Report writing may seem very difficult to do. However, if the report is well organised and if it is clear why each paragraph has been written then it is possible to write a concise, structured report. This lesson provides steps toward effective report writing.
Can you think of a report that impressed you? What did you like about it? Was it the structure of the report? Was it well researched? Was there a clear recommendation?
There are different reasons for writing a report. Here are the three main reasons. Match the reasons for the report with their name.

Name of report

1 The debriefing report

2 Information-only reports

3 The research report

Reason for writing

a To provide an update on a project

b To evaluate a market or other commercial opportunity

c To tell colleagues what took place at a conference, meeting or visit
Before writing a report it helps to ask the following questions. Try and answer them and then add another question to each of the reports.

The debriefing report

1                    How much do the readers already know about the subject?

2                    Should I give some background to it?

3                    Do I need to make recommendations? (For example recommending that your organisation should have a stand at a conference)

4                    ___________________________________________________________

Information-only reports

1                    Which information is not relevant or useful and should be left out?

2                    What is the logical order to present the information?

3                    ___________________________________________________________

The research report

1                    What is the objective of this report?

2                    How can I prevent it from being too long?

3                    How can I present facts and figures concisely?

4                    What recommendations should I make?

5                    ___________________________________________________________

You may give both opinions and facts in a report. However, it is important when writing a report that the readers know when you are giving an opinion, or stating a fact.

1 Look at the following information you have about attendance at a supervisors’ course. Decide if the information is fact or opinion. The first one has been done for you.

Information

fact

opinion

1. Poor attendance at supervisors' course

P

 

2. Course not interesting or relevant

 

 

3. Course badly time-tabled

 

 

4. College too far from the factory

 

 

5. Supervisors not good enough for the course

 

 
Look at an example report and check you answers:
The company certainly has a problem with staff attendance at special training courses. This is particularly true for the supervisors' afternoon college courses. I think there are a number of reasons for this situation.
First of all, I have the feeling that the course is not made interesting or relevant for our staff. Secondly, the timing of the course on Friday afternoons is not suitable because the trainees are tired at the end of the week. A further point is the distance of the college from the factory. It is nearly one hour's journey. And finally, it is my view that many of the supervisors attending these courses are not suitable for them. The work is too hard for them.
2 Look at the phrases in bold. These make it clear that the information is the opinion of the writer. What other phrases can you use to show you are giving an opinion and not stating a fact?
Your boss wants to introduce a dress code. She has asked you to write a short report about they style of clothes employees usually wear to work. Use the information below. Make sure you make it clear when you are giving your opinion or stating a fact. Use the example above to help you.
When writing a report it is important that you recognise the difference between facts and opinions. Which of the statements below are facts, and which are opinions?

a) Smoking is a silly habit.
b) Ten times as many smokers get lung cancer as non-smokers.
c) People smoke much more when they are worried.
d) There is a link between lung cancer and cigarette smoking.

Which of the statements above would be best to support the argument that smoking is harmful to health?
Look at these three statements (a), (b) and (c). Which one does not support the main idea?
It is good to get your company’s name in the papers (main idea)
a) It is a cheap and effective form of advertising
b) Journalists are always looking interesting stories
c) There are many different kinds of publications
The answer is (c). Both (a) and (b) support the main idea, and (b) provides additional support to make the argument stronger. It reinforces (a). You can show this by using:
• Furthermore
• In addition
• Besides
• Moreover
It is good to get your company’s name in the papers because it is a cheap and effective form of advertising. Furthermore journalists are always looking for interesting stories.
Now do the same with these main ideas.
First decide which statement (a), (b) or (c) does not support the main idea. Then write two sentences that include the main idea, a supporting fact and a reinforcing fact. Look at the motorbike example above to help you.

It is important to wear smart clothes to work
a) Most people wear casual clothes
b) It gives a good impression to customers
c) It shows that employees are professional

The company should get a new photocopier
a) The present photocopier is always breaking down
b) Modern photocopiers are much more efficient and reliable
c) Modern photocopiers can be bought or rented

The company needs a restaurant
a) Staff bring their own food for lunch
b) There is nowhere to eat near the company
c) Staff spend too long having lunch when they go out
In a report there is often a section with recommendations based on the information in the report.

Look at the following ways for making recommendations:

  • It is recommended that management reconsider the working hours of all employees and draw up a proposal for an alternative.
  • All sections should state the minimum level of cover needed and establish a system for the organisation of leave.
1 Look at this report written by a visiting director to a company. It makes recommendations for future staff training. What are the phrases for making recommendations?
In the light of poor performance of certain members of staff, this report proposes several courses of action.

It is recommended that all managers attend a series of workshops that should focus on managerial skills, presentation skills and teamwork. They urgently need to be made aware of what is expected of staff at their level.

Certain members of staff in particular, Mr. Bolt and Mr. Chubb, need to be informed by their line managers that their conduct towards female staff is totally unacceptable. It might be advisable to draw up an improvement plan and place it on file for future reference.

Ms. Latch should receive some additional responsibilities and be promoted in the near future.
2 What other phrases are there for making recommendations?
1 Read this report. What is the overall purpose of the report?
1 This report examines whether there is a need for the company to have a dress code. There has never been a dress code before, and at the moment employees are able to wear whatever they like to work. However, there is a clause in all contracts which states that employees “should dress smartly.”

2 In my opinion most employees dress very badly. For example some employees wear jeans to work, especially the younger members of staff. Sometimes the jeans are neither new nor clean. There are also very few men who wear ties, in fact only the senior members of the finance department wear ties. An increasing number of employees wear t-shirts. Moreover it is my view that some of the women in the summer look unprofessional when they wear sandals.

3 It is important to wear smart clothes to work because it gives a good impression to customers. In addition it shows that employees are professional. Wearing casual clothes suggests that we are also casual about our work, which is certainly not the case.

4 This report therefore proposes that a clear dress code needs to be introduced with effective guidelines for employees to follow. It is recommended that all men wear ties although not necessarily suits. The report proposes women should wear shoes all year round. The wearing of jeans and t-shirts should be prohibited for both men and women with the exception of the dispatch department.
2 There are four paragraphs. Read through the report again, why has each paragraph been written?
Your company is considering banning smoking in all the offices. You have been asked to write a report into the smoking habits of employees in the company. You must also recommend whether a ban is necessary or not.

Write a short report and use the information in the table below to help you.

Information

fact

opinion

1. Employees can smoke where they like at work

 

2. Smoking is harmful to health

 

3. Most employees who smoke want to stop

 

4. Employees who don’t smoke are unhappy

 

5. Smokers would be willing to go outside the building to have a cigarette.

 

Write four paragraphs. This is the reason for each paragraph:

Paragraph 1 introduces the reason for the report.
Paragraph 2 provides facts and opinions about people who smoke at work.
Paragraph 3 gives a reason for banning smoking.
Paragraph 4 makes recommendations for a smoking ban and gives some suggestions.

Use the example in activity 9 above to help you.
In this lesson you have:
identified different reports and the reasons for writing them
compared presenting facts with opinions
used reinforcing facts to support ideas
used phrases for making recommendations
identified the different parts of a short report
written a short report
The next e-m@il lesson looks at the most common reasons for business writing and it gives advice on how to write them.