REPORT WRITING

5.1 Introduction
What is a report?
A report is a more highly structured form of writing than an essay, and is
designed so that it can be read quickly and accurately; though reports are not
necessarily read from beginning to end. Structure and convention in written
reports stress the process by which the information was gathered as much as the
information itself. Reports should be organised for the convenience of the
intended reader. Reports are written on a wide range of subjects for a wide variety
of reasons.
Before writing any report you should identify the objective and the preferred
conventions of structure and presentation. This is as true for reports you write at
university as it is for reports written in employment.
All reports attempt to communicate findings for one reason or another, whether
to inform decision makers, change public opinion or maintain a record of
development. Whenever you write a report you must bear in mind why you are
writing and who you are writing for. All reports have an intended reader. Put
yourself in his/her position. What does he/she need to know?
Stages in report writing
The following stages are involved in writing a report:  planning your work;
 collecting your information;
 organising and structuring your information;
 writing the first draft;
 checking and re-drafting.
Draw up an outline structure for your report and set the work within a sensible
time scale for completion by the given deadline. One common structure is based
on the 4 P’s: position, problem, possibilities, proposal. This means you outline the
current position, describe the problem, examine the range of possibilities and
decide on a proposal (Hemingway, 1993). Some of the most time-consuming parts
of the process are collecting and selecting your information, and checking and
revising your report.
 Clarify your terms of reference – what brief are you working to?
 Decide on the main sections of your report – what instructions have you been
given?
5.2 Main Elements of Report Writing

• Title page
This should include the title of the report (which should give a precise indication
of the subject matter), the author(s)’s name(s), module, and the date.

• Acknowledgements
You should acknowledge any help you have received in collecting the information
for the report, for example from staff in your department, support services or
external companies.

• Contents
You should list all the main sections of the report in sequence with the page
numbers they begin on. If there are charts, diagrams or tables included in your
report, these should be listed separately under a title such as ‘List of Illustrations’
together with the page numbers on which they appear.

• Abstract or executive summary

This should be a short paragraph summarising the main contents of the report. It
should include a short statement of the main task, the methods used, conclusions
reached and any recommendations made.

• Introduction
This should give the context and scope of the report and should include your
terms of reference , State your objectives clearly, define the limits of the report,
outline the method of enquiry, give a brief general background to the subject of
the report..

• Methodology
In this section you should state how you carried out your enquiry. What form did
your enquiry take? Did you carry out interviews or questionnaires, how did you
collect your data? What measurements did you make? How did you choose the
subjects for your interviews?
• Results
Present your findings in as simple a way as possible. The more complicated the
information looks, the more difficult it will be to interpret. Graphs, charts and
diagrams help your reader identify key results and will break the flow of written
text.
• Discussion

This is the section where you analyse and interpret your results drawing from the
information which you have collected, explaining its significance. Identify
important issues and suggest explanations for your findings.

• Conclusions and recommendations

This is the section of the report which draws together the main issues. It should
be expressed clearly and should not present any new information.

• References
. References are normally listed in alphabetical order by the authors' names or in
numerical order.

Appendices
An appendix contains additional related information which is not essential to read
but can be consulted if the reader wishes.

Style of writing
Keep it simple. Avoid sentences that are too long and eliminate unnecessary
jargon. Your tutor will be able to advise whether the report should be written in
the ‘active’ or ‘passive’ voice.
The active voice reads as follows: ‘I recommend ...’ The passive voice reads: ‘It is
recommended that ...’
The active voice allows you to write short, punchy sentences. The passive appears
more formal and considered and is more suitable for academic writing. Avoid
mixing the two voices.

Redrafting and checking

Once you have written the first draft of your report you will need to check it
through. It is probably sensible to leave it on your desk for a day or so if you have
the time. This will make a clear break from the intensive writing period, allowing
you to view your work more objectively. Assess your work by re-reading
particularly focusing on:
• structure,
• content,
• style.

5.3 Types of report writing

1/ Informational reports: These reports provide information about a topic, such as a
product, service, or process.

2/ Analytical reports: These reports present data or information in a structured and

organized manner, often with charts, graphs, or tables, to help the reader understand
trends, patterns, or relationships.

3/ Formal Reports: These are detailed and structured reports written for a specific
audience with a specific objective.

formal reports are typically longer and more complex than other types of reports.

4/ Progress reports: These reports provide updates on a project or initiative, detailing

the progress made and any challenges or obstacles encountered.

5/ Technical reports: These reports provide technical information, such as

specifications, designs, or performance data, often aimed at a technical audience
.
6/ Research reports: These reports present the findings of research conducted on a
particular topic or issue, often including a literature review, data analysis, and
conclusions.

7/ Feasibility Report: A feasibility report assesses the likelihood of achieving

success for a suggested project or initiative.

8/ Business Reports: These reports are used in a business setting to communicate

information about a company’s performance, operations, or strategies. Different types
of business reports include financial statements, marketing reports, and annual reports.
5.4 Significance of report writing
Report writing is a critical skill that can have a significant impact on individuals, and
organizations. In fact, a report by the National Association of Colleges and
Employers found that the ability to communicate effectively, including report writing,
was the most important skill sought by employers.
 Reports provide decision-makers with the information they need to make
informed decisions.
 Effective report writing demonstrates professionalism and attention to detail,
which can help to build trust and credibility with clients.
 Reports can inform planning processes by providing data and insights that
can be used to develop strategies and allocate resources.
 Reports often include recommendations or suggestions for future action,
which can help to improve processes, procedures, or outcomes.