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1. ACADEMIC & PROFESSIONAL
COMMUNICATION
By
Lyncan Lincoln Moagi

2. EFFECTIVE REPORT WRITING
LAYOUT
- Definitions
- Qualities of a good Report
- Purposes of Reports
- Structures of reports
- Guidelines to Effective ReportWriting
- Types of Reports (layouts, features, purposes)

3. BrainTeaser!!!
 A bad attitude is like a flat tyre, you will never
go anywhere until you change it.

4. WHAT IS A REPORT?
 It is a systematic, well organised document
which defines and analyses a subject or a
problem.
 It is a summary of findings and
recommendations about a particular matter
or a problem.
 It is a factual account of something
witnessed, work done, work examined or
inspected.

5. CON’
 It is an aftermath of an event.
 Reports are usually written in order
occurrence
 Reports may be either oral or written

6. CON’
- A report is a statement of facts about an
action performed or findings of an
investigation.
EXAMPLES
Academic report, research report, financial
report, laboratory report, commission of
inquiry report, project report, accident report,
investigative report

7. Qualities of a good report
 It has a layout which is clear and attractive;
 Headings and subheading to establish the main
purpose and content of each section;
 It is based on facts
 It may include a record of a sequence of events
 It may have an interpretation of the significance of
events or facts
 Evaluation of the facts or results of research
presented
 Discussion of outcomes of a decision or course of
action
 Conclusions and recommendations.

8. PURPOSES OF A REPORT
 It is a tool for communication between executives and
subordinates
 Provides feedback for further decision
 It is a permanent record
 Facilitates planning and decision making
 Useful for solving problems
 It informs
 It persuades

9. CON’
 It narrates;
 It describes;
 It argues for or against a situation;
 It analyses a situation or a problem.

10. STRUCTURE OF A REPORT
 Title page;
 Table of contents;
 List of illustrations;
 Figures and graphs that are labelled and numbered;
 Abstract;
 Introduction: gives a statement of the problem, its
origin, causes and effects;
 Methodology: methods used to carry out
investigation: observation, questionnaire, interviews,
visits etc

11. CON’
 Findings: writer reveals the facts investigated
in a straight forward manner;
 Analysis: writer interprets, gives an overall
impression, facts and opinion;
 Conclusions: sums up findings and states with
clarity and precision the meaning of the facts;
 Recommendation: makes up suggestions;
 List of References.

12. STYLE
 Use clear and concise language;
 Avoid jargon and colloquial language;
 Write fairly short sentences;
 Make sure you develop each paragraph;
 Report should be impersonal;
 Be extra careful with verb sentences.

13. EDITING
 Check general layout;
 Text organisation: introduction, body &
conclusion;
 Coherence;
 Grammar, spelling and punctuation;
 Referencing;
 Does the report fulfil its purpose.

14. TYPES OF REPORTS
- Reports are typified in terms of how often they
are prepared or their purposes / subject matter.
a) ROUTINE REPORT
- Prepared at regular intervals
(Eg. work reports, weather forecast reports)
b) OCCASIONAL REPORT
- It is prepared when the need arises
Eg. (incident report)

15. CON’
c) QUARTERLY REPORT
- Prepared and published after every four
months
d) ANNUAL REPORT
- A yearly report
-

16. Incident/Accident Report
What is an incident/accident?
 An incident is defined as any unplanned and
unwanted event that occurred during the
performance of work activities and that resulted in
or could have led to injury or material damage to
property;
 It requires the person involved; any witnesses to the
incident and the principal investigator;
 The report is not intended to assign blame;
 Should be used as a tool to foster recommendation
for procedural improvement.

17. Purposes of an Incident
Report
 They capture complaints;
 Incidents before they become claims;
 Serve basis for analysing the causes of incidents
and accidents;
 Recommend risk improvements to prevent
similar events in the future;
 Help identify weaknesses in your current risk
management policies;
 To prevent more serious losses from occurring.

18. Features of an
Incident/Accident Report
 They should include: names, contact information
of the reporter and witnesses;
 A detailed description of the incident/accident;
 Specific information;
 Photographs of the scene;
 Maps;
 Recommendations to prevent similar incidents;
occurring in future.

19. CON’
 Should include general physical condition of the
vehicles or place involved;
 Specific information about the accident is useful:
building, vehicle, place, event;
 Describe the circumstances that contributed to the
accident in sufficient details to enable accident
analyst to judge the contribution accident location
should be reported with accuracy;
 Attend to any persons involved – administer first aid;
 Law enforcement should done if accidents results in
death or serious injuries.

20. When an Incident Occurs…
 Call or ask for help: police, ambulance fire
department
 Notify the insurer of the possible claim;
 Learn the cause of the problem and what
changes in procedures, equipment, or training
should be made to avoid other accidents;
 Fires or injuries not requiring outside assistance
shall be reported to Office of Risk management;
 Documentation should be kept for as long as
necessary to defend against potential claims.

21. Lab Report
 Is a common academic assignment in
sciences and engineering;
 It is a report based on experimentation and
research done by individuals or teams;
 It reports findings in a laboratory setting: it
explains what you did in an experiment, what
you learnt and what the results meant.

22. Purpose of a Lab Report
 It aims to develop scientific knowledge;
 Solve an industrial problem;
 The goal is to acquire knowledge and to learn
experimental procedures;
 To learn the scientific methods used and to
observe a set of reactions (outcomes);
 It serves as a record that the scientist has
engaged the experiment and learns both the
procedure and something about the chemical or
mechanical or electrical processes that are
focused on the experiment.

23. Ethics in Lab Reports
 Should be truthful;
 It is built on a foundation of trust that the
results reported are valid;
 Should be an accurate representation of your
findings- the worst thing a scientist or
engineer can do is to lie;
 Should not falsify data or misrepresent the
findings.

24. Format of the Lab Report
 Title page: tile of the experiment in less than
ten words and should reflect the actual
content, your names, institution or
organisation, instructors name, date the
experiment was performed and submitted;
 Introduction: defines the subject, outline the
purpose or objectives, provide sufficient
background to understand the rest of the
report, state the hypothesis;

25. Format of a Lab Report cont…
 Materials: listed everything needed/used to
complete the experiment;
 Methods: describe in detail the steps taken
to complete the project, writing as if you are
directing someone else to do the same
experiment;
 Data: numerical data obtained can be
presented in a table, data encompasses what
you reported.

26. CON’
 Results: describe in words what the data means
 Discussion or analysis: could contain numbers
and calculations, this is where you interpret and
determine whether or not hypothesis was
accepted
 Conclusion: single paragraph that sums up what
happened
 Figures and graphs: must be labelled with a
descriptive title.
 References: make a list of references

27. An Investigative Report
 It defines the problem as the most important
component of investigation;
 Uncovers important stories which people
want to hide;
 Explores the root cause of the problem;
 It communicates findings;
 It explains what went wrong;
 It helps change things for the better.

28. Purpose of the Investigative
Report
 When writing an investigative report you are
trying to persuade someone to do
something;
 Understand what went wrong: uncover
information that is hidden;
 Take action;
 Put your recommendations into practice.

29. Features of the
Investigative Report
 Keep it simple;
 It is self-explanatory;
 Avoid jargon and pomposity;
 Simplify;
 Talk straight;
 Use plain words;
 Keep your voice active;
 Keep your sentences short.

30. Characteristics of an
Investigative Report
 Stick to facts which you can prove to be true;
 Do not speculate - things which you cannot
prove;
 Do not put in your personal opinions;
 Avoid vague words;
 Edit your work;
 Can use illustrations

31. Structure of the
Investigative Report
 Introduction;
 Main report: aim and objectives, thesis
statement, description of the problem – what
precisely happened, methods of
investigation;
 Findings;
 Conclusions;
 Recommendations;
 Appendix – attachments.

32. The Dos...
Reporters need to:
 Have an alert mind to recognise the story,
ideas and important facts which people are
trying to hide;
 Have an ordered mind to make notes, file
information and fit lots of facts together;
 Patience to keep digging for information;

33. The Dos…
 Good contacts throughout society;
 Courage to withstand threats from people
you are investigating;
 Protect confidential sources of information;
 Become familiar with all different places you
can get information.

34. Recommended Readings
1. Developing Communication and Study Skills
(By Muhundwa, Magogwe & Kalane)
2.Writing: Process to Product
(By John F. Parker)

35. Alpha & Omega
Asante Sana !!!