A report is an account given after an investigation or after undertaking a task.
It is a systematic, well-organized document that defines a problem, and analyses it.
A report has sections and subsections and there are short and long reports.
When writing a report, it is recommended that you use concise and clear statements in the active voice. Below are various types of reports and their formats:
1. INVESTIGATIVE/SURVEY REPORT
FORMAT:
Title
The report should have a title that should indicate the content of the report and should be brief e.g.
A REPORT ON THE STUDENTS ATTITUDE TOWARDS PHYSICAL EDUCATION PROGRAMME
Introduction
The introduction to a report should set out clearly the
-the the-specific purpose of the report
--circumstances or events that necessitated the report
The terms of reference of the report include
--who authorized the report
--if a committee was appointed to carry out an investigation and its nature
--when the report is due
--who is to receive the report when ready
Procedure
The procedure should outline how the information was collected mainly through interviews, scrutiny of information, observation, examination, questionnaires and other methods like spying, traps etc.
Findings
This part presents facts, views, illustrations, statistics, experiments and other observations derived from or per the respective procedures used
--The evidence should be presented in a logical sequence
--Names, places and quotations should be given here
Conclusion
This deals with what can be deduced from the findings, logical conclusions or inferences should be made in a paragraph.
Recommendations
This emanates from the conclusion. This contains means or ways of improving the situation, solving a problem and or the way forward as seen and evidenced from the research.
A good report should have a fairly good number of recommendations, at least four.
--After recommendations, the following ending is appropriate
Report written and compiled by:
NAME:_____ SIGN________ TITLE_______
QUESTION
You are the head of a committee commissioned by the principal of Uzima Secondary School to investigate the serious water wastage and the resulting shortage. The committee is required to come up with solutions to the problem. Write the report.
2. ORDINARY REPORTS/ REPORTS ON ACTIVITIES
These reports explain an occurrence that has already taken place. They are clear, concise and objective.
Format
Title
The title usually begins with the words A REPORT ON …
Introduction
The introduction entails a brief explanation of what happened or is happening.
The body
In the body section, activities carried out are enumerated.
The information is presented in form of headings and sub-headings.
Recommendations
The recommendations should be written in point form and should be numbered.
Conclusion
The conclusion should be a brief overview of activities undertaken and the way forward.
Signing off
The signing off must indicate the person who compiled the report and their designation.
Report compiled by …
3. NEWSPAPER REPORTS
Things to observe when writing a newspaper report
To write a good newspaper report observe the following:
a) Decide on the topic.
b) Research on the topic to establish the two sides of the story. The research will also enhance your knowledge in the selected topic area.
c) Make sure your title for the report is attractive and catchy—it should be short simple and relevant to the contents.
d) In the introduction or first paragraph, tell the reader about the Who (victims and culprits), the Where (where the event occurred) and the Why (explaining events). The introduction should be brief and details should be saved for later paragraphs.
e) The body should expound on details or issues and elaborate on people or things mentioned in the introduction. The writer needs to tell the story vividly and objectively.
f) The concluding paragraph should give a perspective or conclusive opinion on the way forward.
g) After the last paragraph, the report should end with the word ‘by’ and the full name.
h) The report should include quotes from players involved and information should be attributed.
Example
SHS. 4 BILLION LOST IN ONE YEAR?
MPs have tried to disassociate themselves from a report showing that the Constituency Development Fund lost Sh4 billion in one year.
However, officers from the Auditor-General’s office, who appeared before the National Government Constituency Development Fund committee, said the report had not mentioned names.
“The reports are not meant to blame anybody but lead to a dialogue on how the issues raised can be fixed,” Deputy Auditor-General Alex Ringera said.
Committee Chairman Moses Lesonet questioned the method used by Auditor-General Edward Ouko to conduct the audits, accusing him of including projects in schools and police stations as CDF assets.
“Once the CDF gives out money, it should not answer as to whether the school or police station undertook the work. It is up to your office to audit such institutions,” he said.
Another Deputy Auditor-General, Mr David Gichana, said the CDF structure provided that the committees were responsible for prudent use of funds given to institutions, since project committees in schools, dispensaries and others funded from the kitty report to the CDF teams.
By JOHN PETER
4. CONFIDENTIAL REPORTS/REFERENCE LETTERS/RECOMMENDATION LETTERS
A confidential report is sometimes referred to as a reference or recommendation letter. This type of report requires the writer to comment in confidence or give an assessment of the suitability of someone or something for a given task or activity. Such reports are expected to mention the strengths and weaknesses truthfully. They are therefore not meant for public readership but for the person requesting them.
When writing a confidential report consider the following:
--The writer’s address --date --recipient address --reference number or registration number
--The name of the person being recommended --strengths and weaknesses of the subject
--In the closing tag include name, signature and title
Below is an example of a confidential report:
