WRITING EFFECTIVE

REPORTS

PRESENTED
BY
HASSAN SALISU

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SESSION’S OBJECTIVES
 DEFINE THE KEY CONCEPTS
ASSOCIATED WITH REPORT
WRITING;
 IDENTIFY THE MAIN OBSTACLES
WHEN PARTICIPANTS TO EFFECTIVE REPORT WRITING
COMPLETE THIS AND HOW TO AVOID THEM;
PROGRAMME  UNDERSTAND THE NATURE OF
REPORT WRITING FROM THE
THEY WILL PERSPECTIVE OF THE WRITER AND
BE ABLE THE READER AND USE THIS
UNDERSTANDING TO WRITE
TO: REPORTS EFFECTIVELY; AND
 EXPLAIN THE BENEFITS OF
HAVING AN EFFECTIVE REPORT
WRITING PROCESS IN THE
ORGANIZATION.

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 PRESENTATION OUTLINE
 INTRODUCTION
 DEFINITION AND NATURE OF REPORTS
 REPORT WRITING- PREPARATION
 REPORT WRITING- ARRANGEMENT
 REPORT WRITING- WRITING
 REPORT WRITING- REVISION
 SUMMARY &
 CONCLUSION

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 INTRODUCTION
 “Reports serve as a permanent record of incidents,
events, problems. Some are used to keep people
informed of activities within the department. Some
are used to compile statistical information, identify
problems in the community, or identify department
training needs. Some reports are needed to facilitate
investigations, prepare court cases, or defend cases
in court.”
-TIPS FOR WRITING REPORTS THAT ARE ACCURATE AND PROFESSIONAL -A SPECIAL PUBLICATION BY
FREBELLE PRODUCTIONS.

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 DEFINITION
 “A report may be defined as a document in
which a given problem is examined for the
purpose of conveying information, reporting
findings, putting forward ideas and, sometimes,
making recommendations.”

 REPORT WRITING- BRITISH ASSOCIATION FOR COMMERCIAL AND INDUSTRIAL EDUCATION [BACIE]

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LIST OF ROUTINE REPORTS [IN A CEMENT PLANT]
DAILY PRODUCTION REPORT
• PRODUCTION
• DOWNTIME
• UTILISATION
• INVENTORY BY AREA
MONTHLY REPORT
• PRODUCTION REPORT
• QUARY REPORT
• PROCESS SUMMARY REPORT
• DOWNTIME
• SHIPPING
• SACK PRODUCTION, INVENTORY/ BREAKAGE RECONCILIATION
• QUALITY SUMMARY
• EQUIPMENT
• SAFETY REPORT
• PROJECTS REPORT
• HR REPORT
• MANUFACTURING COST
 THE NATURE OF REPORTS
REPORT WRITING IS A
SPECIALISED FORM OF
WRITTEN
COMMUNICATION.

THERE ARE RULES THAT

MUST BE OBSERVED
WHEN WRITING
REPORTS.

THE ABC OF
REPORT A- B- C-
WRITINGT ACCURACY BREVITY CLARITY
ARE:-

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THE NATURE OF REPORTS
 ‘HARD WRITING MAKES EASY READING’ SO YOU MUST MAKE
DELIBERATE EFFORT TO KEEP TO THE RULES.
 POORLY WRITTEN REPORTS HURT YOUR CREDIBILITY BY
MAKING YOU APPEAR LESS COMPETENT AND PROFESSIONAL.
 POORLY WRITTEN REPORTS CAN MAKE IT DIFFICULT TO ACCURATELY
IDENTIFY TRAINING AND EQUIPMENT NEEDS.
 THEY CAN RESULT IN FAILURE TO TAKE APPROPRIATE FOLLOW-UP
ACTION ON A PROBLEM.
 A POORLY WRITTEN REPORT CAN CAUSE YOU TO LOSE A CASE IN
COURT, PERHAPS RESULTING IN A CRIMINAL BEING SET FREE TO KILL,
RAPE, STEAL, OR COMMIT ARSON AGAIN.

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NATURE OF REPORTS

THE FOLLOWING ARE THE CHARACTERISTICS OF A

GOOD REPORT:
• ACCURATE
• SPECIFIC
• FACTUAL
• OBJECTIVE
• CLEAR
• COMPLETE
• CONCISE
• WELL-ORGANIZED
• GRAMMATICALLY CORRECT
• LIGHT ON ABBREVIATIONS
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REPORT WRITING METHOD

FOUR STAGE METHOD

STAGE 4 STAGE 1
[REVISION] [PREPARATION].

STAGE 3 STAGE 2
[WRITING] [ARRANGEMENT]

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STAGE 1: PREPARATION

PURPOSE

READER
MATERIAL
[AUDIENCE]

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STAGE 1: PREPARATION
1. YOUR PURPOSE
 What exactly have you been asked to do. Establish clearly-
the subject, scope and purpose of your report.
2. YOUR READER
 What does my reader want to know?

 What does s/he already know?

 How will the report be used?

3. YOUR MATERIAL
 Gather facts and ideas about your subject through reading,
literature review, observation, experiment and conversation.
 Check your facts and data for accuracy

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STAGE 2. ARRANGEMENT

PURPOSE

FACTS & IDEAS

MAIN DIVISIONS

PRESENTATION ORDER

CONCLUSIONS &
RECOMMENDATIONS
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 STAGE 2: ARRANGEMENT

 The best way to organize information

will depend somewhat on the type of
report and the complexity of the
situation.

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 STAGE 2: ARRANGEMENT
 In any case you may want to use the follow guidelines:-
 1. Write down the purpose of the report in one
sentence
 2. Consider your collected facts and ideas
 3. Review main divisions critically
 4. Decide the order in which you will present the
main sections
 5. Arrange your material in a manner to be easily
followed.
 6. Your conclusions and recommendations should
agree with your facts:
 7. Review your section headings critically.
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STAGE 2: ARRANGEMENT [CONTD.]
8. USE OF ILLUSTRATIONS
Why the use of illustration is important:
 WHAT I HEAR, I FORGET; WHAT I SEE, I REMEMBER; WHAT
I DO, I KNOW.
 ‘ONE PICTURE IS WORTH A THOUSAND WORDS’.

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STAGE 2: ARRANGEMENT [CONTD.]
8. USE OF ILLUSTRATIONS

Charts are used as effective alternatives to tables.

Graphs are also alternatives to charts when trends, fluctuations

or comparisons have to be shown.

Consider a choice of colours.

Headings and titles should be brief

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STAGE 2: ARRANGEMENT [CONTD.]

Assists in the flow of

narrative.

Provide sources of quotations or references

mentioned in the text.

Indicate authorities or sources of additional

information.

Explain passages in the text.

STAGE 3: WRITING

STYLE
ARRANGEMENT
ILLUSTRATION
INTRODUCTION
MAIN SECTIONS
APPENDICES
CONCLUSION.
REFERENCES
TABLE OF CONTENTS
SYNOPSIS

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 STAGE 3:WRITING [CONTD.]
1. Style: What should be the tone of your text, that
is your writing style?
2. Arrangement: Numbering or lettering
paragraphs and items within sections will help
the reader.
3. Illustrations: Use diagrams, sketches, and
photographs as appropriate to help illustrate the
scene, and make sure the information in your
report is consistent with what is depicted in your
visual aids.
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 STAGE 3:WRITING [CONTD.]
4.The Introduction: An introduction is very important in
a report. It is the place to state a broad and general view
of your material. In your introduction: provide
background information and state fully or summarise
your results, conclusions or recommendations.
State the name and appointment of the recipient. Date
the report and make your introduction as interesting as
you can by mentioning points of immediate practical or
financial significance.

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 STAGE 3:WRITING [CONTD.]
5. The main sections and appendices
1) Focus on writing one of your sections or appendices at a
time.
2) You may need to do the following for each section of your
report:
a. Facts obtained and source
b. Analyse the facts
c. State recommendations or conclusions based on them

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 STAGE 3:WRITING [CONTD.]
6. The Conclusion
It should be used to do the following:-
1. Summarise the discussions in the main sections.
2. Make recommendations based on your findings
3. State clearly the action that should be taken as a
result of your recommendations.
4. State any wider considerations outside your
terms of reference on which your report may
have a bearing.

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STAGE 3:WRITING [CONTD.]
AUTHOR[S]

TITLE

EDITION

THE INFORMATION IN PLACE OF PUBLICATION

THE REFERENCE COULD
BE THUS: PUBLISHER

DATE OF PUBLICATION

NUMBER OF PAGES

PRICE
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 STAGE 3:WRITING [CONTD.]
8. The Table of Contents
1) Provide a table of contents as some readers may not want to
go through the entire report.
2) It can come before or after the introduction

3) Add separate lists of tables and illustrations if necessary

9. The Synopsis
1) This is helpful and could be the practice in your
organization.
2) The original single sentence statement of purpose for the
report may help in coming up with the synopsis.
3) The synopsis should be brief.

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STAGE 4. REVISION

DRAFT REPORT

THE TEXT

REVIEW OF TEXT AND

ILLUSTRATIONS

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 STAGE 4 .REVISION
1. After completing the draft report, examine the
draft as a whole. Check for your apparent design;
system of headings; and consistency with your
purpose.
2. Review the title, table of contents, introduction
and conclusion in relation to one another.
3. Examine your text in detail.
4. Read your text aloud to yourself or someone else.
5. Check your illustrations.
6. You may give your draft to a person qualified to give
constructive criticism.

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 GUIDE TO INCIDENT REPORTS.

WHO WAS WHOM DID YOU

DIRECTLY TALK TO WHILE WHO
1.WHO? INVOLVED? ON SCENE OR RESPONDED
WHILE TO THE
(WHO WAS INVESTIGATING INCIDENT?
INJURED? THE INCIDENT?

WHO WHO
DISCOVERED REPORTED WHO TOOK WHO
THE THE WHAT EXPERIENCED
ACTIONS? THE RELEASE?
INCIDENT? INCIDENT?
 GUIDE TO INCIDENT REPORTS.
2.WHAT?

WHAT HAPPENED? (INCLUDE TYPE OF

INCIDENT AND ENOUGH DETAILS TO
WHAT AUTOMATIC SYSTEMS WERE
PAINT A PICTURE OF THE INCIDENT.) INVOLVED (ALARM SYSTEMS,
SPRINKLER SYSTEMS, AIR BAGS, ETC.)?
WHAT PROPERTY WAS INVOLVED
AND TO WHAT EXTENT? WHAT WAS SAID?

WHAT WAS THE COMPLAINT? WHAT EVIDENCE WAS FOUND,

PHOTOGRAPHED, AND/OR COLLECTED?

WHAT ACTIONS DID YOU TAKE?

WHAT WERE THE RESULTS OF

YOUR ACTIONS?
 GUIDE TO INCIDENT REPORTS.

2.WHAT?
[CONTD.]
WHAT HAZARDOUS MATERIALS
OR CONDITIONS WERE YOU
EXPOSED TO?

WHAT UNUSUAL CIRCUMSTANCES

DID YOU ENCOUNTER EN ROUTE,
ON SCENE, OR AFTER LEAVING? WHAT
WHAT WARNINGS DID WHAT
EQUIPMENT YOU PROVIDE FOLLOW-
WHAT EQUIPMENT WAS MUST BE THE
USED? REPAIRED OR RESPONSIBLE UP IS
REPLACED? PARTY BEFORE REQUIRED?
YOU LEFT?
WHAT EQUIPMENT WAS
DAMAGED OR CONTAMINATED?
 GUIDE TO INCIDENT REPORTS.
WHERE DID THE
3. WHERE? REPORTING PARTY
CALL FROM?
• WHERE DID THE
INCIDENT OCCUR? IS
THIS THE SAME
LOCATION YOU WERE
DISPATCHED TO? WHERE WAS
EVIDENCE FOUND?
• WHERE DID THE
INCIDENT GO IF IT
EXTENDED BEYOND
THE POINT OF WHERE DO
ORIGIN?
RESPONSIBLE
PARTIES AND
OTHER KEY PEOPLE
WHAT EXPOSURES
WERE IMPACTED? LIVE/WORK?

• WHERE WERE WHERE DID YOU

PATIENTS FOUND? IS MAKE ENTRY INTO
THIS THE SAME THE BUILDING?
LOCATION YOU WERE
DISPATCHED TO?
GUIDE TO INCIDENT REPORTS.

4. WHEN?

When did the incident happen?

When was the incident discovered and reported?

When was the incident brought under control?

When will follow-up activities take place?

GUIDE TO INCIDENT REPORTS.

• Why did the incident

5. WHY?
occur?

Was it accidental?

What factors led to the incident?

Why did you take the actions you did?

GUIDE TO INCIDENT REPORTS.

6. HOW?

How did the incident occur?

How was the incident discovered?
How was evidence or samples
collected?
How was information obtained?
 SUMMARY

REPORTS MUST BE WELL-WRITTEN.

A GOOD REPORT IS ACCURATE AND SPECIFIC, FACTUAL, OBJECTIVE,

CLEAR, COMPLETE, AND CONCISE. IT IS ALSO WELL-ORGANIZED,
GRAMMATICALLY CORRECT, AND LIGHT ON ABBREVIATIONS.

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 SUMMARY
5. AN
INFERENCE IS A
4. A FACT IS
CONCLUSION BASED
SOMETHING REAL
ON REASONING. IT
THAT CAN BE EITHER
BECOMES SOUND OR
PROVED OR
BELIEVABLE IF
DISPROVED.
SUPPORTED BY
FACTS.

7. HOWEVER,
6. STATEMENTS
WHEN YOU INCLUDE
FROM VICTIMS,
THOSE STATEMENTS
WITNESSES, AND
IN YOUR REPORT,
RESPONSIBLE
MAKE IT CLEAR YOU
PARTIES MAY NOT BE
ARE QUOTING
OBJECTIVE.
SOMEONE ELSE.

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 SUMMARY

A GOOD REPORT
COVERS SIX
IMPORTANT REMEMBER, IF IT IS
QUESTIONS: WHO? NOT DOCUMENTED, IT
WHAT? WHERE? DID NOT HAPPEN.
WHEN? WHY? AND
HOW?

ERRORS IN GRAMMAR
AND PUNCTUATION
REPORTS MUST BE CAN AFFECT BOTH THE
CLEAR, CLARITY AND
UNAMBIGUOUS, AND ACCURACY OF YOUR
WELL ORGANIZED. REPORT.

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 SUMMARY
DESCRIBE YOUR
OBSERVATIONS AND
ACTIONS.

DOCUMENT ANY DESCRIBE ANY

ADVICE, WARNINGS,
DISCREPANCIES OR
OR OTHER
UNUSUAL
PERTINENT
INFORMATION CIRCUMSTANCES.

IF YOU CAN NOT

IDENTIFY WHAT
CAUSED THE PROBLEM,
DOCUMENT ANY
CAUSES YOU HAVE
RULED OUT. 3
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RESOURCES, WEBSITES AND FURTHER READING
 BACIE. Report Writing. 2nd ed., 14th impress. BACIE, 1973. 23pp.
 BEATTIE, C.J. How to Write a Report for Management. BISRA, 1970.
4PP
 BELL, R.W. Write What You Mean. Allen and Unwin, 1954. 116 pp.
 --------------------------------------------------------
 FIREBELLE PRODUCTIONS. Writing Effective Incident Reports
 Gordon Wainwright. Report Writing- A practical guide to effective report
writing
 Katherine Heritage. Successful Report Writing in a Week
 Alan Barker. The Right Report
 Margaret Greenhall. Report Writing Skills Training Course-How to write a
report and executive summary, and plan, design, and present your report.
2010
 www.UoLearn.com ; www.fotolia.com ; www.istockphoto.com
 www.shutterstock.com ; www.acronymfinder.com ; www.plainenglish.co.uk ;
ww.writing.umn.edu/tww/grammar/proofreading.pdf
 www.libweb.anglia.ac.uk/referencing/files/Harvard_referencing.
 www.thesaurus.com/
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