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18 Steps Involved in Drafting Reports

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18 Steps Involved in Drafting Reports

Uploaded by

xavi474747
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
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STEPS INVOLVED IN

DRAFTING REPORTS
DRAFTING REPORTS

 Reports generally involve presenting your


investigation and analysis of information or an issue,
recommending actions and making proposals.

 There are many different types of reports, including


business, scientific and research reports, but the
basic steps for writing them are the same. These are
outlined below.
STEPS

• Step 1: Decide on the 'Terms of reference'


• Step 2: Decide on the procedure
• Step 3: Find the information
• Step 4: Decide on the structure
• Step 5: Draft the first part of your report
• Step 6: Analyze your findings and draw conclusions
• Step 7: Make recommendations
• Step 8: Draft the executive summary and table of contents
• Step 9: Compile a reference list
• Step 10: Revise your draft report
Step 1: Decide on the “Terms of
Reference”
To decide on the terms of reference for your report, read your
instructions and any other information you've been given about the report,
and think about the purpose of the report:

 What is it about?

 What exactly is needed?

 Why is it needed?

 When do I need to do it?

 Who is it for, or who is it aimed at?

 This will help you draft your Terms of reference.


Step 2: Decide on the Procedure

This means planning your investigation or research, and how you'll


write the report. Ask yourself:
 What information do I need?
 Do I need to do any background reading?
 What articles or documents do I need?
 Do I need to contact the library for assistance?
 Do I need to interview or observe people?
 Do I have to record data?
 How will I go about this?
Answering these questions will help you draft the procedure
section of your report, which outlines the steps you've taken to carry out
the investigation.
Step 3: Find the Information

• The next step is to find the information you need for your report.
To do this you may need to read written material, observe people
or activities, and/or talk to people.

• Make sure the information you find is relevant and appropriate.


Check the assessment requirements and guidelines and the
marking schedule to make sure you're on the right track. If you're
not sure how the marks will be assigned contact your lecturer.

• What you find out will form the basis, or main body, of your
report – the findings.
Step 4: Decide on the Structure

Reports generally have a similar structure, but some


details may differ. How they differ usually depends on:

 The type of report – if it is a research report, laboratory


report, business report, investigative report, etc.

 How formal the report has to be.

 The length of the report.


Step 4: Decide on the Structure
Depending on the type of report, the structure can include:
 A title page.
 Executive summary.
 Contents.
 An introduction.
 Terms of reference.
 Procedure.
 Findings.
 Conclusions.
 Recommendations.
 References/Bibliography.
 Appendices.
 The sections, of a report usually have headings and subheadings,
which are usually numbered
Step 5: Draft the First Part Of
Your Report
Once you have your structure, write down the headings and
start to fill these in with the information you have gathered so far. By
now you should be able to draft the terms of reference, procedure and
findings, and start to work out what will go in the report’s appendix.

Findings:

The findings are result of your reading, observations,


interviews and investigation. They form the basis of your report.
Depending on the type of report you are writing, you may also wish to
include photos, tables or graphs to make your report more readable
and/or easier to follow.
Step 5: Draft the First Part Of
Your Report

Appendices:

As you are writing your draft decide what information


will go in the appendix. These are used for information that:

• Is too long to include in the body of the report, or

• Supplements or complements the information in the report.


For example, brochures, spreadsheets or large tables.
Step 6: Analyze Your Findings
and Draw Conclusions
The conclusion is where you analyse your findings and interpret what
you have found. To do this, read through your findings and ask yourself:

 What have I found?

 What's significant or important about my findings?

 What do my findings suggest?

For example, your conclusion may describe how the information you
collected explains why the situation occurred, what this means for the
organisation, and what will happen if the situation continues (or doesn't
continue).

Don’t include any new information in the conclusion.


Step 7: Make Recommendations

Recommendations are what you think the solution to the problem is


and/or what you think should happen next. To help you decide what to
recommend:
 Reread your findings and conclusions.
 Think about what you want the person who asked for the report should to do
or not do; what actions should they carry out?
 Check that your recommendations are practical and are based logically on
your conclusions.
 Ensure you include enough detail for the reader to know what needs to be
done and who should do it.
Your recommendations should be written as a numbered list, and ordered
from most to least important.
Step 8: Draft the Executive
Summary and Table of Contents
 Some reports require an executive summary and/or list of
contents. Even though these two sections come near the
beginning of the report you won't be able to do them until
you have finished it, and have your structure and
recommendations finalised.

 An executive summary is usually about 100 words long. It


tells the readers what the report is about, and summarise
the recommendations.
Step 9: Compile a Reference List

This is a list of all the sources you've referred to in the report and
uses APA referencing.

 APA is the abbreviation of the American Psychological Association,


and APA referencing is based on the style of academic writing favoured
by the APA.

APA Referencing:

 Is a system that determines the style and format of your referencing,


i.e. how the references are written.

 Uses a reference list and in-text citations to acknowledge and identify


sources.
Step 10: Revise Your Draft
Report
It is always important to revise your work. Things you need to
check include:

• If you have done what you were asked to do. Check the assignment
question, the instructions/guidelines and the marking schedule to make
sure.

• That the required sections are included, and are in the correct order.

• That your information is accurate, with no gaps.

• If your argument is logical. Does the information you present support


your conclusions and recommendations?
Step 10: Revise Your Draft
Report
• That all terms, symbols and abbreviations used have been explained.

• That any diagrams, tables, graphs and illustrations are numbered and
labelled.

• That the formatting is correct, including your numbering, headings, are


consistent throughout the report.

• That the report reads well, and your writing is as clear and effective as
possible.

You might need to prepare several drafts before you are satisfied.
If possible, get someone else to check your report.
THANK YOU

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