1. REPORT WRITING A report is a narrative document that serves to: Inform
Entertain
Educate
Persuade

2. Under what circumstances do managers write reports
This is usually after an investigation of any matter on which definite information is required.
This investigation is usually made by an individual or a team instructed or required to do so.

3. To what intents are reports used?
Provide information
Advise on an issue
Argue a case
Persuade
Initiate action
Decision making

4. To what intents are reports used?
It is therefore clear that effective reports are those in which the communication is effective.
Failure to observe the principles of effective communication will result in a poorly written report

5. The Components of a report
A subject- the matter being addressed
A writer- the person or body producing the report
A reader- the person or body whose need is being addressed by the report

6. Components of a report
A structure- the arrangement and organization of the information
A purpose-what the report should achieve practically
It is important to bear all these in mind when writing a report in order to be able to communicate effectively.

7. TYPES OF REPORTS Categorization can be on a number of basis such as:
Structure/ Format e.g. pyramid and traditional
Level of complexity- e.g. free form and schematic

8. Types of reports How often they are written- e.g. routine, non-routine
Who is writing the report e.g. Audit Committee Report

9. Stages in report writing
When writing reports we need to go through several stages. There are FOUR basic stages which are:
Data gathering
Preparation/Planning
Writing
Editing

10. DATA GATHERING
Depending on your terms of reference and resources (including time) at your disposal, gather data by:
Interview
Questionnaire
Observation
Document analysis
Archives
artefacts

11. Preparation
There are a number of stages involved in preparation. These include:
Self-analysis by the writer
Subject/Content analysis
Determining the character of the report-is it persuasive, informative, educative etc

12. SELF-ANALYSIS
The writer must engage in self-evaluation. He/she must ask themselves the following questions?
Why am I the one who has been asked to compile this report?
Do I have all the necessary information?

13. SELF ANALYSIS Do I have the requisite expertise?
Do I have the necessary resources?
Do I have the necessary support?
Given all the answers to the above questions, am I equal to the task?

14. SUBJECT/CONTENT ANALYSIS
The writer should be clear about:
Their terms of reference
Satisfy him/herself that they have gathered all the data that satisfies the terms of reference
Satisfy him/herself that they will be able to handle the presentation and analysis of the data e.g.- Statistical or Accounting presentations

15. Determining the character of the report
This is normally determined by the purpose. It in turn determines:
Choice of language
Tone
Final conclusions and recommendations

16. PURPOSE
The other factor to be considered during preparation is the purpose for which the the report is being written. For example, is the report being written to prevent further loss of customers, workplace accidents or internal fraud, to establish liability or to consider and assess compensation due to an employee or customer?

17. PURPOSE
At this stage the writer should also be very clear about which facts are going to be distinctly clear and which are ones are going to be just part of background information.
There should be no loose ends relating to the important points.

18. PURPOSE
In the final analysis, the writer should bear in mind that he or she is just an agent-his or her interests should therefore not override those of the other stakeholders such as the person who mandated him/her to write the report or the employees who are supposed to benefit from decisions emanating from the report.

19. AUDIENCE/READER ANALYSIS
At this stage the reader needs to think about who is going to read the report. This should be done in terms of:
The reader’s ability to understand the report
The attitude they are likely to have of it.

20. AUDIENCE/READER ANALYSIS
The decisions they are going to make out after going through the report.
All this means that the writer needs to adapt their report to the reader’s needs, interests, experience, expectations and knowledge

21. FACTORS TO CONSIDER IN READER ANALYSIS
Demographics e.g. age, gender, level of education, language etc
Psychographics-attitudes, beliefs, values
Socio-graphics- group affiliations, social disposition, racial,ethnic, cultural, religious, occupational, political backgrounds etc

22. WRITING THE REPORT
Having gathered the information and decided on the structure of the report and with the purpose and audience in mind, one then sets out to write the report.
While simple, routine reports can be written in one sitting, schematic reports often take more time and sittings-bear the deadline in mind

23. STRUCTURE OF A REPORT
When writing a report one can follow a variety of structural patterns such as:
Time/chronological order
Spatial order
Topical order

24. STRUCTURE
Causal order
Refutative order
Problem-solution order

25. THE TRADITIONAL FORMAT
Title page
Acknowledgements
Executive summary
Contents page
Introduction- This is made up of problem statement, background and objectives

26. FORMAT
Methodology- This explains the methods used to gather and analyze data
Findings
Conclusion and recommendations

27. FORMAT
Glossary
Appendices
References

28. Some useful tips on writing
Language should be accurate
Content should also be accurate
Be as brief as possible
Be clear

29. Some useful tips on writing
Be simple
Use active voice
Do not be personal
Be concrete and not abstract to facilitate decision-making

30. Some useful tips on writing
Avoid clichés
Use simple and short sentences- the KISS principle
Paragraphs-the same principle applies
Punctuation should be accurate

31. Some useful tips on writing
Spelling should be accurate
Presentation-neither too simple nor too complicated
Layout-wide margins, double spacing, headings which stand out clearly from the space around

32. EDITING
This is done to correct typographical, linguistic and content errors. You may have to produce several drafts before the final one.
If not confidential, seek a second or even a third opinion

33. CONCLUSION
Always bear in mind that a report reports its writer to the reader.
Be the first to be impressed by the quality of your own work in terms of structure, language and content
If you are not, chances are no one else will be and you will have failed to communicate.