HOW TO WRITE A REPORT (REPORT FORMAT & SAMPLES)

HOW TO WRITE A REPORT

 

Topic: Functional Writing

Form 3

Objectives

By the end of the lesson, the learners should be able to:

1. Appreciate the importance of writing reports
2. Explain the different parts of a report
3. Write a report

 

Writing Reports

Whereas an essay presents arguments and reasoning, a report concentrates on facts.

It is written for a specific purpose and audience.

A report analyses a situation or problem, and makes recommendations for future actions.

It is not only designed to lead people through the information in a structured way, but also to enable them to find information that they want quickly and easily.

Keep your report short and concise.

What to consider before writing a report

Since a report is written with a clear purpose and for a specific audience, clarity and conciseness is key.

• Who are you writing for this report and why?
• Why is the report needed?
• Do you understand all the directions?
• What information should be included in the report?

 

Compile information by:

• Reading general relevant literature
• Gathering data through:
• Survey
• Questionnaires etc

 

Organize the information gathered by:

• Grouping together points that are related within specific sections
• Ordering your material in a logical, coherent way. Cut out any irrelevant material.

 
Tips for writing a good report

• Be as clear as possible
• Use simple, professional language i.e. plain English. The language ought to be clear and concise.
• Avoid jargon
• Use short sentences
• Stick to observable facts
• Write in paragraphs
• Use active voice
• Use bullet style
• Address your audience using personal pronouns e.g “You are recommended to agree …”  or job roles e.g “The principal/administration may likely consider …”
• Your report should be easy to read and understand
• Should have a clear, logical structure
• Have clearly explained points followed by relevant evidence

 

Format of a report

A report should have the following features

1. Title
2. Summary/abstract
3. Introduction (describes purpose of writing the report)
4. Body paragraph
5. Conclusion
6. Recommendations

 
Structure of a report

Title section

Includes name of the author(s), the date of the report presentation, and for whom the report is written

 

Summary

This is a brief overview of the report that gives a quick summary of major points, conclusions and recommendations.

It is also known as executive summary or abstract.

It should include all relevant information so you should write it last when you have all the key points.

Keep it brief.

 

Introduction

Explain the problem in order to show the reader why the report is being made. Give relevant background history.

Give the aim/objective of the report

Give the limitations and challenges you encountered while preparing the report

Define important terms.

Should touch briefly on your conclusion

 

Methodology

Give procedure followed and equipment used in gathering information.

 

Findings

Give a summary of the results without delving into explanations.

 

Body

This is the main section of the report. It has several sections, each having a subtitle.

Here you are required to analyse and discuss evidence you have gathered, with specific reference to the problem.  

Information in the body of a report is arranged in order of importance with the most vital information coming first.

Group points in an order that is logical and easy to follow.

Give relevant information only

 

Conclusion

Includes inferences you draw from the information gathered

Do not introduce new material here

Make the significance of your analysis/findings clear

Remind the reader of the most important points

Keep simple and free of jargon

 

Recommendations

Say what needs to be done to counter the problem.

Suggest how you think the situation can be improved

Explain your recommendations in plain English, in order of priority.

Make your recommendations specific, achievable and measurable.

REMEMBER: the goal of a report is to relay observations to a specific audience in a clear and concise style.

FUNCTIONAL WRITING: KCSE PAST QUESTIONS ON REPORT 

KCSE ENGLISH PAPER ONE 2006

You are the chairperson of your school's Wildlife Conservation Association (WICA). Your group has just come back from a visit 

to a national park in a neighbouring country. 

Write a report to the patron of WICA about the trip. In your report, indicate what you accomplished, the problems you experienced and what cautionary measures you would take during trips. (20 marks)  

KCSE ENGLISH PAPER ONE 2021

Imagine you are the student leader in charge of games and clubs activities in your school. There has been a decline in students' participation in these activities. The principal has appointed you the chairperson of a committee to investigate the problem.

Write the report, giving recommendations on what should be done to address the problem. (20 marks)

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