The Lebanese International University- Mauritania

Administrative Communication

The Process of Writing a Report

I. Definition:

A report is a document that presents information in an organized format for a specific

audience and purpose. Shirley Kuiper in her book Contemporary Business Report Writing
defines business reports as “organized objective presentations of observations, experiences,
or facts used in decision making process”.

II. Report Writing Process

1. Analyzing the issue: this includes identifying the purpose and the audience.
 The purpose statement contains words like : “ the aim of this report is to investigate/
analyze …”
 The audience is the person who has commissioned the report: the decision maker, e.g.
the manager.
2. Collecting data : after having identified the purpose and the audience of the report,
information from various sources should be gathered via data collection techniques.
Data collection techniques is simply the different ways in which information is
gathered. There are numerous data collection methods including questionnaires,
interviews, and focus groups. These methods can be either quantitative or qualitative
and the nature of the report will help to determine which methods should be used.
3. Planning an outline
 Organize the information under appropriate headings and sub-headings
 The plan should include:
Executive : presents an overview of the findings in a format that allows decision
makers to make important decisions effectively.
Introduction : major sections are introduced in this section as well as the primary
people involved in conducting and producing the report.
 Background: this section describes any information which is needed to provide the
reader with the background of the issue in question.
Purposes: this section describes the purpose(s) of the report.
Methods: this section describes the techniques used such as observations and
surveys.
Sample: this section describes the students, trainees, employees, customers meant to
be included in the report.
Findings: this section spells out the results. Graphs and charts should be used,
wherever they are appropriate.
Conclusion: this section presents a brief summary of the main conclusions drawn
from the discussion of the findings.
Recommendations : this section presents recommendations based on the report
findings.
References: this last section lists the sources reviewed or consulted.

4. Writing the report:

 When writing the report, one MUST take into account the clarity, formality and
simplicity of the language used.
 You also need to remember that a paragraph MUST contain one main idea stated in
the topic sentence. Other sentences explain, support, and give evidence from the
literature.
 Coherence and logic are important to be remembered, especially when discussing,
analyzing and explaining the data . Objectivity is a must as it increases the credibility
and reliability of the report.
 Reference carefully. You must always acknowledge the source of information,
weather quoting directly or paraphrasing; the sources of images and graphics MUST
also be acknowledged.

5. Editing and proofreading

 Is the report clear, concise, complete, and coherent? Is the language objective and
formal?
 Proofread for spelling, punctuation and grammar errors.
 Save additional copies of the report in other locations.