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Report Writing Made Easy. by Sue Cameron MBA AFAIM 2013. Why write reports?. To communicate with your colleagues A good method for writing assignments As a record for your business or company Easier to read than an essay or critique Used extensively in business Reports are structured

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report writing made easy

Report Writing Made Easy

by Sue Cameron MBA AFAIM

2013

why write reports
Why write reports?
  • To communicate with your colleagues
  • A good method for writing assignments
  • As a record for your business or company
  • Easier to read than an essay or critique
  • Used extensively in business
  • Reports are structured
  • Often required for legal reasons
report structure
Report Structure
  • Cover or title page
  • Introduction
  • Table of Contents (do last)
  • Summary or Abstract (this can be either at the beginning of the report or at the end and is written after the body and conclusions)
  • Body of the Report (this is not a heading)
  • Conclusions
  • References
  • Glossary (if required)
cover or title page
Cover or Title Page

Should include:

  • Title of the report
  • Name of Author
  • Report addressed to
  • Date of report
  • The cover can have the company logo or some sort of graphic (may be a border or design relevant to the title or subject matter)
introduction
Introduction
  • This is usually a couple of paragraphs explaining the purpose and scope of the report

Example:

‘This report is a business proposal to senior management on researching and developing an Work Health and Safety (WHS) Policy and Procedure for the company.

This is in order to comply with the WHS Act of 2011 and to update the current policies and procedures.’

table of contents
Table of Contents
  • The reason this is done last, is that during the report writing process you may find that you add information or topics related to the subject

An example of a format

(Topic) (Page No)

1. Introduction 2

2. Summary 3

3. (Topic) 4

3.1 (Subtopic 1) 4

3.2 (Subtopic 2) 5

4. Conclusion 7

5. References 8

summary
Summary
  • Can be also called an Executive Summary
  • This is an overview or synopsis of the project and conclusions
  • Often restates the purpose and scope of the report
  • Usually only 3 or 4 paragraphs long

Example:

‘On conducting research into current WHS practices and the current legislation, the new polices and the procedures as outlined in this report and shall be presented to the CEO and the board by the December 2013’

body of the report
Body of the Report
  • This is putting forward your business case and the arguments for and against (benefits and disadvantages) if appropriate
  • Use headings for each topic covered
  • Write a draft first, then edit and amend before writing the final copy (document)
  • Check that it is written in a logical order and check spelling and grammar
  • Use diagrams and graphs where appropriate
conclusion
Conclusion
  • This is the results of your findings with recommendations if required

Example:

‘It is recommended that the company endorse the new WHS Policy and Procedures and they be implemented as soon as possible in order to comply with the current legislation and with the company’s code of conduct’

references
References
  • You must record all reference or sources of information including websites

This Format is based on University standards (Harvard system)

(Author) (Year of Publication) (Title) (Publisher) (Location of Publisher)

(Family name first then initial of author)

Example: (the first 2 are books and the third a website)

Monger, B (2007) ‘Marketing in Black and White’ Pearson/Prentice Hall, Aust.

Cole, K (2008) ‘Management Theory & Practice’ Pearson/Prentice Hall, Aust.

www.workcover.com.au NSW Government 2009

glossary if required
Glossary(if required)
  • To be used if you are using any technical language or any words which need clarification
  • Arrange in alphabetical order

Examples:

Scope: the range or scale of the report

Technical: mechanical, scientific, industrial

Reference: Microsoft Office 7 Thesaurus (UK)

tips on report writi ng
Tips on Report Writing
  • Keep it Short and Simple (KISS)
  • Make it as clear and concise as possible
  • Use plain English where ever possible
  • Try to avoid jargon
  • Make it easy to read with a natural flow
  • Like a good Power Point Presentation don’t have large paragraphs of text
  • Be consistent in layout and format
  • Add a footer with page number, author and date