ORGANISING AND DRAFTING

DATA: THE REPORT BODY

THE REPORT BODY

INFORMATIO opening, body, ending
NAL REPORT
ANALYTICAL introduction, findings,
REPORT
conclusion and/or
recommendations
PERSUASIVE introduction,
REPORT
problem/background,
solution, implementation,
benefits, brief conclusion

OPENING

It contains these elements:

Problem statement
Purpose statement
Terms of reference
Company background
Current situation
Methodology.

TERMS OF REFERENCE
Must contain the following information:
1. Date of report being instructed
2. Name and position of the person
who writes the report
3. Name and position of the person
who asks for the report
4. Purpose of the report
5. Scopes of the report
6. Recommendation
7. Date of submission

TERMS OF REFERENCE: TOR

FOR SOLICITED REPORT
On 7 September 2013, the Marketing
Assistant of Kiki Lala, Stewart Bones
was directed by the Director of Kiki Lala,
Lily Matthew to examine the possibility
of setting up a new clothing line for
children based on competitors, branding
and promotion and to submit his report
together with recommendation by 30
September 2013.

TERMS OF REFERENCE: TOR

FOR UNSOLICITED REPORT
On
7
September
2013,
the
Marketing Assistant of Kiki Lala,
Stewart Bones is responded to an
advertisement from Director of Kiki
Lala, Lily Matthew to anyone to
examine the possibility of setting up a
new clothing line for children based on
competitors, branding and promotion
and proceeded with the report
together with recommendation, to be
submitted by 30 September 2011.

BACKGROUND AND CURRENT

SITUATION
You can conclude historical
information about the topic/ problem
of your report or relate it to the
current issues or situation.
Background/ history can helps
readers understand clearly how the
problem started and developed.
Current situation informs the reader
of what is happening now with the
business. This includes the changes
in goals/objectives/ competitors etc

METHODOLOGY
Tells how the sources of information
were used.
Eg: how the sample was selected
randomly selected or systematically
selected, how many respondents
involved
How the survey was done, how many
questions, what are the questions
mostly about?
How observation was done, what was
observed, where and when.
Refer to pg 89 and 90

BODY (ANALYSIS/ FINDINGS)

The longest part and the most
important section of the report
which presents the data collected.
Data are divided into sections
with headings and sub headings
There are some ways to present
the findings:

BODY (ANALYSIS/ FINDINGS)

1. INDUCTIVE
. known to unknown
. Known information = Introduction and
findings
. Unknown information= Conclusion and
Recommendation, summarized
information of the discussion
. The pattern order= Intro, Findings,
Conclusion, Recommendation
. Refer to pg 95 and 172

BODY (ANALYSIS/ FINDINGS)

2. DEDUCTIVE
unknown to known
Unknown information= Conclusion and
Recommendation, summarized
information of the discussion
Known information = Findings, discussion
of the topic
The pattern order= Conclusion,
Recommendation, Introduction, Findings
Refer to pg 96 and 176

BODY (ANALYSIS/ FINDINGS)

3. CHRONOLOGICAL
from the past to now
Eg: 2007, 2008, 2009

4. GEOGRAPHICAL
from one area to another
Eg: the different branches of the
company all over the country- sales
report by districts

BODY (ANALYSIS/ FINDINGS)

5. PROBLEM-SOLUTION
from problem to solution
Present the problem first then followed
by the solution
6. PROS/CONS
advantages and disadvantages
List down the positive and negative
impacts of a certain thing
Eg: Advantages of proposed machine:
lower electricity, higher productivity
Disadvantages: higher cost, lower
availability

Most informational reports use:

chronological, topical, or
geographical order
Most analytical report use
topical or pros/cons
Most persuasive report use
problem-solution order