Sohail Ahmed

What is a report?

A report is a systematic, well organized document which defines and analyses a subject or problem.

A report is a statement of the results of an investigation or of any matter on which definite information is required.

(Oxford English Dictionary)

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Types of report writing

Information Reports

Analytical Reports

Planning Reports/ Proposals.

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Information reports!

Policy/ compliance

Reflections

Incidents

Events

Narrative

Eye witness accounts.

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Analytical reports!

Problem solving

In-depth analyses

Assessment reports.

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Planning Reports/ Proposals.

Research proposals

Funding reports

Plans

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Report Introduction

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The Report Body

Explanations of problem or opportunity

Facts, statistics, and trends

Results of studies or investigations

Discussion and analysis of potential actions

Advantages, disadvantages, costs, and benefits

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The Report Closing

Summary

Conclusions

Recommendations

Action Plans

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Stages in Report Writing

The following stages are involved in writing a report:

Clarifying your terms of reference

Planning your work

Collecting your information

Organizing and structuring your Information

Writing the first draft

Checking and re-drafting.

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Planning Your Report

Consider the report as a whole

Break down the task of writing the report into various parts.

How much time do you have to write the report?

How can this be divided up into the various planning stages?

Set yourself deadlines for the various stages.

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Writing Reports

Each idea can be circled or linked by lines appropriate.

When you have finished, highlight any related ideas and then sort topics.

Some ideas will form main headings, and others will be sub-sections under these headings.

You should then be able to see a pattern emerging and be able to arrange your main headings in a logical order

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Structure of Report

Title page

Acknowledgements

Contents

Abstract or summary

Introduction

Methodology

Results or findings

Discussion

Conclusion and recommendations

References

Appendices

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Style of writing

Active or passive?

Use according to need of Report.

Simplicity

Most written reports should avoid using overly complicated language.

Use of language

Reports should avoid the use of subjective Language personal language commonly has no place in the more objective field of report writing.

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Final Instructions-I

Begin your short report with an Introduction heading. Include a statement about the report's subject, an explanation of why the report was written and a summary of its contents. Also mention the intention of the report, which is usually to help the reader make a decision about something.

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Final Instructions-II

Present the facts about the subject clearly and concisely, but compose a complete report, giving the reader all the information necessary to make an informed decision. Present the most important information first, keeping in mind the decision that needs to be made.

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Final Instructions-II

Use appropriate first-level headings (for example, Facts, Discussion, Findings, Costs, Limitations, Advantages, Conclusions, and so on).

Be objective in your report, presenting both sides of an issue when possible and clearly separating fact from opinion

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Final Instructions-II

Cite your sources to persuade the reader of your information-gathering reliability. These may include interviews, articles, company records, surveys, your own observation, and so on.

Share your recommendations if asked.

When persuading your reader, always give your strongest argument first.

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