REPORT

Cristina Tomenes
Lady Mafelle Flores
What is report?
 A report is a document that presents
information in an organized format for a
specific audience and purpose.
 Although summaries of reports may be
delivered orally, complete reports are almost
always in the form of written documents.
 7 Steps to Writing Effective
Project Reports
1. Decide the Objective
- take some time to think about the
purpose of the report. Do you need to describe,
explain, recommend or persuade? Having a
clear purpose from the outset ensures that you
stay focused, which makes it easier to engage
your reader.
 7 Steps to Writing Effective
Project Reports
2. Understand Your Audience
- consider the personal communication style
of the reader.
- reflect their preferences.
- you may need to develop a more formal or
informal tone to your own natural style.

Adapting this technique will build rapport and

make the reader more receptive to your ideas.
 7 Steps to Writing Effective
Project Reports
3. Report Format and Type
- before you start, check the report
format and type.
- you should also confirm if any
templates are available within the
organization.

Checking these details can save time later on.

 7 Steps to Writing Effective
Project Reports
4. Gather the Facts and Data
- start with your collaborative project
site and work out as needed.

Remember to cite sources such as articles,

case studies, and interviews.
 7 Steps to Writing Effective
Project Reports
5. Structure the Report
- a report typically has four elements:

o Executive Summary
o Introduction
o Body
o Conclusion
 Four Elements
 Executive Summary
- this is the most important section of
the document.

-your report will begin with the

summary, which is written once the
report is finished.
 Four Elements
 Introduction
- provide a context for the report and
outline the structure of the contents.
- identify the scope of the report and
any particular methodologies used.
 Four Elements

 Body
- this is the longest section of the report
and should present background details,
analysis, discussions, and
recommendations for consideration.
 Four Elements
 Conclusion
- bring together the various elements
of the report in a clear and concise
manner.
- identify next steps and any actions
that your reader needs to take.
 7 Steps to Writing Effective
Project Reports

6. Readability
- spend time making the report
accessible and enjoyable.
- use formatting, visuals, and lists to
break up long sections of text.
 7 Steps to Writing Effective
Project Reports
7. Edit
- the first draft of the report is rarely
perfect so you will need to edit and
revise the content.
Formal Report
 A formal report is an official report that
contains detailed information, research, and
data necessary to make business decisions.

 This
report is generally written for the
purpose of solving a problem.
Some examples of formal reports:

 Inspection Report
 Safety Report
 Compliance Report
 Audit
 Incident Report
 Annual Report
 Situational Report
Two categories of formal reports:
 Informational Report - gathers data and
facts used to draw conclusions.

 Analytical Report - contains the same

information as the informational report, but
it also offers recommendations to solve a
problem.
Three Sections of the Formal Report

 Front Section
- front section contains the title page, transmittal
letter, and the table of contents.
The title page should contain:
1. Company name
2. Name and the title of the party for whom the report was
prepared.
3. Name the title of the preparer
4. Date
 Front Section

Transmittal Letter is a letter informing the recipient

that a report has been included in
the pocket. It may also state the
purpose of the report.

The last part of the front section is the table of

contents so that the reader can locate information by
page number.
Three Sections of the Formal Report

 Main Section
- contains an executive summary, introduction to
the problem, analysis of findings, and
conclusions and/or recommendations.

Executive Summary - a summary of the formal report.

- it should contain the basic facts
without being too wordy.
 Main Section

Introduction statement - states the purpose of the

report, identifies the problem, its scope and the method
the writer plans to employ to solve the problem.

Analysis of Findings - is probably the longest section.

- this section will reveal what
facts you discovered and the
details of the investigation.
 Main Section
- at the end of the main section, you will include
a conclusions section in a informational report or
a conclusions and recommendations section in
an analytical report.

Conclusions - are findings based on your research

data, such as emerging trends or
patterns.
Recommendations - are directives or advice based
on the research and conclusions.
 Back Section
- we end the formal report with the back section.
- here you will place references and the appendix.

References - are any document that you believe

strengthens the findings, conclusion, or
recommendations. These can be citations
from journals, periodicals, websites and
studies.
Appendix - the content should be summarized and
referred to at the appropriate point in the
body of the report.
Informal Report
 An informal report can be used to share
important information with one person or a
small group of people.
 It is generally brief and direct and can be
delivered in email or memo format.
Elements of an Informal Report
1. Subject
- is a brief description of the report.
-it is placed in the subject line of an
email or a memo.
Elements of an Informal Report
2.Introduction
-which should be short and to the
point, lets readers know why they
should read the report.
Elements of an Informal Report
3. Facts
-this section provides essential details
about the subject and answers the
question: “What does the reader need
to know?”
Elements of an Informal Report
4. Feedback
-feedback regarding the subject such as
feelings, opinions, interpretations, or
recommendations may not be
necessary.
-if it is, then it should be logical, clear
and concise.
Elements of an Informal Report
5. Conclusion
-summarizes the report.
-underscores the most important facts
and parts of the feedback section.