The document provides an overview of report writing, including definitions and purposes of different types of reports. It discusses the typical structure of reports, from the preliminary sections like the title page and table of contents, to the main body containing literature reviews, methodology, results, and conclusions. Tips are provided on writing each section of a report and ensuring good organization, factual information, and clear communication. The benefits of report writing for consolidating information, facilitating decision making, and solving problems are also highlighted.

1. REPORT WRITING
•The word “report” comes from the Latin
word “reportare” meaning “to bring
back”.
•A Report is a formal statement of results
of investigation of any matter or which
definite information is required.

2. •OR
•A Report is a document in which a given
problem is examined for the purpose of
conveying information, report findings,
putting forward ideas and making
recommendations

3. Types of report
•Informal Report
•The purpose of an informal report is to
inform, analyze and recommend. It
usually takes the form of a memo, letter
or a very short document like a monthly
financial report, research and
development report, etc.

4. •This report is shorter and informal than a
formal report. It is written according to
organization‘s style and rules but
generally does not include the
preliminary and supplemental material.

5. •The informal report is generally more
conversational in tone and typically deals
with everyday problems and issues of an
organization. Sales reports, lab reports,
progress reports, service reports, an informal
report usually consists of, introduction,
discussion, recommendations and reference

6. • Formal report
•The purpose of a formal report is collecting and
interpreting data and reporting information. The
formal report is complex and long, and may even
be produced in bound book volumes. a formal
letter generally consists of ,title page, executive
summary/Abstract, introduction, literature
review, method / methodology, results /
findings, discussion, conclusions,
recommendations, appendices, bibliography.

7. •Examples: investigative reports,
academic report, scientific report etc.

8. The structure of a report
1. PRELIMINARY INFORMATION
•Title Page
•This should briefly but explicitly describe
the purpose of the report (if this is not
obvious from the title of the work). Other
details you may include could be your name,
the date and for whom the report is written.
.

9. • Summary (Abstract)
• The summary should briefly describe the content of
the report. It should cover the aims of the report, what
was found and what, if any, action is called for. Aim for
about 1 a page in length and avoid detail or discussion;
just outline the main points. Remember that the
summary is the first thing that is read. It should provide
the reader with a clear, helpful overview of the content
of the report.

10. •Acknowledgements
•Where appropriate you may wish to
acknowledge the assistance of particular
organisations or individuals who provided
information, advice or help.
•List acronyms (if any)
•You may list the abbreviation.

11. • Contents (Table of Contents)
• The contents page should list the different chapters
and/or headings together with the page numbers.
Your contents page should be presented in such a way
that the reader can quickly scan the list of headings
and locate a particular part of the report. You may
want to number chapter headings and subheadings in
addition to providing page references. Whatever
numbering system you use, be sure that it is clear and
consistent throughout.

12. MAIN BODY
• Introduction
• The introduction sets the sight for the main body of
the report. The aims and objectives of the report
should be explained in detail. Any problems or
limitations in the scope of the report should be
identified, and a description of research methods, the
parameters of the research and any necessary
background history should be included.

13. •Literature review
Review literature related to the
subject.

14. •Methodology
•Information under this heading may include: a
list of equipment used; explanations of
procedures followed; relevant information on
materials used, including sources of materials
and details of any necessary preparation;
reference to any problems encountered and
subsequent changes in procedure.

15. •Results
•This section should include a summary of the
results of the investigation or experiment together
with any necessary diagrams, graphs or tables of
gathered data that support your results. Present
your results in a logical order without comment.
Discussion of your results should take place in the
main body (Discussion) of the report.

16. •Discussion
•The main body of the report is where you
discuss your material. The facts and
evidence you have gathered should be
analysed and discussed with specific
reference to the problem or issue. If your
discussion section is lengthy you might
divide it into section headings.

17. •Conclusion
•In the conclusion you should show the overall
significance of what has been covered. You may
want to remind the reader of the most
important points that have been made in the
report or highlight what you consider to be the
most central issues or findings. However, no new
material should be introduced in the conclusion.

18. • Recommendation
• You recommend the challenges you observed. These should be to the
government or the organization you are writing to.
• Bibliography/references
• Your bibliography should list, in alphabetical order by author, all
published sources referred to in your report. There are different styles of
using references and bibliographies.Texts which you consulted but did
not refer to directly could be grouped under a separate heading such as
'Background Reading' and listed in alphabetical order using the same
format as in your bibliography.

19. •Appendices
•Under this heading you should include
all the supporting information you have
used that is not published. This might
include tables, graphs, questionnaires,
surveys or transcripts.

20. •Glossary of Technical Terms
•It is useful to provide an alphabetical list
of technical terms with a brief, clear
description of each term. You can also
include in this section explanations of the
acronyms, abbreviations or standard
units used in your report.

21. WHAT ARE THE MAIN ADVANTAGES/BENEFITS OF
REPORT WRITING?
• Akran (2010) identifies the following
advantages/benefits of report writing:-
• Report gives consolidated & updated information
• A report provides consolidated, factual and an up-to-
date information about a particular matter or subject.
Information in the report is well organized and can be
used for future planning and decision making.

22. ADVANTAGES OF REPORT CONT.
• Report as a means of internal communication
A report acts as an effective means of communication
within the organization. It provides feedback to
employees. It is prepared for the information and
guidance of others connected with the matter / problem.
• Report facilitates decision making and planning
Report provide reliable data which can be used in the
planning and decision making process.

23. ADVANTAGES OF REPORT CONT.
•Report discloses unknown information
Reports provide information, which may not be
known previously.The committee members collect
data, draw conclusions and provide information
which will be new to all concerned parties. Even
new business opportunities are visible through
unknown information available in the reports.

24. •Report gives Information to employees
Reports are available to managers and
departments for internal use. They are widely
used by the departments for guidance. Report
provide a feedback to employees and are
useful for their self-improvement.

25. ADVANTAGES OF REPORT CONT.
• Report gives reliable permanent information
The information provided by a report is a permanent addition
to the information available to the office. We have census
reports (prepared since last 100 years) which are used even
today for reference purpose.
• Report facilitates framing of personnel policies
Certain reports relating to employees are useful while
preparing personnel policies such as promotion policy, training
policy and welfare facilities to employees.

26. ADVANTAGES OF REPORT CONT.
• Report gives information to shareholders
Some company reports are prepared every year for the benefit
of shareholders. Annual report for example, is prepared and
sent to all shareholders before the AGM. It gives information
about the progress of the company.
• Report gives information to the Registrar
Annual report and annual accounts are sent to the Registrar
every year for information. Such reports enable the
government to keep supervision on the companies.

27. ADVANTAGES OF REPORT CONT.
• Report solves current problems
• Reports are useful to managers while dealing with current
problems faced by the company. They provide guidance
while dealing with complicated problems.
• Report helps directors to take prompt decisions
• Company reports relate to internal working of the company
and are extremely useful to directors in decision making and
policy framing. Reports give reliable, updated and useful
information in a compact form.

28. FEATURES OF A GOOD REPORT
•It should be factual; that means not
imaginative. The words should enable the
reader to visualize distinctly what has been
written.
•It should be objective; that means there
should be no personal opinion, no bias e.t.c.

29. FEATURES OF A GOOD REPORT
CONT.
•It should be orderly arranged
•It should be comprehensive; that
means concise and complete.

30. FEATURES OF A GOOD REPORT
CONT.
•It should be detailed; all the
relevant information should be
included.
•It should be clear and accurate

31. •THE KEYS TO WRITING GOOD REPORTS
ARE:
•Understanding the types of writing a report
involves
•Being able to identify the audience and purpose
of your report
•Knowing how reports are read by your audience

32. •Knowing the purpose of each section in a report
(not just where the information goes)
•Understanding how good organisation of your
report helps the reader find the information they
want
•Being able to communicate well both in
writing and using graphical data

33. PLANNING A REPORT
• It is important to plan a report before writing it. Steps
involved in planning include the following:-
• (i). Understand the scope/extent and purpose of the
report.
• (ii). Analyze the target audience for whom the report is
meant.
• (iii). Investigate the sources of information.
• (iv). Organize the material.

34. STEPS IN REPORT WRITING
•STEP 1: Determine the goal of the report i.e
what is the reason for writing the report?
•STEP 2: Evaluate the readership; who will read
the report? Accordingly determine the input and
style.
•STEP 3: Conduct research; identify the methods
you will use to collect, analyze and present the
idea.

35. •STEP 4: Get down writing the actual report;
developing the main ideas and substantive
with facts.
•STEP 5: Revise the report and correct all the
flaws. Revise the entire report to see that it is
logical, clear and has all the relevant details.

36. ASPECTS TO CONSIDER WHEN WRITING
SECTIONS OF REPORT
• Factors/aspects to be considered
 Numbers should be used for sections and subsections
 Structure, style, and consistency in spelling
 Consistency in the use of tenses: descriptions of results
may use past tense e.g. five % of households owned land,
but conclusions use present tense e.g. food taboos have
hardly any impact on nutritional status of children.

37.  The report should be checked whether it is free from
grammatical and spelling errors.
 All the references cited in the text should be listed at the
end, and no reference should be included at the end while
it has not been cited in the text.