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1report Writing

The document outlines the key aspects of writing an effective report, including defining a report, its common functions, and characteristics. It describes the typical structure of a report, which includes sections like the title page, table of contents, introduction, discussion, conclusions, and recommendations. The document also details the three stage process of planning, writing, and formatting a report. In the planning stage, the purpose, audience, parameters, and information gathering are defined. The writing stage includes drafting the body with sections like the introduction, discussion, conclusions, and recommendations. Supplementary materials like the title page and bibliography are also compiled. Finally, formatting, revising and proofreading are conducted.

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TahaKhan
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47 views

1report Writing

The document outlines the key aspects of writing an effective report, including defining a report, its common functions, and characteristics. It describes the typical structure of a report, which includes sections like the title page, table of contents, introduction, discussion, conclusions, and recommendations. The document also details the three stage process of planning, writing, and formatting a report. In the planning stage, the purpose, audience, parameters, and information gathering are defined. The writing stage includes drafting the body with sections like the introduction, discussion, conclusions, and recommendations. Supplementary materials like the title page and bibliography are also compiled. Finally, formatting, revising and proofreading are conducted.

Uploaded by

TahaKhan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Report Writing Process

What is a report?
A report is a structured written
presentation directed to interested
readers in response to some specific
purpose, aim or request.

Function
There are many varieties of reports,
but generally their function is to give
an account of something, to answer a
question, or to offer a solution to a
problem.

Characteristics of an effective
report
An effective report is:
appropriate to its purpose and
audience;
accurate;
logical;
clear and concise; and
well organised with clear section
headings.

Report structure
One important advantage that a
report has over other written
communication is that it follows a
standardised format. This enables
readers to find and focus on specific
pieces of information. Most reports
are modeled on the following
structure (modified where necessary).

Report structure continued

Transmittal document (not common)


Title page
Table of contents
Abstract/Executive Summary
Introduction
Discussion
Conclusions
Recommendations
Bibliography
Appendix

Procedure for report writing


The following is a suggestion as to how
you might proceed in compiling and
presenting a report. There are three
stages:
Planning including brainstorming
issues
Writing
Formatting, revising and proof-reading

Stage One: Planning


Defining the purpose.
Read the brief carefully
identify key words
make sure you know what's really
being asked

Stage One: Planning continued


2. Defining the audience
determine your audience's level of
understanding
determine what your audience needs
to know

Stage One: Planning continued


3. Establishing parameters
determine the scope and level of
detail required
determine the length of the report and
what can be covered in that length

Stage One: Planning continued


4. Gathering information

make sure the information you


gather is relevant, contemporary and
factually correct
make sure that you transcribe facts
and figures correctly

Stage Two: Writing


Write the report in three stages:
Write the body
Write the abstract/executive
summary
Write/compile the supplementary
material

1. Writing the body


There are four components of the body of the report: the
introduction, the discussion, the conclusion and the
recommendations.
Introduction
The introduction leads into the main subject matter by giving
the necessary background of the report, its aims, scope,
limitations, approach, intended audience, possible benefits and
any instructions that may be useful for the reader. If specialist
terms are used in the report, define them clearly.
It puts the discussion in perspective, explains why the report is
necessary and gives background information on the subject
matter. (1-2 pages)

1. Writing the body continued


Discussion:
The discussion is the main body of the report.
Use headings and sub-headings. It describes,
analyses, interprets and evaluates the
procedures, data, findings, relationships,
visual material, methodology and results in
the report. This material should be presented
in an order that leads logically towards the
conclusions and recommendations.

1. Writing the body continued


In writing the discussion section of the
body, you should:
organize material logically
use clear, concise language
give concrete examples!!!

1. Writing the body continued


Conclusion
Conclusions are drawn from evidence, analysis,
interpretation and evaluation presented in the
discussion. No new material should be
introduced; the conclusions should follow
logically from the Discussion.
The Conclusions section should give:
Conclusions
Key points
Main findings

1. Writing the body continued


Recommendation
The Recommendation section (when used - not
all reports give recommendations) should
present your informed opinions, suggestions,
possible actions to be taken, applications and
recommendations arising from a rational
consideration of the discussion and conclusions.
Be definite
Be perceptive
Be imaginative
Be rational

2. Abstract/executive summary
Once the body of the report is written, write the abstract.
The abstract (also known as the Executive Summary) is a
concise summary presentation of the essential elements of
the report, from the introduction through to and including
the recommendations. It should be independent (can be
read on its own), comprehensive (covers all the main
points), clear and concise. As a general rule it should be
short, only half a page in length of the report, and should
be written in full sentences and paragraphs. It should
include a summary of the following:
Purpose
Scope
Achievements
Main points
Conclusions
Recommendations

3. Writing the supplementary


material
Transmittal document
The transmittal document is not part of
the report, but accompanies the report.
In letter or memo, it personalizes the
report for a specific reader and calls
attention to those items or sections in
the report which are of particular
interest to that person.

3. Writing the supplementary


material continued
Title page identifies the report with the
following information:
Title
Author's name, position and
qualifications
Place of origin
Date

3. Writing the supplementary


material continued
Table of contents
The table of contents shows the section
titles and major headings listed in order
of appearance and indicates page
locations. Standard page numbering
begins with the Introduction. The
Abstract or Executive Summary is
usually numbered with lower case
Roman numerals (i, ii, iii, iv, etc.)

3. Writing the supplementary


material continued
Bibliography
The bibliography lists all publications
either cited or referred to in preparing
the report. Use the Referencing System
recommended by your Institute.

Stage Three: Formatting,


revising and proof-reading
Apply the following "report checklist"

Have I fulfilled the purpose of the report?

Is it written at a level appropriate to its audience?

Are its facts correct?

Is it comprehensive?

Is all the included information relevant?

Are the layout and presentation well thought out?

Is the style clear, concise and professional?

Does the abstract summarise?

Does the introduction adequately introduce the discussion?

Is the discussion organised logically?

Does the conclusions section interpret, analyse and evaluate?

Are the recommendations reasonable?

Does the table of contents correspond with the actual contents? Are
page numbers correct?

Have I acknowledged all sources of information through correct


referencing?

Have I checked spelling, grammar and punctuation?

Have I carefully proof-read the final draft

Your report needs to clearly link


recommendations with facts

This is used when you want to show


what proportion of the total a
particular
result numerical
forms part of.- Pie
How
to present

chart

Histogram
A histogram is a representation of the
results in a graphical form. You have
probably seen many histograms.
Histograms show the distribution of
results.

Histograph

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