Office Practice · Lesson 13

Report writing, presenting data, and information: types, uses, sources and storage

WAECNECO

What the syllabus asks

WAEC: meaning; types (formal and informal: short, long, investigative, routine, periodic); parts; procedure; importance. Information: definition; types; uses; sources; storage; qualities (timeliness, accuracy, speed of delivery, usability, etc.).

NECO: meaning; types (formal and informal: short, long, investigative, routine, periodic); parts; procedure; importance. Information: definition; types; uses; sources; storage; qualities (timeliness, accuracy, speed of delivery, usability, etc.).

What you will learn

Define a report and state its characteristics and importance.
Distinguish the types of reports.
State and explain the parts of a formal report.
Describe the procedure for writing a report and write a short formal report.
Present data in tables and charts.
Define information and distinguish it from data.
Explain the types, uses, sources and storage of information.
State the qualities of good information.

Key points

Reports present facts, conclusions and recommendations.
Good reports are accurate, objective, clear, complete and timely.
Formal reports have fixed headings; informal ones use memo form.
Investigative: special enquiry; routine: standard duty; periodic: fixed intervals.
Parts: title, terms of reference, procedure, findings, conclusions, recommendations, signature.
Procedure: understand, gather, analyse, draft, revise, submit.
Use tables and charts; pie angle = share × 360°.
Information is processed data for decisions.
Sources: internal records; external government, NBS, media, internet.
Good information: timely, accurate, fast, usable, relevant, complete.

Start here: Meaning and characteristics of a report

A report is an organised written (sometimes oral) statement of facts on a particular subject, prepared by a person or group for someone who needs the information, usually to make a decision. A report often includes conclusions drawn from the facts and recommendations for action.

Examples in a Nigerian office: a monthly sales report from a branch manager; an accident report after a fall in the factory; an investigation report into missing stationery; a principal’s annual report to the board of governors; a committee report on staff welfare; an auditor’s report on the financial statements.

Characteristics of a good report

Accurate and factual: every statement can be supported by evidence.
Objective and impartial: personal feelings are kept out; facts are presented fairly.
Clear and concise: simple language, no padding.
Well organised: logical headings and numbered paragraphs.
Complete: covers all the terms of reference.
Relevant: only information that serves the purpose.
Timely: submitted when it can still be used.
Readable: suitable for the reader’s level; with a summary for busy readers.
Supported: tables, charts and appendices where helpful.
Signed and dated, so responsibility is clear.

Importance of report writing

Provides information for decision-making and planning.
Keeps management informed about operations at different levels and places.
Records events and investigations for future reference and legal purposes.
Helps control by comparing performance with targets.
Makes recommendations for improvement.
Ensures accountability of officers and committees.
Communicates findings to outsiders (shareholders, regulators).

The WAEC syllabus lists “importance of report writing”. Link each point to a decision or action: “Reports provide facts for decisions: a sales report showing falling sales in the North led management to open a depot in Kano.”

Who writes reports?

Almost every officer writes reports: a security guard writes an incident report; a store keeper a stock report; a teacher a termly report on each student; a head of department a monthly report; a committee a report to its parent body; the external auditor a report to shareholders. In each case the reader depends on the report to know what happened without having been present, which is why accuracy and objectivity are essential.

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Practice questions

1. Information is

data processed to be meaningful
raw facts only
a type of filing cabinet
a meeting

Show answer

A: data processed to be meaningful
Definition.

2. Raw facts and figures are

information
reports
minutes
data

Show answer

D: data
Data.

3. 40% of 1,260 items equals

Show answer

C: 504
0.40 × 1,260.

4. Complaints rose from 450 to 540. The percentage increase is

18%
20%
90%
16.7%

Show answer

B: 20%
90 ÷ 450.

5. Mean of 62, 71, 58, 69 is

Show answer

A: 65
260 ÷ 4.

Key words

Report: Organised statement of facts for a reader.
Terms of reference: The task and scope given to a report writer.
Findings: Facts discovered during investigation.
Conclusions: Meaning drawn from the findings.
Recommendations: Actions proposed by the writer.
Investigative report: Report on enquiry into a problem.
Periodic report: Report at fixed intervals.
Executive summary: Brief overview at the start of a long report.
Data: Raw unprocessed facts.
Information: Processed, meaningful data.
Cloud storage: Data stored on remote servers online.
Timeliness: Availability of information when needed.

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