Report writing

An orderly and objective communication of factual information that serves a

business purpose.OR

A report is a prepared account of what happened, about a particular event,

presented in formal and organized format backed with statistical evidence.

It may be a single report or a series of them.

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Academic Report:

Academic reports are usually detailed and in most cases targeting academicians. They are of high content and the producer and the reader are at the same level or a little different.

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Professional Report: Professional reports are for informing and

persuading people as well as initiating change

They may be detailed depending on the targeted audience/taste of the sponsor.

In most cases they have a mixed audience of those who may understand the in-depth of the subject content and non technical people like the decision-makers.

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A report must meet the needs of the readers and answer the questions in their minds

A report must be at the right level for the readers. Some readers have an in-depth knowledge of the subject while others may be decision-makers without specialized, technical knowledge

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A report must have a clear, logical structure-with clear signposting to show where the ideas are leading

A report must give a good first

impression. Presentation is very important

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A report must not make assumptions about the readers’ understanding.

All writers need to◦ apply the ‘so what’ test◦ explain why something is a good idea

Reports must be written in good English◦ using short sentences with correct grammar

and spelling Reports should have a time reference

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1. Define your aim 2. Collect your ideas 3. Select the material and decide how to

show the significance of your facts4. Structure your ideas 5. Start on report writing

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Title Introduction Main Body Conclusion and Recommendations Appendices

Chapter 11 - 10

The “You” Attitude

Level of Formality

Chapter 11 - 11

Complete

Clear

Documented

Accurate

Balanced

Logical

Chapter 11 - 12

•AuthorizationAuthorization

•Scope of CoverageScope of Coverage

•Sources or MethodsSources or Methods

•LimitationsLimitations

•Problem or PurposeProblem or Purpose

•BackgroundBackground

•DefinitionsDefinitions

•OrganizationOrganization

Chapter 11 - 13

Explanations of problem or opportunityExplanations of problem or opportunity Facts, statistics, and trendsFacts, statistics, and trends Results of studies or investigationsResults of studies or investigations Discussion and analysis of actionsDiscussion and analysis of actions Pros and cons, costs and benefitsPros and cons, costs and benefits

Chapter 11 - 14

Procedures or steps in a processProcedures or steps in a process Methods and approachesMethods and approaches Criteria for evaluating optionsCriteria for evaluating options Conclusions and recommendationsConclusions and recommendations Information and evidence for supportInformation and evidence for support

Chapter 11 - 15

•RecommendationsRecommendations•Action PlansAction Plans

•Conclusions Conclusions •SummarySummary

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A checklist to use while editing a reportlooks at 7 areas.

1. The purpose Have you clarified your purpose? Have you identified your readers' needs

and characteristics?

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2. Information Have you included the main points? Are these points supported by evidence? Is the information relevant to the purpose?

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3. Accuracy Are there spelling mistakes? Do the figures add up? Are the references correct, in the text and

at the end? Are all sources of information listed in the

References section? Are abbreviations consistent?

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4. Images Are images clear?5. Format Is the report easy to follow? Are headings and numbering clear? Are the arguments followed through? Is it logical/easy to follow? Is the font and style consistent for the

different levels, body, tables and graphics?

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6. Language Is it clear, direct, easy to read? Will the readers understand it? Will its tone help you achieve the purpose? Can unnecessary words/phrases be

deleted? Is the grammar/punctuation correct? Is there any repetition?

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7. Presentation Is the layout appealing? Does it highlight important points?

Infinitive phrase: "To measure the effect of radio spot advertising on X company sales"

Question: "What are the effects on X company sales of radio spot advertising?"

Declarative statement: "Company X wants to know how a spot advertising campaign will affect its sales."

Primary◦ Observation◦ Experiments◦ Surveys

Telephone Mail/Email Web surveys Interviews

(personal, expert)

◦ Company records (raw data)

Secondary◦ Library◦ Online◦ Company

records (interpreted data)

Report the facts as they are. Draw conclusions only when appropriate. Do not interpret lack of evidence as proof

to the contrary. Be sure your data are comparable. Be sure you draw only logical conclusions. Be sure the data are reliable and

representative. Give attention to all important facts. Tailor your claims to your data.

Q. A study produced data that showed United States college students to be far behind their comparable groups in European countries. The conclusion was made that the educational systems in these European countries are superior to that in the United States.

A. The education systems are not comparable. The United States is committed to a system of educating the masses. Many of the other countries maintain a system of highly selective education.

Put the report in context with your beginning and ending.

Be objective.◦ Believability◦ Impersonal vs. personal writing

Maintain a consistent time viewpoint. Use smooth transitions. Maintain interest.

A good beginning . . .– states the subject of the report– reveals what kind of data it is based upon– indicates its likely significance to the reader

A good ending . . .–may summarize; or summarize and interpret; or

summarize, interpret, and recommend—depending on the reader

–must make the informational “gist” clear–must make the contents’ significance clear

Select words carefully. Watch the rhythm of expression. Stress content over techniques. Be complete without using more words than

necessary.

Little need for introductory information Predominance of direct order More personal writing style Less need for a structured coherence plan

“We are drowning in information, while starving for wisdom. The world henceforth will be run by synthesizers, people able to put together the right information at the right time, think critically about it, and make important choices wisely.”--E. O. Wilson, Pulitzer Prize Winner

Professor, Harvard University