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?