Steps to follow for report

1. Name : Unadkat Darshan
Enroll. No. : 160200107109
Branch : Computer Enggineering(F)
Subject : Communication Skills
Semester : First Semester
Topic : Steps to follow for report & checklist for a good report
GOVERNMENT ENGGINEERING
COLLEGE RAJKOT

2. Understanding the purpose & scope
Gathering the data
Organizing of the material
Analysis of the material
Report writing
Reviewing & Redrafting
Presentation

3. Step 1 : Understanding the purpose and
scope of the report
Step 2 : Gathering the data
 Clarifying the purpose of report to report writer i.e.,
what & why of report.
 Understanding requirement of report.
 Discussion with authority is carried out to solve
queries .
 After the purpose is defined, gather the needed
information.
 Various sources and methods of data collection are
available.
 Before the data collection starts, the report writer
should be very clear about what he/she wants, in what

4. Step 3 : Organizing of the material
Step 4 : Analysis of material
 Organizing the data is very crucial task.
 If the whole data is not organized in a proper
manner, it won’t yield appropriate analysis and
hence would lose its relevance.
 Analysis provides the
conclusions/recommendations on the basis of the
facts and evidences.
 The report writer, here, will also learn if there are
any limitations or flaws in the evidences.

5. Step 5 : Report Writing
 A report can not be written in the sequence as it appears
to the reader in its final form.
 It is advisable to write the summary and content the page
at the end when the report writer knows exactly what is to
be included.
 The report writing should be done in direct and precise
language.
 Here are some suggestions :
- Introduce the main idea of the
chapter/paragraph/section.
- Explain & expand the idea, defining, any key terms
- Present relevant evidence to support your points
- Comment on each piece of evidence showing how it
relates to your points
- Conclude your chapter/section/paragraph by either
showing its significance
- To the report as a whole or making a link to the next
chapter/section/paragraph.

6. Step 6 : Reviewing & Redrafting
Step 7 : Presentation
Better start early without waiting for the work to
complete. One must go through report for few times.
Refinement is necessary step for qualitative report.
 Get the first draft of your report much in advance.
 Once the report is ready , leave it aside for a couple of
days or a week.
 After that, go through it critically making necessary
changes.
 Get it peer reviewed.
 It should be presented in attractive manner.
 If the content is not presented in proper manner, all
other previous efforts would be waste.

7. Checklist for good report
 Title is precise.
 The abstract make sense.
 All the relevant questions are answered in the
introduction.
 The structure of the report is meaningful.
 Headings and subheadings are properly written and
numbered.
 The format is consistent and appropriate.
 Conclusions are logically drawn.
 Wherever necessary , graphics , table , charts and
illustration are employed.
 Tables and diagrams are relevant , lablelled and
drawn accurately.

8. Checklist for good report
 Each page is numbered properly
 It is proofread in terms of spelling, grammar and
factual data.
 There is an adequate use of white spaces in the
report.
 Generous spacing is kept between two parts.
 Bullets and numbers are appropriately used.
 Formal language is used.
 Consistency is maintained in numbering chapters,
sections and appendices.
 All the sources are acknowledged and
referencing is done correctly.