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REPORT WRITING
Some Guidelines
for IBMS Students

Brian Downey & Keith Medhurst School of Economics Revised 30th April 2010
(Version 18)

Cover/Title Page - IMPORTANT POINTS: Choose a title that truly represents the contents. The cover/title page should include at least: the title and, if necessary, a subtitle. Furthermore, it should show the name of the author or organisation responsible for the report. In addition you should mention: place and date of the publication, and the name of the lecturer or company for whom you have written the report. In many business reports you will find that the cover page, containing only the title and the name of the author, is a separate page from the title page. Very often it will be of a harder, protective material, than the rest of the report. For student reports it is practical (for purposes of marking) to use the combined format used here.

version number 17, date 15/03/14, printed 14:38 hrs

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1 PREFACE:
This handbook has been compiled as an extra tool for IBMS students. To benefit optimally from the handbook, the student needs to read the appropriate chapters in any book on business communication. There are many different kinds of reports and various formats, sometimes dependent on a companys house style. This handbook provides IBMS students with a standard which should be used throughout the entire 4-year IBMS course. It can be seen as the IBMS house style. The preface should include an explanation of why and for whom you are writing the report. So you should summarize the assignment that requires you to write the report and refer to a copy of the assignment in your appendix. This information is sometimes referred to as Terms of Reference and can be taken up as a separate section of the report. If you wish to thank or acknowledge assistance you have received in putting your report together, you can either include this here in the Preface or in a separate section entitled Acknowledgements. The final paragraph of this section is an example of this: Finally, this handbook has been compiled from various sources, which are mentioned in the bibliography. We also acknowledge here that the critical suggestions and improvements offered by students and colleagues over the past few years have been invaluable in fine-tuning the handbook to what it is today.

REMEMBER A PREFACE IS NOT THE SAME AS AN INTRODUCTION!

IMPORTANT POINTS A preface should precede the actual discussion or problem. A preface is not directly related to the subject matter, but provides the reader with other relevant information. Some matters that can be dealt with in a preface: 1. information on why the report was written (project, research, traineeship). 2. background of the author, 3. description of the target group - for whom the information has been written 4. acknowledgements to people who have been beneficial in your research.

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2 TABLE OF CONTENTS
1 2 3 4 5 6 7 Preface: ........................................................................................................................................................... i Table of Contents .......................................................................................................................................... ii Executive Summary .......................................................................................................................................1 Explanation of terms and/or abbreviations: ................................................................................................2 list of charts and tables ..................................................................................................................................3 INTRODUCTION ..........................................................................................................................................4 BODY OF THE REPORT .............................................................................................................................5 7.1 Planning a professional report ..................................................................................................................5 7.2 Presentation ..............................................................................................................................................6 7.3 Plagiarism and how to avoid it .................................................................................................................7 7.3.1 How Can Students Avoid Plagiarism? .............................................................................................7 7.3.2 Plagiarism and the World Wide Web ...............................................................................................7 7.4 Use of Language .......................................................................................................................................8 7.5 Letting your Computer work for you .......................................................................................................9 7.5.1 Planning ...........................................................................................................................................9 7.5.2 Producing .........................................................................................................................................9 7.5.3 Editing ..............................................................................................................................................9 8 Conclusion: ...................................................................................................................................................10 9 Recommendations ........................................................................................................................................11 10 Bibliography .............................................................................................................................................12 11 Appendices .................................................................................................................................................. I 11.1 Appendix I An overview ...................................................................................................................... II 11.2 Appendix II - Types of reports used in business ....................................................................................III 11.2.1 Regular and routine reports ...........................................................................................................III 11.2.2 Occasional reports .........................................................................................................................III 11.2.3 Especially commissioned reports ...................................................................................................III 11.2.4 Format ............................................................................................................................................III 11.2.5 Applications....................................................................................................................................III 11.3 APPENDIX III - The short formal report .............................................................................................. IV 11.3.1 Layout ............................................................................................................................................. IV 11.3.2 Principle Components .................................................................................................................... IV 11.4 APPENDIX IV - The short informal report .......................................................................................... IV 11.4.1 Layout ............................................................................................................................................. IV 11.4.2 Principal Components .................................................................................................................... IV 11.5 APPENDIX V - Report component check list ........................................................................................ V

IMPORTANT POINTS Spread the table of contents equally over the page. Do not type the definite version until the report if finished. Page numbers may vary until then. Start numbering after the table of contents. Use the so called decimal code system for headings and sub headings. Make sure that the numbering really represents the hierarchy of the contents. Do not use more than three digits behind the decimal point. Check whether the headings in the table of contents coincide with those in the report itself. If possible, use automatic MS Word facility Insert Table of Contents Try and use short, informative headings.

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3 EXECUTIVE SUMMARY
The relevance of report writing in the business world cannot be exaggerated. The technique of how to write a professional report is a skill that can be learned. Even if you have a natural talent for writing, only with a systematically organised presentation of the information, will your message have optimal impact. The handbook provides a summary of the essential aspects of professional report writing. It emphasizes that the writer should plan a clear and logical structure for the report, making it as easy and pleasing as possible for the reader to read. This also means that the way the information is presented and formulated should be reader-friendly. Use of simple, straightforward language is recommended, especially when the content of the report is complex. Report writers following these guidelines, along with more in-depth study of relevant chapters on any book on business communication will get their message across efficiently. Readers are reminded that writing is as much about reading and rereading as it is about writing. The more people who read and give feedback on early drafts of the final report, the more clarity and effect the finished product will have.

IMPORTANT POINTS Many readers (especially Executives!) will stop here, because they only want to be informed of the main content of the report. Others may decide whether or not to read on, depending on the content of the Executive Summary. Explain the subject or define the problem, summarize the various chapters and provide the most important conclusions. Be concise and complete, ensuring all the major points are adequately covered. Start your numeric page numbering from here.

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4 EXPLANATION OF TERMS AND/OR ABBREVIATIONS:

Complex terms used in the report can be explained here. Such terms, should of course be explained once in the text of the report where they first appear. If terms or proper names are abbreviated, they should first be written out in full in the text where they first appear in the text. After that, the abbreviation can be used. HEAO HI IBL IBMS Hoger Economisch Administatief Onderwijs Hogeschool INHOLLAND International Business and Languages International Business and Management Studies

(These examples of abbreviations do NOT appear in the text of this handbook)

IMPORTANT POINTS Keep the lay-out consistent and clear Keep the explanation concise and list things alphabetically. Use simple language.

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5 LIST OF CHARTS AND TABLES

(e.g., lists of symbols, illustrations, diagrams, charts, graphs etc.)
If you include any visual aids in your report, do not assume that they speak for themselves. They should always illuminate or be linked to something mentioned in the text. You should also refer to visual aids in your text, pointing the reader to where they can be found in the report. In larger and more complex reports, there are many illustrations, so it can be appropriate to include a table of these charts, graphs, pictures and diagrams at the start of the report. Using the Insert menu in MS Word can be a professional and accurate way of introducing such a feature to your report.

IMPORTANT POINTS: Charts and tables should always be linked to the text and referred to in the text of the report. An alphabetical list of symbols or illustrations is essential when a report contains many recurring of them. The items should also be explained once in the text of the report, where they first appear.

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6 INTRODUCTION
This guide looks at some of the challenges faced by students in producing informative and professional written reports. A number of areas are addressed, including planning, writing, and editing reports. In addition, tips are given about the use of technology / IT facilities to gain the best results. A summary of the essential aspects of professional report writing is provided in stages. First it shows you how to draw up a title/cover page, followed by a preface. Then it demonstrates a clearly structured and numbered Table of Contents, which precedes the Executive Summary. Next the sections Explanation of Terms and Visual Aids are demonstrated before reaching this section, the Introduction. The Introduction is the first numbered item in the report, followed by the Body of the Report, which contains all the chapters of the actual content and findings of the report. In this handbook the Body contains 3 main sections, namely the Planning, Presentation and Use of Language phases. Next come the Conclusions and Recommendations. Finally, there is a bibliography and an appendix. The IMPORTANT NOTES boxes on each page summarize the main points you should bear in mind for each section of the report.

IMPORTANT POINTS: The Introduction should be written after you have written the report and its conclusions and recommendations. An introduction deals with what (subject or problem), why (purpose or importance of subject or statement of problem) and how (method, approach or structure) of the report. Often, as in this report, the order is why, what and how. See to it that your problem or subject is clearly defined. Furthermore, take care that the reader is presented with an image of the basic structure of the report.

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7 BODY OF THE REPORT

7.1 Planning a professional report
It cannot be stressed enough that the planning phase is of crucial importance to the success of your report. Before you start writing any text, sit down and brainstorm all the ideas and areas that need to go into your report. Decide which points are major points and which ones are minor points or examples to illustrate main points. Decide which items will go together in a certain chapter and devise a logical order for the chapters. What you are doing here is building a framework, into which you will fit the different components of the report. It is just as if you are building a cupboard with various compartments to put your information in. A carpenter building a real cupboard would first draw a diagram of the structure, making sure that everything fits in a logical way. Think also at this stage how you will link each chapter to the previous one or to the next one. In the first paragraph of a new chapter, it is often a great help to the reader if you briefly refer back to what has been said in the previous chapter. In the last paragraph of a chapter it is helpful if you give the reader an idea of what is coming in the next chapter. It is also good at this point to think about the (required) length of the report. If your report has say 4 chapters in the body, it is advisable, though not always possible, to make the length of each chapter approximately the same.

IMPORTANT POINTS Formulate the subject or problem accurately. Determine the purpose or scope of the subject. Familiarize yourself with your prospective audience. In other words who are you writing for and how much knowledge of the subject can you assume your reader has? Focus on the reader and give the report a reader-friendly structure. Order the chapters logically and separate major and minor issues. Anticipate questions your reader is likely to have and provide answers. In your conclusion you should link up again with the subject or problem defined in the introduction.

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7.2 Presentation
A report that is pleasing to the eye, evenly and generously spaced is easier to read than one that has pages with too much text and no white space. Look at any modern study text book and learn from the way the information is laid out to make it easier for the reader to consume. With modern IT software there are all kinds of ways to make certain parts of the text stand out. Especially in the case of reports for lecturers, you should bear the presentation in mind. They may well devote part of their assessment to the presentation. What is certainly true, when a lecturer has a pile of say 60 reports to grade, they will appreciate reports that are professionally laid out and easy and pleasant to read. This appreciation may well, either consciously, or unconsciously, find its way into the grade you are awarded. All reports should have some kind of protective cover both at the front, i.e. the cover page, and at the back. In addition, appropriate binding should be used. When you ask fellow students to give feedback on the text of your report, ask them also to comment on the presentation. Such feedback is essential. Something you find perfectly clear or logical may not be clear or logical to a reader. Another aspect of presentation is REFERENCING. Whenever you have relied on work written by someone else, it is vital that this work is acknowledged so that the source of the idea is identified, and any discussion on the points expressed can be put into context. Such referencing also allows credit to be given to whoever came up with the idea originally, and it shows that the arguments made in the report are based on recognised secondary sources. Referencing is often done using so-called footnotes. These can be inserted into your report by using one of the MS Word Insert functions. In addition to footnotes per page, sources used should also be listed in the bibliography at the end of the report. If someone has relied on the work of others but has failed to acknowledge the source, they could be charged with plagiarism. Students are referred to the REFERENCING instructions in the Public Folders of Outlook on the school computer network, where this Report Writing Handbook can also be found. IMPORTANT POINTS: A reader-friendly layout and good use of white space are essential. Use at least 1.5 spacing between lines of text, unless otherwise specified in the assignment. See to it that your report meets all the requirements mentioned in this manual. When relevant, try to incorporate diagrams or tables or other visuals in your report. Always mention sources, either in a footnote, or in the bibliography, or both.

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7.3 Plagiarism and how to avoid it

At Hogeschool INHOLLAND, we are continually coming into contact with other people's ideas: we read them in texts, hear them in lectures, discuss them in class, and incorporate them into our own writing. As a result, it is very important that we give credit where it is due. Plagiarism is using others' ideas and words without clearly acknowledging the source of that information.

7.3.1 How Can Students Avoid Plagiarism?

To avoid plagiarism, you must give credit whenever you use: another person's idea, opinion, or theory; any facts, statistics, graphs, drawings--any pieces of information--that are not common knowledge; quotations of another person's actual spoken or written words; or paraphrasing of another person's spoken or written words. Strategies for Avoiding Plagiarism 1. Put in quotations everything that comes directly from the text especially when taking notes. 2. Paraphrase, but do not just rearrange or replace a few words. 3. Check your paraphrased section against the original text. Have you accidentally used the same phrases or words? Is the information accurate?

7.3.2 Plagiarism and the World Wide Web

The World Wide Web has become a more popular source of information for student papers, and many questions have arisen about how to avoid plagiarizing these sources. In most cases, the same rules apply as to a printed source: when a writer must refer to ideas or quote from a WWW site, she must cite that source. These guidelines are adapted from a web site of Indiana University, Bloomington, http://www.indiana.edu/~wts/wts/plagiarism.html

Terms you need to know: Common knowledge: facts that can be found in numerous places and are likely to be known by a lot of people. Quotation: using someone's words. When you quote, place the passage you are using in quotation marks, and document the source according to a standard documentation style. Paraphrase: using someone's ideas, but putting them in your own words. This is probably the skill you will use most when using sources in your writing. Although you use your own words to paraphrase, you must still acknowledge the source.

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7.4 Use of Language

As the creator of your text, you will obviously know what you are trying to say. Do NOT assume that your reader can always follow your train of thought. Again, use your fellow students (and you can do the same for them) to read and give you feedback on your texts. Ask anybody in your network, parents, friends, colleagues anyones feedback is useful and incorporating their comments into an improved version of your text will always make it a better report. Use simple, straightforward language, especially when the content of the report is complex. Bear in mind who you are writing the text for (your audience) and how much knowledge they are likely to have on your subject how much can you take for granted? Edit your writing carefully. Often you will find that a sentence that was say 15 words in the first draft can be whittled down to say 10 in a final draft, whereby you lose nothing in content and gain a lot in effectiveness and efficiency. It goes without saying that if you can get a native speaker of the language you are writing in to give you some feedback on your text, it will obviously benefit from it.

IMPORTANT POINTS: Be reader-oriented in your writing. Do not pay attention to mistakes in the first version. Get your thoughts on paper in an uninhibited way. You will probably spend more time reading, re-reading and editing than writing. Avoid long sentences and limit the use of sub-clauses. Limit the amount of information in one sentence or paragraph. Very often, you will put the essence of a paragraph in the first (key) sentence. See to it that difficult or unfamiliar terms are explained clearly. Carefully check your spelling. Have others read your report and process their feedback. Perfect punctuation before you print out your final version of the report.

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7.5 Letting your Computer work for you

It is unusual in the 21st century not to have access to a personal computer when writing reports, and as well as being a glorified type-writer, there are many ways in which the capacity of word processing software can be utilised to your advantage. With a little practice in advance, and some forward planning, time can be saved, and a really professional finished result can be produced. Although the technical advances of computers and word processing software can be a great help, the report writer should maintain a focus on report content, quality and purpose, choosing to enhance the content with the computers tools, rather than replace it. The following pointers concerning MS Word features may be of use to anyone who is producing a report using a personal computer. Further guidance should be sought from your IT lecturer and explanatory documentation in the Outlook Public folder.

7.5.1 Planning
Insert Section Break used to ensure that formatting features applied later on can be limited to particular sections, i.e. Front Cover, Main Body or Appendices. Insert Page Break used to make sure a new subject starts on a new page, even after text on a previous page has been added or deleted. Page set-up used to determine paper size, margins, header & footer size. Format, Font determine which letter style, size etc is to be used, and be consistent.

7.5.2 Producing
Tools, Track changes allows you to monitor editing and can be very valuable for large documents, or where different versions are in circulation. Format style used to format headings and sub-headings, guaranteeing consistent style and inclusion in the automatic table of contents. Can be used to number headings too. Edit, Find to locate a text that needs attention. Insert, Symbol to add special signs e.g. Tools, Thesaurus to find other similar words that better convey your meaning.

7.5.3 Editing
Insert page numbers use different formats for key sections. Insert Table of Contents automatic feature that copies all text formatted as one of the Header styles into a table of contents Insert Headers & Footers for a consistent & professional finish. Modify where necessary for different sections. Format, Font for special effects including colour text. Tools, Spelling & Grammar set language first, then spell check. Format, Bullets and Numbering allows for consistent and clear style in lists. Format painter icon to copy a format from 1 piece of text to another. File, Print preview allows you to see what the printed out version will look like.

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8 CONCLUSION:
These guidelines do not claim to be anything more than a summary of the techniques of report writing. The form they are presented in should be seen and adhered to as the IBMS house style. All your reports should follow these guidelines, unless otherwise specified in the assignment. The reader is advised to study the subject of report writing in more detail in any reliable work on business communication. Successful and effective report writing is a reader-friendly combination of form and content, tightly contained in a systematically organised structure and lay-out. It is a process of planning, presentation and editing. It is the result of many readings by the author and others, in order to obtain a final text that incorporates valuable feedback. The more feedback obtained, the better the report. Report writing is as much about reading, re-reading and editing as it is about writing. It is a skill that can be learned and perfected on an on-going basis by everybody. The more reports of others that you read and give feedback on, the better your own reports will be.

IMPORTANT POINTS: Conclusions should meet three requirements: They should not be a surprise to the reader who has just read the report. In other words, the reader should be able to find the basis of the conclusions in the previous chapters. A good conclusion will never contain new elements. Just like the summary, conclusions should be clear to someone who has not read the entire report. Good conclusions are concise and compact Conclusions can be followed by recommendations. Do realize that as the writer you have to interpret the findings and draw conclusions from them. This should not be left to the reader.

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9 RECOMMENDATIONS
1 2 3 4 Students are recommended to study these guidelines alongside more indepth chapters on the subject of report writing, to be found in any text book on business communication. Feedback from others and incorporating it into the final version of the report is an essential part of the process. Have as many people as possible give you feedback on your texts. Use these guidelines for all your reports, unless otherwise specified in the assignment. The reader is also referred to the various appendices to this handbook, which contains various general information on report writing, types of reports and check lists at the end of the handbook.

IMPORTANT POINTS: This is where you can detail any recommendations that you have for the reader. This is the section in which you give your personal recommendations based on the research you have done and the findings you have come up with. It will be clear to the reader that these are subjective, rather than objective. Whether or not the reader follows up your recommendation, that is the readers own decision.

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10 BIBLIOGRAPHY
Bovee & Thill, Business Communication Today, 3rd ed., McGrawHill Inc., New York, 1992. Murphy et. al., Effective Business Communications, International edition, 7th edition, McGraw Hill, U.S.A., 1997. Hoogland Wim, The Report on Report writing, Wolters Noordhof, Groningen, 1992 Stanton Nicki, Communication, 2nd ed., Macmillan, London.

IMPORTANT POINTS: - A bibliography is an alphabetical list of books or articles consulted. - For a book: first the authors name and initials (no personal titles), other authors initials and names, full title of the book underlined; edition (if it is not the first), publisher, place and year published. When there is more than one author, you can also name the first ones surname followed by et. al. (see example) - For an article: first authors name (etc.), full title (in quotation marks). Name of the periodical underlined, volume, publisher, year, page numbers. - For report: authors name (etc.), full title (etc.), place, year, name of publisher, institution or company. - For a website: website address, author, title of article, page number. (Note, it is sometimes a requirement to include a hard copy of the websites used in your report, and is always advisable when using material that might not still be accessible when the report is being read.)

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11 APPENDICES
I II III IV Guidelines on Report writing Types of Reports Short formal and informal reports Checklists

Appendix -

The purpose of an appendix is to keep the body of the report clear, concise and readable. An appendix can contain detailed calculations, information about equipment, listings, blue prints or corporate information. The report should be clear in itself, even without the appendix. Do not force your reader to leaf backwards and forwards all the time. Refer to each appendix in the text of the report. Label appendices and name them in the table of contents. If there are quite a few of them, start the appendix section with a separate table of contents.

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11.1 Appendix I An overview

The term report is wide in scope. It can be used to describe an official document, such as might be produced by a royal commission set up to investigate and report on a problem of national concern. Also it is frequently used in the business context. It is the use of a report in a business context that is the concern of the guidelines set out below. The ability to prepare a report is an essential part of your training, and you are strongly advised to develop this skill. 1. The 3 main component parts of a report are: (a) Introduction (comprising background details, a description of the current situation, and the reason for the report) (b) The findings (information collected on the subject). (c) The conclusion (recommendations as to what action ought to be taken). 2. Devise a suitable main title, which indicates clearly the subject of the report. 3. Use sub-headings to sub-divide and describe individual sections of the report. 4. Use formal language and adopt an objective approach. 5. Order the points you wish to make in the most logical and reader-friendly way. 6. Use a suitable method of enumeration; decimalised enumeration is an approach which is highly recommended. E.g. 1.1, 1.2, 1.3 etc. 7. Pay attention to good spelling and good grammatical techniques. Use a dictionary. 8. Pay attention to presentation and use the features of your word processing package to the full. 9. A report is a method of communication, and therefore it should be succinct, containing only the essential detail for the reader. 10. The most important element in the preparation of a report is to understand clearly, at the outset, your terms of reference.

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11.2 Appendix II - Types of reports used in business

11.2.1 Regular and routine reports
Equipment maintenance report Sales report Progress report Safety inspection report Production report, etc

11.2.2 Occasional reports

Accident report Disciplinary report Status report

11.2.3 Especially commissioned reports

Investigative report Market research report Staff report (personnel) Market forecasting report Product diversification report Policy-changing report

11.2.4 Format
The format of reports varies considerably. Some may run to hundreds of pages, such as those produced by Royal commissions, others may be quite short and set-out on an A4 memorandum sheet. Some may be produced as succession of paragraphs of continuous prose, while others may be displayed under a series of headings and sub-headings with lists, tables and diagrams.

11.2.5 Applications
Message in letters or memoranda Oral briefings or reporting back Minutes of meetings Routine check-list reports Progress reports architect site meetings Annual reports to shareholders Profiles of candidates for interview Sales reports Newspaper reports/news releases Technical reports Balance sheets for annual audit Statistics in various visual formats.

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11.3 APPENDIX III - The short formal report

This format is used in formal reporting situations (mostly internally directed) where middle or senior management reports to senior or top management.

11.3.1 Layout
Sectionalised with schematic organisation and referencing.

11.3.2 Principle Components

1 2 3 4 5 6 7 Title page or heading Terms of reference Procedure or identification of task Findings Conclusions Recommendations (where required) Appendices (if appropriate)

11.4 APPENDIX IV - The short informal report

The short informal format is used when the information is of a lower status and less complete than that of the short formal report. It is frequently used in subordinate reporting to departmental head situations.

11.4.1 Layout
Usually three-part and less elaborately schematic in its organisation:

11.4.2 Principal Components

1 (variously styled) background introduction situation, etc information findings, etc conclusions action required, etc

2 3

(variously styled) (variously styled)

Recommendations can be included under the conclusions section, or in a separate recommendations section.

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11.5 APPENDIX V - Report component check list

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Title Author Identity of reports commissioner Date Reference Contents, pagination Status, e.g. confidential, urgent etc. Background/history/introduction/terms of reference Method/procedure/modus operandi Information/findings/data input Conclusion/synopsis/synthesis Recommendations/suggestions for action Footnotes Appendices Index

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