1. Report Writing

2. Course Focus Enhancing competency in Report Writing by familiarizing with the concept, principles, structure and techniques of report writing.

3. Course Objectives Define concept, types and principles Define concept, types and principles Explain the purpose Explain the purpose Analyze the steps Analyze the steps Describe data, types, sources and collection process Describe data, types, sources and collection process Explain quantitative and qualitative data, analyze and present Explain quantitative and qualitative data, analyze and present Construct an ideal structure Construct an ideal structure acquire skills on grammar and paragraph writing acquire skills on grammar and paragraph writing Present report effectively Present report effectively

4. Report A report is a document containing comprehensive information on a specific subject.

5. Report A report is an orderly and objective communication of factual information that serves a purpose or produce the intended results. -Lesikar’s Basic Business Communication

6. Report A Report is ‘a formal statement of the results of an investigation or of any matter on which definite information is required. OED: Cited on p.3, A Guide to Report Writing, Industrial Society, 1978.

7. Types of Report: Depending on Tone  Formal  Semi-Formal  Informal

8. Types of Report: Depending on Length Long Short

9. Types of Report: Depending on Objective Needs Assessment report Project Feasibility report Progress report Monitoring, Evaluation, Research report

10. Seven “C” Principles of Writing Seven “C” Principles of Writing Completeness Completeness Conciseness Conciseness Consideration Consideration Concreteness Concreteness Clarity Clarity Courtesy Courtesy Correctness Correctness

11. Correctness All writing should be correct in terms of right level of language appropriateness for the reader. The writer is demanded of accurate facts, words and figures. All writing should be correct in terms of right level of language appropriateness for the reader. The writer is demanded of accurate facts, words and figures.

12. Courtesy Writing should establish and strengthen relationship between the reader and the writer. The writer should obviously avoid irritating expressions, hurt or demean the dignity of the readers. The writer should choose non-discriminatory expressions. Writing should establish and strengthen relationship between the reader and the writer. The writer should obviously avoid irritating expressions, hurt or demean the dignity of the readers. The writer should choose non-discriminatory expressions.

13. Clarity Any writing should be able to put across thoughts in such a way that the readers understand it. Unambiguous words should be used. Any writing should be able to put across thoughts in such a way that the readers understand it. Unambiguous words should be used. Appropriate words, figures and real examples are quickly understood and received by the readers. Appropriate words, figures and real examples are quickly understood and received by the readers.

14. Consideration Information in any writing should be prepared by keeping the readers in mind. The writer should put herself/himself in the place of the readers while writing. Information in any writing should be prepared by keeping the readers in mind. The writer should put herself/himself in the place of the readers while writing.

15. Conciseness Conciseness is keeping the writing within fewest possible paragraphs without sacrificing the objectives of the writing. This contributes to eliminate unnecessary information. A good writing includes only relevant information, and avoids repetitions. Conciseness is keeping the writing within fewest possible paragraphs without sacrificing the objectives of the writing. This contributes to eliminate unnecessary information. A good writing includes only relevant information, and avoids repetitions.

16. Completeness Writing consists of facts or information that readers need. Complete information more likely brings desired results for the readers. Completeness prevents the chance of costly information missing. Before writing anything, listing of all possible information to be asked by the readers, provides an opportunity for the writer to make the writing complete. Writing consists of facts or information that readers need. Complete information more likely brings desired results for the readers. Completeness prevents the chance of costly information missing. Before writing anything, listing of all possible information to be asked by the readers, provides an opportunity for the writer to make the writing complete.

17. Concreteness Concreteness principle suggests that writing should be specific, vivid and definite. All relevant facts and figures should be leading to achievement of the objective of the writing. Concreteness principle suggests that writing should be specific, vivid and definite. All relevant facts and figures should be leading to achievement of the objective of the writing.

18. Why write a report?  To inform or explain  To transmit ideas or information, facts or findings  To research or define a problem and draw a conclusion about it.  To make recommendations about ways of doings things, making improvement or changes  To record information for other people

19. Reader’s Need Analysis Reader (who are they?) Existing Knowledge (what they already know) The gap in knowledge (what they don’t know, but they want to know) how do they want to use the information? 1.1.2.3.1.2.3.1.2.3. 2.1.2.3.1.2.3.1.2.3. 3.1.2.3.1.2.3.1.2.3.

20. How do I consider the audience? As you write, ask yourself: Why have they asked for a report? Why have they asked for a report? What do they need to know? What do they need to know? How will they use the report? How will they use the report?

21. Data and information Data are facts expressed in number (quantitative) or in description (qualitative} Data are facts expressed in number (quantitative) or in description (qualitative} Data are of two types: primary and secondary Data are of two types: primary and secondary Information are summarized data. Summaries are derived after data are analyzed and interpreted. Information are summarized data. Summaries are derived after data are analyzed and interpreted.

22. Stages of Report Writing There are four stages in writing a report:  outlining  drafting  revising and editing  presentation

23. Steps in Writing Report  Define the purpose  Define the readers  Define sources of data  Gather and analyze data  Decide recommendations  Decide key inclusion points  Decide the best order  Decide the best structure

24.  Select data to support points  write the report  prepare tables and graphs  edit and proof-read report  write executive summary  format report professionally  make title page  make table of contents

25. Structure of Report Title Acknowledgements Contents List of Illustration List of Abbreviations and Acronyms Summary / Abstract Introduction Main body Conclusion / Recommendation Appendices Bibliography Glossary

26. Executive summary The Executive Summary is designed to give the busy executive a brief overview of the report. The Executive Summary includes: a statement of purpose a statement of purpose a brief description of what has been done in this report. a brief description of what has been done in this report. a summary of the findings a summary of the findings a recommendation a recommendation

27.  An abstract is a brief statement which outlines the report in full: what was done, achieved, decided and concluded.  An abstract is about half a page in length. Sometimes a word limit is given. This can range from 50-300 words.

28. SAMPLE STRUCTURE OF A MEMO To:From:Date:Subject:

29. Sample format of a short report  A little page  An introduction  Sections with headings in the body  Conclusion Recommendations (when required) Recommendations (when required)

30. Training Completion Report FELLOWSHIP TRAINING II-2 for the JSPR/JICA Submitted to Pacific Consultants International (PCI) 7-5 Sekido 1-Chome, Tama-Shi, Tokyo-206, Japan Submitted by BRAC Afghanistan House 45, Lane 4, Baharistan, Kart-e-Parwan, Kabul 27 June 2006 Title page

31. List of Annexure Annex – 1: Schedule of the Training Program 21 Annex – 2: List of Participants 23 Annex – 3: Hopes of the Participants from Training 24 Annex – 4: Training Norms set by the Participants 25 Annex – 5: Outputs Produced by Participants 26 Annex – 6: Pre & Post Assessment Questionnaire 35 Annex – 7: Individual Performance of Participants on Pre and Post-Assessment 37 Annex – 8: JSPR Ex-ante Evaluation (before) and Evaluation and Feedback (after) questionnaire 38 Annex – 9: Analysis of Self-evaluation on Major Four Areas of the Training42 Annex – 10: Top Sheet of Course Evaluation by the Participants 43 List of Annexure

32. List of Illustrations List of Tables Table 1: Sex Distribution of Participants 6 Table 2: Affiliation of Participants 6 Table 3: Previous Training Experience on PCM 6 Table 4: Results of Pre and Post Course Assessment12 Table 5: Analysis of Post Assessment by Answers13 Table 6: Overall Evaluation 16 Box 1: Rating Indicators 17 List of Graphs Graph 1: Participants' Rating on Course Evaluation 18 List of Illustrations

33. Paragraph Writing Paragraph is a part of any writing. The main Objective of writing in paragraph is to arrange different issues, topics, ideas, etc in different separate parts so that reader can understand the theme easily. Paragraph is a part of any writing. The main Objective of writing in paragraph is to arrange different issues, topics, ideas, etc in different separate parts so that reader can understand the theme easily. The basic unit of any writing is the paragraph. A paragraph is a group of sentences about the same topic.

34. Paragraph Writing Rules The most important point to remember is that one paragraph should deal with only one idea or one point of argument or one situation. The most important point to remember is that one paragraph should deal with only one idea or one point of argument or one situation. Every paragraph should have a topic sentence, which sum up the whole theme of the paragraph. Every paragraph should have a topic sentence, which sum up the whole theme of the paragraph. The internal order of a paragraph is also important. The logic for this order can be according to the time space, from particular to the general or vice versa. The internal order of a paragraph is also important. The logic for this order can be according to the time space, from particular to the general or vice versa.

35. Paragraph Writing Rules Contd. Every sentence should convey a clear meaning. (Don’t write meaningless or vague sentences) Every sentence should convey a clear meaning. (Don’t write meaningless or vague sentences) Every sentence must lead logically to the next in thought, like climbing a stair case step by step. Every sentence must lead logically to the next in thought, like climbing a stair case step by step. Don’t start every sentence the same way. (Structure) Don’t start every sentence the same way. (Structure) Do not repeat the same verb and common noun in a single para; use their synonyms instead. Do not repeat the same verb and common noun in a single para; use their synonyms instead.

36. Process of Writing a Paragraph Compos your topic sentence Compos your topic sentence Brainstorm supporting ideas Brainstorm supporting ideas Put your supporting ideas in a logical order. Put your supporting ideas in a logical order. Think of concluding sentence. Think of concluding sentence. Write your paragraph using sentences. Use coherence strategies to make your paragraph easy to follow. Write your paragraph using sentences. Use coherence strategies to make your paragraph easy to follow.

37. Topic Sentence There are three reasons why Canada is one of the best countries in the world. First, Canada has an excellent health care system. All Canadians have access to medical services at a reasonable price. Second, Canada has a high standard of education. Students are taught by well-trained teachers and are encouraged to continue studying at university. Finally, Canada's cities are clean and efficiently managed. Canadian cities have many parks and lots of space for people to live. As a result, Canada is a desirable place to live. There are three reasons why Canada is one of the best countries in the world. First, Canada has an excellent health care system. All Canadians have access to medical services at a reasonable price. Second, Canada has a high standard of education. Students are taught by well-trained teachers and are encouraged to continue studying at university. Finally, Canada's cities are clean and efficiently managed. Canadian cities have many parks and lots of space for people to live. As a result, Canada is a desirable place to live.

38. Supporting Details There are three reasons why Canada is one of the best countries in the world. First, Canada has an excellent health care system. All Canadians have access to medical services at a reasonable price. Second, Canada has a high standard of education. Students are taught by well-trained teachers and are encouraged to continue studying at university. Finally, Canada's cities are clean and efficiently managed. Canadian cities have many parks and lots of space for people to live. As a result, Canada is a desirable place to live.

39. Closing Sentence There are three reasons why Canada is one of the best countries in the world. First, Canada has an excellent health care system. All Canadians have access to medical services at a reasonable price. Second, Canada has a high standard of education. Students are taught by well-trained teachers and are encouraged to continue studying at university. Finally, Canada's cities are clean and efficiently managed. Canadian cities have many parks and lots of space for people to live. As a result, Canada is a desirable place to live. There are three reasons why Canada is one of the best countries in the world. First, Canada has an excellent health care system. All Canadians have access to medical services at a reasonable price. Second, Canada has a high standard of education. Students are taught by well-trained teachers and are encouraged to continue studying at university. Finally, Canada's cities are clean and efficiently managed. Canadian cities have many parks and lots of space for people to live. As a result, Canada is a desirable place to live.

40. Planning a Report The planning stage of report writing is the most time-consuming. If the report is not properly planned, you can waste valuable time and risk producing a report that does not meet your objectives. The following steps are a suggested set of guidelines for effectively planning your report.

41. Step 1: Define the problem and the purpose of the report Step 1: Define the problem and the purpose of the reportDefine the problem and the purpose of the reportDefine the problem and the purpose of the report Step 2: Define the audience Step 2: Define the audienceDefine the audienceDefine the audience Step 3: Determine the Ideas to Include Step 3: Determine the Ideas to IncludeDetermine the Ideas to IncludeDetermine the Ideas to Include Step 4: Collect the Information Step 4: Collect the InformationCollect the InformationCollect the Information Step 5: Sort and Evaluate the Information Step 5: Sort and Evaluate the InformationSort and Evaluate the InformationSort and Evaluate the Information Step 6: Organise the Information Step 6: Organise the InformationOrganise the InformationOrganise the Information Step 7: Prepare the Outline Step 7: Prepare the OutlinePrepare the OutlinePrepare the Outline

42. Common Mistakes in report writing 1. Sentence Fragments 2. Misplaced and Dangling Modifiers 3. Commas 4. Misspellings 5. Run-on Sentences 6. Subject/Verb Agreement

43. Before Presentation Collect all relevant information (participants’ background, time, environment, presentation aid/materials, venue, etc.) Collect all relevant information (participants’ background, time, environment, presentation aid/materials, venue, etc.) Well preparation: practice/rehearse Well preparation: practice/rehearse Preparation of Handouts/ materials Preparation of Handouts/ materials Maintain dress code Maintain dress code Be self confident and have positive attitude Be self confident and have positive attitude

44. During Presentation Greetings, introduction (person & content) and relationship build-up Greetings, introduction (person & content) and relationship build-up Mind your standing position & don’t block visual aids Mind your standing position & don’t block visual aids Apply appropriate body languages (eye contact, mannerism, voice modulation, posture gesture ) Apply appropriate body languages (eye contact, mannerism, voice modulation, posture gesture ) Use simple, short and audience centered languages Use simple, short and audience centered languages

45. During Presentation Contd. Give/set some relevant live examples Give/set some relevant live examples Engage and involve participants Engage and involve participants Visualize things: avoid tiny, invisible handwriting and spelling mistake Visualize things: avoid tiny, invisible handwriting and spelling mistake Be cheerful, smile face and humorous Be cheerful, smile face and humorous Manage time, participants and difficult situation effectively Manage time, participants and difficult situation effectively Be bias free and never hurt anyone Be bias free and never hurt anyone

46. During Presentation Contd. Be patient to hear from the participants Be patient to hear from the participants Have some energizers when and where require Have some energizers when and where require Manage questions and answers properly Manage questions and answers properly Summarize or synthesize the presentation Summarize or synthesize the presentation Don’t feel nervous for criticism, say sincerely for unknown & discus later on Don’t feel nervous for criticism, say sincerely for unknown & discus later on

47. After Presentation Get reflection from the participants Get reflection from the participants Give thanks and recognition for their cooperation. Give thanks and recognition for their cooperation. Remember success of any presentation depends on changing of participants’ attitude. Remember success of any presentation depends on changing of participants’ attitude.

48. Editing The purpose  have you clarified your purpose?  have you identified your readers’ need/ characteristics? Information  have you included the main points?  are points supported by evidences?  is the information relevant to the purpose?

49. Format  what is the balance between sections?  do the most important items have the most space?  is it easy to find information in the report?  are headings and numbering clear?  is it logical/ easy to follow?

50. Accuracy  are there spelling mistakes?  do the figures add up?  are the references correct, in the text and at the end?  are abbreviations consistent? Presentation  is the layout appealing  does it highlight important points?

51. Language  is it clear direct and easy to read?  will the readers understand it?  will its tone help you achieve the purpose?  can unnecessary words/phrases be deleted?  is the grammar/ punctuation correct?  is there any repetition?