FORMATS_FOR_WRITING_MINUTES_AND_REPORTS

1. EKITI STATE UNIVERSITY, ADO-EKITI
OFFICE OF RESEARCH AND DEVELOPMENT
TRAINING WORKSHOP ON
EFFECTIVE COMMUNICATION SKILLS
AND REPORTS/MINUTE WRITING
TOPIC:
FORMATS FOR WRITING MINUTES
AND REPORTS
B.A (Hons) Ado-Ekiti, M.SC (Ibadan), FCAI, MNIM, ACIPM, MAUA (UK), JP
Principal Assistant Registrar/Head (General Administration)
Ekiti State University, Ado-Ekiti
FACILITATOR:
J.E.T. BABATOLA

2. FORMATS FOR WRITING MINUTES
AND REPORTS
KNOWLEDGE GUIDE
TO PRESENTATION OF
REPORTS AND
WRITING OF
MINUTES OF MEETING

3. REPORTS - DEFINED
Our subject centres on REPORTS WRITING.
Advanced Learner’s Dictionary defines REPORT as a media
that give information to people about something that was
heard, seen, done etc; a presentation written or spoken
account of an event in the news; a statement forwarded
to those in authorities; a register of data or feedback; an
appearance before a superior; written account of an
event published or broadcast; transcript of information
required by someone; an official document or study; a
piece of story or commentary etc
Scholars severally agreed that any documented statement
useful for record purposes or reference is a REPORT
whether a minutes of meeting, inquiry, test, petition,
memorandum, survey, thesis etc.

4. Classification of Reports
 Oyinloye (2007) classified REPORTS
as Informative Reports, Progress
Reports and Analytical Reports
 Informative Reports discusses facts
and other information including
operations and activities .i.e. JAMB
Brochure, University Handbook

5. Classification of Reports
 Progress Report gives account of
current position of a project, new
developments and future projections
 Analytical Report is often systematic
study that proffers options. It consist of
the scope of study or terms of
references. It also examines the
problems, make observations and
present findings, draw conclusions and
recommend appropriate measures

6. Classification of Reports
 Investigative Report is regarded as
reliable facts gathered, analysis of the
facts and possible results or
consequence of same. The writer
therefore uses the facts to draw
conclusions and recommend options
that could be applied upon in view of the
observations, findings and conclusion

7. Types of Reports
 A. Reports on Events
 B. Reports on Meetings
 - Minutes of Meeting
 - Decision Excerpts and
 - Communiqué and Resolutions
 C. Reports of Interviews, Tests and
Experiments

8. Types of Reports
 D. Reports on Surveys and
Inquiries
 E. Reports on Material Evaluation
and Patent of an Invention
 F. A Crime Diary, Investigation of a
crime scene, exhibit or a Coroner’s
Report
 G. A Petition
 F. Proposals and Feasibility Study

9. Principles of Report Writing
 1. A report is an organized Factual and
objective presentation of information
 * As an organized material, its
constituent parts and contents should
directly form a statement of submission
that translates the whole content into a
proper and acceptable material for
discussion/adoption

10. Principles of Report Writing
 * As an Objective presentation, it should
be devoid of personal feelings and
sentiments.
 Rather, it should contain actual record of
facts and proceedings
 In some situations, it may be the finding
and observation arising from an inquiry,
investigation or personal experience
supported by factual evidence.

11. Principles of Report Writing
 2. It should be addressed to a specific
audience to convey the purpose and
implication of the writing
 3. It should distinguish between
direct and indirect speech form
 4. It should have good grasp of the
Language or media of expression with
proper use of tenses, impersonal
presentations, observance of punctuation,
appropriate grammar and proper spellings

12. Principles of Report Writing
 Media Tools and Structure
 Layout should be in double space, use
of sensible fonts and font size, bold and
italics where appropriate
 Get a dictionary to often check your
spellings
 Language, Punctuation and Grammar
 Avoid being personal, avoid slang, mind
your tenses, style of language or tone of
delivery should be receptive - civil or
cordial depending on the recipients

13. Principles of Report Writing
 Observe the correct use and avoid misuse
of apostrophes, commas, semi colons,
colons, dashes, quotation and exclamation
marks
 In the use of Syntax let your emphasis dwell
on proper use of the clauses, subordinate
clauses, relative clauses, subject and verb
agreement and collective noun
 5. It should be prepared with good
knowledge of the subject
 6. It should not be dull and uninteresting
 7. It should be able to convince the reader
of the subsequent recommendations for
decision making.

14. Characteristics of Event Reporting
 1. Reporting event i.e. Operational
activity, Misconduct, crime or breach,
Accident or meeting should be prepared
as soon as possible after its occurrence
in promptly, objectively and accurately
manner. This is very important and
uncompromising to avoid negligence or
dereliction of duty to the Organization

15. Characteristics of Event Reporting
 2. Report should include precise details
of the event vis a vis the date, time,
place, list of witnesses/ attendance/
participants, source of information and
any other details
 3. Identify or State the cause of Event (if
known) in precise form and the details to
support the knowledge of the event

16. Characteristics of Event Reporting
 4. The source of a report indicates its
reliability and usage (as a primary or
secondary source) to avoid distortions
and manipulation of facts. A report can
be written through generation and
collation of results from Questionnaire,
Interview, Observations, telephone or
recorded statements apart from first
hand experience and on the spot
assessment.

17. Differentiation of Reporting Styles
 There are FORMAL and INFORMAL
styles of report writing.
 The style of presentation and
content of each report depicts its
status and relevance

18. FORMAL REPORTS
 Formal reports are expert writings which
require extensive research, documentation,
investigation and analysis. It may include
tables, charts and graphs (if the narrative is
reduced).
 Formal reports are divided into sub-heads
such as:
 Introduction
 Body of the Report
 Summary, Conclusions and Recommendation
 Supplementary materials, exhibits or
addendum to report

19. Definition of a Formal Report
 Ogunsanwo et. al. (1999)
described formal report as ‘any
kind of account given of any
event that has taken place
(and)... Presented as a formal
document...’

20. Writing a Formal Report
 Purpose and Scope – Introduction
 * Define the reasons for writing
 Report Organization
 * Organize the sub-topics of the
report materials
 * Form the Outline to keep the
report in logical sequence of
presentation – A paragraph should
flow into another

21. Writing a Formal Report
 * Ensure that the main heading
and sub-headings are clearly
demarcated.
 * Adopt and use 3rd Party
presentation to ensure anonymity
and avoid personal tones
 * Highlight the Title Page to show
the ownership and author of the
document and specific audience
to be addressed or which the

22. Writing a Formal Report
 * Table of Content
 It is often required in Formal Reports.
This helps to guide Readers to quick
note and run through the reading
 Table of Content that accompanies
Minutes Writing are usually indicated as
Agenda of Meeting and Matters Arising
from Minutes of last Meeting

23. Writing a Formal Report
 * Table of Content contd’
 In an Academic Paper or Study Report, the Table of
Contents usually include:
 Background
 Statement of Problem
 Purpose of the Study
 Limitation
 Definition of Terms
 Body of Report
 Analysis of Data
 Result of Analysis
 Summary, Conclusion and Recommendations
(Overviews and Suggested ideas from formed
Opinions)

24. SAMPLE OF FORMAL REPORT
 REPORT OF THE INVESTIGATION PANEL ON THE ALLEGATION OF
WRONGFUL DISMISSAL OF MRS. ALICE OGUNLEYE

 1.0 INTRODUCTION
 Mr. J. Ade-Olowo led Panel of Inquiry was constituted by the Secretary to the
State Government on the directive of Governor in Council to investigate the
allegation of wrongful dismissal of …………………
 2.0 MEMBERSHIP
 1. Mr. J. Ade-Olowo - Chairman
 2. Dr. C.R. Falola - Member/Rep. PS (Estab.)
 3. Dr. E.B. Adubiaro - Member/Rep. PS (GAD)
 4. Mrs. R.O. Ojo - Member/Secretary (Rep. PS
CS)
 3.0 TERMS OF REFERENCE
 The Panel of Inquiry was given the following terms of reference:

25. SAMPLE OF FORMAL REPORT
 4.0 MODUS OPERANDI
 The methods adopted by the Panel to investigate the matter is as follows:-
 5.0 OBSERVATIONS OF THE PANEL
 The Panel held four (4) sittings…..
 5.1 REVIEW OF PRELIMINARY INVESTIGATION REPORT AND
REPORT OF THE DISCIPLINARY PANELS
 5.2 INTERACTIVE SESSION
 5.3 PRESENTATION AND REVIEW OF FRESH FACTS AND OMMITTED
INFORMATION
 6.0 FINDINGS OF THE PANEL
 7.0 CONCLUSIONS AND RECOMMENDATIONS
 8.0 APPRECIATION
 The Committee wishes to appreciate the
 Signatories/Date:
 1. Mr. J. Ade-Olowo - ……………………………
 4. Mrs. R.O. Ojo - ……………………………


26. SAMPLE OF FORMAL REPORT
 ANDRIAN UNIVERSITY OF EDUCATION, OYO
 COMPREHENSIVE REPORT OF THE INTERVIEW PANEL FOR THE
REGULARIZATION OF APPOINTMENT AND PROMOTION OF ACADEMIC STAFF
HELD ON 17th APRIL, 2012 AT THE SENATE CHAMBER BY 11.00 A.M. PROMPT
 1.0 Introduction
 The Interview Panel for the regularization of temporary appointment and promotion of
Academic Staff in the University was held on 12th March, 2009 at .....

 2.0 Membership
 Prof. Dapo Koleoso - Acting Vice-Chancellor &
Chairman
 Dr. Ololola Awolowo - Registrar & Secretary of Council
 Mr. Gideon Oguneokun - University Librarian
 Prof. Joshua Kolade - Dean, Faculty of Education
 Prof. Afe Owolabi - Consultant (Julius Berger University, Okenne)
 Mr. J.E.T. Adeoya - Deputy Registrar (Estab. Academic)/Secretary


27. SAMPLE OF FORMAL REPORT
 3.0 Guidelines for Interview and Assessment of Candidates
 The Chairman presented the guidelines for the Interview to Panel members as follows:
 4.0 CASES OF REGULARIZATION OF APPOINTMENT


 5.0 CASES OF APPOINTMENT AND PROMOTION

 6.0 APER REVIEW OF ACADEMIC STAFF IN THE 2011/2012 ACADEMIC SESSION: RE:
FACULTY OF EDUCATION APER EXERCISE: OMISSION OF NAME

 The A & P received and considered the A&P Paper No. 2009/02 and...
 The Dean of Faculty of Education presented cases of omission of name of academic staff that was due
for promotion or confirmation of appointment as at... A&P advised that such occurrence should be
avoided in future and then approved as follows:

 CASES FOR PROMOTION: 2007/2008 APER EXERCISE

 RE: APPLICATION FOR SABBATICAL LEAVE: DR. O. AJEWOLE (FACULTY OF LAW)

S/No Name Dept. Status Scores Effective
Date
Remarks
1 Dr. S.A.
Salami
Educational
Technology
Reader 92 14/6/2009 Approved

28. SAMPLE OF FORMAL REPORT
 REQUEST FOR DEFERMENT OF 2007/2008 ANNUAL LEAVE
 APPLICATION FOR STUDY LEAVE WITH PAY FOR PH.D
 ABSENCE FROM THE UNIVERSITY:
 UTILIZATION OF DEFERED ANNUAL LEAVE BY ACADEMIC STAFF
 DETAILED PROGRESS REPORT ON PH.D WORK – MRS BONNIE
 RE: RESIGNATION OF APPOINTMENT –
 RECOMMENDATION ON APPLICANTION FOR CONTRACT APPOINTMENT
 REQUEST FOR THE REGULARIZATION OF POSITION AND RESIGNATION OF APPOINTMENT
 NOTIFICATION OF RESUMPTION OF DUTY OF DR. OMOWUNMI
 APPLICATION FOR VISITING APPOINTMENT: DR. J.O. OLORA
 APPLICATION FOR REGULAR APPOINTMENT AS A PROFESSOR OF LINGUISTICS AND
NIGERIAN LANGUAGES
 ACADEMIC STAFF RECOMMENDED FOR APPOINTMENT IN DEPARTMENT
 SECOND LEVEL REVIEW: FACULTY OF LAW AND FACULTY OF THE SOCIAL SCIENCES
 CONSIDERATION OF PFQ CASES FOR READERSHIP PROMOTION
 ANY OTHER BUSINESS:
 ADJOURNMENT

 ……..……………………………. …….…………………………….
 Chairman Secretary

 …………………………………..
 Date

29. INFORMAL REPORTS
 Informal reports are written but usually
shorter without the use of rigorous
statistics and research
 Examples of Informal reports are:
Memorandum Report i.e.
 Memo
 From: To:
 Ref: Date:
 Subject Heading (a clear and precise
statement on subject matter)
 Copy must be kept for future retrieval or
reference, if required

30. SAMPLE OF INFORMAL REPORT
 UNIVERSITY OF AGRICULTURE, ISHAN EKITI, NIGERIA
 Office of the Registrar
 Internal Memorandum
 From: Director of Works To: Registrar
 Ref: ISE/WSD/05/Vol.02/17 Date: 1st October, 2012

FIRE INCIDENT AT THE UNIVERSITY WORKSHOP
 The above subject refers.
 I wish to formally report the incident of fire outbreak at the University Workshop on
Saturday 28th September, 2012.
 The cause of the fire incident known as at the time of making this report, a member of
staff – Mr. James Solomon who was on duty died in the course of assisting to put off the
fire when a portion of the building collapsed on him.
 ACTION (1) The University Security Department brought in the Fire Service and the
TAKEN Police to put off the fire and to review the accident scene
 (2) The body of the deceased have been deposited in the morgue prior to
directives for an autopsy and Coroner’s report

31. SAMPLE OF INFORMAL REPORT
 (3) Family of the deceased staff have been contacted accordingly
 (4) University Insurer has been invited to assess the burnt/damaged
 structure in view of notice of claim
 DAMAGES Cost of damage to material assets and buildings from books
of record (without loss of life) is over N68 Million
 STAFF The Registry would be required to arrange for the burial of
WELFARE the deceased and to process his final entitlements
 MANPOWER Deceased staff was responsible for the servicing and
 NEED maintenance of University main generating sets in the Power
Station. There is an urgent need for replacement to avoid
putting the Campus in darkness when transmission of
electricity supply fails from the national grid.
 INTERNAL A Preliminary Investigation Team has been set up in the
INQUIRY Department to examine causes of the fire accident with a
view to update the Vice Chancellor within the next 72 hours.
 Thank you.
 Engr. Adeniji Adeniyi
 Director of Works

32. SAMPLE OF INFORMAL REPORT
 FEDERAL MINISTRY OF MINES AND POWER , ABUJA FCT, NIGERIA
 (Directorate of Personnel and Administration)
 Internal Memorandum
 From: Deputy Director (Personnel) To: Director (Finance & Admin.)
 Ref: FMP/PERS/03/Vol. I/100 Date: 22nd December, 2009

PROCESSING OF FINAL ENTITLEMENTS RE: BREAK IN THE RECORD OF
SERVICE OF DECEASED STAFF: MRS. A. ADELOKUN - AB/PERS/ATSE/153
 The subject matter above refers.
 2. I wish to respond to a formal request from your office to explain the break in
service in the records of ...... Please find below a statement .....
 3. Folio 01 is the copy of letter of appointment ...... (attached as Appendix A)
 4. Folio 35 is the deceased application to proceed on study leave......
 5. Folio 63 is the letter of completion of studies dated 5th August, 2006....
 6. Folio 104 dated 4th March, 2010, is a letter from the deceased next of kin’s ....
Death certificate (attached as Appendix E and F respectively).
 In view of the above, I wish to recommend the processing of deceased final entitlements
 Thank you.

 Umaru Bayajida

33. REPORTS – IN SUMMARY
Reports are vastly different in style. However, one basic
function of every report is that the writer communicates
and conclude information and may even recommend
based on facts and circumstances on what have been
(inquired, witnessed or discussed)
FAST RULES ON WRITTEN REPORTS
1. Report must be addressed to a Reader or audience
2. Report should contain a short, unambiguous title
3. Report ought to be dated (and referenced)
4. The body of a Report should be planned
5. The headings of a Report should be boldly marked
6. Report presentation should be in logical sequence
7. Report should be concise without exaggeration
8. A Report should be signed by the creator

34. MINUTES OF MEETING - DEFINED
 Minutes is a Report of an
organization containing records of
its meeting activity
 It is a record of proceedings – the
issues discussed and resolutions
passed (It is not a verbatim report)
 It is a permanent record

35. MINUTES OF MEETING - DEFINED
 It indicates the list of stakeholders,
participants and those present at a
meeting venue
 It identifies the preferred ideas
raised, decisions reached and
actions to be taken
 It provides information to those
who are not in attendance

36. MINUTES OF MEETING - DEFINED
 It reminds those who attended of
the decisions reached
 It keeps records on why decisions
are reached or taken
 It constitute the terrain of the
Organization’s capacity in policy
determination and decision making

37. EACH HOUSE HAS ITS
OWN RULES AND
TRADITIONS AS STANDARD
FORMAT FOR WRITING
MINUTES

38. Guides to Writing Minutes
 1. In writing Minutes, the Secretary of
a Meeting should be guided by the
‘prepared’ AGENDA ( AGENDA is a brief
chronology of the Order of Meeting/Event agreed
upon and business to be transacted at Meetings in
order to guide presiding chair and to enable
members’ to contribute to issues. It is circulated
before a meeting commences.
 2. The Minutes should contain the
name of the Organization and the
nature of the meeting i.e. Regular,
Special or Extra-Ordinary Meeting

39. Guides to Writing Minutes
 3. The Minutes should record the
day, date, time and place of meeting
 4. The Attendance containing the
list of persons attending or in
attendance as well as absentees
with indications if such absentee
has sought permission to be away
 5. State that Minutes of the last
meeting was read and adopted
subject to any amendment made

40. Guides to Writing Minutes
 6. Purpose of the Meeting and highlight of
crucial points discussed on itemised
issues in the agenda to inform readers (if
Papers were presented at a meeting, the
final minutes may contain the paper
summary or attachment to the minutes).
 7. Indicate all motions raised verbatim
with the name(s) of the mover and
seconder and the resolutions reached
 8. Edit and prepare the meeting in the final
form. This may require vetting by
presiding chair or Line Manager (superior)
before production and circulation

41. Guides to Writing Minutes
 9. The minutes should be signed by
the Presiding Chair and the
Secretary after its adoption at the
next presentation to certify its
accuracy for record keeping
 10. A copy of the minutes should be
filed and kept in the minutes folder,
notebook or file for future retrieval
or reference.

42. WRITING TECHNIQUES FOR
OFFICIAL COMMUNICATION
1. Writer must think clearly –
Think first and write afterwards
(clarity of thoughts and expression)
2. Assemble the facts
(Be accurate in facts and figures)
3. Arrange points in logical sequence
(Do not over-work your expression
or phrases and learn to be polite)
4. Commit views to paper in a draft
5. Review and conclude final draft

43. THINGS TO WATCH IN MINUTES
A FORMAT
PURPOSE
DATE
TIME
PLACE
SECRETARY
MEMBERSHIP

44. PRIOR MINUTES
MATTERS ARISING FROM
THEM
AGENDA
SUBJECT DISCUSSED
ACTIONS AGREED UPON
ANY OTHER BUSINESS
ADJOURNMENT
DATE OF NEXT MEETING

45. SAMPLE OF A MINUTES OF MEETING
 MINUTES OF THE SIXTEENTH (16th) REGULAR MEETING OF THE GOVERNING
COUNCIL OF AVIARY UNIVERSITY, OKUKU, HELD AT THE COUNCIL CHAMBER
ON THURSDAY 5TH JUNE 2013
 16.1.1 INTRODUCTION
 The 16th regular meeting of the Governing Council of Aviary University, Okuku was held
at the Council Chamber on Thursday 5th June, 2013 by 10.00 a.m.
 16.1.2 MEMBERSHIP
 Rt. Hon. Dr. S. M. James – Pro- Chancellor/Chairman of Council
 Chief Mrs. B. D. Bruce _ Council Member/Rep. Trustees
 **Prof. B.J. Olatiregun - Council Member/Rep. Senate
 Dr. O.G. Babatola - Council Member/Rep. Congregation
 Mr. A. Abdulrahman - Council Member/ Rep. NUC
 Mr. J.A. Arogundade – Registrar/Secretary to Council

 16.1.3 IN ATTENDANCE
 Mr. I.O. Adeluyi - Deputy Registrar (Council Affairs)
 * Absent
 ** Absent with Apology

46. SAMPLE OF A MINUTES OF MEETING

 16.2.1 COMMENCEMENT
 The meeting commenced at 10.00 a.m. with an opening prayer led by the Chairman, Rt.
Hon.

 16.2.2 PRESENTATION/ADOPTION OF AGENDA
 The Chairman presented the agenda ...to members... The agenda was adopted on a
motion moved by... and seconded by Chief...
 16.3.1 OPENING REMARKS
 The Chairman welcomed distant members and noted the apologies of ...
 16.4.1 ADOPTION OF THE MINUTES OF THE FIFTEENTH (15TH) MEETING OF THE
GOVERNING COUNCIL HELD ON THURSDAY, 13 JANUARY 2013
 The minutes of the meeting of ...were considered for correctness and amended as
follows:
 Minute 15.1.3: reflect that ...were absent on account of ill health.
 In the absence of any other correction, the minutes were adopted as a correct record of
the proceedings...

47. SAMPLE OF A MINUTES OF MEETING

 16.4.2 MATTERS ARISING FROM THE MINUTES
 Minute 15.8.01 Appointment of Principal Officers – The University Librarian
 Council noted that the advertisement for the post of .................
 16.5.1 SUBSTANTIVE BUSINESS:
 16.5.2 RECOMMENDATIONS FROM APPOINTMENT AND PROMOTIONS
COMMITTEE
 Council considered the recommendations from the A& P Committee, which was tabled
as Council Paper No 2013/14 and presented by the Vice Chancellor... A member noted
the inconsistencies in the .... After extensive deliberation on the paper, Council decided
as follows:
 Directed that the paper be returned to the Committee for further....
 16.6.1 ANY OTHER BUSINESS
 16.7.1 ADJOURNMENT AND CLOSING
 The meeting adjourned at 12 noon on a motion moved by ...
 ........................................................... ............................................................
 Chairman Secretary

48. Importance of Minutes and Report Writing –
Technical/Secretariat Need of an Organization
 It is crucial for Workshop participants to
appreciate the essence of this training module.
 1. Aims and interests of each Organization
drives the purpose of its existence and
activities. Its membership are to pursue those
goals in meeting the Organization’s need.
 2. Formal Organizations operates in Office
Environment (Secretariat) to make contacts,
interact and hold meetings, keep records of
activity and carry on its business interest.
Office is a MEETING POINT and WORK PLACE
to coordinate policies and work process,
enforce standards and procedures.

49. Importance of Minutes and Report Writing –
Technical/Secretariat Need of an Organization
 3. Modern Offices require expertise in Human
resources management and Communication
skills. Organizations must invest in people and
processes. Communication skills involves
Language proficiency, Media Tools and
application for data processing and record
keeping, use of modern office equipment and
technology and fostering healthy working
relations.
 4. In this session we have treated a crucial
aspect of Office Communication which is
Writing of Minutes and Reports
 ‘An Office can be said to be the receiving, recording, arranging
(and analysing), and giving of information’ – J.C. Denyer (Office
Management) M&E, UK, 1975

50. CLOSE UP
THANK YOU
FOR
LISTENING