REPORT WRITING

CHAPTER 2

MADAM SITI KHADIJAH BINTI ZULKIFLI

 DEFINITION OF REPORT
• A report is a written, factual account that objectively communicates
information about some aspect of business.
• It is usually a detailed account or statement of a judicial (legal) opinion or
decision.
• A report gives information, ideas, survey findings, recommendations and
action.
 WHY BUSINESS NEED REPORTS
• The goal in developing a report is to make the information as clear and
convenient to use as possible.
• Among the purpose of reports are:
• To monitor and control operations
• To help implement policies and procedures
• To comply with legal or regulatory requirements
• To document work performed for a client
• To guide decisions on particular issues
• To obtain new business or funding
• To get products, plans or project accepted by others
CHARACTERISTICS OF A GOOD
REPORT

Accurate

Documente
Complete
d properly

Clear and
Balanced
logical
CLASSIFICATION OF BUSINESS
REPORT

Sources
Intent

Length Frequency

Target
Audience
REPORT ON THE BASIS OF
(SOURCES)
Voluntary
reports

Sources

Authorized
reports
REPORT ON THE BASIS OF
(FREQUENCY)

Routine /
periodic
reports

Frequency

Special
reports
REPORT ON THE BASIS OF
(TARGET AUDIENCE)
Internal
reports

Target
Audience

External
reports
REPORT ON THE BASIS OF
(LENGTH)
Short
reports

LENGHT

Long
reports
REPORT ON THE BASIS OF (INTENT)

Informational
reports

INTENT

Analytical
reports
FORMAT OF AN ANALYTICAL
REPORT
Front page

Appendices Introduction

References /
Finding / Analysis
Bibliography

Recommendation Conclusion
 FRONT PAGE

Executive Title of
summary report

Table of Letter of
content transmittal
 TITLE PAGE

Title page should include all the following information

• Title of your report
• The name and position of the person of the
department to whom you are submitting the report
• Your name and position
• The date you submitted the report
 TERMS OF REFERENCES
The following should be included under terms and references
a. The name of the person who instructed you to prepare the report
b. The date on which you were instructed you to do so
c. The purpose of the report
d. A general description of the scope, locality or parameters of your report

• The latter is also known as letter of transmittal.

• This letter serves three purposes : quotes the authority of the report, states the
terms of references and acknowledge the instructions to submit the report
LETTER OF TRANSMITTAL
 ACKNOWLEDGEMENT
• It is impossible for you to carry out your research and report alone. Along the
way, there are people who provide you with help and information.
• This section is for you to express your gratitude to those people. As far as
possible mention the type of help they have given you.
 TABLE OF CONTENT
• By providing a list of sections, headings and sub headings at the beginning
of your report with proper page numbering, your reader will be more
enthusiastic to read of report
 INTRODUCTION

Background
of problems Purpose Scope
or issues

Method of
Limitations
investigation
 BACKGROUND OR PROBLEM

• To make your reader understand the report, it is important for you to provide
with some background information of the company or the series of events
that show how the problems developed
• For example, you may want to discuss the issues raised, principles involved
and the need for an investigation into the problem.
 PURPOSE
• It is also referred as objective, aim, goal or mission.
• When writing a report , you should always ask yourself “why do I write this
report?” so that you will not get stuck in the middle of your investigation.
• Furthermore, purpose can serve as direction to your reader
 SCOPE
• It refers to the range of subjects that you are going to investigate for
example the exact coverage of the problem
• The scope enables the readers to find out whether the information in your
report is what they are looking for
 METHODS OF INVESTIGATION
• This refers to how and where you obtained the information for your report.
• It can be via survey or interview
FINDINGS / ANALYSIS

Include all the relevant data,

results, statistical information
accounts of observation
 CONCLUSION

Summarized the result and draw

conclusion of your findings or result.

It could be opinions based on facts,

comparisons of viewpoints
 RECOMMENDATIONS

Provide recommendation in solving the

problem / issues

E.g. suggestions for actions, suggestions for

further investigation
 REFERENCES / BIBLIOGRAPHY

A report always contains information taken from secondary sources such as books,
journals, newspaper articles, magazine and other online that you have referred to in your
research.

A sources should include the following : Name of author, Year of publication, Title of
book, article, journal, Name of publisher, Place of publication

Two commonly known reference style. APA and MLA

EXAMPLES OF SECONDARY SOURCES OF
REFERENCES
 APPENDICES

Samples of Newspaper
Questionnaires Pictures
articles cutting
REPORT WRITING : THE FOUR
STAGE METHOD

Step 1:
Step 4 :
Determine
Preparing
the problem
the outline
/ issue

Step 3 : Step 2 :
Analyzing Conducting
the data the research
 STEP 1 : DETERMINE THE PROBLEM /
ISSUE
➢Define the problem
➢Limit problem definition to a realistic assessment
➢Do this by asking 5Ws and 1H (What, Why, Where, Who, When, How)
➢What is the issue of the problem?
➢Why are you conducting the research?
➢Where will you collect the data ?
➢Who will be your respondents?
➢How will you collect the data?
➢When is the timeframe for you to conduct the research?
 STEP 2 : CONDUCTING THE
RESEARCH
➢ Ask yourself two questions :
➢ What do I need?
➢ Where can I get it?
➢ where can I get it ?
➢ Primary data
➢ Secondary data
➢ Primary data
➢ Questionnaires
➢ Interview
➢ Observation
➢ Experiment
➢ Secondary data
➢ Books, journals, newspaper, internet websites
➢ Quote
 STEP 3 : ANALYZING THE DATA
➢ The word analysis means to look at the part of things separately or in
relationship to the whole.
➢The various parts of your information are compared and contrasted in an
effort to develop ideas.
➢Facts and figures are interpreted by explaining what they mean.
 STEP 4 : PREPARING THE OUTLINE

➢ A good outline will help you write clearly.

➢Outline performs the following function:
 CONCLUSIONS AND
RECOMMENDATIONS
• Based on your analysis, you can offer solution or solutions to the problems
that you have researched.
• Conclusion is an inference drawn from the facts of your analysis.
• Based on your conclusion, you could state the recommendation or research
solution.
• Conclusion and recommendations must be based on findings and your
objective analysis.
 ORAL PRESENTATION

Planning Practicing Presenting