Report Writing Guidelines;
for Coordinators
 by
Phil Bartle
and Joshua Ogwang
A Guide

Abstract:

 This module is for co-ordinators of field workers, managers,
 administrators, planners, ministry officials, and local authorities
 responsible for programmes and people who are working to encourage
 and train low income communities to solve their own problems, to
 identify their own resources, and to plan their own development. It
 asks the questions: "Why?" should reports be written, "to Whom?" do
 they go, and "What?" should be included, then goes on to discuss the
 "How?" they can be written well, so that they would be useful.

 The tips and guidelines here were originally presented to field
 workers, with a view to assisting them in writing their own reports
 and in guiding and training community based organizations in writing
 project progress reports. Coordinators can use these notes, to
 write their own reports, but also to train and supervise community
 field workers to write their progress reports.

Introduction:

 This document is aimed at co-ordinators, to:
 Write their own reports about their programme activities, and
 Assist field workers to write their progress reports. Another
 distinction to make is in the content of their reports. Although
 they can be combined, reports can include:
 Narrative progress reports (relating to programme objectives); and
 Financial reporting and accountability.

PART A: The "Why" of Report Writing:

 Link to Part A:

 Why Write Reports? While many of the reasons listed in this section
 were generated by field mobilizers in training workshops, they are
 surprisingly relevant to the manager at a desk in a district or
 national office, governmental or non governmental.

PART B: Who Should Receive Reports?

 Link to Part B:

 Who should Receive Reports? While the same benefits accrue as to
 reports written by field workers, a coordinator has a special focus
 on reporting to head quarters, to donors (including those who make
 ministry allocations), and as feedback to the field.

 PART C: How to Write Reports:

 Link to Part C:

 How to Write Reports. The coordinator must receive and collate
 several progress reports from field workers in order to make a
 programme progress report. The emphasis is on results related to
 programme objectives.

PART D: Writing Better Reports:

 Link to Part D:

 Writing Better Reports. Write reports that will be read; make them
 brief, concise, easy to read. A report that is not read has no
 purpose or effect. The tips offered to mobilizers apply also to
 co-ordinators.

Conclusion:

 Report writing is an important task. It is essential for
 communication, which is necessary for maintaining transparency. The
 tips and guidelines here about writing reports are valuable to
 workers at all levels, from the field to headquarters.

 Avoid the passive voice. Know your audience and the needs of
 your readers.

 Organize your reports by using an outline and by using
 subtitles. Write concisely (briefly but completely). Write in easy
 to read, simple language.

 Good reports are extremely valuable; bad reports are those that
 are not read. Use these tips to improve your own report writing
 skills, and to train and supervise field workers.

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Updated: 2003 May 9