2015 report writing

REPORT WRITING
CENTRE FOR TEACHING AND LEARNING LIBRARY 3RD FLOOR
09 441-8143 slc-alb@massey.ac.nz
http://tinyurl.com/albanyhandouts
http://owll.massey.ac.nz
http://tinyurl.com/albanyworkshops2015
Resources

Handouts available from http://tinyurl.com/albanyhandouts
Example Report Questions
Report vs Essay: Similarities & Differences
Types of Reports
Features of a Well-Written Report
Report Formats
Sections of a Report
Optional Extras
Steps to Writing Your Report
OVERVIEW

EXAMPLE REPORT
QUESTION 1
Brief: A museum is organising an exhibition of bicultural icons of
NZ/Aotearoa. Write a report to the curator on an artefact which you
believe contributes to New Zealand’s bicultural visual heritage,
explaining why it should be considered for inclusion. Ensure that
relevant details of the object and its provenance are concisely
summarised, and there is a critical discussion of bicultural heritage and
how it relates to the artefact you have selected.
Word limit: 1800 words (excluding quotes, reference list, image list and
bibliography)

EXAMPLE REPORT
QUESTION 2
Using information given in the attached case study, write a deductive
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: 2000 words (excluding appendices)

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

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)

THREE TYPES OF
REPORT
Information-Only Reports
Case-Study Analysis Reports
Research Reports

INFORMATION ONLY
REPORTS
Collect and organise data in given categories
Descriptive – therefore mainly for non-controversial
issues
Example: Write a report for an international migration agency,
comparing and contrasting the procedures, criteria and costs of
obtaining Skilled Migrant status in New Zealand and two other countries
of your choice
not very common for Uni assignments

CASE STUDY REPORTS
Analyse an example situation in terms of key theoretical
principles, presenting logical conclusions (& sometimes
recommendations)
Example: An International Migration Agency has commissioned a
deductive report on personal, professional and cultural factors which
contribute to successful migration experiences. Using the data in the
attached case studies, write the report, including analysis of the case
studies with reference to relevant concepts, theories or models from
course materials and from your own reading.
Quite common– esp Bus. / Soc. Sciences / Ed.

RESEARCH REPORTS
Identify an issue, summarise what’s been written about it
before, focus on one or more questions, describe a way of
investigating these questions, discuss and interpret the
findings and their implications.
Very common 300 & 700 level assignment
Example: “Immigration policy has more often than not been based on hunches and
short-term political expediency than on rational, research-based planning” (Smith,
2007, p. 23). Select one aspect of New Zealand’s immigration policy, develop and
research one or two relevant questions, design and conduct a small-scale study and
discuss your findings in the light of the literature. Your report should include a brief
introduction and literature review, methodology, results, conclusion and
recommendations.

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.

REPORT FORMATS
DEDUCTIVE INDUCTIVE
Title page
Introduction
Conclusions
(Recommendations)
Discussion
References
Executive Summary
Title Page
Introduction
Discussion
Conclusions
(Recommendations)
References
Executive Summary

CRITERIA FOR
CHOOSING FORMAT
DEDUCTIVE INDUCTIVE
Suitable if the audience is busy /
important / practical, as it gets to
the conclusions /
recommendations more quickly:
Introduction
Conclusions
Recommendations
Discussion
Suitable for a more critical /
academic / neutral audience
as it builds up the case first:
Introduction
Discussion
Conclusions
Recommendations

POSSIBLE SECTIONS OF
A REPORT
Covering Letter/ Memo + References & Appendices
Title Page
Executive Summary/ Abstract
Table of Contents
Introduction
Method
Results
Discussion
Conclusions
Recommendations
.
NB. In the final
report, each
SECTION
begins on a
new page

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

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

LAYOUT OF TABLE OF
CONTENTS
Table of Contents
Executive Summary i
Table of Contents iv
1. Introduction 1
3. Conclusions 17
4. Recommendations 18
2. Discussion 1
2.1 Organisational Structure 9
2.2 Management Styles 11
2.3 Lack of Communication 13
2.3.1. Training 15
2.3.2. Identification of Responsibilities 16
5. References 19
ROMAN
NUMERALS
ARABIC
NUMERALS
DECIMAL
SYSTEM

INTRODUCTION
Gives the ‘Big Picture’ (as in an essay)
Context/ Background:
- Subject matter
- States the purpose and objectives
- States the problem(s)
- Makes it clear if there will be recommendations
Structure:
- Preview
- Outlines the scope (what’s to be included) and any relevant
assumptions or limitations

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.

DISCUSSION
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 discussion section 3.1 supports
conclusion section 4.1 etc)
Typically takes up half or more of the total report

EXTRACT FROM A
DISCUSSION SECTION
2. Discussion
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 will be 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, p.45)

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, p.42)

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

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, p.43)

REFERENCES
Needed in Introduction and Discussion for theories, definitions,
expert opinions, facts and figures, examples
Only works cited in the report are to be in the Reference List
Reference Style – see next week’s presentation on APA
referencing, use our ‘Get it Right’ CD and APA Interactive on
OWLL and see our video presentations (on OWLL or DVDs from
the library)

OPTIONAL EXTRAS (AS
REQUIRED)
Covering Letter/ Memo
Acknowledgements
List of Figures
List of Tables
Glossary
Appendices

STEPS IN THE PROCESS
OF REPORT WRITING
Use theoretical concepts from your course to identify different issues related
to the case, question or topic
Write up the Discussion section– divided into sub-sections based around
issues
Compile your reference list / list of tables / 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.

© 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.

2015 report writing

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