Report writing

Course outline

-Defination

-overview

-Types of Report

-characteristics

-Qualities of a successful report

-Structure /format

Definitions of Reports:
A report describes a study, an investigation, or a project. It purpose is to provide recommendations or
updates and sometimes to persuade the reader to accept an idea. It is written by a single person or a
group who has investigated the issue. It is read by the people who have requested the information.

_According to T Rarichan Communication skill, Lecturer No.17. A report is a formal

communication written for a specific purpose. It includes procedures followed by a collection and
analysis of data, there significance, the conclusions drawn from them, and recommendations if required.

_According to Shearing (1995). Shearing gives an interesting definition that is characteristic of report.
He said that, “a report is like a swimming suit. It covers everything that has to be covered but nothing
else. A swimming suit does not distract from the content by an unnecessary frills", similarly, a report
covers that exact point that needs to be corvered.

_According to Rechard Nordgust. He defines a report as a document that presents information in an

organized format for a specific audience and purpose. Although summaries reports maybe delivered
orally, complete reports are always in the form of written document.

According to Kupper Clippinger. He defines report as organized, objective presentation of

observation, experiences or fact used in decision-making process.

Overall view of report.

From the definitions mentioned or giving by the various expert, it can be safely concluded that a report
is a systematic, well-organized document written for a clear purpose and a particular audience in which
specific information and evidences are presented in a clearly structured format consisting of sections
and headings. The information and evidences are analyzed and there results appilied for solving a
particular problem or issue.

A report document may include: -

1. The record of a sequence of events.

2. Interpretation of the significant of this event or facts.

3. The evaluatiion of the facts or results of reserchers present.

4. Discussion of the outcomes of a decision or course of acton, conclusions and recommendations.

A good report should have the characteristic of accuracy, conciseness, clarity and good format or
structure.

Types of report
Oral and Written report

Basically, report are either oral or in a written form.

Oral reports, involves face-to-face communication. So, the advantage here is that, you can observe the
non-verbal part of communication and evaluate the actual massage. If you are a good observer you can
detect easily that the person is lying to you. However, the disadvantage of oral communication is that
unless it is recorded, it cannot be reproduce. Due to its ephemeral (short-lived) nature, less value is
attached to it in business communication.

On the other hand, written reports, is more accurate and permanent. The reder can skim the
abstract/ information and can refer back to it as and when required. A written reports, in it's printed
form, can be devided further into formal and informal categories. In professional communication, formal
reports are normally in used, and they are further classified as informational, interpretive, and routine.

Informational Reports generally contain only the information colleted or the facts observed. They
present the situation as it is and not as it should be. This means they just quantify the facts and past on
whatever it observed without any concluding remax or recommendations base on the reporter's
judgement.

In the case of interpretive, or analytical reports the facts are present with judgement, evaluation,
data interpretation, the report's conclusions and recommendations for future action.

A Routine report is formally in prescribed form. Often, the repoter does it in the form of simple ticks
or crosses on the boxes provided in a predesigned format.

Performance Appraisal reports, periodic and progress reports, inspections reports ect. Falls under
this category.
Proposal report. A proposal is a variation of problem-solving report. A proposal is a document
prepared to describe how one organization can meet the needs of another. Most government agencies
advertise their needs by issue (given out) request for proposals (RFPs). The RFPs specificise or state the
need and potential supplies prepare repoter telling how they can meet the need.

Scientific repoter. Also laboratory repots are another kind of report, they are common in all the
sciencies and social science, this report are a standard scientific report format describing methods,
results, and conclusions to report on an empirical investigation. In more details and extensive type of
this report is in a research project report for Fourth year honors reserch in postgraduate reports.

Why do we write repoter.

When time is at the premium (insufficient). Report provide an effective and efficient way to
communicate with a large number of people, companies, organization, and community groups all use
report to get information to their people. It is more economical than trying to get all interested parties
together for a meeting and it gives everyone the opportunity to skim over sections that are relevant to
them.

Reports direct, inform, persuade, or try to initiate. They convey information factually, briefly, and
clearly. They are written to present facts about a situatio, project, or process and define and analyze
issue at hand. They provide recommendations or updates and sometimes persuade the audience or
reader to accept an idea. Report inform, argue, investigate, evaluate issues or a situation. They facilitate
planning and decision-making. They are useful for problem solving.

Qualities of a successful report.

1. A successful report should communicate information to show what has been done or to suggest what
should be done.

2. A successful report should provide permanent record of findings, conclusions and recommendations.

3. It should contain accurate(correct) information.

4. Should contain complete information that is organise in a logical (sensible) order

5. Should contain findings that are supported by the information in the report.

6. Lastly, a successful report should make recommendations that are based in the findings.
Characteristics of Reports
1. Time-consuming and costly activity

2. A permanent record

3. A tool for internal communication

4. A report is a self-explanatory document

5. It provide information on and guidance

6. Prepared in writing

7. Systematic presentation of facts is another characteristic of a successful report

8. Complete and compact document

Factors to consider when preparing to write a report

When preparing to write a report, you should be very clear about what you have to do. Study the topic
you have to report on, very carefully. If in doubt ask the person who requested the report plenty of
questions. Such as:

1. What subject matter should the report include?

2. What should I be try to say?

3. Whom am I writing for?

4. How long could the report be?

5. When must the report be completed?

Most times, you will be presented with a question to be investigated. But if you are given just a general
topic, always try to narrow or limit the focus ( scope ), and choose an area that interest you most and
one that has plenty of information on it.

Consider the following aspect or factors of a report

* The purpose

The first thing you should note is that you always have a specific purpose when you write a report. This
makes it easier to start at least you know where you are meant to be going. To determine ( know) the
purpose of your report ask yourself the following questions:
1. Why am I writing this report?

2. Is it to inform, Investigate, evaluate, to provide update, or recommendation, or to persuade, coax,

convince readers to accept an idea?

Next, construct a purpose sentence. I.e. the purpose for which you are writing the report. It can be
written as a statement or question.

Example of a purpose sentence.

To investigate the link between urban (city) migration and the lack of support
for agricultural (farming) activities in the rural areas.

The Audience/Readers
The task (work) you are given to do include your targent audience and should be made clear to you, but
if it does not made clear to you, ask who your audience will be. You need to know if you are writing for
an expert audience, or the general public. Generally speaking, your audience's knowledge of the subject
matter will influence the type of background information on and technical language (register) you use in
your report. Ask the following questions:

1. What do they (audience) know already?

2. What do they need to know?

3. What do they want to know?

If your report is for a general readership (audience), you will need to reflect them in your style writing
itself, and how much explaination of the terms and background you gave. Sometimes it is possible to
provide more detailed content (inflammation) for your expert readers and a general outline for those
who who don't need all the facts and figure

The content/Information
Once you have your purpose sorted out, and you know who your audience will be, the next step is to
decide how much and what type of content( information) you need. Determine(decide) how much
information or content you need to provide balance for the opinions, judgement or advice in your
report.

For example, if your purpose is to investigate a problem you will need to give background information
about the problem then provide details of different solutions that have been attempted and the
evidences of the result. An analytical report may contain the result surveys, an interviews with experts
as well as dates from earlier report. If your purpose include instruction to provide suggestions for
alternative solutions, you will also need to give your recommendations (based on the information in the
body of the report). If you are considered you must ask if your expertise will accepted by itself or if you
have to prove your argument with evidences from other authorities

Style
Once you have established the purpose, audience, content, the style will follow almost automatically. If
you know your report will be read by expart you can skip (avoid) much of the detailed explanation of
terms, background, and so on (since they can know more technical terms or register).

However, If you are writing a report to be used by the general audience, you will need to go into more
details to provide background understand for the topic. You should also use less specialized (technical
words ). Write shorter sentences and paragraphs and use a less formal (official) tone.