2. ACKNOWLEDGEMENT
We would like to express special thanks of gratitude to our teacher
MS. JAYA CHETNANI, who gave us the golden opportunity to do this
wonderful assignment on REPORT WRITING.
She also helped us in completing our assignment . We came to know
about so many new things We are really thankful to them .Secondly
we would also like to thank each and every group member (ANANTA
DAVE,VAISHNAVI SAHU, KARNJEET YADAV,PRADUMAN,ROHIT PANDEY)who helped a lot
in finalizing the content.
4. What is a Report?
“In a very general sense a report is an account of something... (it) is
usually an answer to a question or a demand from some other
person for information.” BRUCE COOPER
“A report is a communication from someone who has information,
to someone who wants to use that information.” C.A. BROWN
“A report is like a bathing suit: 'It covers everything that has to be
covered but nothing more...” H.A. SHEARRING & B.C.CHRISTIAN
The word 'report' is derived from the Latin 'reportare' which means
to carry back (re=back + portare = to carry). A report, therefore, is
a description of an event carried back to someone who was not
present on the scene. According to some writes report is defined
as:
5. NEED FOR REPORT WITING
In modern business scenario, reports play a major role in the progress of business. Reports
are the backbone to the thinking process of the establishment and they are responsible, to a
great extent, in evolving an efficient or inefficient work environment.
The significance of the reports includes:
• Reports present adequate information on various aspects of the business.
• All the skills and the knowledge of the professors are communicated through reports.
• Reports help the top line in decision making.
• A rule and balanced report also helps in problem solving.
• Reports communicate the planning, policies and other matters regarding
an organization to the masses. News reports play the role of and levy checks and
balances on the establishments.
6. Importance of Report Writing
It has been estimated that an engineer, a business executive or a government officer
spends about 75 percent of his time at desk either writing reports, letter, etc. or
processing them.
In earlier times when business was run by small groups, all members could meet, pool
their knowledge, discuss problems and arrive at decisions. Now when an industry
employs thousands of workers, many of them specialists in particular fields of
operation, its not possible to keep one informed of what others are doing without the
aid of reports
Whenever a problem comes to notice or a need is felt to analyze a situation or
detailed information is required to take a decision, the report writer comes into the
picture.
It is an undeniable fact that a report helps an ex-ecutive perform his functions of
planning and evaluating men and material resources efficiently.
7. Types of Report Writing
Reports may be oral or written. An
oral report is a piece of fact-to-face
communication about something
seen or observed. It is more time
consuming for the receiver has to
listen to every word of the report.
A written report is relatively more
accurate and permanent. It can be
referred to again and again and is
by its very nature more formal than
oral report.
8. Technical Report
1. What is a Technical Report ?
“A technical report is a written statement of the facts of a situation,
project, process or test: how these facts were ascertained, their
significance; the conclusions that have been drawn from them; the
recommendations that are being made.” J.MITCHELL
Characteristics (TRs vary greatly): Technical reports....
◦ May contains data, design criteria , procedures , literature reviews ,
research history , detailed tables, illustration/images , explanation of
approaches that were unsuccessful .
◦ May be published before the corresponding journal literature; may have more
or different details than its subsequent journal article .
◦ May contain less background information since the sponsor already knows it
9. ◦ May have restricted access
◦ Classified and export controlled reports
◦ May contain obscure acronyms and codes as part of identifyinginformation
Disciplines :
◦ Physical sciences , engineering , agriculture , biomedical sciences , and the social
sciences education etc .
◦ Documents research and development conducted by :
◦ Government agencies ( NASA , Department of Defense (DOD) and Department of Energy
(DOE) are top sponsors of research
◦ Commercial companies
◦ Non- profit , non – Governmental organization
◦ Educational Institution
10. Types of Technical Report
3. FeasibilityReport
◦ It is primary and most important thing in development of a project.
◦ Example : operational , market and financial.
4. Background reports
◦ Intended to provide background details on a technical reports .
◦ Focus on a specifictopic meeting specific audience needs.
◦Twoessential infrastructure of the background reports are definition and classification
◦These are proposals for starting a new business , a formal statement of the business goals
and the plan for achieving them .
6 . Research Report
◦ Presenting finding culled for research ,both from laboratories on certain field .
◦ Contend of report is a actual work someone does in a laboratory or in the field.
◦ Consisting of data, conclusion , methodology and background on the problem .
11. 1. Policies and procedures for organizations
◦ Design to influence determine all major decision and actions, and all activities take , place within the
boundaries set by them .
◦Policies-address important issues, such as what constitutes acceptable behaviour by employees.
2 . Recommendation report
◦ In this type of writing ,you compare several optional against a set of requirement as a wayto find one
specific action to recommend .
◦ Analyse a problem , determine the best solution and recommend the best solution.
◦ Present data ,draw conclusions from the data .
◦ Make recommendation based on data .
12. Long Reports
Long Reports; as the name suggests are lengthy reports. A document contains usually more than ten pages. They are
characterized as formal reports due to their length. They are used to share in-depth information.
Short Reports
A confusing classification determines a one-page note as a short Report. They are used to announce new results or events. A
memo or a simple message to inform staff of upcoming changes can include in a short report. This report is included in
informal reports.
Formal Reports
Formal reports are written in detailed structure, a style that excludes all elements as personal pronouns. They provide
information to educate, inform and convince. They include many sections as; table of contents or summaries. Formal reports
often have long nature.
Informal Reports
SOME MORE TYPES OF REPORT
13. Informational Reports
Informational Reports are the annual reports, monthly payments, and attendance reports that transfer information from one
sector to another.
Analytic Reports
Analytic reports are business documents that provide you a clear understanding of what is happening within your
organization. Analytic reports include scientific research, feasibility reports, and real estate appraisals.
Proposal Reports
Proposal Reports are also called problem-solving reports. When an organization or a company faces any type of problem, a
report is made to find the solution and solve the problem. The proposal Reports include the project overview, solution, and
results. They are used to explain and implement the strategies.
Government agencies issue requests for proposals (RFP) to advertise their needs.
Functional Reports
Functional reports include accounting reports, fiscal reports, and marketing reports. We can also include other reports in
functional reports as these reports provide functions specifically.
14. FORMAT
Structure of a Report
The structure of a report can be divided into three parts:-
• Front matter
• Main Body of the report
• Back matter
A) FRONT MATTER
1. Cover
It is the first page of the report. It includes
• Title of the report
• Report Number , Date
• Classification (secret, confidential)
• Name of the author and authority for whom the report is written
15. 2. Frontispiece
It is a sort of window display which includes photographs, maps or artistic drawing
3. Title Page
In addition to all the information given on the cover, it may contain the following in
formation.
i. Sub Title
ii. Contract or Project Number
iii. Approvals
iv. Distribution List
4. Copyright Notes
It is represented as or All rights reserved. It shows that no part of the report can be used by anybody in any form
without prior permission of the author.
5. Forwarding Letter
This section of the report is written by an expert and entails the commendation of the document.
6. Preface
It is written by author. It introduces the report and gives a quick grasp of the substance of the report.
16. 7. Acknowledgement
In this section, writer of the report acknowledges any help received from a
variety of direct sources
8. Table of Content-
It provides a quick and comprehensive view of the report. The contents are
compiled from the headings and subheadings of the report. The page
numbers are also mentioned with the above information.
9. List of Illustrations- A separate list of illustration is given if there are a large
number of tables and figures. It gives information about the number, title and
page reference of each illustration.
10. Abstract and summary- An abstract tells in concentrated form what the
report is about. Summary gives the substance of the report. Summary presents
the report in a nutshell.
17. B) MAIN BODY OF THE REPORT
1. Introduction- It contains the following information.
• Historical and technical background
• Scope of study
• Methods of collecting data and their sources.
• Authorization for the report and terms of reference v. Organization of the material
• Definitions of special terms and symbols
2. Discussion or Description- The main function of this part is to present data in an
organized form; discuss their significance and analysis and results that flow therefrom.
3. Conclusions- It refers to the body of logical interferences drawn and the judgement formed on
the basis of analysis of data presented in the report or the findings of the investigation made.
4. Recommendations- It suggests the course of action to be taken and indicate the results in effect.
They are derived from conclusions and act as the reasoning for decision making.
18. 2. Discussion or Description- The main function of this part is to present data in an organized form;
discuss their significance and analysis and results that flow therefrom.
3. Conclusions- It refers to the body of logical interferences drawn and the judgement formed on
the basis of analysis of data presented in the report or the findings of the investigation made.
4. Recommendations- It suggests the course of action to be taken and indicate the results in effect.
They are derived from conclusions and act as the reasoning for decision making.
C) BACK MATTER
1) Appendices- An appendix contains material which is needed to support the main body of the
report but is too detailed to be included in the text.
2) List of references- It contains the complete record of any secondary sources cited in the report.
It can also be mentioned as footnote. It includes name of the author, title, name of the publisher,
year of publishing and page number.
19. 3) Bibliography- It is serially numbered list of published and unpublished works
which are consulted before or during the preparation of a report. While preparing
bibliography, keep the following points in mind.
• The sequence of details
• The order of writing the names and surname of author
• The punctuation marks
• The layout.
D) Glossary- It is a list of technical words used in the report with meaning and
explanation. It is alphabetically arranged for easy access.
E) The index is intended to serve as a quick guide to the material in the report. It
enables the reader to locate easily any topic, subtopic or important aspect of the
contents.
20. FORMAT (MIND MAP)
HEADLINE OR TITLE: Catchy and brief
BYLINE: A Sub Headline/ Name, rank, position etc. of the person writing the report(It can also come at the
end.)
OPENING PARAGARAPH: A brief mention of what happened, where and how and most prominent consequence/effect along
with the day, date and time when it took place
DETAILS: Paragraph 2 & 3 give details of the event being reported. Eye witness account (along with some quotes) are also
included. In case of accidents, loss of life and property listed , cause of the accident is concluded, police action and rescue
operation, damage control exercise are detailed. Compensation and help announced by government are mentioned
CONCLUSION: A remark as to how the even has impacted life and people is made
21.
22. EXAMPLE (Basic example)
WOMEN'S EMPOWERMENT DAY OBSERVED
-Sreelakshmi, Staff Reporter
Mysore, March 13: The Empowerment and Sustainable Development Initiative(ESDI) in association with the
Participatory Research in Asia (PRIA), both NGOs, observed the Women Empowerment Day at Jagan mohan Palace
Hall today.
As many as 150 members of the Self-Help Groups(SHGS) formed by the ESDI and the People's Welfare
Association(PWA) in different gram panchayats of the area participated in the program. The program began with a
welcome song and followed by sharing of experiences by SHG members.
Ms. Arti Srinivasa, District Educational Officer, Mysore stressed upon the urgency of education for girls. She gave a
brief description of the Sarv Shiksha Abhiyaan (Education for All) under which students are given books free of cost.
She told about the hobby classes wherein a 10 day training is given free of cost to young girls for painting and
making soft toys, which could be developed for self-employment.
Dr. Amarnath, State Coordinator, PRIA, made the gathering aware of the importance of observing Women's day and
informed the women about various governmental schemes to help and empower them. Later, a play named 'There is
Nothing A Woman' Cannot Do' was staged. A total of 2600 women participated in the function and expressed that
they were better informed about the rights of women and they were willing to empower themselves in various ways
to empower the society in more constructive ways.
23. TIPS FOR AN EFFECTIVE REPORTING
WRITING
1. It should be written in practical and businesslike manner presenting the necessary
information as clearly as possible.
2. A report should be concise, elaborate details and explanations to be avoided , only
the most relevant information is included.
3. Should be easy to follow, well structured, beginning with the headline-clear and
4. Mention the place, date, time and other relevant facts about the event.
5. Include information collected from people around or affected by the event.
6. Write the name of the reporter.
24. BIBILIOGRAPHY
• GOOGLE : https://www.slideshare.net/ShrutiMishra19/ppt-on-report-writing
• GOOGLE SITE :TECHINICAL WRITER HQ
• TECHINICAL COMMUNICATION BY SANJAY KUMAR (BOOK)
