Report writing

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REPORT WRITING

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What is a Report?
Report means a statement or description of
what has been said, seen, done etc.
It contains facts figures, information, analysis,
opinions, suggestions, recommendations,
drafts, charts, pictures, statistical tables
specially complied for a particular purpose.


Types of Reports
According to Use:
External
Internal
According to Period:
Routine: Weekly, Quaterly, Monthly
Special
According to Levels of Management:
Reports to Top or Junior Management
Reports to Functional Management / Departments
Cost Report, Expense Report, Event Report


Types of Reports..cont’d
Corporate Reports:
Statutory report
Directors’ report
Auditors’ report
Non-statutory report

Other Reports:
Review
Cost-Audit
Interim
Oral (based on Incident, Issues or Concerns)


Format of a Report
1. Cover sheet
2. Letter of Transmittal
3. Title page
4. Table of Contents
5. Introduction
6. The Body of the Report
7. Conclusion (and recommendations if applicable)
8. References / Bibliography
9. Abbreviations and Glossary
10. Appendices
11. Abstract


1. Cover Sheet


2. Letter of Transmittal
This is the letter to the person who
commissioned the report
The main finding
Any important considerations
An acknowledgement of any significant help
An expression of pleasure or gratitude


3. Title Page
Title and Purpose
Person or Group who commissioned the
report
Details of Author / Committee / Team
Members /
Date


4. Table of Contents
List of Heading with page and section numbers
Aligned Clearly with Accurate layout
If a longer report:
List of tables, figures, illustrations, appendix


5. Introduction
What is the topic or subject of Report
Related background information
The main Purpose of report
Also mention the Scope of report
Any explanation on arrangement of report
sections incase of a detailed report


6.Body format
Main headings indicating equal level of importance
Subheadings relating to section heading
Hierarchy of importance shown by careful and consistent use of
features such as capitals, different fonts, underlining, bold, italics,
indenting, numbering/letter system
Space between sections to enhance readability and layout
When using charts, statistics and illustrations check for suitability,
captions
Acknowledgement of all sources, including material referred to
indirectly, direct quotations, copied diagrams, tables, statistics
Ensure a systematic link between references in the text and the
reference list and bibliography
Expression – Correct, formal and factual
Content - logical development of ideas from one section to
another, citing evidence. Content has to be relevant, objective and
specific.


7. Conclusion(s)
Arising out of the facts
It must be convincing
It forms a substantial basis for the recommendations

Recommendations must be based on the conclusions
It must be Practical, Clear, Specific and well
organized, with the important items coming first


8. References / Bibliography
References - Sources in the text listed

Bibliography - texts consulted but not referred
to directly in the report


9. Abbreviation and Glossary
Glossary - arranged alphabetically list of terms
with brief explanation


10. Appendix (appendices)
Material which is too detailed, technical or
complex to include in the body of the report..
Eg: questionnaire, table, list
Numbered and arranged in the order referred
to in the report
Always placed at end of a report if included


11. Abstract
It is a summary of the report, in which you
include one sentence for every main section of
your report.
It is quiet different from an introduction.


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