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

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

3. 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.

4. 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

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

6. 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

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

8. 2. Procedures/Methods
The methods/procedures used to gather information
Primary and secondary – such as
Interviews
Questionnaire
Personal Observation
Research

9. 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

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

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

12. 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)

13. 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

14. 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