Business
Communication
Report Writing
Focus
Enhancing competency in Report
Writing by familiarizing with the
concept, principles, structure and
techniques of report writing
Objectives
Define concept, types and principles
Explain the purpose
Analyze the steps
Describe data, types, sources and
collection process
Explain quantitative and qualitative
data, analyze and present
Construct an ideal structure
Present report effectively
Report
A report is a document containing
comprehensive information on a
specific subject.
A Report is a formal statement of the
results of an investigation or of any
matter on which definite information
is required.
OED: Cited on p.3, A Guide to Report Writing, Industrial Society, 1978.
Types of Report:
Depending on Tone
Formal
Semi-Formal
Informal
Types of Report:
Depending on Length
Long
Short
Types of Report:
Depending on Objective
Needs Assessment report
Project Feasibility report
Progress report
Monitoring, Evaluation,
Research report
Seven C Principles of Writing
Completeness
Conciseness
Consideration
Concreteness
Clarity
Courtesy
Correctness
Correctness
All
writing should be correct in
terms of right level of language
appropriateness for the reader.
The writer is demanded of
accurate facts, words and
figures.
Courtesy
Writing
should
establish
and
strengthen relationship between the
reader and the writer. The writer
should obviously avoid irritating
expressions, hurt or demean the
dignity of the readers. The writer
should choose non-discriminatory
expressions.
Clarity
Any writing should be able to put
across in such a way that the
readers understand it. Definite
words should be used.
Appropriate words, figures and
real examples are quickly
understood and received by the
readers.
Consideration
Information
in any writing should
be prepared by keeping the
readers in mind. The writer
should put herself/himself in the
place of the readers while
writing.
Conciseness
Conciseness is keeping the writing
within fewest possible paragraphs
without sacrificing the objectives of
the writing. This contributes to
eliminate unnecessary information. A
good writing includes only relevant
information, and avoids repetitions.
Completeness
Writing consists of facts or information
that readers need. Complete information
more likely brings desired results for the
readers. Completeness prevents the
chance of costly information missing.
Before writing anything, listing of all
possible information to be asked by the
readers, provides an opportunity for the
writer to make the writing complete.
Concreteness
Concreteness principle suggests
that writing should be specific,
vivid and definite. All relevant
facts and figures should be
leading to achievement of the
objective of the writing.
Why write a report?
To inform or explain
To transmit ideas or information, facts
or findings
To research or define a problem and
draw a conclusion about it
To make recommendations about
ways of doings things, making
improvement or changes
To record information for other people
Readers Need Analysis
Reader (who
are they?)
Existing
Knowledge
(what they
already know)
The gap in
knowledge
(what they
dont know,
but they want
to know)
how do they
want to use
the
information?
1.
1.
2.
3.
1.
2.
3.
1.
2.
3.
2.
1.
2.
3.
1.
2.
3.
1.
2.
3.
3.
1.
2.
3.
1.
2.
3.
1.
2.
3.
How do I consider the audience?
As you write, ask yourself:
Why have they asked for a report?
What do they need to know?
How will they use the report?
Data and information
Data are facts expressed in number
(quantitative) or in description
(qualitative)
Data are of two types: primary and
secondary
Information are summarized date
Summaries are derived after data
are analyzed and interpreted
Stages of Report Writing
There are four stages in writing a
report.
outlining
drafting
revising and editing
presenting
Steps in writing report
Define the purpose
Define the readers
Define sources of data
Gather and analyze data
Decide recommendations
Decide key inclusion points
Decide the best order
Decide the best structure
Steps in writing report contd.
Select data to support points
write the report
prepare tables and graphs
edit and proof-read report
write executive summary
format report professionally
make title page
make table of contents
Structure of report
Title
Introduction
Acknowledgements
Main body
Contents
Conclusion /
Recommendation
List of Illustration
Appendices
List of Abbreviations
Bibliography
and Acronyms
Summary / Abstract
Glossary
Executive summary
The Executive Summary is designed
to give the busy executive a brief
overview of the report. The
Executive Summary includes:
a statement of purpose
a brief description of what has been
done in this report.
a summary of the findings
a recommendation
Abstract
An abstract is a brief statement
which outlines the report in full;
what was done, achieved, decided
and concluded.
An abstract is about half a page in
length. Sometimes a word limit is
given. This can range from 50-300
words.
Sample format of a short report
A little page
An introduction
Sections with headings in the body
Conclusion
Recommendations (when
required)
Title page
Training Completion Report
FELLOWSHIP TRAINING II-2
for the JSPR/JICA
Submitted to
Pacific Consultants International (PCI)
7-5 Sekido 1-Chome, Tama-Shi, Tokyo-206, Japan
Submitted by
BRAC Afghanistan
House 45, Lane 4, Baharistan, Kart-e-Parwan,
Kabul
27 June 2006
List of Annexure
List of Annexure
Annex 1: Schedule of the Training Program
21
Annex 2: List of Participants
23
Annex 3: Hopes of the Participants from Training
24
Annex 4: Training Norms set by the Participants
25
Annex 5: Outputs Produced by Participants
26
Annex 6: Pre & Post Assessment Questionnaire
35
Annex 7: Individual Performance of Participants on
Pre and Post-Assessment
37
Annex 8: JSPR Ex-ante Evaluation (before) and Evaluation
and Feedback (after) questionnaire
38
Annex 9: Analysis of Self-evaluation on Major Four Areas of the Training
42
Annex 10: Top Sheet of Course Evaluation by the Participants
43
List of Illustrations
List of Illustrations
List of Tables
Table 1: Sex Distribution of Participants
Table 2: Affiliation of Participants
Table 3: Previous Training Experience on PCM
Table 4: Results of Pre and Post Course Assessment
12
Table 5: Analysis of Post Assessment by Answers
13
Table 6: Overall Evaluation
16
Box 1: Rating Indicators
17
List of Graphs
Graph 1: Participants' Rating on Course Evaluation
18
Planning a report
The planning stage of report writing is
the most time-consuming. If the report
is not properly planned, you can waste
valuable time and risk producing a
report that does not meet your
objectives. The following steps are a
suggested set of guidelines for
effectively planning your report.
Steps for planning a report
Step 1:
Define the problem and the purpose of the r
eport
Step 2: Define the audience
Step 3: Determine the ideas to include
Step 4: Collect the information
Step 5: Sort and evaluate the information
Step 6: Organize the information
Step 7: Prepare the outline
Before Presentation
Collect all relevant information
(participants background, time,
environment, presentation
aid/materials, venue, etc.)
Well preparation: practice/rehearse
Preparation of Handouts/ materials
Maintain dress code
Be self confident and have positive
attitude
During Presentation
Greetings, introduction (person & content)
and relationship build-up
Mind your standing position & dont block
visual aids
Apply appropriate body languages (eye
contact, mannerism, voice modulation,
posture gesture )
Use simple, short and audience centered
languages
During Presentation contd.
Give/set some relevant live examples
Engage and involve participants
Visualize things: avoid tiny, invisible
handwriting and spelling mistake
Be cheerful, smile faced and humorous
Manage time, participants and difficult
situation effectively
Be bias free and never hurt anyone
During Presentation contd.
Be
patient to hear from the participants
Have some energizers when and where
require
Manage questions and answers properly
Summarize or synthesize the
presentation
Dont feel nervous for criticism, say
sincerely for unknown & discuss later on
After Presentation
Get reflection from the participants
Give thanks and recognition for their
cooperation.
Remember success of any
presentation depends on changing of
participants attitude.
Editing
The purpose
have you clarified your purpose?
have you identified your readers
need/ characteristics?
Information
have you included the main points?
are points supported by evidences?
is the information relevant to the
purpose?
Format
Is there the balance between sections?
Do the most important items have the
most space?
Is it easy to find information in the
report?
Are headings and numbering clear?
Is it logical/ easy to follow?
Accuracy
are there spelling mistakes?
do the figures add up?
are the references correct, in the
text and at the end?
are abbreviation consistent?
Presentation
is the layout appealing?
does it highlight important
points?
Language
Is it clear direct and 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?
