Introduction to Report Writing

Course Content
Introduction to Report Writing – Definition and overview
Types of Reports
Relevance of report writing
Report writing format
Report writing steps
Report writing skills
Report presentation skills
Organizing and conducting user workshops
Review of samples of written reports
Practical writing of a report by learners
Learning Objectives
By the end of the unit, you should be able to;
Understand the purposes of a report
Plan a report
Understand the structure of the report
Collect information for the report
Organize your information
Use an appropriate style of writing
Present data effectively
Understand how to lay out information in an appropriate way
REPORT -Definition
• A report is an abstract or summary that provides a synopsis of an
occurrence or event or a means to convey some information to others.
• It is any informational work made with an intention to relay information or
recounting certain events in a presentable manner. Or an organized, factual,
objective presentation of information. Organized –report follows a
systematic pattern. Objective should not be influenced by personal feelings.
• A report is a written document that summarizes the findings of an inquiry,
project, policies or activities.
• The term “Report” is derived from the words “port” which means to carry
and “re” repetition.
• In Military the report was carried back from the fighting army to the
leaders to assist then in making judgements regarding the next step.
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 Report
 A report is an opportunity for project implementers to inform themselves & others (stakeholders, partners,
donors, etc.) on the progress, problems, difficulties encountered, successes & lessons learned during
implementation of programs & activities
 Why is Reporting Essential?
 Reporting enables the assessment of progress & achievements & helps focus audiences on the results of
activities, enabling the improvement of subsequent work plans.
 „ Reporting helps form the basis for decision making & learning at the program level. „
 Reporting communicates how effectively & efficiently an NGO is meeting its objectives.
 Elements of a Good Report
A good report: „
• Focuses on results & accomplishments „
• Assesses performance over the past reporting period, using established indicators, schedules, baselines &
targets
• States explicitly whether & how much progress or results surpassed, met, or fell short of expectations & why
Specifies actions to overcome problems & accelerate performance, where necessary „
• Explains the influence of comparative performance by objectives on the resource request
REPORT -Definition
Reports have two purposes
1) To share information with other people
2) To keep a record of events and decisions
Reports are used in various sectors, science, healthcare, criminal justice,
business and academic.
• NB: Report is comprehensive document and covers all aspects of the
subject matter.
• Reports are often conveyed in writing, speech, television, or film.
• Report is an administrative necessity.
• Most official form of information or work are completed via report.
• Report is always written in a sequential manner in order of occurrence
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TYPES OF REPORTS
1. Informal reports
2. Formal reports

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Informal Reports
The informal report functions to inform, analyze, and recommend.
• It usually takes the form of a memo, letter or a very short international
document like a monthly financial report, monthly activities report, research
and development report, etc.
• This report differs from the formal report in length and formality.
• It is written according to organization style and rules, but usually does not
include the preliminary (front) and supplemental (back) material.
• The informal report is usually more controversial in tone and typically
deals with everyday problems and issues addressed to a narrow readership
inside the organization

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Formal Reports
• The formal report is the collection and interpretation of data and
information.
• The formal report is complex and used at an official level.
• It is often a written account of a major project.
• Examples of subject matter include new technologies, the advisability of
launching a new project line, results of a study or experiment, an annual
report, or a year old review of developments in the field
• They can be categorized as:
Informational reports
Analytical reports
Recommendation reports
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Informational Reports
Informational reports present results so readers can understand a particular
problem or situation.
• Example: Manager of a city’s website might prepare an informational
report for the city council; the report would provide statistics on the number
of people who pay their city water and sewage bills online etc.
• Informational reports might:
 Present information on the status of current research or of a project.
Present an update of the operation in your division.
Explain how your organization or division does something.
Present the results of a questionnaire or research.

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Analytical Report
This type goes a step beyond presenting results. Analytical reports present
results, analyze those results, and draw conclusions based on those results.
• These reports attempt to describe why or how something happened and
then to explain what it means.
• Like informational reports, analytical reports can be formal or informal.
• Explain what cause a problem or situation – Present the results of a traffic
study showing accidents at an intersection – the report explains what it
means.
• Explain the potential results of a particular course of action.
• Suggest which option, action, or procedure is best.

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Recommendation Report
This type advocate a particular course of action. This usually present the
results and conclusions that support the recommendations.
• This type is identical to analytical report.
• For example, your analytical report suggests using treatment X is more
efficient than treatments Y and Z. However, that does not mean that you will
use treatment X as cost and other considerations might recommend treatment
Y.
• What should we do about a problem?
• Should we or can we do something?
• Should we change the method or technology we use to do something?

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Preparatory Steps Report Writing
• Identifying the purpose and scope
• Knowing the audience.
• Gathering Information
• Organizing the data
• Sketching out an outline
Tips for Making a good Report
• Submit the report by the deadline
• Make a good impression from the cover
• Make it free from typographical and formatting errors
• Clearly define the purpose and scope
• Give substantial description of the body
• Reveal the results obtained by adequate summary and set of
conclusions
• Structure it to facilitate selective reading
• Construct a logical argument and follow it up consistently and
coherently
• Create an overall impression of authenticity, thoroughness, reliability
and accountability.
 Checklist for ensuring effective evaluation reports
1. Provide interim and final reports to intended users in 10. List both strengths and weaknesses of the
time for use evaluation
2. Tailor report content, format, and style to audience(s) 11. Discuss recommendations citing pros and
3. Executive summary. Summarize description of cons; and resource implications.
stakeholders and their engagement 12. Ensure protections for program clients and
4. Describe essential features of the program (e.g., in other stakeholders
appendices) 13. Anticipate how people or organizations might
5. Explain the focus of the evaluation and its limitations be affected by the findings
6. Include an adequate summary of the evaluation plan 14. Present minority opinions or rejoinders where
and procedures necessary
7. Provide all necessary technical information (e.g., in 15. Verify that the report is accurate and unbiased
appendices) 16. Organize the report logically and include
8. Specify the standards and criteria for evaluative appropriate details
judgments 17. Remove technical jargon
9. Explain the evaluative judgments and how they are 18. Use examples, illustrations, graphics, and
supported by the evidence
stories.
 Report Structure/Format
Section Purpose Description
Title and Briefly describes what the Clear, brief and relevant to the content. This announces or re-
The Title Page report is about announces the subject-matter, the writer(s) of the report, the
occasion and, possibly, the purpose and target of the report. It
should also carry the month and year of the report.
Introduction Defines the purpose and This gives essential background information to enable the reader
scope of the report. to understand the context of the report. It focuses on, and
perhaps defines, any key words. It should also outline how the
report is organized.

Main body, Presents a description, and The main body of a report should be divided into sections under
e.g. sometimes data, that headings and possibly sub-headings. Normally you will need to
Discussion, includes all the relevant devise your own headings as appropriate to your report – don’t
Methods information required to use ‘Main body’ as a heading! Each section should have its own
Results, Data, meet the purpose of the purpose and be organized around a key aspect of the description.
Findings report. Where appropriate, evidence and examples should be used to
support the points you make.
 Report Structure/Format
Section Purpose Description
Conclusion(s Summarizes in a few Conclusions should refer back to the purpose of the
) sentences the main report, as stated in the Introduction. No new
points made in the information should be introduced at this stage.
report. Conclusions are drawn from what has gone before.

References References to any For an OU TMA your references should include

sources that have reference to the module material as well as to any
informed your answer external sources that you have used.

Appendices Appendices may be Appendices should be referred to in the main body of

asked for to support text, if they are not then it will not be clear why they
your answer are there.
 Minutes Writing
Minutes are written records of the proceedings of a meeting.
Minutes include
• Heading – show the convenors of the meeting, venue, date and time.
• Members present – list all the members present starting with the chairperson,
secretary and treasurer.
• Absent with apologies – list names of members who are absent but asked for
permission to be away, that is they sent apologies.
• Absent without apologies – list names of members who are absent but did not
send apologies.
• In attendance – sometimes guests or experts are invited. Such guests' names are
listed here.
• Agenda (Agendum) – numbered list of items to be discussed during the meeting
 Minutes Writing
• Minute – Each minute represents a topic of discussion. These are numbered in
a special way. They are bolded(optional) and underlined as below. First write
Min followed by full stop, minute number, stroke (month), stroke year, then
full colon if the meeting occurs monthly. For annual general meetings (AGM)
Min. minute number stroke year.
• MIN. 01/04/2024: Preliminary
• MIN. 02/04/2024: Confirmation and Reaction to Previous Minutes
• MIN. 03/04/2024: First Agendum
• MIN. 04/04/2024: Second Agendum
NB Minutes are always written in past tense and should be clear and precise.
Remember to use active or specific and not passive or vague phrases. For
example use; members agreed, the chairman requested, the members resolved,
suggested
SAMPLE OF MINUTES
MINUTES OF THE WILDLIFE CLUB MEETING HELD ON 16 TH APRIL 2024 IN
TAIFA HALL BOARDROOM AT 2PM
Members Present
1. Dennis Muraguri - Chairperson
2. Bill Clinton - Treasurer
3. Gracy Mutinda - Secretary
4. Jackline Chepkorir - Member
5. Damaris Obiero - Member
6. Brian Muhia - Member
7. Monica Nasicho - Member
Members Absent With Apology
8. Brenda Jepkorir - Member
9. Meshack Kipruto - Member
Members Absent Without Apology
10. Jojo Namatsi - Member
SAMPLE OF MINUTES
In Attendance
1. Vane Bosibori - Matron
2. Jokmabil - Club Sponsor
Agenda
3. Preliminaries
4. Confirmation of minutes of previous meeting
5. Trip to the National Park
6. Transport
7. Meals and accommodation
8. AOB
 SAMPLE OF MINUTES
MIN. 01/04/2024: Preliminaries
The Chairperson called the meeting to order at 2pm. He requested Monica to
offer prayers. After the prayers, the Chairman gave opening remarks and
encouraged members to actively participate in club activities.
MIN. 02/04/2024: Confirmation and Reaction to Previous Minutes
The secretary read minutes of the previous meeting which were confirmed by
Damaris Obiero as true reading of the matters previously discussed. This was
seconded by Brian Muhia.
MIN. 03/04/2024: Trip to the National Park
The chairperson informed members that the trip to Tsavo National Park had
been confirmed. The secretary reported that all members going for the trip had
given in their signed permission letters from parents.
 SAMPLE OF MINUTES
MIN. 04/04/2024: Transport
The secretary informed members that the Matron Madam Vane Bosibori and Club
Sponsor Mr. Jokmabil jointly contributed the full transport cost.
MIN. 05/04/2024: Meals and Accommodation.
The Secretary informed members that the amount of money contributed by the
members for the trip would adequately cater meals and accommodation at the Nomad
Palace Hotel.
MIN. 06/04/2024: A.O.B
The chairperson requested all members to carry enough personal effects and some
money for any emergency.
MIN. 06/04/2024: Adjournment
There being no any other business, the meeting was adjourned with a prayer from
Jackline Chepkorir. The next meeting will be held on 5th May 2024, at the same venue
 SAMPLE OF MINUTES
Minutes Confirmation
For purposes of ownership, the minutes need to be confirmed by the
chairperson, and indication of the person who prepared the minutes as shown
below. Hard copies need to bear official stamp.
Minutes Prepared By: Minutes Confirmed By:
Name …………………… ……………………….
Designation …………………… ………………………..
Signature …………………… ………………………..
Date …………………….. ………………………
Action Plan
Gap Action Responsible Person Timeline Progress Follow-up
Whatever You are doing always be Passionate About It and give it your best, so many people are yearning for
such opportunity
Thank You
Kongoi
Ni Muvea
Erokamano
Ashey
Wi Mwega

Q& A session