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    REPORT WRITING




          Designed and Presented by Shabbar Suterwala
www.ShabbarSuterwala.com




    What is a Report?
        Report means a statement or description of
        what has been said, seen, done etc.
        It contains facts figures, information, analysis,
        opinions, suggestions, recommendations,
        drafts, charts, pictures, statistical tables
        specially complied for a particular purpose.
www.ShabbarSuterwala.com




    Types of Reports
        According to Use:
           External
           Internal
        According to Period:
           Routine: Weekly, Quaterly, Monthly
           Special
        According to Levels of Management:
           Reports to Top or Junior Management
           Reports to Functional Management / Departments
              Cost Report, Expense Report, Event Report
www.ShabbarSuterwala.com




    Types of Reports..cont’d
        Corporate Reports:
           Statutory report
           Directors’ report
           Auditors’ report
           Non-statutory report

        Other Reports:
           Review
           Cost-Audit
           Interim
           Oral (based on Incident, Issues or Concerns)
www.ShabbarSuterwala.com




    Format of a Report
    1.    Cover sheet
    2.    Letter of Transmittal
    3.    Title page
    4.    Table of Contents
    5.    Introduction
    6.    The Body of the Report
    7.    Conclusion (and recommendations if applicable)
    8.    References / Bibliography
    9.    Abbreviations and Glossary
    10.   Appendices
    11.   Abstract
www.ShabbarSuterwala.com




    1. Cover Sheet
www.ShabbarSuterwala.com




    2. Letter of Transmittal
        This is the letter to the person who
        commissioned the report
        The main finding
        Any important considerations
        An acknowledgement of any significant help
        An expression of pleasure or gratitude
www.ShabbarSuterwala.com




    3. Title Page
        Title and Purpose
        Person or Group who commissioned the
        report
        Details of Author / Committee / Team
        Members /
        Date
www.ShabbarSuterwala.com




    4. Table of Contents
        List of Heading with page and section numbers
        Aligned Clearly with Accurate layout
        If a longer report:
           List of tables, figures, illustrations, appendix
www.ShabbarSuterwala.com




    5. Introduction
        What is the topic or subject of Report
        Related background information
        The main Purpose of report
        Also mention the Scope of report
        Any explanation on arrangement of report
        sections incase of a detailed report
www.ShabbarSuterwala.com




    6.Body format
        Main headings indicating equal level of importance
        Subheadings relating to section heading
        Hierarchy of importance shown by careful and consistent use of
        features such as capitals, different fonts, underlining, bold, italics,
        indenting, numbering/letter system
        Space between sections to enhance readability and layout
        When using charts, statistics and illustrations check for suitability,
        captions
        Acknowledgement of all sources, including material referred to
        indirectly, direct quotations, copied diagrams, tables, statistics
        Ensure a systematic link between references in the text and the
        reference list and bibliography
        Expression – Correct, formal and factual
        Content - logical development of ideas from one section to
        another, citing evidence. Content has to be relevant, objective and
        specific.
www.ShabbarSuterwala.com




    7. Conclusion(s)
        Arising out of the facts
        It must be convincing
        It forms a substantial basis for the recommendations

        Recommendations must be based on the conclusions
        It must be Practical, Clear, Specific and well
        organized, with the important items coming first
www.ShabbarSuterwala.com




    8. References / Bibliography
        References - Sources in the text listed



        Bibliography - texts consulted but not referred
        to directly in the report
www.ShabbarSuterwala.com




    9. Abbreviation and Glossary
        Glossary - arranged alphabetically list of terms
        with brief explanation
www.ShabbarSuterwala.com




    10. Appendix (appendices)
        Material which is too detailed, technical or
        complex to include in the body of the report..
        Eg: questionnaire, table, list
        Numbered and arranged in the order referred
        to in the report
        Always placed at end of a report if included
www.ShabbarSuterwala.com




    11. Abstract
        It is a summary of the report, in which you
        include one sentence for every main section of
        your report.
        It is quiet different from an introduction.
www.ShabbarSuterwala.com




    For Soft Skills Training and Resources
        Visit: http://shabbarsuterwala.com/resources

        eMail: shabbarsuterwala@hotmail.com

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Report writing

  • 1. www.ShabbarSuterwala.com REPORT WRITING Designed and Presented by Shabbar Suterwala
  • 2. www.ShabbarSuterwala.com What is a Report? Report means a statement or description of what has been said, seen, done etc. It contains facts figures, information, analysis, opinions, suggestions, recommendations, drafts, charts, pictures, statistical tables specially complied for a particular purpose.
  • 3. www.ShabbarSuterwala.com Types of Reports According to Use: External Internal According to Period: Routine: Weekly, Quaterly, Monthly Special According to Levels of Management: Reports to Top or Junior Management Reports to Functional Management / Departments Cost Report, Expense Report, Event Report
  • 4. www.ShabbarSuterwala.com Types of Reports..cont’d Corporate Reports: Statutory report Directors’ report Auditors’ report Non-statutory report Other Reports: Review Cost-Audit Interim Oral (based on Incident, Issues or Concerns)
  • 5. www.ShabbarSuterwala.com Format of a Report 1. Cover sheet 2. Letter of Transmittal 3. Title page 4. Table of Contents 5. Introduction 6. The Body of the Report 7. Conclusion (and recommendations if applicable) 8. References / Bibliography 9. Abbreviations and Glossary 10. Appendices 11. Abstract
  • 6. www.ShabbarSuterwala.com 1. Cover Sheet
  • 7. www.ShabbarSuterwala.com 2. Letter of Transmittal This is the letter to the person who commissioned the report The main finding Any important considerations An acknowledgement of any significant help An expression of pleasure or gratitude
  • 8. www.ShabbarSuterwala.com 3. Title Page Title and Purpose Person or Group who commissioned the report Details of Author / Committee / Team Members / Date
  • 9. www.ShabbarSuterwala.com 4. Table of Contents List of Heading with page and section numbers Aligned Clearly with Accurate layout If a longer report: List of tables, figures, illustrations, appendix
  • 10. www.ShabbarSuterwala.com 5. Introduction What is the topic or subject of Report Related background information The main Purpose of report Also mention the Scope of report Any explanation on arrangement of report sections incase of a detailed report
  • 11. www.ShabbarSuterwala.com 6.Body format Main headings indicating equal level of importance Subheadings relating to section heading Hierarchy of importance shown by careful and consistent use of features such as capitals, different fonts, underlining, bold, italics, indenting, numbering/letter system Space between sections to enhance readability and layout When using charts, statistics and illustrations check for suitability, captions Acknowledgement of all sources, including material referred to indirectly, direct quotations, copied diagrams, tables, statistics Ensure a systematic link between references in the text and the reference list and bibliography Expression – Correct, formal and factual Content - logical development of ideas from one section to another, citing evidence. Content has to be relevant, objective and specific.
  • 12. www.ShabbarSuterwala.com 7. Conclusion(s) Arising out of the facts It must be convincing It forms a substantial basis for the recommendations Recommendations must be based on the conclusions It must be Practical, Clear, Specific and well organized, with the important items coming first
  • 13. www.ShabbarSuterwala.com 8. References / Bibliography References - Sources in the text listed Bibliography - texts consulted but not referred to directly in the report
  • 14. www.ShabbarSuterwala.com 9. Abbreviation and Glossary Glossary - arranged alphabetically list of terms with brief explanation
  • 15. www.ShabbarSuterwala.com 10. Appendix (appendices) Material which is too detailed, technical or complex to include in the body of the report.. Eg: questionnaire, table, list Numbered and arranged in the order referred to in the report Always placed at end of a report if included
  • 16. www.ShabbarSuterwala.com 11. Abstract It is a summary of the report, in which you include one sentence for every main section of your report. It is quiet different from an introduction.
  • 17. www.ShabbarSuterwala.com For Soft Skills Training and Resources Visit: http://shabbarsuterwala.com/resources eMail: shabbarsuterwala@hotmail.com