A peek into Report Writing Skills

Why Reports?

Unless you can communicate effectively, the knowledge and

skills you acquire are of little use to others. You have to be able to collect

information, organize it, and present it in a logical and

concise form. Regardless of a report's target audience, the structure

and organization must convey the exact meaning you intend.and organization must convey the exact meaning you intend.

Classification of Reports

Recommendation Reports

Formal Reports and Informal Reports

Information Reports

Analytical Reports

Types of Reports?

Monthly

Reports

Annual Reports Progress Reports

Success Stories

Completion

Reports

Audit Reports

White Papers/ New Initiatives

CIV Proposal

Anatomy of a Report

�Cover Page

� Title Page

� Letter of Transmittal (if required)

� Table of Contents (if required)� Table of Contents

� Executive Summary

� Report Body

�Conclusion

� References or Works Cited (if any)

�Appendixes

Should Explain the Core Purpose of your report and

should have minimum or no words. Use simple

pictures which conveys broader and deeper meaning.

Remember, first impression is the best impressionRemember, first impression is the best impression

Select the TITLE which best describes the content of the

report

Do not use flimsy and unwanted words

Avoid long and meaningless words

Always ask yourself if the Title conveys the proper Always ask yourself if the Title conveys the proper

meaning

Background

Summarize conclusions and recommendations

Minor problems. Thank those who helped.

Additional research necessaryAdditional research necessary

Thank the reader. Offer to answer questions.

Executive summary

This explains about the report in a nutshell. Do not

drag the information unnecessarily. Should be

maximum of 1 to 2 page

IntroductionPurpose and Scope; Limitations, Assumptions, and Methods

Background/History of the Problem

Define the Problem – Problem StatementGather information

Presents and interprets data

Analyze the information

Organize the information

Conclusion and the Ending

�Conclusions• Should justify your findings and recommendations

• Should be short and convincible

• Should be outcome oriented

�References or Works Cited�References or Works Cited

�Appendixes

Interview transcripts, questionnaires, question tallies, printouts, and previous reports

Do’s and Don’ts in Report Writing

† Avoid using direct speeches

† Use statistical data wherever necessary

† Avoid beating around the bush and state the problem

† Outcome should be SMART† Outcome should be SMART

† Use Photos if required† Acknowledge the source information if used

† Report should be written from recipients perspective

"No tears in the writer, no tears in the reader."

Robert Frost