REPORT WRITING
2.1 Introduction
An essential skill for professionals in almost every field: accountants, teachers, graphic
designers, information scientists and students
Can you suggest different situations where you may be required to write a report?
(consider a university student, work-related learning, member of the community, a
professional)
2.2 Definition
A systematic, well organised formal document which defines and analyses a subject or
problem.
**NB** Reports vary in terms of their formality and may be presented in different formats as
determined by different situations stretching between the continuum from informal to very
formal. However, this discussion will focus on the Formal report.
Consider the following situations:
A report to the lecturer on a late assignment
A report to the Chairperson on late submission of results
A report to the Dean on poor late submission of results
A report to the VC on poor departmental performance
What differences do you expect in terms of the following?
Length
Formality
Structure
Numbering
headings and subheadings?
The report is variously defined as:
an account of an event, situation or episode (Aro-Gordon 2001)
a document written for a clear purpose and to a particular audience (University of
Leicester 2019).
‘a business report is an orderly and objective communication of factual information
that serves a business purpose.’ Lasikar and Flatley (2003:273)
• a report is a document providing an account of what someone witnessed, examined or
work carried out – an investigation together with conclusions (Little (1997)
Distinguishing characteristics
• Elaborate structure
• Accuracy
• conciseness
• clarity
• formality
(Explain formality and give example of formal/informal language)
2.3 Differences between a Report and an Essay
Points to note
• at times some blurring exists between what “essays”, “reports” and “assignments”
• Much of what is advised for writing an essay, also applies to reports.
• A common problem occurs when students transfer wholesome what they have learned
about essay writing to report writing.
Task
Draw a table to show 5 differences between the report and the essay:
2.4 Types of Reports
There are many types of reports. Different authors use different terms to categorise reports.
Three types to be discussed are:
the general report,
the progress report and
the scientific study report.
All the three reports have certain characteristics in common.
Task
Identify any 2 types of published reports (one short report and one long) and analyse
their structure/outline.
2.5 Structure of the Report:
The report has a definite structure which is made up of the following clearly divided sections:
1. Preliminary pages consisting of
Title page (Compulsory)
To include title, author, designation and contact detail and person(s) for whom the report is
intended for.
Table of contents (Compulsory for long reports)
To list report sections, pictures and diagrams as well as page numbers.
Executive Summary (Compulsory)
To summarise all sections of the report (the problem, the methods, results, conclusions and
recommendations). It is intended for the decision maker who commissioned the report.
The abstract sums all this up in one paragraph while the executive summary is longer and
may dedicate a paragraph for each section.
Acknowledgements (Optional)
A few sentences to writer acknowledge the assistance
The main body has the following sections and subsections.
i. Introduction
Provides the background/circumstances
Situates the report
May be subdivided as background, aims and objectives etc. but be brief
ii. Methods
To list the methods used to collect the data and the justification
Methods include interviews, (one on one, structured, semi-structured)
questionnaires, sites visit, desk top research etc.
iii. Facts/Findings/ Results/ Data
This is the longest part of the report
The findings and the discussion may be combined.
Dot points and brief paragraphs are acceptable.
Tables and figures are used as a way of showing information quickly and
easily.
Report writer is encouraged to show the facts as opposed to telling them.
iv. Discussion
An analysis of the data to show the emerging patterns from which meaning is
extracted.
v. Conclusions
Drawn from the findings presented in the earlier subsection. It is the report
writer’s interpretation of the findings. Dot notes acceptable for this section.
vi. Recommendations
vii. These are suggested solutions to the problem. Can be presented in point/dot form.
The intention of the report writer is to tell the reader what to do to solve the
problem or to avoid a similar problem in the future.
viii. References
Record of citations made in the report
ix. Appendices
Accompanying documents like questionnaires maps etc.
Tasks
1. What is a general Report?
2. What is a progress Report?
3. Outline sections that make up a report
4. Explain the purposes served by each of these sections
5. Write a typical report to illustrate