Module 2b —
Report Writing
| Course Guide | Module 1 | Module 2a | Module 2b |
Determining your purpose and analysing your audience
| You have already explored the notion of purpose in Module 1. We called it your desired response: what you want the reader to do as a result of reading your document. (Click here if you need to refresh your memory of this part of Module 1.) |
When confronted with the task of producing a report, the first steps are to decide why you are going to write it and for whom.
Your statement of purpose, or the desired response from your reader, is dependent upon a prior step: finding out clearly what your instructions are from whoever has assigned you the report writing task. Unless you know exactly what the task is, you cannot write clearly and ultimately you cannot expect your reader to understand what you have written. Continue asking questions of the person authorizing the report until you are clear about the requirements.
A good report shows a strong relationship between its conclusions, recommendations, and the writer's statement of purpose. Consider this in the context of some common reporting tasks.
Click on "As a result" in the following statements of purpose to see the corresponding purpose of the report.
| A progress report | |
As a result of reading my progress report, my reader will support my recommendation that this project be extended for six months. |
The report would recommend an extension and provide support for this recommendation. |
| A mission report | |
As a result of reading my mission report, my reader will have a clear idea of the discussions that occurred during the mission. |
The report will identify predominant themes of the discussions. |
| An evaluation report | |
As a result of reading my evaluation report, my reader will know the reasons for success or failure of the programme under consideration. |
This report will allow for the next step in considering the future of the programme that has been evaluated. The report, then, will help determine the future of the programme. |
| A proposal | |
As a result of reading my proposal, my reader will approve the funding for our department’s new project. |
The proposal will provide a strong case for the project, both in terms of its value and feasibility. It will convince the reader to support the project. |