Additional Notes ON Report Writing Lesson 3 PDF

Preview

Summary

additional notes on report writing skills...

Description

ADDITIONAL NOTES ON REPORT WRITING Definition A report is a document in which a given problem is examined for the purpose of conveying information,

reporting

findings

putting

forward

ideas

and

sometimes

making

recommendations. Purpose of reports 

Basic management tools used in decision making



In large organizations reports are used by executives to keep watch over the activities in the organization by depending upon reports coming from HODs. Reports are used for the formal dissemination of specialist’s researched information.



Companies use reports to 

Diversify their production



Explore new market potential



Set up new agencies



Enter into collaboration projects

Types of reports According to Saleem (1997: 188) reports can be classified in the following ways: Reports can be classified in three different ways: 1. On the basis of legal formalities to be complied with we can have two types of reports a.

formal

b. Informal Formal report It is one which is prepared in a prescribed form and is presented according to an established procedure to a prescribed authority e.g. the Ndun’gu Report, The Waki Report.

1

Informal reports It is often short and usually in the form of a person to person communication. It may be one page or several pages. It is usually submitted in the form of a letter or memo. On the basis of the nature of the report we can have the following five types a. Periodic or routine reports b. Progress reports c.

Examination reports

d. Recommendation reports e. Statistical reports Writing a report A report is written in a formal factual and objective style. It is an analysis of a situation characterized by clear, purposeful research, a summary of the main findings and emotional responses to the findings are inappropriate. Many reports require some primary research. This must be carried out without bias or prejudice otherwise the findings of the research will be irrelevant. What details are covered in a report? 1. The aim and scope of the report 2. A brief account of the methods adopted for the collection of the data 3. Analysis of the data collected 4. Findings 5. Conclusion 6. Recommendations Selecting a suitable type of report

2

Before a writer undertakes to prepare a report, he must consider the following points: (Saleemi 1997:195) 1. Type of report requested or expected 2. How much time has been allowed to prepare the report. What is the time scale 3. The purpose of the report 4. What exactly is to be examined 5. What facts are to be furnished 6. For whom is the report meant or who is going to read the report 7. Will it be published to external organization 8. What language will be appropriate 9. How important will technical words and phrases are to the understanding of the report’s purpose and intent? 10. Is there a required format for the production of the report? 11. Will the author(s) be required to present the report? When to whom? 12. Type of report –Is it formal or informal? 13. The length of time the writer has been allowed to prepare the report can give it valuable guidance on what kind of report expected- longer time means a formal report. 14. The purpose of a report is perhaps the most important factor to bear in mind if for example the writer has been asked to write a report on whether an organization should set a health facility that involves considerable initial expenditure- this will be a matter of vital importance and it needs very carefully written formal report. But if the purpose is simply to find out. 15. What exactly is to be examined? 16. Who is going to read the report? Preparing the report Once you are clear about the purpose of what should be included in the report you now follow five steps to write a report. (Saleem 1997:197) 1. Investigate the sources of information 3

2. Taking notes 3. Analyzing data 4. Making outlines 5. Writing the report Investigating the sources of information 

Organizing files



Reports



Interviews



Use of questionnaires



Library research



Documents and files



On spot inquiry



Observation

Analyzing data You now analyze data in the light of the pattern that has emerged Make an outline and write the report Organization of a report There are three ways in which reports can be organized 1. Letter form 2. Memorandum form 3. Letter text combination form

Report format Each individuals or organization have their methods of presenting materials in reports. Although styles may vary the basic structure and format are very similar.

4

The title The choice of the title when preparing a report must come first e.g. 1. REPORT ON THE SHORTAGE OF WATER AT THE FACILITY 2. REPORT ON THE CHOLERA OUTBREAK IN THE COUNTY 3. REPORT ON THE CAUSES OF POOR PERFORMANCE IN HEALTH SCIENCES Introduction 1.0 Terms of reference The introduction paragraph presents the terms of reference and the subject of study. It should include the following 

The author of the report



The person/group who commissioned the report



The topic to be covered



The objective of the report

Example This report investigation and writing was requested by the director of health services to investigate and write a report on the frequent outbreak of cholera in the municipality with the aim of arresting the problem. The report was written by Dr. Juan. It is expected to be presented on 5th May 2020. 2.0 Procedure How you went about collecting data. The following methods are used: interview, questionnaire, and observation 3.0 Findings Findings are the results of your investigation They should have sub-headings 5

4.0 Conclusion Is what in your opinion you think about the problem under investigation from your findings 5.0 Recommendations Are suggestions as to what the researcher thinks should be done based on the findings. The recommendations should be based on findings. Attached is a sample report

6...