This document provides guidance on writing reports. It describes the typical format and layout of short and long reports, including a title page, introduction, body, conclusion, and recommendations. For short reports, the direct or indirect ordering of information depends on whether the reader is familiar with the topic. Three common types of short reports are justification reports, progress reports, and periodic reports. Long reports contain more comprehensive information, expert opinions, and a purpose statement. Key parts include the introductory section, body, and final section with conclusions and recommendations.

1. Say-it-right!
Session 8
Report Writing

2. In this session, you should be
able to:
1. Describe the format and layout of
short and long reports.
2. Organise information in a report.
3. Differentiate between different types
of short reports.
4. Use prepositions and adjectives in
context.

3. Warm-up
Can you name some of the reports that
you have made?
Why was the report made?
Who made the report?
When do we write reports? Before /
while / after an event?

4. Layout of short reports
Aim: information easily seen & understood.
1. Purpose
2. Accurate & objective information
3. Suitable order of information
4. Formatting
Direct approach – reader is familiar with
situation.
Indirect ordering – reader unfamiliar with
situation (or contains bad news).
i.e. formal report, letter & memo.

5. Formal report
1. Title page – title of report, recipient’s
name, his/her position and/or
organisation, the writer’s name and
position (and organisation) and the date
2. Introduction
3. Sections with headings in the body
4. Conclusion
5. Recommendations (if any)
6. Attachments

6. Activity 10.1

7. Types of short report
a) Justification report
b) Progress report
c) Periodic report

8. Justification report
• highlights a course of action or idea
• evidence to support why something
should be done or has been done
format:
i. Introduction – purpose of report in
subject line, describe proposal
ii. Body – Describe present situation, need
for change, costs, benefits
iii. Conclusion – evaluates changes &
provide recommendations

9. Progress report
• provides information on progress of a
project
• forecasts future development
format:
i. Introduction – purpose of report,
current status of project
ii. Body – positive features, problems,
how it was solved, schedule, costs
iii. Conclusion - future

10. Periodic report
• informs management
• regular intervals
• organisations operations
• specific period
format:
i. Introduction – purpose of report,
relevant facts & figures
ii. Body – achievements & problems
iii. Conclusion – summarise the findings &
recommendation

11. Activity 10.2

12. Prepositions
Activity 10.4 – 10.6

13. Writing long reports
1. Formal report
2. Comprehensive information
3. Expert opinions
4. Specific purpose i.e: suitability of
particular site / analyse achievements
over a set period.

14. Sequencing a long report
1. Outline with headings & sub headings
2. Purpose statement & introduction
3. Write the main body
4. Make conclusions & relate it to
purpose
5. Write conclusion & recommendations

15. Sequencing a long report (cont.)
6. Optional – prepare abstract, synopsis
or executive summary after
presenting facts & findings
7. References
8. Table of contents / table of graphics
9. Letter of transmittal – announce the
completion & delivery of the report
10.Title page to complete report

16. Presentation
Arrangement of information on a page
First impression
i. Headings
ii. Underlining
iii. Indentation
iv. Shading
v. Numbered lists or sections
vi. Space between paragraphs, left & right
margins
vii. Headers & footers

17. Parts of a long report
Introductory section
a. Purpose statement – reports main task or topic
b. Terms of reference – instructions for writing the
report
c. Scope & limitation
The body (main text)
a. Investigate & analyse findings
b. Propose solution
c. Presents advantages & disadvantages
d. Use headings
e. Numbering system

18. Parts of a long report (cont.)
Final section
a. Conclusion & recommendations
b. Summarises & evaluates main facts
c. No new information
Recommendation functions to provide some
answers to questions
Language should be simple, matter of fact,
objective driven
Information is relevant & up-to-date

19. Activity 10.7

20. Activity 10.10

21. Single-word Adjectives
Activity 10.11

22. Two-word Adjectives
Activity 10.12

23. Activity
Write a short justification report on
flexible working hours.

24. What have we done today?
1. What is the format and layout of a
short / long report?
2. How do you organise information in a
report?
3. How do you differentiate between
different types of short reports?
4. How to use prepositions and
adjectives in context?