REPORT WRITING
What are reports?
Report writing is the process of organizing and presenting information in a clear,
concise, and objective manner for a specific audience. It involves gathering data,
analyzing it, and presenting it in a format that is easy to understand and relevant to the
topic at hand.
1. Reports are intended to present information in as clear a way as possible.
2. They use headings and sub-headings to make it easier for the reader to follow.
3. Reports are written in very direct and straightforward language.
Purpose of a Report
1. Explain a process
2. Report an event
3. Impart information on a topic
4. Present results of an investigation.
Types Of Reports
These reports can be organized into three groups:
Informational reports
Analytical reports
News reports
Informational reports
An informational report is used to objectively present information without any analysis.
Examples of informational reports include the annual reports, monthly financial reports,
or employee attrition reports.
For example, If the head of a department wants to get an update on the different
projects in his department, he can ask for progress reports from different project
managers.
Analytical reports
An analytical report evaluates a problem or an issue and presents the outcomes of
analysis to explain the causes of the problem, demonstrate relationships, or make
recommendations.
For example, a company wants to decide where to open a branch office in a particular
area. In this situation, an analytical report can evaluate the details of the property, such
as infrastructure, land cost, competitive stores, etc., and then recommend the best site
from the available options.
The following questions can help you think about a topic suitable for analysis:
1. Why or how did ________ happen?
2. What are the results or effects of ________?
3. Is ________ a problem? If so, why?
4. What are examples of ________ or reasons for ________?
5. How does ________ compare to or contrast with other issues, concerns, or
things?
News Report
News reports are found in newspapers and their purpose is to inform readers of what is
happening in the world around them.
Parts of A Report
Reports normally follow the following pattern:
The Introduction
1. This explains the topic and purpose of the report.
2. It should give an indication of why the report has been written.
3. It’s best to write your introduction last, after you know exactly what the report
says.
The Body
1. This is divided into a number of different sections which will vary with the topic.
2. A brief description of each section can serve as a heading.
3. They can be numbered.
The Conclusion
1. It should sum up the main points.
2. It should offer the conclusions you have come to as a result of your research.
3. It might also make suggestions for action.
Steps in report-writing
1. Define your topic.
2. Research the topic, making notes
3. Think about your research and decide on appropriate headings.
4. Draft the body of the report using the heading.
5. Draft the conclusion.
6. Draft the introduction.
7. Edit your drafts.
8. Write the final report
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