1. Report Writing
Col Hamid Hussain Naqvi (retd)

2. Definition

Business Report is an impartial,
objective, planned presentation of
facts to one or more persons for
specific, significant business
purpose.
2

3. Types of Reports
Sales Reports
Inspection Reports
Annual Reports
Audit Reports
Feasibility Reports
Progress Reports
White Papers

4. A Report Is A Text Expression Of
Research You Have Carried Out,
Therefore, It Is:
IMPORTANT TO GET IT RIGHT!
 Presentation  Checking
 Layout  Editing
 Components  Evaluating
 Formatting  Referencing
 Writing Style  Proof reading

5. Presentation Is important
because:
 It affects the initial impression of the work
 Good presentation can ensure the
examiner or reader can easily see what
you have done
 You need to show that you can present
work in a professional manner

6. Layout
 Line spacing should be double spaced
 Margins should be 1.5” top & 1” bottom
 If bound then a larger margin should be
allowed on the left
 Print on one side of the paper only

7. Components of Reports
a.Prefatory parts of a Report
 Cover Page
 Title Page
 Letter of Transmittal
 Table of Contents
 List of Illustrations
 Executive Summary

8. Covering Page
Title
Author's name
Module Name/submitted to
Date of Submission

9. Title Page
 Balance the following lines:
* Name of the report in all caps (e.g. Final
Report)
* Receiver’s name, title, and organization
* Team name and team members
* Date submitted (month/year)
 No page number on title page (page 1 is
executive summary)

10. Letter of Transmittal
 Announce the topic and explain who
authorized it.
 Briefly describe the project and preview
the conclusions – if the reader is
supportive.
 Close expressing appreciation for
assignment, suggesting follow-up
actions, acknowledging the help of
others, and offering to answer
questions.

11. Table of Contents
 Show the beginning page number
where each report heading appears in
the report (do not put page number
range, just the first page number).
 Connect headings to page numbers
with dots.
 Headings should be grammatically
parallel
 Include major section headings and
sub-headings
 No page number on TOC page

12. TABLE OF
CONTENTS
Executive Summary........................... 1
Introduction ....................................... 2
Background
Purpose
Scope
Research Questions
Report Organization
Research and Analysis...................... 4
Methodology
Findings
Conclusions & Recommendations..... 6
Appendices........................................ 7
Appendix 1: Survey questions
Appendix 2: Client proposal
Appendix 3: PowerPoint slides

13. Executive Summary
 Include
 challenge statement (client focused)
 a little background (type of organization, what
they do, size, when established)
 goals team focused
 a little research summary (techniques/sources )
 conclusions and recommendations (all, but
summarized)
 This is first page of report (page 1)
 Typically 1-2 pages

14. Introduction
 Background: Provide a full description of the
challenge.
 Purpose: challenge/motivation for report
Include significance of challenge
 Scope: Clarify the scope and limitations of
report.

15. b. Report Body
 Introduction
 Purpose and Scope;Limitations, Assumptions, and
Methods
 Background/History of the Problem
 Body
 Presents and interprets data
 Conclusions and Recommendations
C . Supplemental Parts
 References or Works Cited
 Appendixes
 Interview transcripts, questionnaires, and previous
reports

16. PLAN
ANALYZE THE SITUATION
Define Your Purpose and Develop an Audience Profile
GATHER INFORMATION
Determine audience needs and obtain the information
necessary to satisfy those needs
SELECT THE RIGHT MEDIUM
Select the best medium for delivering your message
ORGANIZE THE INFORMATION
Define your main idea,limit your scope,select a direct or
an indirect approach, and outline your content

17. WRITE
ADAPT TO YOUR AUDIENCE
Be sensitive to audience needs with a “you” attitude,
politeness,positive emphasis and bias –free
language.Build a strong relationship with your
audience by establishing your credibility and protecting
your company’s image.Control your style with a
conversational tone,plain English and appropriate
voice
COMPOSE THE MESSAGE
Choose strong words that will help you create effective
sentences and coherent paragraphs

18. Formatting the Report
Titles, sections, paragraphs and numbering
needed because:-
 It divides your work up into logical sections –
makes it easier to follow
 A content page provides reference point, by
headings for reader to find what he wants
 It is easy to cross reference by referring to
paragraphs e.g. ‘further clarification is given on
this point (paragraph 2.1)’

19. ● Degree of Heading Numeral-Letter Combination:
1st I.
Introduction 2d A.
2d B.
2d C.
1st II.
2d A.
Text/ 3d 1.
Discussion 3d 2.
2d B.
3d 1.
3d 2.
4th a.
4th b.
5th (1)
5th (2)
19

20. 1st III.
2d A.
Text/ 3d 1.
Discussion 3d 2.
2d B.
3d 1.
3d 2.
1st IV.
2d A.
3dh 1.
3d 2.
2d B.
3d 1.
3d 2.
20
Terminal 1st

21. Format
Report
A REPORT ON COMPUTER CRIME AND THE
INTERNET Title
SECTION ONE - LEGAL ISSUES Section
Heading
1.1 Introduction
…………………………….. Sub
1.2 Data Protection Act Sections
……………………………..
SECTION TWO - CREDIT CARD FRAUD Sub-paragraph
Heading
2.1 Introduction
……………………………..
2.2 Security Issues
2.2.1 Network Security Protocols

22. Supplemental parts
 Appendices
 Put ‘extra’ material in here – longer explanations of
topics discussed in the report – evidence of research
used – source data etc.
 Referencing
 This where you refer the reader to other work within the
report or its appendices Author Name (Year) Title, PP.
(2-5).
 Glossary
 Used to explain any ‘jargon’ or difficult words that
needed to be used in the main body of the report

23. How to Make References
1. Author Name (Year) Title, PP. (2-5).
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24. Checking
 Are there any spelling mistakes?
 Are there any proof errors?
 e.g. ‘there’ ‘their’ OR ‘would of’ ‘would have’
 Does the writing reflect the heading?
 Have you used quotes and citations
properly?
 Have you included all your sources in the
bibliography
 Is the format used the correct one?

25. Editing
 Does it make sense?
 Has it got a beginning, middle, end
 Are you over the word count?
 Check sentences to remove wordiness
 Is there something that would be more
 Appropriately put in an appendix?
 Rearrange long sentences into 1 or 2 short ones
 Have you provided evidence for your statements

26. Evaluating
 Have you achieved the aims and
objectives of the report? Is all your
material relevant?
 Have you checked the marking criteria to
see if you have met them?
 Have you obtained any feedback from a
critical reader to see if they have
understood the report and whether they
have noticed any defects

27. THANK YOU