BUSINESS REPORT WRITING

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BUSINESS
REPORT WRITING

22nd – 23rd SEPTEMBER 2021

PERFORMANCE DEVELOPMENT CONSULTANTS SDN BHD
NO. 20-2 & 3, JALAN PJU 5/4, PJU 5, DATARAN SUNWAY,
KOTA DAMANSARA , 47810 PETALING JAYA,
SELANGOR DARUL EHSAN, MALAYSIA.
TEL : 03-6141 8378

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PERFORMANCE DEVELOPMENT CONSULTANTS

BUSINESS REPORT
WRITING

INTRODUCTION
AGENDA

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FOLLOW-UP SESSIONSP E R F O R M A N C E D E V E L O P M E N T C O N S U L T A N T S
INTRODUCTION

Business reports are typically assigned to employees to:

• Examine available and potential solutions to a problem, situation,
or issues

• Apply business and management theory to a practical situation
• Demonstrate your analytical, reasoning, and evaluation skills in

identifying and weighing-up possible solutions and outcomes
• Reach conclusions about a problem or issue
• Provide recommendations for future action
• Show concise and clear communication skills

As with all good writing, business reports should be presented using a
language that is clear, avoiding complex words, acronym and jargons.
Sentences should also be brief and concise and the objectives and
conclusions should clearly complement each other.

This module is a practical hands-on workshop where participants will

learn the right concepts and principles of professional business writing

and how to present your message using a language that is precise to

meet the objectives of the report.
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PERFORMANCE DEVELOPMENT CONSULTANTS

BUSINESS REPORT
WRITING

TRAINING

OBAJEGCETNIVDEAS

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PERFORMANCE DEVELOPMENT CONSULTANTS

TRAINING OBJECTIVES

At the end of this session, participants should be able to:
❑ Define what is a report and the purpose why reports are written
❑ State types of business reports that are normally written
❑ Describe the method of doing an audience analysis
❑ State the main characteristics of a good and effective report
❑ Take appropriate steps and actions to write business reports simply and

effectively
❑ Apply proper and effective techniques when preparing and writing reports

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PERFORMANCE DEVELOPMENT CONSULTANTS

BUSINESS REPORT
WRITING

TRAINING

AAGGEENNDAA

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PERFORMANCE DEVELOPMENT CONSULTANTS

BUSINESS REPORT WRITING (Day 1)

-

TRAINING AGENDA

OMAN TIME MALAYSIAN TIME AGENDA
08:30 – 10.00 a.m. 12.30 - 2.00 pm
10.00 – 10:15 a.m. 2.00 - 2.15 pm REPORT WRITING : WHAT AND WHY?
10:15 – 1:00 p.m. 2.15 - 5.00 pm
1.00 – 2:00 a.m. 5.00 - 6.00 pm MORNING BREAK
2:00 - 3:30 p.m. 6.00 - 7.30 pm
HOW TO PREPARE FOR REPORT WRITING?
STRUCTURING THE REPORT
LUNCH BREAK
WRITING BUSINESS AND TECHNICAL REPORTS
TECHNICAL REPORTS : THE ESSENTIALS

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PERFORMANCE DEVELOPMENT CONSULTANTS

BUSINESS REPORT WRITING (Day 2)

-

TRAINING AGENDA

OMAN TIME MALAYSIAN TIME AGENDA
08:30 – 10.00 a.m. 12.30 - 2.00 pm
10.00 – 10:15 a.m. 2.00 - 2.15 pm GROUP WORK : REPORT WRITING ASSIGNMENT
10:15 – 1:00 p.m. 2.15 - 5.00 pm
1.00 – 2:00 a.m. 5.00 - 6.00 pm MORNING BREAK
2:00 - 3:30 p.m. 6.00 - 7.30 pm
GROUP WORK AND REPORT PRESENTATION
LUNCH BREAK
QUALITIES OF GOOD BUSINESS REPORTS
SUMMARY AND CONCLUSION

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PERFORMANCE DEVELOPMENT CONSULTANTS

BUSINESS REPORT
WRITING

LEARNING

METAHOGDEONLODGAY

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FOLLOW-UP SESSIONSP E R F O R M A N C E D E V E L O P M E N T C O N S U L T A N T S

LEARNING METHODOLOGY

• This follow up session will be conducted
virtually via Microsoft Teams

• The delivery method will be learner-centred
with an active learning mode and interactive
discussion / presentations of concepts and
principles

• As this is a skills based training, participants
will be given writing assignments which will
be presented and discussed in class

• You will be working in teams of 5 people via
breakout rooms

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PERFORMANCE DEVELOPMENT CONSULTANTS

BUSINESS REPORT
WRITING

MEET OUR

AGEEXNPDERAT

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Performance Development Consultants

MAE has 20 years experience in the training line, after having worked for ISMAIL (Mae) HASHIM
15 years and held several executive, management and senior
management positions in various organisations. He started his career with MBA(TQM)(Newport, USA) | Certified Professional Trainer
the Technical Education Division, Ministry of Education, Malaysia. He then (HRDCorp)
joined a privately-run integrated education group in Kuala Lumpur as a
member of the Senior Management Team. He was later appointed to be Experience & Achievements
the Group Head of Human Resources and was directly responsible for
training and development. Before becoming a full-time training consultant, Career & Academic Counsellor and
Ismail served as the Central HR Training Coordinator for Standard Lecturer:
Chartered Bank Malaysia Bhd. • MBA (TQM) Newport University, USA
• Studied Mech Eng (United Kingdom)
Mae has a vast experience conducting various Organisational, • Certificate in Training and Development
Management, Executive, Supervisory and Personal Development
Programmes for all levels of staff - from the Support Group and Front (CITD), Institute of Administrative
Liners to Senior Management in both the public and private sectors across Management, U.K
the service and manufacturing industries. He was also one the trainers for • Certified Professional Trainer, HRDCorp
the Graduate Employability Management Programme (GEMS) and Skim • Associate Trainer- UMCCEd, INTAN, ICCE,
Latihan 1 Malaysia (SL1M) through Khazanah Nasional and TalentCorp International Islamic University.
Malaysia.

As a trainer and consultant, Mae has guided many of his course
participants to tap their true potentials through his deliveries and
workshops. He believes in sharing his personal aspirations and giving his
best to help people fulfill their individual goals in their careers and personal
lives. His warm personality and friendly, down-to-earth, common-sense
approach has made his sessions well received by all participants.

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INTRODUCTIONBUSINESS
REPORT
WRITING

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WHAT IS THE PURPOSE OF
A REPORT?

There are two purposes of a report that is done
in formal writing and these are on
information and communication. With
these two hand in hand, one of the contributing
effects of the purpose of a report is help you
decide on making the right decisions.
Second would be to develop good
relationships in your work due to the
effective information and communication that
has been transmitted by the report
Third and last would be the supervising on the
acquired information based on the report on
whether if it meets the actual standard of the
organization

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INTRODUCTION TECHNICAL/BUSINESS
REPORTS:
INTRODUCTION TECHNICAL/BUSINESS REPORTS
require you to analyse a situation
and provide either a solution to a
problem or suggestions for improvement.
They are structured formally, with
standard sub-sections and headings.
Technical/Business reports are
typically assigned to enable you
to:
Examine available and potential solutions
to a problem, situation, or issue
Apply business and management theory
to a practical situation

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Demonstrate your analytical,
reasoning, and evaluation skills in
identifying and weighing-up possible
solutions and outcomes
Reach conclusions about a problem
or issue
Provide recommendations for future
action
Show concise and clear
communication skills

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TECHNICAL A TECHNICAL It is divided into sections
REPORTS REPORT is a which allow different readers to
formal report access different levels of
designed to information

convey This module explains the commonly
accepted format for a technical
technical report; explains the purposes of
information in the individual sections; and gives
a clear and hints on how to go about drafting
and refining a report in order to
easily produce an accurate, professional
document.
accessible
format

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WHAT ARE THE TYPE OF REPORTS YOUR
NORMALLY WRITE IN YOUR COMPANY?

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CONTENTS 1 REPORT WRITING : WHAT AND WHY?
2 HOW TO PREPARE FOR REPORT WRITING

3 WRITING BUSINESS/TECHNICAL REPORTS
4 STRUCTURING THE REPORT
5 TECHNICAL REPORTS : THE ESSENTIALS
6 QUALITIES OF A GOOD REPORT

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WHAT IS A REPORT?REPORT
WRITING :
WHAT AND
WHY?

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Reports are formal
documents - written
for various objectives -
in the field of science,
social science,
engineering and
business.

Generally - findings
for a specific
assignments are
written as a report.

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A report is consideredWHAT IS A REPORT?
as valid and
important
document in an
organisation and
therefore is has to be
accurate, and
should not be subject
to
misinterpretation

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EXAMPLES OF LABORATORY REPORT HEALTH AND SAFETY
REPORTS RESEARCH REPORT REPORT

FIELD STUDY REPORT CASE STUDIES

RECOMMENDATION COST-BENEFITS
PROGRESS REPORT ANALYSIS REPORT
BUSINESS +
TECHNICAL REPORT COMPARATIVE
REPORT :
FINANCIAL REPORT ADVANTAGES AND
DISADVANTAGES

FEASIBILTY STUDY
REPORT

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WHY ARE REPORTS The need for The need for
WRITTEN? information in communication
business

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DIFFERENCE BETWEEN A Reports are Not in a
REPORT AND AN ESSAY compiled into continuous
separate writing style
sections
Specific
It has flow and objective
continuity
and arranged in Targetted for a
a logical Specific
structure audience

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DIFFERENCE BETWEEN A A REPORT is a means of It is more structured
REPORT AND AN ESSAY communication that
has been written for a than an ESSAY and is
specific purpose and presented in a way
is aimed at a specific
that enables it to be
audience. read quickly.

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BOOK VS REPORT A BOOK obviously On the other hand in
contains a structure, BUSINESS AND
not only is it divided TECHNICAL REPORT
into chapters but the the results are given
actions that are at the beginning
described build upon followed by the
earlier events. explanation

What is significant is ▪ This enables others to
that the structure view the report and
becomes apparent as decide if it is
the reader progresses relevant to their own
through the book. work or not.

▪ This will ultimately
determine whether or
not others decide to
read it.

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PURPOSE ACADEMIC WRITING TECHNICAL WRITING

Demonstrate what you know Getting something done
about a topic

KNOWLEDGE Less than teacher/lecturer More than the reader

OF TOPIC who is evaluating them

AUDIENCE Teacher/Lecturer Several people

CRITERIA Depth logic, clarity, unity and Clear and simple
FOR grammar organization of ideas

EVALUATION

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AKATECHNICAL WRITING
BUSINESS Writing
WORKPLACE Writing
PROFESSIONAL Writing
INFORMATIONAL Writing

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WHAT IS TECHNICAL It is the type of everyday writing that
WRITING? surrounds us from the time we wake
up until we sleep at night
WHAT IS TECHNICAL ▪ Directions on the toothpaste tube
WRITING? ▪ Nutrition benefits on the cereal

box
▪ Business letters and catalogues

that come in the mail
▪ Written instructions for assembling

a new product
▪ Tax receipts and notices
▪ Product safetty information

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TECHNICAL WRITING

▪ Conveys specific information
about a technical subject

▪ To a specific audience
▪ For a specific purpose
▪ The words and graphics of

technical writing are meant to be
practical
▪ Communicates a body of factual
information - that will help an
audience understand a subject or
carry out a task

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WHAT IS TECHNICALHOW IS TECHNICAL WRITING DIFFERENT?
WRITING?
The information is ORGANISED, PRESENTED and
COMMUNICATED in a specific FORMAT

The writing is CONCISE, CLEAR and ACCURATE
The writing takes into account the audience’s NEEDS, BIASES
and PRIOR UNDERSTANDING
The writing presents information to help readers SOLVE A
PROBLEM or gain a better UNDERSTANDING of a situation
The writing conveys technical, complex or specialized information
in a way that is EASY for a NON-TECHNICAL reader to
understand

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▪ TECHNICAL WRITING is a
natural partner to academic
writing

▪ It is descriptive, creative and
expository - but the format is
different and the standards
are higher

▪ Technical writing requires
100% accuracy

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ACADEMIC WRITING TECHNICAL WRITING

Descriptive Writing Job Description, Incident Report,
Narrative Writing Resume, Process Explanation
Analysis
Cause-and-Effect Observation Report, Progress Report
Compare-Contrast
Persuasive Writing Performance Evaluation, Feasibility
Report
35 Analytical Report, Product Field-Test
Report
Product Comparison, Feasibility
Report

Proposal, Action Plan

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HOW TO
PREPARE FOR
REPORT
WRITING

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CHECKLIST BEFORE WRITING HOW should I
structure the
WHAT is the information?
OBJECTIVE of the
report?

WHAT should the Which FORMAT or
reader know? “layout” is the best?

WHAT background HOW should I arrange
should I tell the my information and
reader? data?

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As reports are writtenWHAT INFORMATION
on various topics andSHOULD BE INCLUDED?
for a variety of reasons
- the information thatCHECKLIST
should be included in a
report would depend on
the type and scope of
the report itself.

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AFTER WRITING

Is the report
CONCISE and
RELEVANT?

Have I checked and
proof-read the entire
report?

What are the
CONCLUSIONS and
main RECOMMEN-
DATIONS?

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WRITING
BUSINESS AND
TECHNICAL
REPORTS

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WHAT ARE TECHNICAL TECHNICAL and The WORDS and
REPORTS? BUSINESS GRAPHICS of
Reports convey technical writing are
meant to be
SPECIFIC PRACTICAL:

INFORMATION that is, to
about a technical communicate the
subject to a body of FACTUAL
information - that
SPECIFIC will help an audience
AUDIENCE for understand a subject
a SPECIFIC or carry out a task.

PURPOSE.

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WHAT ARE TECHNICAL TECHNICAL Normally
REPORTS? and TECHNICAL
REPORTS are for
BUSINESS
REPORTS are Specific
similar to normal readers
reports - with a
difference in Specific
terms of objective

CONTENTS, Specific
needs
STRUCTURE
and FORMAT

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WRITING TECHNICAL Messages should be Sentences
REPORTS conveyed in a should be
CLEAR BRIEF and
LANGUAGE, easily
UNDERSTOOD CONCISE

Avoiding complex
TECHNICAL
TERMS,
ACRONYMS and
JARGONS

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OBJECTIVE OF THEWRITING TECHNICAL REPORTS
REPORT
DETERMINING THE OBJECTIVES

DOING A RESEARCH AND ORGANIZING
THE DATA AND INFORMATION

STRUCTURING THE REPORT

WRITING IN A CLEAR STYLE

CLEANING UP THE REPORT

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▪ WHO will read the
report?

▪ WHY do they need this
report?

▪ WHAT aspects do they
want to know?

▪ WHAT they DO NOT
NEED to know?

▪ HOW MUCH they know
about this subject?

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▪ To inform the MarketingEXAMPLE : OBJECTIVE
Department about the new
product

▪ To update the information
needed to be given to the
customers

“To inform the Marketing
Department about the
information for the customers
about the new product - with
emphasis on the benefits
that they will get.”

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RESEARCHING AND Determine ORGANISE
ORGANISING INFORMATION WHAT data by
information do categories
you need? and needs

GATHER data
and information

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ORGANISE THE INFORMATION BY CATEGORIES

▪ Product ▪ After-Sales
specification support

▪ Comparison with ▪ Brochures/Flyers
competitor’s
product ▪ Additional
information
▪ Major benefits for
customers

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DETERMINE WHAT INFORMATION DO YOU NEED?

Company ABC Company XYZ

XP30/XP31/XP32 COMPARISON Spare Parts
WITH
PRODUCT MAJOR BENEFITS
SPECIFICATION COMPETITOR FOR CUSTOMERS

Special design version REPORT Ease of Use
FOR MARKETING

ADDITIONAL DEPARTMENT AFTER-SALES
INFORMATION
BROCHURES SUPPORT

DAN FLYRES Payment
arrangement
Product launch date Guarantee Repair
and Service
Full price list
Brochure XP30

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STRUCTURINGSTRUCTURING
A REPORTTHE REPORT

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THERE ARE 2 MAJOR TYPES OF REPORTS

RESEARCH
REPORTS

INFORMATION
ONLY REPORT

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RESEARCH REPORT RESEARCH is OUTPUT:
done in a Sometimes it’s
particular subject accompanied
- and a REPORT by a
is done based on PROPOSAL
the OUTCOME or
RESULTS
obtained

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INFORMATION-ONLY Reports that are This include:
REPORTS meant for
information-only ▪ Memos
just conveys
the information ▪ Progress
to the readers Reports/Updates

▪ Periodic Budget
Reports

▪ Management
Reports

▪ etc

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EXAMPLE : To report about conferences,
events, visits or meetings, etc

“DE-BRIEFING” WHEN/ WHY WHO WHAT
REPORTS WHERE
New Policy Minister of Actions to
Putra Jaya on Port Transport, be taken
Kementerian CEOs of Port
Pengangkutan Operation Authorities
April 10-11,

2018

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“INFORMAL” EXAMPLE: No “standard”
REPORTS formats
To convey the
latest Information must
information on be presented in
progress of a clear and
projects, logical manner
budgets, etc.

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TECHNICAL REPORTS TECHNICAL REPORTS

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TECHNICAL REPORTS TITLE OF Subjek yang hendak ditulis - dan
REPORT khususkan

TARGET ▪ Kenalpasti untuk SIAPA laporan
READER AND disediakan
SITUATION
▪ Kenalpasti situasi yang relevan kepada
laporan yang hendak ditulis

OBJECTIVE OF Apa hasil yang ingin dicapai - dan apa

REPORT keperluan pembaca yang akan dipenuhi

TYPE OF Contoh : Laporan latar belakang teknikal,
REPORT Laporan kemungkinan (feasibility report),
arahan dsb.

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TECHNICAL
REPORT :
THE ESSENTIALS

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ORGANISING INFORMATION The information The headings
IN A TECHNICAL REPORT provided in reports help the reader
needs to be easy to to locate
find, and written in
such a way that the relevant
reader / client can
understand it information
quickly
Reports utilise
headings to divide
information into
sections

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Depending on the type and format of your document, the following sections
may be included:

TYPICAL SECTIONS OF A 1 COVER PAGE : TITLE 7 INTRODUCTION
TECHNICAL REPORT 2 DEDICATION PAGE 8 THE MAJOR SECTIONS
3 DECLARATION 9 CONCLUSIONS
4 ACKNOWLEDGEMENTS 10 REFERENCE

5 CONTENTS PAGE 11 APPENDICES

6 ABSTRACT / SYNOPSIS /
EXECUTIVE SUMMARY

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SECTIONS OF THE REPORT

GENERAL CONTENTS OF A NORMALLY INCLUDED INCLUDED WHEN The CONTENTS
TECHNICAL REPORT NECESSARY and STYLE of
TOPIC writing technical
AUTHOR ABSTRACT reports may vary
Keywords depending on the
DATE Contents Page objectives and target
List of Tables readers
INTRODUCTION List of Diagrams
PROCEDURE/METHOD Background RECOMMENDATIONS
FINDINGS/OUTCOME Information Acknowledgements
Reference
DISCUSSIONS Appendix
CONCLUSIONS Attachments

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Below are some guidelines for structuring your report:

GENERAL STRUCTURE 1 TITLE PAGE ▪ report title
OF A REPORT EXECUTIVE ▪ your name
▪ submission date
2 SUMMARY
▪ overview of subject matter
▪ methods of analysis
▪ findings
▪ recommendations

3 TABLE OF ▪ list of numbered sections in report and
CONTENTS their page numbers

4 INTRODUCTION ▪ terms of reference
▪ outline of report’s structure

63

Below are some guidelines for structuring your report:

GENERAL STRUCTURE 5 BODY ▪ headings and sub-headings which reflect
OF A REPORT the contents of each section

6 CONCLUSION ▪ states the major inferences that can be
drawn from the discussion

RECOMMENDA- ▪ indicates any further work that needs to
7 TIONS be done or identifies the alternative you
think best solves or improves the
problem

8 REFERENCE LIST ▪ list of reference material consulted
during research for report

9 APPENDIX ▪ information that supports your analysis
but is not essential to its explanation

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1 TITLE PAGE ▪ The title of the report should tell theREPORT STRUCTURE
reader exactly WHAT the report is
about; for example:
▪ The sleepsuit: The design and
evaluation of an innovative new
sleeping bag
▪ The feasibility of adopting the RX 90
in-flight entertainment system for the
airline international fleet
▪ On this page also include any
relevant details about your name,
designation, department and function

65

2 EXECUTIVE ▪ The abstract or executive summary
provides a summary of the report’s

REPORT STRUCTURE SUMMARY essential information, is usually
about 100 to 200 words in length and is

OR usually presented on a separate page.
The abstract / executive summary

ABSTRACT should summarise:
OR ▪ The background to the problem
▪ The purpose of the report

SYNOPSIS ▪ The goal of the work reported on /
the scientific or commercial objective

▪ Brief details of the approach,

procedure and/or methods

▪ Important results and/or findings

▪ Conclusion(s)

▪ Recommendations

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2 EXECUTIVE ▪ The information included in the abstract
or executive summary will, however,

REPORT STRUCTURE SUMMARY depend largely on the information that
has been included in the report:

ABSTRACT ▪ For example: If the report does not
provide recommendations, no
SYNOPSIS recommendations will be outlined in the

abstract/ executive summary

▪ The abstract or executive summary
should not just be an outline of the

points to be covered in the report with no
detail of the analysis that has taken
place or conclusions that have been
reached

67

REPORT STRUCTURE 3 TABLE OF ▪ In a report longer than several pages a
CONTENTS table of contents should be included as
it assists the reader to locate
information quickly

▪ It also gives the reader a schematic
overview of the structure and contents
of the report

▪ A table of contents should include all
section headings and subheadings:
▪ worded exactly as they appear in the
report
▪ numbered exactly as they appear in
the report
▪ with their page numbers location

▪ The table of contents should be on its
own page

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REPORT STRUCTURE 3 TABLE OF ▪ As well as a table of contents, you may
CONTENTS wish to include:

▪ LIST OF FIGURES (optional,
separate page) : This list is used mainly
for reports containing numerous figures.
It includes the figure number, caption
and page number, ordered as they
appear in the text.

▪ LIST OF TABLES (optional, separate
page): This list is used mainly for reports
containing numerous tables. It includes
the table number, caption and page
number, ordered as they appear in the
text.

69

REPORT STRUCTURE 3 TABLE OF ▪ LIST OF APPENDICES (optional,
CONTENTS separate page):This list is used mainly
for reports containing numerous
appendices. It includes the appendix
letter (each separate appendix should be
lettered i.e. Appendix A, Appendix B,
etc.), its title and page number, ordered
as they appear at the end of the report.

▪ NOMENCLATURE (optional)
Where symbols are used extensively, a
list of symbols and definitions should
appear at the beginning of the report. If
there is no list, symbols should be
defined in the text when first used.

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REPORT STRUCTURE 4 INTRO- ▪ This section gives the reader the
DUCTION necessary background information

▪ Depending on the type of project/report,
the Introduction can include:

▪ Statement of the problem/s

▪ Description of main aim/s,
objective/s and scope (the
parameters) of the report

▪ Review of previous work/research in
this area and identification of the
relationship between this research
and the current project (i.e. you need
to identify the importance of the
current project for scientific
knowledge or commercial operations)

71

REPORT STRUCTURE 4 INTRO- ▪ An overview of the report’s sections and
DUCTION their relationship to the research
problem

▪ Explanations of terminology if necessary

▪ Method(s) of approach

▪ Indications of scope and limitations of
the study

▪ Outline of material presented in rest of
report.

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REPORT STRUCTURE 4 INTRO- ▪ While there will be some duplication
DUCTION in the contents of the EXECUTIVE
SUMMARY and the
INTRODUCTION, the purpose of the
executive summary is to provide a
summary of the findings of each
section of the report

▪ The purpose of the introduction,
however, is to outline WHAT the
report will cover and HOW these
issues address the research problem

73

REPORT STRUCTURE 5 BODY OF ▪ The body section expands and
THE develops the material in a logical
REPORT and coherent manner, reflecting the
structure outlined in the Introduction

▪ It contains a description of the
findings and a discussion of them

▪ It should also relate the findings to any
theory of relevance

▪ The following questions are examples of
some of the types of questions the
body of your report should seek
to answer:

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REPORT STRUCTURE 5 BODY OF ▪ What were the most significant
THE findings or factors involved in topic/
REPORT the problem?

▪ Did the findings support the theory?

▪ Have you found some disagreement
with the theory?

▪ Did you uncover any unexpected or
new issues that need to be
considered?

▪ This section is usually the longest part of
the report so the material must be
presented logically to make it is
easy to read

75

REPORT STRUCTURE 5 BODY OF ▪ The particular headings you use to
THE organise the information in the body of
REPORT your report and to make it logical will
depend on the purpose of the report you
are preparing

▪ You should make sure the headings
and sub-headings you choose are
informative.

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REPORT STRUCTURE 5 BODY OF ▪ Research type reports may include
THE sections such as:
REPORT
▪ Theory/modelling

▪ Methods and materials used

▪ Results/comparisons with theory
and/or previous work

▪ Discussion and analysis of material

77

REPORT STRUCTURE 5 BODY OF ▪ Design or feasibility type
THE projects/reports may include sections
REPORT such as:

▪ Problem identification

▪ Alternative solutions

▪ Analysis and evaluation of
alternatives

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39

REPORT STRUCTURE 6 CONCLU- ▪ The conclusion summarises the major
SION inferences that can be drawn from the
information presented in the report

▪ It answers the questions raised by the
original research problem or stated
purpose of the report and states the
conclusions reached

▪ It also attempts to show ‘what it all
means’: the significance of the findings
reported and their impact

79

REPORT STRUCTURE 6 CONCLU- ▪ The conclusion/s presented in a report
SION must be related to, resulting from and
justifiable by the material which appears
in the report

▪ The conclusion must not introduce any
new material

▪ It should report on all the conclusions
that the evidence dictates as it is NOT
the job of a conclusion to “gloss over
conclusions that are puzzling,
unpleasant, incomplete or don’t seem to
fit into your scheme”

▪ Doing this would indicate writer bias and
mean your conclusion may mislead the
reader

80

40

REPORT STRUCTURE 6 CONCLU- ▪ In the workplace, conclusions are quite
SION often read by managers before the main
text of the report and hence, should
summarise the main points clearly

▪ This section also may include:

▪ Reference to original aim(s) and
objective(s) of report

▪ Application(s) of results

▪ Limitations and advantages of the
findings

▪ Objective opinion, evaluation or
judgement of the evidence

81

REPORT STRUCTURE 6 CONCLU- ▪ Quite often the present tense is used in
SION the conclusion : for example, “the
cement tested in this project is a good
candidate for the dense-phase mode of
pneumatic transportation”

▪ The conclusions may be ordered in
several ways

▪ The main conclusion may be stated first
and then any other conclusions in
decreasing order of importance

▪ Alternatively, it may be better to organise
the conclusions in the same order as the
body section was organised

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REPORT STRUCTURE 6 CONCLU- ▪ Another strategy would be to present the
positive conclusions together and then
SION the negative conclusions

(NOTE: Sometimes ▪ The organisational strategy you use may
the conclusion and vary; the important thing is that it is
recommendation can logical
be presented
together in one ▪ The conclusion must arise from the
section but they evidence discussed in the body of the
should be presented report
in separately labelled
subsections). ▪ It should not, therefore, subjectively tell
the reader what to do

▪ This job is performed by the
recommendations section

83

REPORT STRUCTURE 7 RECOM- ▪ If required, recommendations should
MENDA- emerge from the conclusions of the
TIONS report

▪ Recommendations tell the reader what
to do: what decision to make, what
course of action to take, what alternative
solution is superior or what further work
needs to be undertaken

▪ Although subjective, that is the
recommendations arise from your
opinion and judgements, the
recommendation section should never
contain any new evidence and should
arise from the information presented in
the body and conclusion sections

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REPORT STRUCTURE 7 RECOM- ▪ Recommendations should be feasible
MENDA- and appropriate to the problem; for
TIONS example, their cost should be realistic to
the budget and they should be ethical

▪ The recommendations section provides
your opinion on the course of action to
be taken, you should not, therefore,
hedge your bets by recommending all
possible actions

▪ Sometimes it may be the case that you
recommend that no action be taken as
this, in your opinion, is the best course of
action to take

85

REPORT STRUCTURE 7 RECOM- ▪ Recommendations are written for action
MENDA- so they should be as concrete and
TIONS specific as possible; they should read as
a list of things the client should do

▪ They can be written in prose, or can be
presented as ‘bulleted’ information

▪ Break each recommendation down into
as many component parts as seems
logical

▪ Let your reader know why you are
recommending an action by supplying
the reasons for your decision drawn from
the conclusions of the report

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REPORT STRUCTURE 7 RECOM- ▪ Include helpful and useful information in
MENDA- your recommendation such as how to
TIONS implement the course of action
suggested or other sources of
information the reader may want to
follow up

▪ Recommendations should usually be
presented as a separate section from
the conclusion but sometimes it is also
appropriate to combine them as
separately labelled subsections in a

CONCLUSION &

RECOMMENDATIONS SECTION.

87

8 REFERENCE ▪ It is essential to include a
REFERENCE LIST or bibliography of

REPORT STRUCTURE LIST AND the reference material you consulted
during your research for the report

REFEREN- ▪ A bibliography is a list of all the
reference material you consulted during
CING your research for the report while a

reference list is a list of all the

references cited in the text of your

report, listed in alphabetical order at the

end of the report

▪ Each reference in the reference list
needs to contain all of the bibliographic
information from a source

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8 REFERENCE ▪ Throughout the text of your report you
will also need to provide references

REPORT STRUCTURE LIST AND when you have included an idea in your
report which is not your own original idea

REFEREN- ▪ You don't need to reference an idea,
however, if it is common knowledge (i.e.
CING enzymes are proteins) or if it has been

established by you in your experiment

(i.e. in scientific reports reporting on an

experiment).

▪ A reference is the bracketed or footnoted
piece of information within the text of
your writing that provides an
acknowledgment that you are using

someone else's ideas

89

8 REFERENCE ▪ There are several systems of
referencing such as the Harvard or

REPORT STRUCTURE LIST AND author-date system, footnotes or
endnotes

REFEREN-

CING

90

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REPORT STRUCTURE 9 USING ▪ Information that is not essential to
APPENDI- explain your findings, but that
CES supports your analysis (especially
repetitive or lengthy information),
validates your conclusions or pursues
a related point should be placed in
an APPENDIX (plural appendices)

▪ Sometimes excerpts from this supporting
information (i.e. part of the data set) will
be placed in the body of the report but
the complete set of information ( i.e. all
of the data set) will be included in the
appendix

91

REPORT STRUCTURE 9 USING ▪ Examples of information that could be
APPENDI- included in an APPENDIX include
CES
▪ Figures/tables/charts/graphs of results
▪ Statistics
▪ Questionnaires
▪ Transcripts of interviews
▪ Pictures
▪ Lengthy derivations of equations
▪ Maps
▪ Drawings
▪ Letters
▪ Specification or data sheets
▪ Computer program information

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REPORT STRUCTURE 9 USING ▪ There is no limit to what can be placed
APPENDI- in the appendix providing it is relevant
CES and reference is made to it in the report

▪ The appendix is not a catch net for all
the semi-interesting or related
information you have gathered through
your research for your report: the
information included in the appendix
must bear directly relate to the research
problem or the report's purpose

▪ It must be a useful tool for the reader

93

REPORT STRUCTURE 9 USING ▪ Each separate appendix should be
APPENDI- lettered (Appendix A, Appendix B,
CES Appendix B1, Appendix B2, Appendix C,
etc)

▪ The order they are presented in is
dictated by the order they are mentioned
in the text of the report

▪ It is essential to refer to each appendix
within the text of the report; for example:

▪ For the manufacturer's specification, see
Appendix B or

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47

REPORT STRUCTURE 9 USING ▪ Appendix C contains the YoY
APPENDI- shareholder account growth rates
CES
▪ The rates are high. The increasing
growth rate of accounts will significantly
affect the valuation of the company.

95

▪ .................................................
▪ .................................................
▪ .................................................
▪ .................................................
▪ .................................................
▪ .................................................
▪ .................................................
▪ .................................................

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QUALITIES OF
A GOOD REPORT

97

QUALITIES OF A GOOD REPORT

1 ACCURACY
2 OBJECTIVITY
3 CLARITY
4 CONCISENESS
5 CONTINUITY
6 WRITING STYLE

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QUALITIES OF1. ACCURACY
A GOOD REPORT
▪ Pastikan maklumat yang
disampaikan adalah tepat

▪ Nilai dan pengiraan dibuat
dengan betul

▪ Semak data dan ejaan –
minta orang lain lakukan

▪ Any errors may cause the
reader to lose confidence in
the report!

▪ It will seriously affect the
professionalism of the
writer!

99

DATA - INFORMATION - KNOWLEDGE

KNOWLEDGE

INFORMATION

DATA

100

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