Unit 3
Report Writing
Business Reports
The success of a business or industrial organization lies in doing its job for this purpose, gathering information and passing it on to those who need it is important. In the broader collection and transfer of information is happening all the time in every area of formal life. So, scientists, working brokers, testers, journalists, and various professionals, government and private organizations are asked to write and report to their management on important topics at the institution or the person involved.
Reports can be as short as a few sentences and as long as a few large pages. Although reports can be verbal and informal, here we are concerned with written and formal reports.
Types of Reports
Reports are available all sizes, but are typically longer than a page and somewhat shorter than a book. the sort of report depends on its function. The function of the report is its essential purpose, often indicated within the thesis or purpose statement.
The function also will influence the kinds of visual content or visual aids, representing words, numbers, and their relationships to the central purpose in graphic, representational ways in which are easy for the reader to know. The function can also contribute to parameters like report length (page or word count) or word choice and readability. “Focusing on the content of your longer business documents isn't only natural but necessary because doing so helps ensure complete, correct information”.
Reports vary by function, and that they also vary by style and tradition. Within your organization, there could also be employer-specific expectations that require to be addressed to satisfy audience expectations.
There are two main categories for reports, no matter their specific function or type:
Informational Report
An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this sort of “just the facts” report may be a police accident report. The report will note the time, date, place, contributing factors like weather, and identification information for the drivers involved in an automobile accident. It doesn't establish fault or include judgmental statements. you ought to not see “Driver was falling down drunk” during a police accident report.
Instead, you'd see “Driver failed sobriety tests and Breathalyzer test and was transported to the station for a blood sample.” The policeman isn't a trained medical doctor and is therefore not licensed to form definitive diagnoses, but can collect and present relevant information which will contribute thereto diagnosis.
Analytical Report
The second sort of report is named an analytical report.
An analytical report presents information with a comprehensive analysis to unravel problems, demonstrate relationships, or make recommendations.
An example of this report could also be a field report by a middle for Disease Control (CDC) physician from the location of an epidemic of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and to form recommendations on the treatment and quarantine of subjects.
Types of Reports and Their Functions
Types of Reports and their functions include common reports that, counting on the audience needs, could also be informational or analytical.
1. Laboratory Report Communicate the procedures and results of laboratory activities.
2. Research Report Study problems scientifically by developing hypotheses, collecting data, analysing data, and indicating findings or conclusions.
3. Field Study Report Describe one-time events, like trips, conferences, seminars, also as reports from branch offices, industrial and manufacturing plants.
4. Progress Report Monitor and control production, sales, shipping, service, or related business process.
5. Technical Report Communication process and merchandise from a technical perspective.
6. Financial Report Communication status and trends from a finance perspective.
7. Case Study Represent, analyse, and present lessons learned from a selected case or example.
8. Needs Assessment Report Assess the necessity for a service or product.
9. Comparative Advantage Report Discuss competing products or services with an analysis of relative advantages and drawbacks.
10. Feasibility Study Analyse problems and predict whether current solutions or alternatives are going to be practical, advisable, or produced the specified outcome(s).
11. Instruction Manuals Communicate step-by-step instructions on the utilization of a product or service.
12. Compliance Report Document and indicate the extent to which a product or service is within established compliance parameters or standards.
13. analysis Report Communicate costs and benefits of products or services.
14. Decision Report Make recommendations to management and become tools to unravel problems and make decisions.
15. Benchmark Report Establish criteria and evaluate alternatives by measuring against the establish benchmark criteria.
16. Examination Report or record data obtained from an examination of an item or conditions, including accidents and natural disasters.
17. Physical Description report Describe the physical characteristics of a machine, a device, or object.
18. Literature Review Present summaries of the knowledge available on a given subject.
Progress Report
A progress report is a type of report which is written in order to inform a supervisor, associate, or customer about progress you’ve made on a project over a certain period of time.
A progress report must answer the following questions:
- What percentage of the work is complete?
- Which part of the work is currently being performed?
- Which sections of the work are yet to be completed?
- What unexpected problems have arisen in the project?
- What is the overall status of the project?
- How much more time will be required to complete the work?
A progress report can be structured in three different ways:
a) Memo – An informal memo report to be sent to someone within the organization.
b) Letter – An informal or formal letter to be sent to someone outside of the organization.
c) Formal Report – A formal report to be sent to someone outside the organization
You should choose the type of progress report depending upon your requirements.
A progress report has no specific structure but should always include the following elements:
- The title and the words “Progress Report” on top of the document
- Section headings to simplify the reading process.
- The name of the writer along with their designation and the receiver’s name and designation.
- The opening should be titled “scope and purpose” where the introduction defines the purpose of the report.
- Two sections titled “Progress….” And “Remaining work” should always be included. The former defining how much work has been successfully completed and the latter describing what part of it is yet to be done.
- A section projecting results and the tentative timeline of completion should also be included.
- The paragraphs should be short and concise and the tone respectful.
Status Report
A status report is an informative piece of writing which keeps the clients, project managers, supervisors and team members up to date regarding a certain project.
It comprises of the efforts, progress and risk associated with a project. A project status report can be a weekly, monthly or quarterly formulated report.
A project status report may be used to:
- Streamline communication efforts across the organization and stakeholders
- Make it easier to gather and disseminate information about key elements of the project
- Ensure stakeholders have all necessary information for decision-making
- Amplify key messages and goals around the project
- Act as a logbook for past key events and actions
What is included in a status report:
- Summary of Work Completed
- A Plan for What Comes Next
- Updates on Budget and Timeline
- Any Action Items/To-Dos
- Report on Risks, Issues, and Mitigation
Below is the format of a status report:
1. Project Name / Client Name
This section should contain the title of the project along with the name of the client. Make sure you record WHO the report is for and WHAT the report entails (ie. What project).
2. Project Vision
Here the main objectives of the project are to be listed in a clear and to the point manner. This is the only static unchanging section of a status report.
Examples:
Drive qualified customers to “purchase” mobile devices based on an improved UI.
With this project, we hope to increase online sales through the implementation of a drip email marketing campaign.
Launch a website by June 2018 that allows customers to purchase the highest quality & best-tasting product in its category.
3. Project Health
Here the health status of the project can be highlighted. The use of colours could be very helpful for notifying the health status for example, green for successful, yellow for a few complications and red for issues requiring immediate and critical attention. A note to support is always helpful.
Examples:
Green: We’ve obtained approval on drip email designs. No budget concerns at this time.
Yellow: The drip email designs need significant revisions, therefore the final delivery date has been delayed by 1 week.
Red: The drip email campaign has drastically shifted direction since starting. We need to set-up a meeting to establish a wants/wishes for the project.
4. What We Completed This TIMEFRAME
These should be listed in bullet format. Keep these short & simple. Don’t explain the “how” just what.
Example:
Obtained approval for 3 drip email designs
5. What We Plan to Complete Next TIMEFRAME
This section should include what is planned in clear and precise bullet points.
Example:
Develop the three emails
Perform internal QA & testing
Pass off to client QA & testing
6. Issues/Roadblocks
This is where you can raise any red flags or obstacles keeping you from moving forward.
Example:
If we do not obtain client feedback by 06/02, we will be in jeopardy of not being able to send the email to consumers the same day as the product will be available in stores.
7. Upcoming Tasks & Milestones
This should include a set of goals to be achieved in the near future. Is there anything that the viewer should review? and what’s coming up next?
Examples:
Dd/mm: Client QA & Testing
Dd/mm: Email Deployment
Survey Report
A survey report is a document which elaborates the findings of a survey in an objective manner. Survey reports usually consist of detailed statistical analysis of the surveyed data divided into various sections. A survey report has no specific format and is curated as per the requirements of the surveyor.
Surveys can be conducted by means of questionnaires, door to door information gathering or by using internet surveying facilities. A survey report may be presented in factual form (numbers, percentages and proportions) along with its implications.
Like other reports, a survey report can also be broken up into several headings namely,
- To
- From
- Survey
- Date
- Purpose
- Introduction
- The Body
- Conclusion
Below is a basic survey report sample:
To: Mrs Joanna Brown
From: Liam Black Subject:
Survey "Ban on using and selling fireworks".
Date: 1st January 2008
Purpose
The aim of this report is to present results of the survey carried out to find out what is people's opinion on public displays and selling fireworks. That will help to decide if using and selling fireworks should be banned. The survey was carried out among people aged 25-50.
Ban on public displays of fireworks
Seventy-two per cent of people asked if there should be a ban on public display of fireworks were of the opinion that public displays should not be banned five per cent were for banning public displays of fireworks while three percent were not sure of their opinion. The facts stated above suggest that people do not mind public displays of fireworks and they would not want any limits on them.
An overall ban on sale of fireworks
The majority of people asked if there should be an overall,ban on sale of fireworks replied 'yes'. One fifth of interviewed said 'no'. One out of ten reported that they would rather ban sale of fireworks while a small portion of people (5 per cent) answered that they would rather not ban the sale of fireworks. Seven per cent did not have any opinion on the subject. It shows that over half of viewers are for banning sale of fireworks.
Children buying and using fireworks
A significant percentage of people (eighty-three) asked if they would allow their children to buy and use fireworks responded "no". The rest of interviewed said "yes". That shows that there should be absolute ban on selling fireworks to children as it may be very harmful and dangerous for them.
Conclusion On the basis of the findings above, it would seem that majority of people find fireworks dangerous and they would claim a definite ban on selling them, especially to children. People also do not trust displays of fireworks which should be banned. They also suggest that government should take some actions to restrict laws associated fireworks and sale of fireworks.
Trip Report
A trip report is an informative document provided to one’s supervisor after their business travel. It includes the collection of events during the trip, the expenditure accrued during the trip and information regarding the purpose of the trip.
A trip report should be curated with the following elements in mind:
1. Purpose: The purpose of a trip report is to justify the purpose of the trip and the money that was spent by the travelling individual. Because trip reports provide proof of expenses, it is imperative that they are accurateand provide a clear explanation of the trip.
2. Audience: Trip reports are targeted towards one's immediate supervisor;however, the report may become a portion of a larger report, or it may be forwarded to othermanagers, accountants, and even CEOs. Trip reports eventually provide company accountantswith information for yearly reports, projected annual budgets, and crucial information for taxfiling.
3. Mode: While trip reports can be written as a letter, memo, or e-mail, you should remember thattrip reports are official documents that should always be written in a formal tone. Whichever mode ofcommunication that you choose or that you are instructed to use as a means for providing yourinformation, you should plan, organize, and write your report following the convention ofbusiness genre and following correct writing conventions (grammar, punctuation, and usage).
It is essential to organise and structure the trip report into different headings and subheadings so as to make it easily readable.
4. Formatting and Elements of the Report:
A. Subject line: On the subject line, you should include the destination, purpose, and date ofthe trip.
B. Statement of purpose: The first line of the text of your report should be your statement ofpurpose or the purpose of the trip—be specific. Depending upon your position in thecompany, it may be necessary to include the name of the person who approved the travel.
C. Introductory summary: The summary can be divided into sections, depending upon thereason for the trip. In each section, you should elaborate so that your company will haveinformation for a follow-up trip.
I. Contains the reason for the trip.
II. Who you met. You should always provide full names, titles, and conversations
That related to your trip.
III. What you accomplished. A work trip is planned for achieving a specific task which should be mentioned in detail.
D. Summary of actions: A description of the events that took place on the trip.
E. Depending on the report, you may be asked to provide recommendations based on yourfindings from the trip.
F. Outcomes: Describe any results of the trip.
G. Spreadsheet: Provide a detailed list of expenditures, and photo copied receipts. (Do nothighlight the receipts. Highlighting can impair the quality of the copy.)
Complaint Report
Many companies encourage the use of complaint reports as the proper method of formally stating a complaint. These reports are usually used to address unsatisfactory transactions or conditions concerning a company. Writing a complaint report properly is key to getting your concern heard and the problem remedied.
A complaint report consists of the following elements:
The Heading
The heading part follows the format given below:
TO: (The individual or company to whom the complaint is addressed)
FROM: (The individual registering the complaint)
DATE: (Current Date)
SUBJECT: (The main purpose summed up in one sentence)
The Body
The body must contain an introduction where you should write the purpose of your report and what is the primary concern of the report. It should then include the main subject, in this case the complaint. The issue at hand should be properly discussed and you should try to provide reasonable solutions to the problem. The tone should not be aggressive at it would make it more difficult to find a suitable resolution to your grievances. The concluding sentence should sum up the report in 2-3 sentences, try to reiterate the key points you have mentioned earlier and try to suggest a few measures that would help in solving your issue.
Joining Report
A joining report is a report written to the immediate supervisor or manager in the event of returning to work after a leave or vacation. These reports are the shortest kinds of report only intimating the supervisor of one’s return to the job. A joining letter on the other hand refers to a letter written by an individual to confirm his position where he is newly appointed to work at an organisation.
There is no set format for a joining report but it can follow the template given below:
JOINING REPORT
I hereby report myself for duty after returning from leave from this day on ……………….. (forenoon/
Afternoon).
I have availed the following kinds of leave.
Earned leave for ……………………….. Days (from ……………… to ………… )
Half Pay leave for ……………………… days (from ……………… to ………… )
Commuted leave (MC) for ……………... Days (from ……………… to ………… )
EOL (with/without MC for …………days (from ……………… to ………… )
With permission to prefix/suffix holidays on ……………………..)
Signature: ……………
Name in block letter:
Designation: ………….
Laboratory Report
A laboratory report is a formal, analytical and concise record of an experiment. The discussion of the experiment, the various procedures and the subsequent results obtained should be clear and specific enough that a reader could easily replicate the experiment. One of the main purposes of writing a laboratory report is to communicate the work done in the laboratory to the management on a regular basis. Another reason for writing a laboratory report is to record an experiment for the future and archive it.
Format
Although most laboratory reports will include the following sections, some experiments will require a
Different format. All reports should be tailored so as to meet the requirements laid down by the experiment.
Abstract: The abstract should contain a brief informational synopsis of your experiment. It is advisable to keep the abstract under 200 words. While writing the abstract, assertive or declarative sentences should be used rather than writing a long descriptive prose.
Introduction: Here the background of the experiment which is to be undertaken is explained in a few lines. The introduction should explain the objectives you hope to achieve from the experiment. When appropriate, the backgroundshould indicate theoretical predictions.
Procedures (or Methods): This section includes a detailed set of instructions of how the experiment is ought to be conducted. Each instruction should be so precise that the reader should be able to replicate it if he so desired. There should be no ambiguity and error when it comes to numbers and quantities. All statistical information should be well organised.
Results and Discussion (sometimes presented as separate sections): This section must convey results relevant to thegoals of the experiment. Here the analysis of the results obtained from the experiment must be carried out along with its implications. All possible sources of error should be acknowledged with potential solutions if any. Results can also be presented in the form of graphs and tables if the experiment needs it.
Conclusions: Here you should place the specific results acquired into the context of the experiment as a whole. The discussion section should serve as sufficient conclusion if the experiment and report is short.Remember to evaluate the results you obtained in light of the objectives stated in the introduction.
Appendices: This section must include the information which is too extensive or tangential to warrant inclusion in themain body of the report, but necessary as procedural or analytical evidence.
Characteristics
Below are the fundamental Characteristics of a business report:
- The Audience:
When organizing and preparing your reports you need to know who your audience is and whether or not your content meets their interests and needs.
- Conciseness:
Legitimacy has to do with how easy or readable it is. As most reports in normal cases type, all meetings with good typing should be followed. If there are handwritten reports, special attention should be given to writing clearly and clearly. Any departure from the above requirement will prove displeasing to your audience.
- Readability:
Clarity, durability and systematic presentation of readable content. The concept is summarized better than the following:
The author does a lot by giving his reader a lot of information and taking away from him a little time.
In this regard the following five goals are met:
a) Use short sentences.
b) You prefer convenience to the building.
c) Choose a common name.
d) Use the economy and avoid unnecessary words.
e) Act actions as far as possible
- Clarity:
Just like unwanted fat in the body, padding, prolixity and repetition violates the respect of good writing, not to mention the respect they wrote for you. So 'agree' and 'prefer' will be more acceptable than pompous 'agree with' and 'prefer'. As such, why use 'at that point in time' and at a time when we have the best and most economical holdings at that time 'and' when '. Viewed from the point of view of the report, or requested for the report, a good report will contain four important details, an analysis of the information, conclusions and recommendations. It should always be remembered that effective reporting requires special attention to the needs and expectations of the reader. It means that the author of the report has to 'snap a picture', he must think and understand himself.
Importance
Reports are documents designed to record and convey information to the reader. Reports are a part of any business or organization; from credit reports to police reports, they serve to document specific information for specific audiences, goals, or functions. the sort of report is usually identified by its primary purpose or function, as in an accident report, a laboratory report, a sales report, or maybe a book report. Reports are often analytical, or involve the rational analysis of data. Sometimes they simply “report the facts” with no analysis in the least, but still got to communicate the knowledge during a clear and concise format. Other reports summarize past events, present current data, and forecast future trends. While a report may have conclusions, propositions, or maybe a call to action, the demonstration of the analysis is that the primary function.
A sales report, for instance, isn't designed to form a private sale. It is, however, alleged to report sales so far, and should forecast future sales supported previous trends.
Writing good business reports can save time and money, and play a dramatic role in the future of a company. Below are some reasons why business reports are important:
Tracks Development Over Time
Business reports document progress and provide a means of comparing periods of time, project details, and history of growth. While one may rely on a superior memory or the amount of profits they make each year to gauge progress, the data collected in reports can serve a number of important purposes. It can help in the formulation of budget and marketing plans for the upcoming year. It may also help in realizing which products or services are the most successful, and which markets have been overlooked.
Provides an Audit Trail
In addition to making decisions about the company and its future, reports help in building a paper trail of the past. Reports that document sales, meetings, plans, initiatives and annual budgets are an integral part of the proprietary materials that make up a business. If one ever approaches a bank for a loan or decides to sell their business, they will be required to produce more than personal tax returns to support their requests or asking price.
Duty to Stakeholders
A corporation has to produce an annual report each year as part of its legal fiduciary obligations to its stockholders and the government agencies that oversee corporate businesses. Through this process, large companies have come to learn about the many benefits they can reap from producing an annual report. Small businesses can tap into those same resources if they create a summary and overview the previous year in business.
The annual report usually is a glossy report with pictures and contact information that doubles nicely as a marketing package. It is useful when making introductions to new clients or trying to build name recognition in a community. An annual report is an effective tool for providing employees, investors and clients with a complete picture of the business.
Supports Purchasing Decisions
Even if one does not report to a corporate board or have to produce documentation for a team of investors, there may come a time when one wants to expand or make a substantial purchase to increase business, and they may be required to produce a financial history of the company. A sole proprietor may face the time when the best way to grow means taking on a corporate label, and they will be required to create those reports on a regular basis.
Business reports may be of various types but they follow a similar structure in most cases. The elements contained in a business report may be as follows:
- Executive summary
The executive summary gives the audience a complete understanding of the points being addressed, the report's topic, the type of evidence and sources that compiled the report and the purposed solutions based on the data. The summary can be less than a page or up to four pages depending on the amount of detail required, but you should wait until you gather your findings to write this section, so it can be comprehended by reviewers of your presentation.
B. Title Page
The title page includes the main title of the report, it must be short and concise. You can also include the word counts of your summary and main body.
C. Table of Contents
Help your reader quickly and easily find what they are looking for by using informative headings and careful numbering of your sections and sub-sections.
For example:
D. Introduction
The introductory part of the report comprises of statement of the objectives of the report and how the report should be treated by the readers. It should indicate towards the problem that is going to be addressed in the main body. It should be catchy and interesting to grasp the attention of the reader from the very start.
E. The Body
The main body consists of the central theme or the main idea of the report. It can be divided into a number of sections and subsections to separate your research and subsequent findings in a logical order.
F. Figures, Graphs, Formulae and Tables
This section consists of the statistical representation of the data you have collected. Ideas should be conveyed in the form which is most suitable to the reader and easily understandable by the reader. Excessive use of these tools should be avoided.
G. Conclusion
The conclusion is a kind of summing up of all the points you have stated in the main text. It should be a definite solution to the problem introduced during the introductory part of the report. The conclusion must be short and to the point.
H. Summary
Summarize all the key points stated in the report including your research, your findings and your conclusion. The summary should feel like a brief overview of your investigations and outcomes. The summary should be constructed in such a way that it can be called a stand-alone document on its own.
I. References
References must include detailed information of all your citations and the sources of material quoted in your texts. It can also include bibliography for further reading.
J. Appendices
This is the last element of a report. It refers to any material which can be useful in the detailed understanding of your subject. It is not meant for the casual reader but for readers who are highly interested in the subject.
A report could be a document that presents the results of an investigation, project or initiative. It may also be an in-depth analysis of a specific issue or data set. The purpose of a report is to gather intel, educate and to present options and proposals for future action.
Many occupations involve writing reports. Project managers, for instance, write regular reports that keep their supervisors updated on how a particular project is developing. Reports must be well-written, accurate and efficient.
The process of report writing involves the subsequent steps:
1. Decide on terms of reference
Many formal reports include a part that details the document's "terms of reference". These terms include:
- What the report is about?
- Why it is necessary?
- When it was written?
- What its purpose is?
Setting these terms helps both the author and their readers to know why the report is vital and what it hopes to accomplish. The terms of reference are usually explained within the first paragraph so that the reader can determine its relevance without having to read the whole document. Setting concrete terms ahead of time will assist you create the report's outline and keep your discussions on target throughout the writing process.
2. Conduct your research
Most reports may need you to gather a store of information that directly relates to your topic. You may have already got access to the required information if, for instance, one may be a doctor who has copies of a patient's medical charts. However, if you are tasked with analysing an issue or investigating an event, you will likely need to spend some time requesting, finding and organizing data.
Interpreting data and formatting it in a way that your readers will understand is a crucial aspect of writing a report. You may need to create charts, graphs or timelines that make your raw information easier to comprehend. You will also need to carefully cite your sources and keep track of where and how you found your data so as to present it professionally.
3. Write an outline
The next step is to construct your report's outline. This typically appears like a bulleted or numbered list of all the various sections within the document. Your report's outline might look similar to this:
- Title page
- Table of contents
- Introduction
- Terms of reference
- Summary of procedure
- Findings
- Analysis
- Conclusion
- References or bibliography
The order of these sections—and whether or not you decide to include them all—will depend on the specific type of report, how long it is and how formal it needs to be. The most important thing to try and do when writing your outline is to incorporate all the required sections and eliminate anything that doesn't directly contribute to the report's purpose.
4. Write a first draft
Writing a primary draft is one of the foremost important stages of constructing a successful report. The purpose of the first draft is not to put in writing a perfect document, but rather to urge all the major elements of your information out of your head and onto the page. You will have time to add to and edit this first attempt afterward, so your primary goal is simply to prepare your data and analysis into a rough draft that will eventually become a final product.
While writing your first draft, you'll likely find gaps in your data or holes in your analysis. Make note of those, but don't attempt to address every issue as you write. Instead, finish the draft, and save the problem-solving for when you begin the editing process.
5. Analyse data and record findings
The focus of each report is the "findings" section or the part where you present your interpretation of the information. For an accountant, the findings could involve an evidence on why a company's stock drooped during the previous quarter. For an environmental scientist, it could include a summary of an experiment on biodegradable plastics and the way the results could affect waste management methods.
The findings section of your report must always provide valuable information associated with the subject or issue you're addressing, even if the results are not ideal. If your final conclusion is that the information was insufficient or the research method was flawed, you may need to explain this in an exceedingly professional and accurate manner.
6. Recommend a course of action
The final section of your report's body is your recommendation. After examining the data and analysing any outcomes, you're qualified to present a concept as to what actions should be taken in response to your findings. After reviewing the quantity of overtime hours that their team has been working, a project manager may recommend that an extra employee be added to the team. A surgeon might recommend that the hospital introduce new sterilization methods into the operating room after noting an increase in preventable infections in the previous six months. If you have presented your data well and shown your expertise, your reader is more likely to trust your judgment.
7. Edit and distribute
The final stage of writing a report is editing it thoroughly and distributing it to your audience. You will need to edit for grammar mistakes, spelling errors and typos. You will also need to double-check your data, confirm your citations are correct and skim over the whole document to make sure it presents a cohesive narrative. If the report is going to be read by a large audience, you can arrange to ask some other person to proofread it or offer you their opinion on the readability of the content.
Distributing the report can take different forms depending on the requirement and work environment. It may be emailed to your supervisor, presented verbally during a staff meeting or published in a professional journal. Regardless of how or where it's read, your goal will always be to make a concise, informative and effective document which will contribute to increased productivity in your workplace.
Once the first draft of the report is written and the evidences and illustrations are in place, the final draft of the report must be written. It may be noted that one you can write as many drafts before the final draft as required, it is not necessary to draft the final version of the report after the first draft. The final draft of the report must contain the following:
[Project name]
[Date]
[Prepared by: your first and last name]
[Company name]
[Executive summary or abstract: Use this section to denote your conclusions or recommendations which will be made within the report. You should also include the foremost important ideas discussed within the report. If you're writing a daily work report or progress or status, you may not be required to include this section.]
[Introduction: Your introduction should be two to four paragraphs summarizing what you are going to cover within the report as well as your reason for writing the report. Be as specific and concise as possible when writing your introduction so that the reader can clearly understand what they're going to find in your report. For daily or progress reports, your introduction only has to be a couple of sentences detailing work you've completed and what you intend to work on next.]
[Body: For the body of your report, you must concentrate on detailing the data you would like to convey. You can include results, conclusions and findings that were made associated with a project. For daily or progress reports, include the accomplishments you may have achieved or tasks you have completed.]
[Recommendations: Within this section, you must list your recommendations supporting the conclusions or results of a project or that may solve a specific issue. For example, you can write "spend one hour training employees on the new handbook each week" as a recommendation. For a daily or status report, you may list your next goals or tasks in this section.]
[Conclusion: Conclude your report by summarizing the findings or results discussed and reiterating the primary and most important recommendations.
Sample Report
Below is an example of the final draft of a business report.
November 5, 20XX
Prepared by: Sally Smith
ABC Company
This report is to entail an update on the XYZ project which is due on December 5th. This project will lead to the creation of a replacement employee handbook which will include updated rules and regulations as well as the approved increase of paid-time-off. This handbook will work to extend employee awareness of workplace expectations as well as inform them of the new benefits that have recently been implemented.
Summary of work completed:
As of this date, I have completed the subsequent for the XYZ project:
- Verified all information which will be within the handbook with upper management and HR
- Drafted a table of contents
- Formatted layout of handbook
- Composed the first 12 pages of handbook
- Tasks to be accomplished by November 12, 20XX:
- Compose five more pages of handbook.
- Proofread and edit all pages that are completed up to the present date.
- Have the manager of HR read handbook content to make sure accuracy.
Conclusion
The XYZ project is on course to be completed by the scheduled date. This project currently has no obvious obstacles or issues, but if they should arise they will be promptly addressed.
The final checklist after a report has been drafted must consist of the following points:
General
- The report fulfils its purpose.
- The report is oriented to the intended reader/s.
- The report contains all appropriate elements (executive summary, tableof contents …)
- The discussion has descriptive and appropriately formatted headingsand subheadings.
- The discussion contains thorough analysis of findings as well as logicalflow.
- The report has been edited for section cohesiveness and goodparagraph structure.
- The report has been proofread for sentence structure, spelling,punctuation, and consistency.
- Tables and figures are formatted correctly and labelled.
- Tables, figures, and appendices are referred to within the text /discussion.
- Quotations from other sources are referenced.
- Thoughts and ideas paraphrased from other sources are referenced.
- The reference list is formatted properly.
- The cover page has all necessary details.
- Appendices are used to support the discussion, but tables / figureswhich are essential to the discussion are included within the text.
Organization
Introduction
- Introduction defines scope and limitations
- Introduction shows importance
- Introduction provides key background
- Introduction maps document
Middle
- Middle has headings that are descriptive and logical
- Middle has strategies that are logical
Ending
- Conclusion gives overall analysis and future perspective
- Appendices introduced and standalone
- Glossary introduced and defines terms
Transition/Depth/Emphasis
- Transitions smooth into sections
- Transitions smooth throughout sections
- Depth achieved
- Emphasis achieved
Language
- Being Precise and Clear
- Generalities grounded
- Needless complexity avoided
- Ambiguity avoided
- Being Forthright and Familiar
- Terms defined
- Examples given
- Concrete nouns used
- Active verbs relied on
- Being Concise and Fluid
- Transition words used
- Discontinuities bridged
- Sentences varied
- Needless words cut
- Choppy paragraphs avoided
Illustration
- Illustrations introduced
- Illustrations discussed
- Illustration doesn't mesh
- Key results accented
- Key images shown
- Level of detail appropriate
- Captions specific
