1. REPORT WRITING CHECKLIST
STAGE 1: PLANNING
1.1 PURPOSE,AIMS ANDOBJECTIVES
S/N KEY POINT ACTION REQUIRED
I Purpose Understandandwrite out whyyouneedtowrite the report
Ii Objective Specifywhatyouwantto achieve
Iii Aim Specifywhatneedstobe done toachieve yourobjectives
1.2 AUDIENCE
S/N KEY POINT ACTION REQUIRED
I Reader Who will readthisreport
Ii ReadersPreference Identifywhatintereststhe reader
Iii ReadersNeeds Understandwhatthe readersneedsare
Iv CommunicationStyle Understandhow to communicate toyourreader
1.3 STRUCTURE
S/N KEY POINT ACTION REQUIRED
I Parts of the report
-Title Page
- ExecutiveSummary
-Introduction
-Findings
- Conclusion
-Recommendation
-Appendices
-The title mustbe linked with the aims and objective
-You mustClearly summarizetheentire reportto persuadethe
readerto develop interest in the report
- With the introduction,you musthelp the readerfigureout
whatthe reportis all about
-Explain theinformation discovered asa result of your
investigation
-Stateyourfinalcommentsbased on yourfindings
Stateyoursuggestionsorproposalsbased on yourfindings
Statethe sourcesof yourfacts,explain unfamiliarterms
Ii Deadline Decide the timeline of yourreport
2. 1.4 STYLE
S/N KEY POINT ACTION REQUIRED
I ReportingStyle The type of reportyou wantto write will determinethe style to
use,youneedtoask the followingquestion;
- why do I wantto write this report
- who will read this report
- whattypeof information do I need to communicate
Ii Examplesof reportingstyles
-factualreport
-Narrativereport
-Leading report
-Implementation report
1.5 VISUALS
S/N KEY POINT ACTION REQUIRED
I Visuals:Charts,Tables,pictures,
cartoons etc.
Determine the visualtouse when explainingyourfindingsfor
easyunderstanding. Visualswill lightenupyourreportsoas
not to bore the reader.
1.6 CIRCULATION ANDDISTRIBUTION
S/N KEY POINT ACTION REQUIRED
I CirculationandDistribution You needtodetermine whenyouwanttocirculate and
distribute yourreport
STAGE 2: COLLECTING INFORMATION
2.1 COLLECTING INFORMATION
S/N KEY POINT ACTION REQUIRED
I List of Data Needed
(whatinformation do Ineed)
Make a listof data neededforyourreport
Ii IdentifySourcesof Data
(whereto collect data)
Identifythe available sourcesof data
Iii RelevantIndividuals
(fromwho to collect data)
Identifyandlistindividualswhocanhelpwithrelevantdata
3. Iv Data CollectionMethod
(Howto collect data)
Make an actionplanon data gathering.
Identifythe methodof datacollectionyoudesire,samples
include:
(survey,questionnaire,interview,deskstudy, observation,focus
group discussion,casestudy,evaluation form)
V Data Arrangement Arrange and sort outthe informationneededfromthe data
gathered
STAGE 3: ORGANIZATION
3.1 COLLECTING INFORMATION
S/N KEY POINT ACTION REQUIRED
I WritingSequence
- Introduction
- Findings
- Conclusion
- Recommendation
- ExecutiveSummary
- ContentList
- Appendices
- Title Page
Organize yourreportto know where tostart fromand what
comeslast
STAGE 4: WRITING
4.1 WRITING
S/N KEY POINT ACTION REQUIRED
I Writingthe firstdraft
-
- Have thereader in mind
- Write down everything asthey cometo mind
- Connectto the readersmind
- Checkthe languages
ii Checkingthe firstdraft - Ensurea simple breakdown
- Edit draft
- Substitutewordswhereappropriate
- Choosewordsfamiliarto the reader
- Useactive rather than passiveverbs
Iii Visuals - Makereporteasy to follow by using graphs,charts,
tables,pictures etc. to explain facts
Iv Language Format - Makesure thatthe readercan understand thelanguage
- Keep yourreportfactualand unbiased
4. - Don’toveror underestimateyourreader
- Explain words,meaningsand abbreviationsin more
details
STAGE 5: ANNEXTURE AND APPENDICES
5.1 ANNEXTUREAND APPENDICES
S/N KEY POINT ACTION REQUIRED
I Data Source Indicate the sourcesof yourdata
Ii References State the referencesof yourreport
Iii Unfamiliarterms Explainunfamiliartermsandabbreviations
STAGE 6: COMPILATION OF THE REPORT
6.1 COMPILATION
S/N KEY POINT ACTION REQUIRED
I Numbering The report mustbe well numbered
Ii Formatting The report mustbe properlyformattedwithspacing,fonts,
indentationsetc.
Iii PrintingandBinding The report mustbe properlybinded andneatlyprinted(easyto
flipthrough) before distribution
