REPORT WRITING REFERENCE : Pinner, D. & Pinner, D. (2003) Communication Skills, 4th ed. Pearson Longman, New Zealand, pp 147 – 162.

Outline for Lecture Definition Introduction Purposes Types of Reports Structure/Format Qualities of a Good Report

What is a Report? An investigation into a given topic, which produces information and ideas and sometimes a solution to a problem. Concentrates on a single subject or topic area, includes graphs and tables and may either be typed, written or spoken.

An important tool in business and industry. PURPOSES An important tool in business and industry. Keep management informed Provide a written record of an investigation Provide a basis for decision making Make recommendations

TYPES Information Reports – provide information Process Reports – describes a process e.g., lab report Investigative Reports – investigate to find a solution

Schematic Reports Also known as Short reports Is an Investigative Report Involve some critical thinking Requires information to be gathered, organised and analysed Generate conclusions from analysis Recommendations for further actions

1. Terms of Reference (TOR) STRUCTURE / FORMAT 1. Terms of Reference (TOR) These are the instructions on which the report has been written Who asked for the report What it investigates When it was requested When it is due

2. Procedures/Methods The methods / procedures used to gather information ; Interviews Questionnaire Personal Observation Research

3. Findings The facts discovered from the investigation / research What you ‘find’ from interviewing people. What you ‘observe’ from personal visit What you ‘discover’ in the course of ‘research’ Findings will discuss results. Use of Data Integration of visual material

4. Conclusion : Your interpretation of the facts or findings Point by point summary of the findings Logical conclusions Informed opinions Thoughtful assessments or judgements

NOTE: Findings are FACTS (cannot be disputed over) Conclusions are INTERPRETATIONS (they can be argued over)

5. Recommendations Your suggestions (solutions) for correcting the problem Preface your suggestions with the words “It is recommended that…” Solutions must be clear and specific Follow logically from the Conclusions (based on the Findings) Number them clearly (point by point)

QUALITIES OF A GOOD REPORT Accuracy of information Clarity – pay attention to the overall form, choice of words, sentence and paragraph construction Coherence – a logic and continuous relationship of a part to another Conciseness - get to the point. Write only what is relevant

Objectivity – do not let personal feelings sway your judgment Completeness – check aim of report. Make sure that you cover all aspects of it. Consistency – be consistent in viewpoint, information and style of presentation Written in indirect speech, usually confidential