This is a presentation given to the Postgraduate students in the Professional Practice paper at Massey University, New Zealand.

1. REPORT WRITING
CENTRE FOR TEACHING AND LEARNING LIBRARY 3RD FLOOR
09 441-8143 slc-alb@massey.ac.nz
Example Report Question
Report vs Essay: Similarities & Differences
Features of a Well-Written Report
Report Structure
Sections of a Report
Optional Extras
Steps to Writing Your Report

2. EXAMPLE BUSINESS
REPORT QUESTION
Using information given in the attached case study, write an analytical
report to the CEO including:
• Analysis of the organisation’s current strategy using one or more
relevant model / theory
• Assessment of the organisation’s competitive position
(incorporating a SWOT and/or PESTEL analysis)
• Application of Porter’s model to identify the nature and relative
strength of competitive forces
• Recommendations regarding the organisation’s strategic pathway in
the medium to long term
Word limit: 3000 words (excluding appendices)

3. LIKE AN ESSAY, AN
EFFECTIVE REPORT ….
- is built on careful analysis of the question
- presents evidence, based on high quality sources
- is clearly written, with every paragraph relevant to the
question
- has a logical shape, including an introduction & conclusion
- includes a reference list, as well as in-text references
For a video on Report Writing and more examples and
advice, see: http://owll.massey.ac.nz

4. UNLIKE AN ESSAY, AN
EFFECTIVE REPORT …
- is usually addressed to a specific audience
- usually has an explicit ‘real-world’ objective – often based on
analysing a problematic situation and making
recommendations
- is more clearly divided into sections and sub-sections
- may include numbered or bullet-pointed lists
- is written in a more factual, less persuasive style
- often summarises data in visual form (tables, charts, images
etc)

5. REPORT WRITING
PRINCIPLES
Objectivity
Thorough Research
Structure
Clear Writing Style
 Your opinions & personality should not
intrude
 Keep it impersonal
 Avoid using “I”
 It should be clear that you know
what you’re talking about
 Sections of the report are clearly
visible with headings and are
logically arranged
 Write clearly, concisely and
informatively.
 The content of the report should be
easily accessible.

6. REPORT STRUCTURE
Title
Authors
Executive Summary
Introduction
Investigation
Findings
Conclusions
Recommendations
References
Appendices

7. TITLE PAGE
TITLE OF REPORT
(10.08.11)
To: Dr. Brown
AUTHOR’S
NAME
PAPER NUMBER
TO WHOM REPORT
IS ADDRESSED
Paper: 219.100
To: Dr. Brown
By: J P Brooks
Conflict between senior management and
supervising staff:
Southland Branch Communicate
DATE OF
SUBMISSION
Emerson, 2000

8. Executive Summary
This report analyses management conflict at
the Southland branch of Communicate.
Specific objectives were to identify key
problems and offer recommendations to
Regional Management. Problems were located
in the organisation’s structure, management
style and lack of communication channels,
especially between the branch manager and
the supervisors. The report recommends a
major restructuring of the branch, training for
key personnel and clarification of job
descriptions.
Aims
Objectives
Main Findings
Key
Recommendations
EXAMPLE EXECUTIVE
SUMMARY

9. LAYOUT OF TABLE OF
CONTENTS
Table of Contents
Executive Summary i
Table of Contents iv
1. Introduction 1
4. Conclusions 17
5. Recommendations 18
3. Findings 8
3.1 Organisational Structure 9
3.2 Management Styles 11
3.3 Lack of Communication 13
3.3.1. Training 15
3.3.2. Identification of Responsibilities 16
References 19
ROMAN
NUMERALS
ARABIC
NUMERALS
DECIMAL
SYSTEM
2. Investigation 3
2.1 Data Collection 4
2.2 Data Analysis 6
Appendices 22

10. INTRODUCTION
Gives the Big Picture (like the introduction to an essay)
Context/ Background:
• Topic
• Problem(s)
• Purpose and objectives
Structure:
• Preview of main sections
• Outline of scope (what’s to be included)
• Summary of any relevant assumptions or limitations

11. EXAMPLE
INTRODUCTION
1. Introduction
This report was commissioned by Mr Bob White, Manager – Southern Regional Office. Its
purpose is to analyse and advise on how to improve management and communication
practices at the Southland Branch.
Southland Branch is characterised by a lack of motivation at senior management levels. This
lack of leadership, coupled with a flawed organisation structure, is not conducive to
effective management or communication practices. There are also several young
supervisors who are clearly executive material for the future but are causing friction with
staff, as they lack interpersonal communication skills.
This report analyses these problems and offers recommendations on how to counter them
to improve management and communication practices leading to stability and the
continued growth of the Southland Branch.
An assumption is made that the Accountant’s position is purely a staff function in line with
current business practices.
Emerson, 2000

12. INVESTIGATION
Describe and explain your method of gathering data on each of the
issues
Define the terms you are using (e.g. ‘Capital Adequacy’) and describe a
typical way it is measured and why it is measured in this way
Describe and explain your method of analysing the data gathered
Include any limitations in the availability of data and what impact they
might have on the reliability of the report

13. FINDINGS
Usually divided into sub-sections based on each issue
Makes a clear link between the evidence from this case and the theory
from your research which could explain it
Should clearly support the conclusions – one way to do this is to use
the same sub-section numbers (so findings section 3.1 links to
conclusion section 4.1 etc)
Typically takes up between 40% and 60% of the total report

14. EXTRACT FROM A
FINDINGS SECTION
3. Findings
2.1 Business Communication
In any organisation, flow is the life-blood of the business. Gray and Stark (1984) advise that
communication is the medium through which action is introduced into the structure of the
organisation. Sligo (1994) believes that without effective communication, businesses fail and
relationships wither.
The effectiveness of Southland Branch’s communication flow was analysed with Sligo’s advice in mind.
Manager/Employees
Lack of confidence in both the branch manager and the three supervisors is illustrated by the
employees electing not to use upward communication to register their grievances. They preferred to
bypass their line supervisors and contact the Southern Regional Office directly. It is also evident that
no facility is in place at the Southland branch for staff to freely air any grievances. Kanter’s (1983)
approach is to have regular meetings so that staff know what is happening in the workplace and for
the executive to be informed early of any problem(s) affecting productivity.
(Emerson, 2000)

15. EXTRACT FROM A
CONCLUSION SECTION
3. Conclusions
3.1 Southland’s current organisation structure is inappropriate. There
is an unnecessary layer of management between the branch
manager and supervisors
3.2 The branch manager is experiencing difficulties communicating
with staff, since he has recently endured a serious personal loss.
As a consequence, the whole branch is failing to achieve desired
results.
(Emerson, 2000)

16. RECOMMENDATIONS
Focus on the Future (whereas conclusions focus on the past / present
situation)
Must FOLLOW LOGICALLY from the Discussion and Conclusions
Be brief and to the point and action-oriented
Try to be specific with regard to who should do what, when and how –
so that your recommendations can lead to measurable outcomes
But check if you need them or not

17. EXAMPLE OF
RECOMMENDATIONS
4. Recommendations
4.1 The manager, Southern Regional Office should support the branch
manager and provide motivational guidance.
4.2 The branch manager should assist supervisors to develop
improved methods of communicating with staff. He should
maintain close contact with supervisors and appraise their
performance every three months over the next year.
4.3 Send supervisors on an appropriate training course on supervision
of staff
(Emerson, 2000)

18. STEPS IN THE PROCESS
OF REPORT WRITING
Find definitions of key concepts and relevant measures and sources of data
for your Investigation section
Organise your data and write up the Findings section– divided into sub-
sections based around issues
Compile your reference list / tables / figures / appendices etc as you go along
Write Conclusion and Recommendations sections – numbered so that they
match the issues in the Discussion
Write the Introduction
Write the Executive Summary/ Abstract – make sure it isn’t the same as the
introduction!
Compile your Table of Contents
Proof read and edit.

19. © 2014
This PowerPoint Presentation and the
accompanying handouts are copyrighted
by Centre for Teaching and Learning,
Massey University, and may not be used,
except for personal study, without written
permission from the copyright owner.