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REPORT WRITING

INTRODUCTION
Upward communication
Written by an individual or a group after
investigation/study of a problem/assessment
of a situation
Submitted to the management for
consideration, decision and action
Report a feedback that the superiors get from
their subordinates
Must be logical and sequential.
Scope and contents guided by the needs of
the management

DEFINITION
A report is the statement of facts and figures
and information either collected or derived. It
is a logical and coherent structuring of
information, ideas and concepts.
In short, it can be said that a business report is
an impartial, objective, planned presentation
of facts to one or more individuals for a
specific business purpose

PURPOSE /OBJECTIVES OF A REPORT


To give information about a companys activities,
progress, plans and problems
To record events for future reference in decision
making
To recommend specific action
To justify and persuade readers about the need for
action in controversial situations
To present facts to the management to help decide
the direction the business should choose
Financial reports

TYPES OF REPORTS
Business Reports
Academic Reports
By Nature
Formal
Informal

TYPES OF REPORTS (contd)


By Purpose
Routine Reports
Progress reports
Inspection reports
Performance appraisal
Periodical reports

Special Reports
Investigation reports
Survey/feasibility reports
First information report
Project reports

TYPES OF REPORTS (contd)


By Content
Informational report It provides all details, facts and
information pertaining to the topic selected for study.
Sequencing information The information can be complied on the basis of,
chronology,
Importance,
sequence /procedure,
category,
alphabetization or
familiarity.

Analytical report
Means study of a problem, analysis of
facts and figures and their interpretation followed by
recommendations or suggestions

Draft problem statement


Evolve criteria
Suggest alternatives and evaluation
Draw conclusions
Make recommendations

Methods of Reporting

Filling in printed forms (routine reports)


Reports over e-mail
Reports in the form of letters
Reports in the form of memos
Formal reports contain all essential elements
of a report

Report Planning

Define the problem and the purpose


Outline the issues for investigation
Prepare a work plan
Conduct research, organise and interpret
Draw conclusions

Some guidelines as to ascertaining objectives of


the report
For whom the report is being written?
What is their level of information and
education?
How much do they already know about the
problem?
Why do they want the report?
What do they want to know and in how much
detail?
How does the reports result help them?

WRITING REPORTS

Terms of Reference
Report Introduction
Report Body
Report close
Formal report - Introduction

Authorisation
Problem
Purpose
Scope
Limitations
Methodology
Sources
Background
Definition of certain terms used in the report
Results of the analysis done
Plan of presentation

REPORT - LAYOUT

Cover and Letter of transmittal


Title Page
Acknowledgements
Table of contents
Executive summary --- synopsis/abstract
Introduction
Discussion/description
Conclusions
Recommendations
Appendices
List of references
Bibliography
Glossary
Index

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