Report writing

Sasa Mwanafunzi! Let's Talk Reports!

Ever tried to explain to your parents exactly why you need more pocket money? You probably didn't just say "Nipe pesa!" You listed your expenses: bus fare to and from school, that extra mandazi at break time, maybe a new set book. You presented the facts and made a case. In a way, you were making a simple, verbal report!

Today, we're going to level up that skill and learn how to write professional reports that will make your teachers, and future bosses, listen. This is a super important skill, whether you're in school, at an attachment, or in your future career. So, grab your notebook, and let's get started. Twende Kazi!

What Exactly is a Report?

A report is a formal, structured document that presents and analyses information about a specific event, subject, or problem. Its main goal is to be clear, factual, and objective. You are a detective presenting the evidence!

Kenyan Example: Imagine your class was tasked to investigate why the school's water taps are always running dry by midday. Your final document, explaining what you found (e.g., leaking pipes, students leaving taps on) and what should be done, would be a report for the Principal.

The Anatomy of a Great Report

Most formal reports follow a standard structure. Think of it like the skeleton of a body – it gives it shape and makes it strong. Here are the key parts:

     +-------------------------+
     |       Title Page        |  (The Cover)
     +-------------------------+
                 |
                 v
     +-------------------------+
     |      Introduction       |  (Why are you writing this?)
     +-------------------------+
                 |
                 v
     +-------------------------+
     |   Procedure/Methodology   |  (How did you get your info?)
     +-------------------------+
                 |
                 v
     +-------------------------+
     |        Findings         |  (What did you discover?)
     +-------------------------+
                 |
                 v
     +-------------------------+
     |       Conclusion        |  (So, what does it all mean?)
     +-------------------------+
                 |
                 v
     +-------------------------+
     |    Recommendations    |  (What should be done now?)
     +-------------------------+

• Title Page: The front cover. It should clearly state the report's title, who it's for (To:), who it's from (From:), and the date.
• Introduction (or Terms of Reference): Briefly state the purpose of the report. What question were you asked to answer? What is the report's objective?
• Procedure/Methodology: Explain how you gathered your information. Did you interview people? Use a questionnaire? Observe something? This section proves your work is based on facts.
• Findings: This is the main body of your report! Present the data you collected. Use subheadings, bullet points, and numbers to make it easy to read. Be objective – just state the facts you found.
• Conclusion: Summarize your main findings. What is the overall picture? No new information should be introduced here. It’s a short, powerful summary of what you discovered.
• Recommendations: Based on your conclusion, suggest what actions should be taken. Your recommendations should be practical and solve the problem you investigated.

Image Suggestion: A split-screen image. On the left, a Kenyan student is interviewing a school librarian with a clipboard. On the right, the same student is typing a report on a computer, with a neat layout showing headings like 'Findings' and 'Conclusion'. The style is bright and educational.

Let's Get Practical: The 'Findings' Section in Action

The Findings section is where you show your data. Let's say you wrote a report on the use of the school library. In your 'Procedure', you mention you surveyed 50 fellow students.

In your 'Findings', you would present the results like this:

Out of the 50 students surveyed about their library usage:

• 25 students (50%) reported using the library weekly.
• 15 students (30%) reported using it for research only during exam periods.
• 10 students (20%) reported that they have never used the library.

How did we get those percentages? It's simple math! Let's calculate the percentage for "weekly users".

Formula: (Part / Whole) * 100 = Percentage %

Step 1: Identify the 'Part' (Number of weekly users)
   Part = 25

Step 2: Identify the 'Whole' (Total number of students surveyed)
   Whole = 50

Step 3: Apply the formula
   (25 / 50) * 100

Step 4: Calculate the result
   0.5 * 100 = 50%

Using numbers and calculations like this in your 'Findings' section makes your report strong and believable. It shows you have done your research properly!

Tone and Language: Keep it Pro!

Remember, a report is a formal document. The language you use is very important.

• Be Objective: Stick to the facts. Avoid personal opinions like "I think..." or "I feel...". Instead, say "The data indicates..." or "The findings suggest...".
• Be Clear and Concise: Use simple, direct language. Avoid jargon or long, complicated sentences.
• Be Formal: Avoid slang! No "sasa", "poa", or "fiti" in a formal report. Maintain a professional tone throughout.

You're Ready to Go!

Congratulations! You now have the fundamental tools to write a clear, structured, and effective report. Like any skill, it gets better with practice. Start with small reports for your class assignments, and soon you'll be writing them like an expert.

Remember the structure, base your findings on facts, and keep your language professional. You've got this!