What is report writing?

Definition: A report is a vital part of the business and the academic worlds. The writing a report involves gathering and analyzing information, and then presenting it appropriately to a target audience. Report writing is an essential skill for professionals. A report aims to inform, as clearly and succinctly as possible. A report should generally include the following sections. (Some Sections marked are essential: others are optional depending on the type, length and purpose of the report.) Introduction: Report writing is an essential skill for professionals in almost every field: accountants, teachers, graphic designers, information scientists (the list goes on). Thats one of the reasons why your lecturers will almost certainly require you to write reports during your period of study at the University of Canberra. A report aims to inform, as clearly and succinctly as possible. It should be easy to read, and professional in its presentation. Exactly what you include in your report and how you present it will vary according to your discipline and the specific purpose of the report. Here we give some general guidelines, but you should check with your lecturer for more detail on what is expected. A report should generally include the following sections. (Some Sections are essential: others are optional depending on the type, length and purpose of the report.)

Letter of transmittal Title page Table of contents List of abbreviations and/or glossary Executive summary/abstract Introduction Body Conclusion Recommendations Bibliography Appendices.

Essential Headings: Letter of transmittal Table of contents

List of abbreviations and/or glossary Executive summary/abstract Recommendations Bibliography Appendices.

Optional Section: Title page Introduction Conclusion Body Letter of transmittal: This is a letter to the person who commissioned the report, in which you effectively hand over your work to that person. Include: A salutation (e.g. Dear Ms. Podolinsky) The purpose of the letter (e.g. Here is the final version of the report on Underwater Welding which was commissioned by your organization.) the main finding of the report any important considerations an acknowledgement of any significant help An expression of pleasure or gratitude (e.g. Thank you for giving us the opportunity to work on this report.) Title page: This must contain: the report title which clearly states the purpose of the report full details of the person(s) for whom the report was prepared full details of the person(s) who prepared the report the date of the presentation of the report Table of Contents: (Usually only if the report is longer than, say, ten pages) This is a list of the headings and appendices of the report. Depending on the complexity and length of the report, you could list tables, figures and appendices separately. Make sure the correct page numbers are shown opposite the contents. Up-to-date word processing packages can generate a table of contents for you. Abbreviations and/or glossary: If necessary, you should provide an alphabetical list of the abbreviations you have used in the report, especially if they may not be familiar to all readers of the report. If you have used a lot of technical terms, you should also provide a glossary (an alphabetical list of the terms, with brief explanations of their meanings).

 Acknowledgements (if appropriate): This is a short paragraph thanking any person or organization which gave you help in collecting data or preparing the report. Abstract (Summary or Executive Summary) An abstract is quite different from an introduction. It is a summary of the report, in which you include one sentence (or so) for every main section of your report. For example, you can include: the context of the research the purpose of the report the major findings (you may need several sentences here) the conclusions the main recommendations Write the abstract after you have written the report. Introduction: Give enough background information to provide a context for the report. State the purpose of the report. Clarify key terms and indicate the scope of the report (i.e. what the report will cover). Body: The content of the body depends on the purpose of the report, and whether it is a report of primary or secondary research. A report of primary research (based on your own observations and experiments) would include: Literature review (what other people have written about this topic. See our webpage for hints on writing a literature review). The literature review should lead towards your research question. Method (summaries what you did and why). Use the past tense. Findings or results (describes what you discovered, observed, etc., in your observations and experiments). Use the past tense. Discussion (discusses and explains your findings and relates them to previous research). Use the present tense to make generalizations. A report of secondary research (based on reading only) would include: Information organized under appropriate topics with sub-headings. It is unlikely that your report will discuss each source separately. You need to synthesize material from different sources under topic headings. Analysis/discussion of the sources you are reporting. Conclusion: Sum up the main points of the report. The conclusion should clearly relate to the objectives of your report. No surprises please! (That is, dont include new information here.) Recommendations (if appropriate) These are suggestions for future action. They must be logically derived from the body of your report. Appendices:

An appendix contains material which is too detailed, technical, or complex to include in the body of the report (for example, specifications, a questionnaire, or a long complex table of figures), but which is referred to in the report. Appendices are put at the very end of the report, after everything else. Each appendix should contain different material. Number each appendix clearly.

What are the characteristics of report writing?

1. Complete and Compact Document: Report is a complete and compact written document giving updated information about a specific problem. 2. Systematic Presentation of Facts: Report is a systematic presentation of facts, figures, conclusions and recommendations. Report writers closely study the problem under investigation and prepare a report after analyzing all relevant information regarding the problem. Report is supported by facts and evidence. There is no scope for imagination in a report which is basically a factual document. 3. Prepared in Writing: Reports are usually in writing. Writing reports are useful for reference purpose. It serves as complete, compact and self-explanatory document over a long period. Oral reporting is possible in the case of secret and confidential matters. 4. Provides Information and Guidance: Report is a valuable document which gives information and guidance to the management while framing future policies. It facilitates planning and decision making. Reports are also useful for solving problems faced by a business enterprise. 5. Self-explanatory Document: Report is a comprehensive document and covers all aspects of the subject matter of study. It is a self-explanatory and complete document by itself. 6. Acts as a Tool of Internal Communication: Report is an effective tool of communication between top executives and subordinate staff working in an organization. It provides feedback to employees and to executives for decision making. Reports are generally submitted to higher authorities. It is an example of upward communication. Similarly, reports are also sent by company executives to the lower levels of management. This is treated as downward communication. In addition, reports are also sent to shareholders and others connected with the company. It may be pointed out that report writing / preparation acts as a backbone of any system of communication. 7. Acts as Permanent Record: A report serves as a permanent record relating to certain business matter. It is useful for future reference and guidance.

Technical report writing:

Definition: Technical reports are today a major source of scientific and technical information. They are prepared for internal or wider distribution by many organizations, most of which lack the extensive editing and printing facilities of commercial publishers.

A technical report (also: scientific report) is a document that describes the process, progress, or results of technical or scientific research or the state of a technical or scientific research problem.
The formal technical report contains a complete, concise, and wellorganized description of the work performed and the results obtained.

General characteristics of technical report: Following are some of the chief characteristics for a good technical report. Factual details: The report should be very detailed and factual. The point of the report is to go into details, the kind of details your specific audience needs. Documentation: When you use borrowed information in your report be sure to cite it. Realistic audience and situation: The report must be defined for a real audience in a realistic situation. Technical content: You must write for a non-specialist, so that a common man can also understand.

Progressive report writing: Definition: A progress report provides information on the status of an undertaking. It is typically produced at set intervals over the duration of a project. The length of a progress report varies, depending on the type of project, the frequency of reports, and who is reading the report. Importance: "Reports can fulfill four different, and sometimes related, functions. They can be used as controls to ensure that all departments are functioning properly, to give information, to provide an analysis, and to persuade others to act." (H. Dan O'Hair, James S. O'Rourke, and Mary John O'Hair, Business Communication: A Framework for Success. South-Western College Publishing, 2001)

"In the professional world, decision makers rely on two broad types of report: Some reports focus primarily on information ('what we're doing now,' 'what we did last month,' 'what our customer survey found,' 'what went on at the department meeting'). But beyond merely providing information, many reports also include analysis ('what this information means for us,' 'what courses of action should be considered,' 'what we recommend, and why'). . . .

"For every long (formal) report, countless short (informal) reports lead to informed decisions on matters as diverse as the most comfortable office chairs to buy or the best recruit to hire for management training. Unlike long reports, most short reports require no extended planning, are quickly prepared, contain little or no background information, and have no front or end matter (title page, table of contents, glossary, etc.). But despite their conciseness, short reports do provide the information and analysis that readers need." (John M. Lennon, Technical Communication. Pearson, 2006)

To: The Editor, From: The NEWS, City A.B.C Subject: CHILD LABOUR IN PAKISTAN Introduction: Child labour in Pakistan is the employment of children for work in Pakistan, leading to mental, physical, moral and social harm to children. Report: Child labour is a global practice and has many negative outcomes. According to International Labour Organization, child labour is the important source of child exploitation and child abuse in the world today. The Human Rights Commission of Pakistan has estimated the number of Pakistani working children to be around 11-12 millions, out of which, at least, half the children are under the age of ten years. It portrays the society's attitude towards child care. Causes: Poverty is not the only cause of child labour, but discrimination on the basis of caste, gender, tribal, religious reasons or school system are also contributing factor. The lack of effective education system and availability of functional schools are both causes and consequences of child labour. Due to illiteracy, working conditions for these children gets worse as they are not even aware of the occupational benefits. It is necessary to work at all levels organizational, governmental, as well as individual to help such children get out of this vicious cycle of labour and poverty. Conclusion: The problem of child labour in the third world countries is not only financial but is also a socio-economic problem which can be addressed by adopting certain measures for improving the economic conditions of the community and enabling it to provide education and leisure time to the children. Summary: Lack of proper education system and poor governing bodies in the society results in poor administration which causes the child labour in the society. Suggestions: Child labour is a global practice and has many negative end results. Therefore, it is essential to break this vicious cycle and enable society to transpire healthy and responsible citizens and future leaders. Child labour is the multidisciplinary approach for solving this issues. To raise awareness, community health nurses and other health care providers should write about and publicize the issue of protection of children's rights. Influence the media to portray various aspects of child labour, as television and media. Seminars and conferences should be held for employers, and parents of children involved in child labour. Signed By X.Y.Z