1 Report Writing Report writing
2 Contents What is a report? Why write reports? What makes a good report? Fundamentals & methodology »Preparation »Outlining »Writing »Proof - reading Your reader How to write Sample report Research & Commercial Studies Center
3 What is a report? It is one form of formal writing that should be reliable, technically correct & reader friendly. Research & Commercial Studies Center Report
4 Why write reports? Convey information Persuade Evaluate alternatives Solve a problem Give a professional opinion Research & Commercial Studies Center
5 What makes a good report? Achieve your objective Logical structure Easy to follow Interesting to read Clearly set out Short and simple as possible Clear conclusions/recommendations Good to look at Research & Commercial Studies Center
6 Preparation of Report This stage includes : 1- Data collection & gathering 2- Data analysis 3- Data classification 4- Irrelevant data elimination Research & Commercial Studies Center
7 Outline report format Cover Letter Title Page Synopsis List of Figures & Illustrations Table of Contents Text of the Report »Introduction »Body »Conclusion »Recommendations Appendices References Research & Commercial Studies Center
8 Body of the report A good case-study answer, like a good book, has a beginning, middle and an end. Together with a clear ‘storyline’ linking them together. Research & Commercial Studies Center
9 1.Beginning - Introduction Facts/Present/Past situation. This will set the scene (can link to the terms of reference). Summarises the background to the problem (or the company) and how it has arisen. Outlines the present position of the organisation, and the approach that you plan to take. Your introduction may be very brief, as the recipients of the document may already know much of the background. Research & Commercial Studies Center
10 2.Middle An evaluation - What was your decision criterion. What tools did you use and what did they indicate. Remember you are the expert and need to interpret the results for others. What were your findings and what other alternatives did you consider? Investigate and assess the key issues or options that are relevant. These should be dealt with in a logical sequence and there should be a ‘storyline’. Signpost intentions - The use of headings white space and appropriate language all help to make the report easier to read and navigate. Research & Commercial Studies Center
11 3.End Conclusions. This section should round off your arguments, and summarise the balance of them. Try to end positively at least with some power and authority. It gives you an opportunity to say how you feel, in general terms, about the situation. Recommendations should be clearly identified, even if they are simply guidance as to what additional analysis is necessary before a decision can be made. There will always be a need for further action as a consequence of your analysis. Research & Commercial Studies Center
12 Who is reading the report Failure to pitch the level correctly will also inevitably result in failure to communicate your ideas effectively, since the reader will either be swamped with complexity, or bored with blandness. Research & Commercial Studies Center
13 How to write Your own writing style Writing style is something that develops over time. It is influenced by your education and experiences. To some it comes easy, they enjoy words but you are not looking to win any prizes in literature. It’s about putting facts, ideas and opinions in a clear, concise, logical fashion. Generally write, as you would talk. Research & Commercial Studies Center
14 Understandable Using the right words Are you writing about recommendations or options Are you writing about objectives or strategies? What you should do Actions What you could do Possibilities Route to achieving objectives Desired results Research & Commercial Studies Center
15 Simple One main point per sentence: Short Short words Short sentences Short phrases Short paragraphs Research & Commercial Studies Center Simple
16 Things to avoid Poor punctuation - Don’t go mad. Follow the breathing rule. Tautology - (unnecessary repetition) “I, myself, personally”. Do not “export overseas”. “Green in colors”. Ask the question, as opposed to what? Oxymoron - word combinations that are contradictory. “I never make predictions; and I never will”. “I have told you a million times don’t exaggerate”. Research & Commercial Studies Center
17 Things to avoid Spelling. This may seem a small an unimportant point, but poor spelling makes a document seem sloppy and may convey an impression that the content is as loose as the general appearance! But starting with And, But and Because is OK. And so are split infinitives. (Any word between to and the verb). To travel. To eat. “To boldly go”. “To fully understand”. Research & Commercial Studies Center
18 Remember The more you read the better you write. The more you write the better you write. Research & Commercial Studies Center
19 Cover Letter Research & Commercial Studies Center
20 Title Page Research & Commercial Studies Center
21 Table of Contents Research & Commercial Studies Center
22 List of Figures & Illustrations Research & Commercial Studies Center
23 Synopsis Research & Commercial Studies Center
24 Introduction Research & Commercial Studies Center
25 Data Analysis Research & Commercial Studies Center
26 Findings Research & Commercial Studies Center
27 Conclusion Research & Commercial Studies Center
28 Recommendations Research & Commercial Studies Center
29 References Research & Commercial Studies Center