REPORT WRITING

Report writing

The word report is derived from the Latin word” reportare’ which means to carry back

 It is a description of an event carried back to someone who was not present on the scene

Report

 A report is a statement describing what has happened

Objectives of report writing

1.  Measuring executive performances
2.  Helps in combating changes
3.  Provides information ---a report gives information about a company's activities progress plans and problems
4.  Report helps in controlling activities
5.  Helps in coordinating departments
6.  Record keeping
7.  Recommends action

 Importance of report writing

1. Conveyor of information
2.  tools for measuring performance
3.  helps in making desirable changes

Types of report

A--On the basis of legal argument reports can be classified as follows

1- statutory report ----as per the law

2- non-statutory report --- not per as law

B--On the basis of formality the report can be classified as follows

1- Formal report

2- Informal report

C--On the basis of function the report can be classified as follows

1- Information Report

2-Interpretive report

Information Report this report only carry data collected for the fact observed from field

 Interpretive report this report also includes interpretation or analysis apart from collected data

D- On the basis of Number of persons the report can be classified as follows

1- Reports by individual

2-Reports by committee

E- On the basis of frequency the report can be classified as follows

1- Routine report

2-Special report

F- On the basis of length the report can be classified as follows

1- Short  report

2-Long report

G- On  the basis of the subject matter the report can be classified as follows

1- Market report

2- Accounting report

3-Production report

G- On the basis of nature of subject the report can be classified as follows

1- Technical report-- in a technical report, we present data on a specialized subject

2- Problem determining report-- diagnosis of a problem or root cause of a problem

Structure of report

 The structure of the report consists of the following elements

1-Title page---- title page shows the subject of the report or what the report is meant for

2-Table of content-- it tells us about all sections or subsections of the report with page numbers

3-Executive summary or Abstract --it summarises the main points or findings of the report

4- Introduction--- it includes the scope and background of the report

5- Objective--- it defines the aim and the purpose of the report

6- Methodology ---in this section we cover how the information was obtained and what procedures were used

7- Body of report-- this is where the main information is presented explanations are provided and questions are answered

a-Literature Review

b- Method--- what you did and why you did what you found---Quantitative data outcomes of questioners and also quantitative information

c- Discussion---- findings should be discussed in relation to the theoretical framework

d- Conclusion ---in this section we sum up the main points raised in the report

e- Recommendations in this we provide a practical proposal and Mein of a solution to the problems

f- Bibliography---this should detail all books articles websites and any other sources consulted

g-Appendias--This should be placed at the end of the report it includes all the relevant information which includes all relevant information that is too lengthy to be included in the main body of the report

h- Drafting a report-- drafting means writing and it is a very important part of successful report writing

Principles of Drafting Report

1- Purpose --every report must have a specific and sound purpose

2- Organisation /Arrangement-- the element of the report should be properly planned in the right sequence

3- Scheduling--- we have to be planned our report so that time is well divided to cover the different parts of the report preparation

4- Cos/t Benefits-- the cost of the report should be less than the benefit

5-Accuracy-- report should be accurate and reliable

6- Communication --every report is meant for a group of people therefore we should use language which is understandable by all

7- Short and precise title-- the report title should be indicated of its content it should be attractive therefore one should select a short and clear title

8-Language---- use of language which is simple and understandable

9- Photographs ---whenever possible we should always use photographs

10- Paragraph--- it is desirable to divide the report into a number of paragraphs

11-Concise-- the report should deal with the matter as concisely as possible

12- recommendations-- these should be given at the end of the report

13- signature and date-- it is important that the person preparing the report should put his signature and date as a check on the reliability and finding of the report.

Report writing

 Different formats of report writing

1- Printed form --this kind of report are used for the collection of routine information these are easy to be filled as details are not required these are systematic and easy to read

These kinds of reports can be used for recording daily production or monthly sales or Lab reports

2- Letter format-- it is used for short reports that have to be communicated to someone outside the organization. It contains all the elements of the letter accept inside address along with some additional sections and illustrations

3- Memo report --these kinds of reports are also short reports that have to be communicated within the organization. It is more formal than a letter report and is calculated within the organization. In this inside address and solution are not used. All those complimentary closures and signatures are not required. Memo format may have a sign or initial date at the end.

4-Manuscript format-- it is used for long and formal reports. It is divided into sections and subsections with clear headings, it is very systematic and therefore are easy to read

Structure of a report

The structure of the report has three basic parts

●      Front Matter

●      Main Body

●      Back Matter

Front piece

It consists of the following parts:

  a-Cover Page--- it includes the title of the report, authority to whom it is submitted date, and authors name

b-Front Piece ---any extra map picture or drawing related to the topic of the report

c-Title Page-- similar to the cover page but also includes name and designation of the approving authority. it includes the name of the authority to whom it is submitted

d- Copyright Notice--written document to secure one's original work

d- Certificate --some project reports required certification of work to prove that it is original

e- Forwarding Letter-- written by someone other than the author to introduce the author and his work

f- Acknowledgement-- Ok thank you note written to give credit to all the people who have held in writing the report

g- Preface--- and introduction is written to the author to state the factors leading to the writing of the report

h-Table of Content--- this includes various topics and heading along with their page numbers

i-List of Illustrations---- it is a content list of all the restrictions that appear in the report like graphs charts maps drawing along with their page numbers

j- Abstract-- it is the summary of the report without any illustrations its length is 2.5 % of the report

Main body

1-Introduction--- this includes the background of the report its purpose and scope it also includes the basic principles and theories in the world method of gathering data and Organisation of various selections

2-Discussion-- it is also known as description and method logic method Ji in this section information and data is presented analyzed and protected it also includes the description of the method used with tables and charts 

3-Conclusion-- it includes logical inferences or judgment formed on the basis of analysis done the data presented in a discussion

4- Recommendations-- suggestions for future course of action or steps to solve a problem this is written in Bullet points from the form or tabular form 

Back matter

1-Appendix- -This contains some extra information that is reliable to the report but cannot be fitted in the main text

2- References-- the alphabetical list of sources like books magazines newspapers websites interviews except that are coating for a particular piece of information in the report

3-Bibliography--An alphabetical list of sources  like books, magazines, newspapers, websites that have been consulted in the writing of the report

4- Glossary--the list of technical words (gardens) used in the report and their explanations

5-Index- a quick view for the reader to locate the topic 

Types of report

There are different types of reports on the basis of format,

 these are follows

1- Introductory these reports only introduce some topic but do not go deep and therefore these reports are short report

2-Progress report-- these reports give regular updates about the progress of an ongoing project it includes the set cleared lines and then describe the work done to date progress report format can vary as for the project undertaking 

3-Feasibility-- while undertaking a new project the possibility of launching it should be formed out this includes preparing the cost and benefit analysis of the project the report studies the proposed opportunity and plan for taking action 

4- Marketing report-- these reports are prepared by the marketing department of an organization these reports begin with the Marketing objective plan of action and goal these reports are prepared by promoting for locking a product and should also include the effectiveness of the promotional pricing and distribution strategies 

5-Laboratory test report-- these reports document various experiments conducted in the laboratory. they contain observation cal calculate and with. these include the following

• Aim

•  Theory

•  Aperitif

•  Processes

•  Observation

•  Calculation

•  Result

•  Conclude

•  Discussion

•  Inference

•  Precautions 

6-  Project report--A project report can be classified as a sequence of unique Complex and collected activities having one goal; they must be completed by a specific time according to the specifications. at the end of the project, the team who has done the project also submit a report explaining its details 

Writing a report 

1-Drafting-- A project for studies in of the report after deciding a topic the writer carries out various activities such as data collection and analysis discussion after that they start writing the report so this process is the accumulation of all the hard work put forth by the report writing 

First draft---Once the work is completed the writer starts to prepare a report in form of the first draught writing the first draught is a step  before the preparation and the editing of the report a writer generally prepare the main chapter of the report and then the introduction and the part of the report prepared 

Guidelines for preparing the draft of a report

 start chapter number 2 and then they won't till the final chapter after that write the introduction and the submit 

Prepare the reference bibliography as and when you prepare the main topic 

Report of trouble --but trouble ticket is sometimes called a trouble report it is a mechanism used in the organization to track the detection reporting and resolution of some type of problem

 trouble is concise document is and it and or of for it is proper and needs to be clear and well structured

REPORT WRITING

A report is a well planned document which outlines and evaluates a subject or problem .Report Writing is the primary tool of media personnel through which they pass on specific information about an incident or topic.

A report is written for a clear purpose and to a particular audience. Specific information and evidence are presented, analyzed and applied to a particular problem or issue.           

When you are asked to write a report you will usually be given a report brief which provides you with instructions and guidelines.

Apart from the media usage, report writing is required in various sectors like corporate, government, politics ,business ,public and private sector ,medical field, defense services.etc.

 What is the purpose of the report?

 The Purpose of Reports. Reports communicate information which has been compiled as a result of research and analysis of data and of issues. Reports can cover a wide range of topics, but usually focus on transmitting information with a clear purpose, to a specific audience. ...

The scope and style of reports varies wide

 

TYPES OF REPORT WRITING

1.  FORMAL REPORT

This type of report writing is usually preferred for an important incident, issue or matter by big organizations. Formal report writing is generally long and expensive.Formal Report writing has an internationally accepted pattern that includes various components that are mentioned below.

Cover – The cover of a report is something that drives a reader’s attention first. The report’s cover leaves a huge impression on the reader’s mind and he/she can get an idea regarding the report’s topic or quality through the cover design.

There is a saying – ‘’don’t judge a book by its cover’’ but it is also true – what seems well, sells well and hence the report writer must take care of the cover of the report with has a major role to depict the report brief.

Title Of The Report – This component includes the report’s title and the name of the writer. Apart from these things, the title can also have a date and the name of the organization for which the report has been prepared.

The cover also has these things but putting them in details in the title section is mandatory.

Table Of Contents – This section includes headings and subheadings of the primary text written. This is a very important portion of report writing. It helps your readers to reach desired sections in your report in a hassle-free manner.

 Summary – Here you basically provide the synopsis of the whole report’s primary text and you

can also call it an informative summary.

 Many times, it is referred as ‘executive summary’. You can also use descriptive summary which is a simple table of contents. The format is always decided by the organization.

 Introduction – This is the most important section of the main text. The main text always includes three components – introduction, discussion, and conclusion.

Here, you introduce the main text of your report in the most intriguing a detailed manner so that all types of readers can get your point without much effort.

Discussion – In the discussion section, a report writer discusses the main story of the report.

According to your reader’s convenience, you decide the order of the report’s results.

You can also do a result to theory comparison here along with the analysis, evaluation and interpretation of the data included.

Conclusion/Recommendation – You can present the summary of the discussion section here. Here, you mention your findings and recommend the elements to your readers as per your overall evz

 Appendices: This contains attachments relevant to the report. For example, surveys, questionnaires, etc.

 Bibliography: This is the list of all references cited.

 

2.   INFORMAL REPORTS

 This type of report writing is comparatively easier and less time-consuming than the formal report writing. Here, you need to perform lesser research and it also includes lesser components.

 The basic components of informal report writing include – Introduction, Discussion & Reference/Recommendations. Different organizations include more components to this type as per their requirements.

 

THE IMPORTANCE OF REPORTS

 Unless you can communicate effectively, the knowledge and skills you acquire are of little use to others. You have to be able to collect information, organize it, and present it in a logical and concise form. 

Regardless of a report's target audience, the structure and organization must convey the exact meaning you intend. A well-written report can be helpful to your career while a poorly written report calls into question the credibility of your work and frustrates your reader.

 

Essential Characteristics or Features of a Good Report

 Report provides factual information depending on which decisions are made. So everyone should be taken to ensure that a report has all the essential qualities which turn it into a good report. A good report must have the following qualities:

 1.  Precision

In a good report, the report writer is very clear about the exact and definite purpose of writing the report. His investigation, analysis, recommendations and others are directed by this central purpose.

2.  Accuracy of Facts

Information contained in a report must be based on accurate fact.

3.  Relevancy

The facts presented in a report should not be only accurate but also be relevant.

4.    Reader-Orientation

While drafting any report, it is necessary to keep in mind about the person who is going to read it. That's why a good report is always reader oriented. Readers knowledge and level of understanding should be considered by the writer of report. Well reader-oriented information qualify a report to be a good one.

5.  Simple Language

This is just another essential features of a good report. A good report is written in a simple language avoiding vague and unclear words

6.  Conciseness

A good report should be concise but it does not mean that a report can never be long. Rather it means that a good report or a business report is one that transmits maximum information with minimum words.

7.    Grammatical Accuracy

A good report is free from errors. Any faulty construction of a sentence may make its meaning different to the reader's mind. And sometimes it may become confusing or ambiguous.

8.  Clarity

Clarity depends on proper arrangement of facts. A good report is absolutely clear. Reporter should make his purpose clear, define his sources, state his findings and finally make necessary recommendation..

9. Attractive Presentation

Presentation of a report is also a factor which should be consider for a good report. A good report provides a catchy and smart look and creates attention of the reader. Structure, content, language, typing and presentation style of a good report should be attractive to make a clear impression in the mind of its reader.

10. Unbiased Recommendation

Recommendation on report usually makes effect on the reader mind. So if recommendations are made at the end of a report, they must be impartial and objective. They should come as logical conclusion for investigation and analysis.

TYPES OF REPORT

1. Laboratory Report

 It is a common practice for all the technical students to write the Lab Reports since their school days. 

This is the only Report which students are very familiar and comfortable with.

 Lab reports are written to describe and analyze a laboratory experiment that explores a scientific concept. They are typically assigned to enable you to: Conduct scientific research. Formulate a hypothesis (es) about a particular stimulus, event, and/or behavior.

 2. Project Report

An assessment that takes place during a project or process, that conveys details such as what sub-goals have been accomplished, what resources have been expended, what problems have been encountered, and whether the project or process is expected to be completed on time and within budget. Progress reports are used by management to determine whether changes are necessary to an ongoing effort.

3. Survey Report

The survey is a method for collecting information or data as reported by individuals. Surveys are questionnaires (or a series of questions) that are administered to research participants who answer the questions themselves.

A method of sociological investigation that uses question based or statistical surveys to collect information about how people think and act.

 4.   Observation Report 

The Observation Report is used to provide a summary of the data collected in the Observation Schedule for one complete session. Refer to the Observation Report Notes for tips on completing the Observation Schedule

Forms of report writing

1. Letter Form

2. Letter Text Form

3. Memorandum Form

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