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 within the limited time frame.
4. What is a Report?
Report is FACTUAL DESCTIPTION OR
ACCOUNT OF EVENTS OR AN
INVESTIGATION AF AN ISSUE OR A
PROBLEM. It may also be an objective
analysis or evaluation of something. The
length of a report depends upon its nature.
Thus we have various forms of reports: news
paper reports, inquiry reports, progress or
action taken report, a police report, a report of
a meeting etc. each having distinct character
and format
A report is a statement of the result of an
investigation or of any matter on which definite
information is required.
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
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
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. A large number of
important decisions in business, industry or government are taken on the basis of information presented or
recommendations made in the reports.
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. 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
Informal reports; on the other hand, are short messages, such as memorandum. In these reports, casual language is
used. The current information on internal matters includes informal reports.
9. 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.
10. MOST COMMONLY USED REPORT
Informational and Analytical
Reports:
Informational reports (attendance
reports, annual budget reports,
monthly financial reports, and such)
carry objective information from
one area of an organization to
maybe a larger system.
Analytical reports (scientific
research, feasibility reports, and
employee appraisals) show
attempts to solve actual problems.
These analytical reports usually
require suggestions at the end.
11. FORMAT
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
12. 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.
13. 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.
