The document provides guidance on writing reports and executive summaries. It discusses key elements of reports such as clearly defining the scope and purpose, using concise language, and ensuring all information is essential. Recommendations should be based on evidence from the report. The document also outlines the typical structure of reports and executive summaries, including introducing conclusions and recommendations in the end. Readers are provided exercises to identify components of reports and practice writing an executive summary.

1. Recap
1© Aptech Training Ltd. FZE
Recap
In the previous lesson you learnt to:
• Describe a process
• Use passive when talking about a process
• Use sequencers to organise a description of a process
• Write about a process
For Aptech Centre Use Only

2. Report Writing
For Aptech Centre Use Only

3. At the end of this lesson you will be able to:
• Write a short, simple report using appropriate layout
• Write an executive summary of a report
• Use a range of linking devices in the context of a report
3© Aptech Training Ltd. FZE
Learning Objectives
For Aptech Centre Use Only

4. • Do you have to write reports in your job? What types?
• What kind of reports do you read?
• What makes a report easy or difficult to read?
4© Aptech Training Ltd. FZE
Reports and You
For Aptech Centre Use Only

5. The following text tells you how to write a good report. Fill in the gaps with the words
from the box below.
5© Aptech Training Ltd. FZE
A Good Report
evidence visually scope readership clever
recommendations define headed extend opinion
For Aptech Centre Use Only

6. All reports are different, but there are some features they all have in common. They are carefully
researched and based on solid (a) _______________. Any recommendations made must be based on the
evidence provided, not on the personal (b) _______________ of the writer.
Organisation must be clear and logical. You need to make clear the purpose and the (c) ______________
of the report (what it does and does not include).
The (d) _______________ of the report must be considered. For example, avoid jargon if any of your
readers might not be familiar with it. Don’t make unreasonable assumptions about how much readers
know; however, don’t (e) _______________ terms they will all be familiar with.
Language should be simple – this is not the time to impress people with your (f) _______________ use
of language. It should not matter who has written the report. It simply presents facts and (g)
_______________. This is not creative writing!
All information must be essential to the report: do not (h) _______________ the text unnecessarily.
Divide the report into short, numbered and (i) _______________ sections. The aim of this is to make the
report accessible to the reader and allow them to quickly locate the parts which are relevant to them.
Present information (j) _______________: tables, graphs, pie charts and so on as this will also help the
reader access the information rapidly.
6© Aptech Training Ltd. FZE
A Good Report
For Aptech Centre Use Only

7. Answers
a. evidence
b. opinion
c. scope
d. readership
e. define
f. clever
g. recommendations
h. extend
i. headed
j. visually
7© Aptech Training Ltd. FZE
A Good Report
For Aptech Centre Use Only

8. The following elements are often found in reports. Which part of the report would you
find them in. Write I, MB or E.
• Introduction (I)
• Main body (MB)
• End (E)
1. Recommendations
2. Purpose of the report
3. Appendices
4. Findings
5. Summary of main conclusions
6. Main arguments
7. Graphs, tables, charts to illustrate key facts
8© Aptech Training Ltd. FZE
Elements of a Report
For Aptech Centre Use Only

9. Answers
• Introduction (I)
• Main body (MB)
• End (E)
1. Recommendations - E
2. Purpose of the report - I
3. Appendices - E
4. Findings - MB
5. Summary of main conclusions - E
6. Main arguments - MB
7. Graphs, tables, charts to illustrate key facts - MB
9© Aptech Training Ltd. FZE
Elements of a Report
For Aptech Centre Use Only

10. 10© Aptech Training Ltd. FZE
Formats of a Report
Reports tend to use visual clues to guide the reader. These include:
• Numbered sections
• Headings and subheadings
• Bullet points
• Bold font
• Tables, graphs and so on
For Aptech Centre Use Only

11. 11© Aptech Training Ltd. FZE
Formats of a Report
• Look at the extract from a report and see what
features are used to guide the reader.
• Label them on the report.
For Aptech Centre Use Only

12. 12© Aptech Training Ltd. FZE
Features of a Report
Answers
Numbered sections
Bullet points
Headings
Subheadings
Bold font
Table
For Aptech Centre Use Only

13. Categorise the linking words and expressions according to their purpose.
13© Aptech Training Ltd. FZE
Useful Language for Report Writing
Introduce conclusions
or recommendations
Give ideas that show a
contrast
Add a point or idea Focus attention on a
specific topic or idea
In conclusion, Nevertheless, In addition In terms of…
Regarding Moreover However, Consequently,
Whereas Furthermore Concerning While
Therefore, As a result, For this reasonFor Aptech Centre Use Only

14. Answers
14© Aptech Training Ltd. FZE
Useful Language for Report Writing
Introduce conclusions
or recommendations
Give ideas that show a
contrast
Add a point or idea Focus attention on a
specific topic or idea
In conclusion,
Consequently,
As a result,
For this reason
Therefore,
Nevertheless,
Whereas
While
However,
In addition
Furthermore
Moreover
In terms of…
Concerning
Regarding
Regarding Moreover However, Consequently,
Whereas Furthermore Concerning While
Therefore, As a result, For this reasonFor Aptech Centre Use Only

15. Writing Skills
15© Aptech Training Ltd. FZE
Writing an Executive Summary
• An executive summary is a short version of a longer report so that readers who don’t
need to read the full report can have a good idea of what the report contains.
• An executive summary may be part of the main report (placed near the beginning) or it
may be circulated separately from the main report.
• It will usually contain:
– Brief background information
– Purpose of the report
– Conclusions
– Recommendations
For Aptech Centre Use Only

16. Read this executive summary and underline the correct word in italics.
Background and purpose
Sales of Flavourburst cola and orange crush have dropped in the past year. As a result/however, figures
show that the sales of our main competitor, Dango’s similar range of drinks have increased during the
same period. Consequently/In addition, there was a need to find out the reasons for this trend.
Conclusions
Research found that the soft drinks market is oversubscribed. However/Moreover, Flavourburst’s
advertising budget had been cut by 30%, whereas/concerning Dango’s have increased their budget. For
this reason/while Dango’s have moved into internet advertising, Flavourburst have continued with more
traditional method. Nevertheless/Furthermore Flavourburst have increased prices by almost 5%;
therefore/however, Dango’s prices have remained constant since the beginning of the year.
Recommendations
There are three main recommendations for improving the sales of Flavourburst cola and orange crush.
Concerning/Consequently advertising, the focus should move to the Internet, particularly sites aimed at
young people. Whereas/Regarding, price, it is essential not to introduce any further increases for at least a
year. Therefore/In addition, a series of promotional campaigns, such as ‘two for the price of one’ should be
run within the next 3 months.
16© Aptech Training Ltd. FZE
Exercise
For Aptech Centre Use Only

17. Answers
Background and purpose
Sales of Flavourburst cola and orange crush have dropped in the past year. As a result/however, figures
show that the sales of our main competitor, Dango’s similar range of drinks have increased during the
same period. Consequently/In addition, there was a need to find out the reasons for this trend.
Conclusions
Research found that the soft drinks market is oversubscribed. However/Moreover, Flavourburst’s
advertising budget had been cut by 30%, whereas/concerning Dango’s have increased their budget. For
this reason/while Dango’s have moved into internet advertising, Flavourburst have continued with more
traditional method. Nevertheless/Furthermore Flavourburst have increased prices by almost 5%;
therefore/however, Dango’s prices have remained constant since the beginning of the year.
Recommendations
There are three main recommendations for improving the sales of Flavourburst cola and orange crush.
Concerning/Consequently advertising, the focus should move to the Internet, particularly sites aimed at
young people. Whereas/Regarding, price, it is essential not to introduce any further increases for at least
a year. Therefore/In addition, a series of promotional campaigns, such as ‘two for the price of one’ should
be run within the next 3 months.
17© Aptech Training Ltd. FZE
Exercise
For Aptech Centre Use Only

18. Writing Skills
18© Aptech Training Ltd. FZE
Writing
Imagine you have written a detailed report and now you are going to write an
executive summary (Max 500 words).
You can choose from one of the following:
• A report on the performance of a new product launched by your company
• Your Aptech course or another training course you have been on
• A project you are working on/have worked on
For Aptech Centre Use Only

19. 19© Aptech Training Ltd. FZE
Evaluating yourWriting
It is important to proof-read your work carefully and make any changes needed. After writing a
first draft of your report, use the following checklist to evaluate it.
1. Is my report divided into clear sections? 
2. Have I made the purpose of the report clear? 
3. Have I used appropriate linking words and expressions? 
4. Is all the information relevant and necessary? 
5. Does the report contain specific recommendations? 
6. Have I used clear, concise language? 
7. Is my grammar, spelling and punctuation correct? 
For Aptech Centre Use Only

20. 20© Aptech Training Ltd. FZE
Test Your Knowledge
1. Match the first half (A) of the sentence to the second half (B).
Sr. no. A B
1 Write a title to… in the conclusion.
2 Divide the report… and avoid abbreviations.
3 Write the report’s aim… show what the report is about.
4 Use formal language…
Into sections with headings and
subheadings.
5 Make recommendations… in the introduction.
For Aptech Centre Use Only

21. 21© Aptech Training Ltd. FZE
Test Your Knowledge
1. Answers
Sr. no. A B
1 Write a title to… show what the report is about.
2 Divide the report…
into sections with headings and
subheadings.
3 Write the report’s aim… In the introduction.
4 Use formal language… and avoid abbreviations.
5 Make recommendations… in the conclusion.
For Aptech Centre Use Only

22. 22© Aptech Training Ltd. FZE
Test Your Knowledge
2. Identify the correct sentences.
Sr. no. Sentences
1 Clearly state the purpose of the report.
2 Do not summarise the result or conclusion: let the reader guess.
3 The executive summary can stand on its own.
4 Before submitting, proofread the report.
5 It is not necessary for all information to be essential to the report.
For Aptech Centre Use Only

23. 23© Aptech Training Ltd. FZE
Test Your Knowledge
2. Answers
Sr. no. Sentences
1 Clearly state the purpose of the report.
2 Do not summarise the result or conclusion: let the reader guess.
3 The executive summary can stand on its own.
4 Before submitting proof read the report.
5 It is not necessary for all information to be essential to the report.
For Aptech Centre Use Only

24. 24© Aptech Training Ltd. FZE
In a Nutshell…
In this lesson you learnt to:
• Write a short, simple report using appropriate layout
• Write an executive summary of a report
• Use a range of linking devices in the context of a report
For Aptech Centre Use Only

25. 25
Thank You
© Aptech Training Ltd. FZE
For Aptech Centre Use Only