REPORT-WRITING

Rationale:
To understand the different key
considerations in report-writing
To identify the different styles used in
writing reports
To identify the purposes of reports
To give some examples of reports
that may be produced

Definition of a report
1. An organized presentation of factual
information that may be a result of an
investigation. e.g?
2. a spoken or written account of something or
a particular matter given in the form of an
official document that has been observed,
heard, done, or investigated. e.g.?
3. A document containing information about a
particular event or topic or subject organized
in a narrative, graphic, or tabular form. e. g.?

Definitions
5. a statement of a student's grades,
level of achievement, or academic
standing for or during a prescribed
period of time. e.g?
6. a statement of a judicial opinion or
decision, or of a case argued and
determined in a court of law. e.g.?

Types of reports
Reports can be formal or informal
Formal reports: written accounts of major projects
e.g.
Research into new developments in a field
Explorations of the advisability of launching a
new
product/ project
An end-of-year review of developments within
an
organization (e.g.?)

Financial reports (e.g.?)

Formal report
A formal report follows a stringent
format.
The scope and complexity of the
project will determine how long and
how complex the report should be.
Long & complex reports require a
carefully planned structure that
offers the reader an easy-torecognize guide/reader-friendly
guide.

Report-writing follows four forms of

discourse:
1. Exposition: the straightforward presentation of
facts and ideas; Objective is to inform the reader
2. Description: an attempt to re-create an object
or situation with words so that the reader can
visualize it mentally
3. Persuasion: attempts to convince the reader
that the writers point of view is the correct or
desirable one.
4. Narration: the presentation of a series of
events in
chronological order.

Examples of reports

Lab report
Trip report
Financial report
Police / accident report
Academic report
Medical
Field / Investigative report
Feasibility report
Routine /occasional
Progress

Period of report production

Reports may be: ad hoc, periodic,
recurring, regular, or as required.
Progress report
Routine /occasional report
Annual report
Under which type of report does a
dissertation / thesis fall?
What are the key sections of a
dissertation?

Parts of formal reports

Most formal reports are divided into
three parts: front matter, body, and
back matter
What is front matter?
What back matter?

Front matter

Title page
Acknowledgement - a section where all
assistance rendered during the collection of the
data and the writing of the report is duly
acknowledged/ appreciated.
Abstract / Summary
Table of contents (NB: numbering)
List of abbreviations, acronyms, symbols
List of figures e.g. tables or other diagrammatic
illustrations (NB: numbering)
List of tables (NB: numbering)

Abstract
Abstract a condensed version of a longer piece of
writing that summarizes and highlights the major points,
enabling the prospective reader to decide whether or
not to read the entire report.
Used in academic documents
It is usually 150 350 words (International standard:
250 words) e.g. journal article (150-250 words),
Candidates profile (350 words)
NB: The length depends on what the abstract is for.
It must make sense independently of the work it
summarizes.
It may be descriptive or informative.

Descriptive Abstract
Includes information about:
the purpose
scope, and
methods used to arrive at the
findings contained in the report
benefits

Informative abstract
It is an expanded version of the descriptive abstract, so
includes information about:
the purpose
scope
methods used to arrive at the findings contained in
the report, as well as

the results

conclusions , and

recommendations (if any)

It retains the essential scope of the report while
omitting its details.

1. When do you think you should write

a descriptive abstract?

2. When do you think you should write

an
informative abstract?

Other front matter

Foreword an optional introductory statement written by
someone other than the author.
It may discuss the purpose of the report, but generally
provides background information about the report.
Preface an optional introductory statement , usually
written by the author
It may announce the purpose, background, and scope of the
report.
It may specify the audience for whom the report is intended.
It may also highlight the relationship between the report and
a given project or programme.
It may contain acknowledgements of help received during
the course of the project or in the preparation of the report.

Back matter

Back matter
References / Bibliography what is the
difference between the two?
Appendix / Addendum a body of separate
additional (supplementary) material at the end
of a report. E.g. a questionnaire
Glossary an alphabetical list of terms peculiar
to a field of knowledge with explanations.
Index an alphabetical list of persons or
subjects mentioned in a report

Body
Executive summary
It is a complete overview of the report.
Its purpose is to enable readers who may not
have time to read a length report to scan its
primary points and then decide whether to
read the entire repot or not.
It states the purpose and nature of the
investigation
It provides an account of the procedures
used to conduct the study

Body
Executive summary
It gives major findings
It gives conclusions and
recommendations
It should not contain a detailed
description of the work on which
findings, conclusions and
recommendations were based.
Its size is proportional to the size of
the report ideally 10% of the length

Body
Introduction
Text (presented into sections /
chapters if lengthy)
Conclusions
Recommendations
NB: What elements to include
from the above depends on the
type of report

References
http://custom-writing.org/blog/writing-tips/17.ht
ml
Alred, G. J. (2008) Handbook of Technical Writing
(9th edition). New York: St. Martins Press.
http://aplusreports.com/paper/academic-report-w
riting
Accessed: 26th Feb 2015
http://unilearning.uow.edu.au/report/1d.html
Accessed: 26th Feb 2015
Leedy, P. D. & Ormrod, J.E. (2005). Practical
research: Planning and design (8th edition).
Upper Saddle River: Merrill Prentice Hall.