REPORT WRITING EMMANUEL BAIDOO COLLEGE SECRETARY, COLLEGE OF BASIC AND APPLIED SCIENCES

INTRODUCTION Definition A report is a structured written presentation directed to interested readers in response to a specific purpose, aim or request. (Curtin University of Technology, Perth, Australia) Functions of a Report To address a particular issue To answer a question To offer a solution to a problem

INTRODUCTION Report writing features prominently in the work of a University Administrator. This is because the governance structure of Universities make use of Boards and Committees. All decisions and policies are made by Boards and Committees in a University. This is why the governance structure of Universities is often referred to as Bi-cameral There are two supreme organs, the Council and Academic Board.

INTRODUCTION Some reports are required by statutory regulations by standing Boards and Committees of the University. For example: At the end of each academic year, all Sub-Committees of the Council and Academic Board are required by law to submit a report of their deliberations to the Council and Academic Board for consideration.

INTRODUCTION Other reports are required to address specific issues. These reports are submitted by Ad-hoc Committees set up for that purpose. Ad-hoc Committees could be set up by the Council, Academic Board, Standing Committees of the Council and Academic Board, the Vice-Chancellor, Registrar, Pro-Vice-Chancellor, Provost, Dean etc. The Report of the Ad-hoc Committee must be submitted to the person, Committee or Board that set it up.

CHARACTERISTICS OF AN EFFECTIVE REPORT An effective report is: Appropriate to its purpose and audience Accurate Logical Clear and concise Well organised wit clear section headings (Curtin University)

STRUCTURE OF REPORTS Reports have a standardized format. There is no set report writing format. However, there are general sections that are often included in reports. Most reports are modelled on the following structure: Reports of Statutory Boards/Committees 1) Title page Indicating the Committee and date of the report 2) Title 3) Terms of Reference

STRUCTURE OF REPORTS 4) Membership Ex-officio Elected by Academic Board/Council Other members In attendance 5) Meetings Indicating the number of meetings held with dates Indicate average attendance per sitting

STRUCTURE OF REPORTS 6) Highlights of Business Transacted Provide a summary of major decisions taken by the Board/Committee during the year under review 7) Signature page Provide date and signature of Chairman and Secretary

STRUCTURE OF REPORTS Reports of Ad-hoc Committees 1. Title page This indicates the title of the Committee and date of submission of the report Title of the Report 3. Introduction Normally gives a brief background to the issues at stake and why the Committee was set up

STRUCTURE OF REPORTS 4. Membership Gives a description of the Membership of the Committee indicating the Chairman, members including co-opted members and Secretary Terms of Reference This section deals with the specific purpose(s) or remit of the Committee

STRUCTURE OF REPORTS 6. Meetings Indicate number of meetings held, dates and venue of meetings 7. Documents Available to the Committee Give a summary of all documents used by the Committee in its deliberations.

STRUCTURE OF REPORTS 8. Mode of operation of the Committee Indicate the methods the Committee used to achieve or realise its remit. It could be interactions with people, conduct surveys, on-line searches for relevant materials, review of remit and addressing issues arising thereof. 9. Findings Spell out outcome of survey, interactions, and review of documents.

STRUCTURE OF REPORTS 10. Recommendations The Committee makes specific and general recommendations as regards the assignment at hand. This is normally based on the findings with justification. 11. Appreciation The Committee shows appreciation for the confidence reposed in them. 12. Signature page Provide a page for members’ signature with date.

STRUCTURE OF REPORTS 13. Executive Summary The Executive Summary is a concise summary presentation of the essential element 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 It is a general rule it should be short and should be written in full sentences and paragraph (Curtin University)

STRUCTURE OF REPORTS 14. Bibliography The bibliography lists all publications either cited or referred to in preparing the report. Use referencing system recommended by your Institution.

TIPS FOR GOOD WRITING 1. Keep it simple. Do not try to impress, rather try to communicate. Keep the sentences short and to the point. 2. Good grammar and punctuation is important. Having someone proofread is a good idea.

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