How to Write a Report.

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Module 2 Sessions 10 & 11 Report Writing.

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Presentation transcript:

How to Write a Report

What is are reports? Reports are documents that are used for getting and receiving factual information. They are presented formally in writing. The main purpose of a report is to provide the information needed for decisions to be made and actions to be taken.

Checklist for writing effective reports Use formal language Keep to the correct format and structure Keep to the facts Make sure your meaning is clear Use correct grammar, spelling and punctuation

Example reports SBL Ofsted Report Tesco Annual Report These are quite long but you will get the idea. Previous exam questions have required candidates to write reports on: Their local community sports facilities Extra-curricular opportunities at their school Transport services for teenagers in their local area

The basic formula Heading and title (what are you reporting on) Introduction (the Ofsted report has a good example of an introduction) Findings (these will most likely contain facts, statistics, impersonal language. It will not use ‘I’ – it will use ‘this report…. ‘ ) Conclusions and recommendations

Heading and Title Be specific and formal Eg: Report on holiday arrangements for the forthcoming year 2013

Introduction The purpose of the report and who it is being prepared for Eg: this report summarises the plans for holiday arrangements for the forthcoming year 2013 for A & C Services Ltd. It was requested by Alison Collins following the meeting on 21st May 2012.

Findings/Outcomes This is the main body of the document. Here you will give the significant information that needs to be transferred to the reader of the report. This should include WHAT, WHY, HOW, WHO, WHEN, WHERE This is the longest part of the report and should include sub-headings and numbers/stats etc. Don’t give away personal opinions and avoid words like I/We/You

Conclusions and recommendations This is the part that rounds everything off and sums everthing up – don’t introduce new facts here. Give recommendations and outline action to be taken Add a signature, name and date to the report