Basics of Report Writing

1
Purpose

2
Purpose

3
Purpose

4
Significance

Written communication within an organization following a hierarchy

Employer to employee

Employee to employee

Employee to employer

5
Relevance of Report

Means of internal communication

Facilitates decision making and planning

Discloses unknown information

Gives information to employees

6
Report Attributes

 A report is a methodical, well-planned document which

outlines and evaluates a subject or problem.
 Essentially, a report is a short, sharp, concise document
which is written for a particular purpose and audience.
 It basically analyses a situation or problem, often
making recommendations for future actions.
 It is a factual paper, and needs to be clear and well-
structured.
7
 Features of a Well-Written Report

Clarity of Complete and Comprehensive Presented in a

thought self-explanatory yet compact lucid Style

8
 Report vs. Essay

Reports are needed: Essays are used to present:

for businesses arguments

for scientific and technical subjects reasoning

in workplaces logical conclusions

9
Report vs. Essay

Similarities

Introduction
Body
Conclusion
Analytical thinking
Formal style
Careful proof-reading
Neat presentation

10
 Report vs. Essay

Key Differences: A report

presents information, not an argument.
is meant to be scanned quickly by the reader.
uses numbered headings and sub-headings.
uses short, concise paragraphs and dot-points, where applicable.
uses graphics wherever possible e.g., tables, graphs, illustrations.
may need an abstract, sometimes called an executive summary.
is often followed by recommendations.

11
12
13
14
Qualities of a Good Report

 Clarity
 Definition of different concepts used
 Careful use of terminology
 Clarifies a problem
 Presentable
 Properly organized
 Includes data
 Short and compact
 Authentic
 Proper citations or bibliography
15
Conclusions

 Basics of a report
 Report characteristics
 Expectation and purpose
 Significance of a report
 Relevance, attributes and features of a report
 Comparison of a report and essay
 Examples

16
Assignment
• Write a short report (at least 2-3 page long) introducing yourself to
your instructor. Include the following topics:
• Background : Where did you grow up? What have you done in terms
of school, extracurricular activities, jobs and family?
• Interests : What are you interested in? What do you like to do ? What
do you like to think about and talk about?
• Achievements: What achievements have given you the greatest
personal satisfaction? List at least five. Include things which gave you
a real sense of accomplishment and pride, whether or not they’re the
sort of thing you’d list on a resume.
• Your strengths (at least 2) which make you valuable and your
weaknesses (at least 2) which need to be improved . Also discuss the
appropriate strategy to overcome the respective weakness.
• Goals: what do you hope to accomplish the term? Where would you
like to be professionally and personally five years from now?
• Try to follow a complete report format with appropriate sections &
headings like introduction, background ,Body, and Terminal Section.