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Report Writing Course (3 days)
Staff who produce accurate, well-structured reports on time – reports that give managers what they need to make a decision.
Managers rely on reports to make decisions, yet many reports arrive late, bury the main point or answer a different question from the one that was asked. This three-day report writing course teaches administrators, officers and supervisors to produce business reports that are accurate, clear and on time.
The course follows a report from request to distribution. Delegates learn to agree the purpose, readers and deadline with the person who asked for it; to match the content, format and frequency of a report to the information need; to find reliable information through the organisation's systems and procedures; and to analyse and present figures in simple tables and charts. The final day covers structure, plain-language writing, executive summaries, recommendations, proofreading and distribution.
Delegates work on a report from their own job throughout the three days and leave with a finished draft and a reusable report template.
Why this course
For your organisation
- Reports that answer the question that was asked, with a clear recommendation
- Fewer late, incomplete or inaccurate reports
- A consistent report format across departments
- More careful handling of confidential and personal information in reports
For your delegates
- A step-by-step method from report request to distribution
- Templates for routine and one-off reports
- Confidence presenting figures in tables and charts
- A finished draft of a real work report
What delegates will be able to do
- Agree a report's purpose, readers, scope and deadline with the person who requested it
- Match the content, format, frequency and distribution of a report to the information need
- Identify reliable internal and external information sources and follow the procedures for obtaining them
- Plan the time and resources needed to compile a report
- Check information for accuracy and completeness
- Present figures clearly in tables and simple charts
- Write a structured report with an executive summary, findings, conclusions and recommendations
- Proofread, finalise and distribute a report to the right people on time
Who should attend
Administrators, secretaries, PAs, officers, coordinators and supervisors in commercial, public-sector and non-profit organisations who compile routine or one-off reports – monthly management reports, incident reports, progress reports and investigation reports. Delegates should read and write English comfortably, work with basic figures and use a word processor. Engineers, scientists and technical staff should look at the separate technical report writing course.
Course outline
Day 1 – Planning the report
Reports in the organisation
- What reports are for: decisions, records and accountability
- Routine, progress, incident, investigation and management reports
- Formal and informal report formats
- What makes a report useful to its reader
Understanding the information need
- Purpose: the decision or action the report supports
- Content: what the reader needs and what can be left out
- Form: written report, memo, table or dashboard
- Frequency, timing and deadlines
- Who receives the report and who should not
Liaising with the people involved
- Agreeing terms of reference with the person who asked for the report
- Clarifying scope and expectations early
- Working with contributors and information owners
- Keeping stakeholders informed while you compile
Planning time and resources
- Breaking the report into tasks
- Estimating time and setting interim deadlines
- Using office resources and people efficiently
- Exercise: plan a report from your own job
Day 2 – Gathering and analysing information
Finding information
- Internal sources: systems, records, minutes and people
- External sources: industry bodies, government and published data
- Organisational procedures for requesting and sharing information
- Confidentiality and handling personal information in line with POPIA
Checking information
- Testing sources for reliability and currency
- Cross-checking figures and facts
- Recording where each piece of information came from
- Dealing with gaps and conflicting information
Working with figures
- Totals, averages, percentages and change over time
- Spotting trends and exceptions
- Building clear tables
- Choosing the right chart for the message
Organising findings
- Grouping information under logical headings
- Moving from findings to conclusions
- Writing practical, specific recommendations
- Exercise: analyse a data set and draft findings
Day 3 – Writing, finalising and distributing the report
Report structure
- Title page, contents and executive summary
- Introduction, terms of reference and method
- Findings, conclusions and recommendations
- Appendices and references
Writing clearly
- Plain language and short sentences
- An objective tone and the right terminology for the reader
- Headings, numbering and layout for easy reading
- Writing an executive summary a busy manager will read
Reviewing and finalising
- Checking the content against the terms of reference
- Proofreading for accuracy and consistency
- Review and sign-off
- Meeting the deadline
Distribution and follow-up
- Choosing the right distribution channel
- Version control and secure sharing
- Gathering feedback to improve the next report
Report workshop
- Complete the draft of your own report
- Peer review against a checklist
- Facilitator feedback and personal action plan
How it is delivered
Three days, 08:30-16:00. In person at your offices anywhere in South Africa, at a BOTI venue, or live online. One delegate or a group of up to 20. Workbook, report templates and exercises included; delegates are asked to bring a report they have written or need to write. We deliver it at your offices in Johannesburg, Pretoria, Durban, Cape Town and anywhere else in South Africa, at a BOTI venue in Johannesburg, or live online for teams in different places.
What our clients say
★★★★★ 4.8 on Google from 790+ reviews · word-for-word quotes from signed letters of reference, from clients on this and/or related BOTI courses
“The training was well executed and of a high quality … We would like to recommend BOTI for future trainings.”
“We were particularly impressed by the quality of facilitation and the practical relevance of the content presented. The programme was delivered with professionalism, clarity, and a strong emphasis on real-world application”
“The course was efficiently organized and aligned with our schedule. We were impressed by the quality of the training and the expertise of the facilitator.”
Enrol or ask a question
- Get your price now: work it out in the price box, then email it to yourself. Automatic, within a minute.
- Ask a consultant: a BOTI consultant emails you a written quote, usually within 15 minutes (Mon–Fri, 08:00–17:00).
- Call 011 882 8853 to speak to someone straight away during office hours.
Frequently asked questions
Can you run this course at our offices?
Yes. Most groups are trained at the client's premises anywhere in South Africa; we can also host it at a BOTI venue or deliver it live online.
How many people can attend?
From one delegate to groups of about 20. The price per delegate drops as the group grows – see the price table, or ask us for a quote.
Is it accredited?
No – it is a non-accredited short course and delegates receive a BOTI certificate of attendance.
Can you work with our own report formats?
Yes. Send us your current templates or a few sample reports and the facilitator uses them in the exercises and the final workshop.
Is this the same as technical report writing?
No. This course is for business and administrative reports. Engineers, scientists and technical staff should look at Technical Report Writing (Engineers, Scientists & Technical Professionals), a two-day course.
Can you run this course in Johannesburg, Cape Town or Durban?
Yes. We train on site at your offices in Johannesburg, Pretoria, Durban, Cape Town and across South Africa, at a BOTI venue in Johannesburg, or live online so a team spread over several offices can attend together.
Related courses
Ask a consultant for a written quote
A BOTI consultant emails you a written quote, usually within 15 minutes (Mon–Fri, 08:00–17:00). After hours, we reply on the next working day. To speak to someone now, call 011 882 8853.
Your quote request is for: Report Writing Course (3 days)