layout Line spacing should be double spaced

Margins should be 1.5” top & 1” bottom

If bound then a larger margin should be allowed on the left

Print on one side of the paper only

Components of Reportsa.Prefatory parts of a Report Cover Page Title Page Letter of Transmittal Table of Contents List of Illustrations Executive Summary

Covering Page

Title

Author's name

Module Name/submitted to

Date of Submission

Title Page

Balance the following lines:* Name of the report in all caps (e.g. Final

Report)* Receiver’s name, title, and organization* Team name and team members* Date submitted (month/year)

No page number on title page (page 1 is executive summary)

Letter of Transmittal Announce the topic and explain who

authorized it. Briefly describe the project and preview

the conclusions – if the reader is supportive.

Close expressing appreciation for assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

Table of Contents Show the beginning page number

where each report heading appears in the report (do not put page number range, just the first page number).

Connect headings to page numbers with dots.

Headings should be grammatically parallel

Include major section headings and sub-headings

No page number on TOC page

TABLE OF CONTENTS

Executive Summary........................... 1

Introduction ....................................... 2 Background Purpose Scope Research Questions Report Organization

Research and Analysis...................... 4 Methodology Findings

Conclusions & Recommendations..... 6

Appendices........................................ 7 Appendix 1: Survey questions Appendix 2: Client proposal Appendix 3: PowerPoint slides

Executive Summary Include

challenge statement (client focused) a little background (type of organization, what

they do, size, when established) goals team focused a little research summary (techniques/sources )

conclusions and recommendations (all, but summarized)

This is first page of report (page 1) Typically 1-2 pages

Introduction

Background: Provide a full description of the challenge.

Purpose: challenge/motivation for report Include significance of challenge

Scope: Clarify the scope and limitations of report.

b. Report Body Introduction

Purpose and Scope;Limitations, Assumptions, and Methods

Background/History of the Problem Body

Presents and interprets data Conclusions and Recommendations

C . Supplemental Parts References or Works Cited Appendixes

Interview transcripts, questionnaires, and previous reports

PLANANALYZE THE SITUATIONDefine Your Purpose and Develop an Audience Profile

GATHER INFORMATIONDetermine audience needs and obtain the information necessary to satisfy those needs

SELECT THE RIGHT MEDIUMSelect the best medium for delivering your message

ORGANIZE THE INFORMATIONDefine your main idea,limit your scope,select a direct or an indirect approach, and outline your content

WRITEADAPT TO YOUR AUDIENCEBe sensitive to audience needs with a “you” attitude, politeness,positive emphasis and bias –free language.Build a strong relationship with your audience by establishing your credibility and protecting your company’s image.Control your style with a conversational tone,plain English and appropriate voice

COMPOSE THE MESSAGEChoose strong words that will help you create effective sentences and coherent paragraphs

Formatting the ReportTitles, sections, paragraphs and numbering

needed because:-

It divides your work up into logical sections – makes it easier to follow

A content page provides reference point, by headings for reader to find what he wants

It is easy to cross reference by referring to paragraphs e.g. ‘further clarification is given on

this point (paragraph 2.1)’

● Degree of Heading Numeral-Letter Combination:

1st I.Introduction 2d A. 2d B. 2d C.

1st II. 2d A.Text/ 3d 1.Discussion 3d 2. 2d B. 3d 1. 3d 2. 4th a.

4th b. 5th (1)

5th (2)

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1st III. 2d A.Text/ 3d 1.Discussion 3d 2. 2d B. 3d 1. 3d 2.

1st IV.

2d A.

3dh 1.

3d 2. 2d B.

3d 1. 3d 2.

Terminal 1st 2d

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FormatReportTitle

Section Heading

Sub Sections

Sub-paragraphHeading

A REPORT ON COMPUTER CRIME AND THE INTERNET

SECTION ONE - LEGAL ISSUES

1.1 Introduction ……………………………..1.2 Data Protection Act……………………………..

SECTION TWO - CREDIT CARD FRAUD 2.1 Introduction……………………………..2.2 Security Issues 2.2.1 Network Security Protocols……………………………..

Supplemental parts

Appendices Put ‘extra’ material in here – longer explanations of

topics discussed in the report – evidence of research used – source data etc.

Referencing This where you refer the reader to other work within the

report or its appendices Author Name (Year) Title, PP. (2-5).

Glossary Used to explain any ‘jargon’ or difficult words that

needed to be used in the main body of the report

How to Make References

1. Author Name (Year) Title, PP. (2-5).

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Checking

Are there any spelling mistakes? Are there any proof errors?

e.g. ‘there’ ‘their’ OR ‘would of’ ‘would have’ Does the writing reflect the heading? Have you used quotes and citations

properly? Have you included all your sources in the

bibliography Is the format used the correct one?

Editing

Does it make sense? Has it got a beginning, middle, end Are you over the word count?

Check sentences to remove wordiness Is there something that would be more Appropriately put in an appendix?

Rearrange long sentences into 1 or 2 short ones Have you provided evidence for your statements

Evaluating

Have you achieved the aims and objectives of the report? Is all your material relevant?

Have you checked the marking criteria to see if you have met them?

Have you obtained any feedback from a critical reader to see if they have understood the report and whether they have noticed any defects

THANK YOU