1. Chapter 7 Report writing
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

2. Learning objectives
On completion of this chapter students will know how to:
prepare a research plan for a report
prepare a writing plan for a report
present persuasive arguments supplemented with facts and references
write a well presented formal report.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

3. Purpose of reports
Reports can be written for business or research purposes.
Institutions and individuals depend on previous reports to make current decisions.
Reports can be ongoing or final in nature.
Reports should contain an objective representation of a situation.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

4. Everyday reports
Everyday reports that tend to be simpler and shorter in length include:
justification reports
progress reports
periodic reports
incident reports.
Some of these reports can be in oral format.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

5. Types of report Information: a short and periodic report
Analytic: based on research and analysis leading to recommendations
Integrated: combines both approaches
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

6. Standard formal reports
All reports must meet certain criteria:
The content should be accurate.
The purpose of the report should be apparent to the reader.
The organisation should be clear to the reader.
The discussion in the report should be coherent.
The presentation of the report should be neat.
The writing style should be clear and concise.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

7. Structure of reports
Reports are composed of sections which are introduced with headings (e.g. Executive Summary, Introduction, etc.).
The layout is designed to help the reader understand the discussion in the report.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

8. Decimal numbering system
Findings (bold 18pt)
Section 4.1 (bold 14pt)
Subsection 4.11 (bold 12pt) Paragraph (bold, italics, 12pt) Paragraph 4.112
Text, text, text, text, text, (11pt).
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

9. Key components of a report
A report should include the following parts:
Title page
Table of contents
Executive Summary
Introduction
Literature review (if necessary) or Methodology
Findings
Discussion/Analysis
Conclusion
Recommendations
Appendices (if appropriate)
References (if used)
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

10. Name of writer and organisation
Title page
The title page of a report should contain all the relevant information, centered on the page:
Title of report
Name of writer and organisation
Contact details
Date
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

11. Executive Summary
The Executive Summary is the most important part of a report.
It occurs on the first page, before the Introduction.
It condenses the important information of the report. Readers who do not have the time or desire to read the whole report will understand its discussion from the Executive Summary.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

12. Executive Summary (cont.)
The Executive Summary can also be called a summary, abstract or synopsis.
It should be written last when every part of the report has been completed and the writer knows exactly what has been discussed.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

13. Executive Summary (cont.)
The Executive Summary includes:
purpose of the report
scope of the report
methods used for the research
major findings of the research
conclusions of the researcher/s
recommendations.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

14. Table of contents
The table of contents specifies the page numbers of sections in the report using roman numerals.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

15. Stating the purpose of a report
The purpose or aim of a report needs to be stated clearly and concisely in the first paragraph of the introduction to the report.
This will make the reason for the report clear to the reader.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

16. Introduction The introduction often uses three subheadings:
background
purpose
scope.
It helps the reader understand the whole report.
Write the introduction after you have a comprehensive understanding of the issue being reported on.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

17. Introduction (cont.) The introduction should state:
the authorisation and purpose of the report
the scope of the report
any limitations of the report.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

18. Findings/analysis
Contains the findings in full (facts only from data).
Includes additional detail on the issue.
Provides financial/numerical information in text and tables, if appropriate.
Some reports integrate findings with analysis.
Others have a separate section for analysis.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

19. Conclusion
The conclusion is a short summary or restatement of the main issue/s.
May use dot points for ease of reading.
Use parallel grammar. (Start dot point with a verb in the same tense.)
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

20. Recommendation(s) Suggests possible action in the future.
Provides you with the opportunity to think of creative solutions, based on the findings and conclusions in the report.
Must not include any new information.
Should be given in order of importance (i.e. the most important should go first).
Often uses dot points.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

21. Conclusions and recommendations
There is a link between findings, conclusions and recommendations.
Findings are factual and verifiable.
Conclusions are your own ideas that you deduce from the findings.
Recommendations are what you want done.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

22. Conclusions and recommendations (cont.)
Examples
Findings
During Orientation Week all first-year students are given a brief introduction to the workshop area and a talk on safety procedures. Some students start the course at second-year level and thus miss the sessions on safety measures.
Conclusion
Those students who have not been given formal safety precaution lessons are at risk.
Recommendation
Ensure that all students are given a proper workshop introduction as a prerequisite to being allowed to use the machinery in the workshop.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

23. Language Formal Impartial
Precise (avoid jargon and long, complicated sentences)
Simple (avoid abstract and obscure words)
Impersonal
Never use the first person (I, we, us, you, the author). The reader is more interested in the issue than the person writing about the issue.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

24. Language (cont.) Example Should be written in the third person:
We have analysed the financial information for both companies and it shows that different methods of depreciation are used by each company.
Should be written in the third person:
An analysis of the financial information shows that different methods of depreciation are used by each company for the major assets.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

25. Expressing judgment
Findings are factual, whereas conclusions and recommendations allow you to put forward judgments and possible interpretations.
Your interpretation or judgment can be expressed either by modal verbs and auxiliaries such as may, might, could or modal adverbs such as possibly, probably, certainly.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

26. Presentation Use good quality, white A4 paper.
Leave space for big margins: top, bottom and both sides.
Use double spacing between paragraphs and sections.
Use single spacing between lines.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

27. Presentation (cont.) Start each chapter on a new page.
Place headings on the left margin, but you can centre the Executive Summary and the title page.
Number all pages.
Keep a copy for yourself.
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

28. Checklist for editing Have you: included a title page?
stated the purpose of the report?
used the correct format and layout?
written an introduction that:
explains the purpose of the report?
defines the problem?
guides the reader to the main section of the report?
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

29. Checklist for editing (cont.)
written a findings/discussion section that:
uses headings and subheadings appropriately?
uses paragraphs that aid the flow and analysis of the findings?
uses dot points appropriately?
presents factual and objective information?
analyses the findings?
written a conclusion that:
draws the ideas together?
summarises the contents and findings?
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

30. Checklist for editing (cont.)
suggested recommendations that offer solutions to any problems suggested in the report?
included appendices, if necessary?
included a reference list in alphabetical order?
Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia