REPORT WRITING

1. REPORT WRITING

2. Formats of report

3. FORMATS OF REPORT
1. Manuscript Format
2.Memo Format
3.Letter Format
4.Printed Format

4. 1. Manuscript Format
•Most commonly used format for reports .
•Used for reports that is formal.
•Length of such reports can range from a few pages to
several hundred .
•Can be used for all types of reports – informational ,
analytical or routine.

5. Memo Format
A memorandum report , commonly
knows as memo report , is mainly used
for internal communication , that is , it is
send to somebody within organization .
A memo report is a permanent
record of the internal operations of an
organization and is quite similar to letter
report .
.

6. About Memo Format
It is written on the letter head of the
organization . Inside address and salutation are
not required .
Analysis , conclusion and
recommendation are included in the main text
part of the memorandum

7. Letter Format ….
The report that are short in nature
contain few pages and mostly send to
outsiders can opt for letter .
The only difference between
business letter and letter reports is in
organization of content and in writing
style .
All part of business letter are
used here except the inside address .the
style of writing is factual , but it does
have a personal touch .

8. Printed Format :..
Report containing routine matter and
which are periodical in nature may be
written in a form prescribed by the
organization . All you need to do is to
fill in the blanks in a preprinted form .

9. PARTS OF A REPORT
Part Description
Title Page Title, Author’s name, Date of submission
Table of Contents List of sections, sub-sections, appendices, etc.
Executive Summary Summary of entire report
Introduction Purpose, Background, Methods of Investigation, Scope
Findings Analysis of facts obtained
Conclusions Deductions based on findings
Recommendations Suggestions and advice based on conclusions
Bibliography/References List of references
Appendices Supplementary materials e.g. other supporting data

10. Elements of
structure of report
•Prefatory Parts
•Main Text
•Supplementary Parts
•Optional Elements

11. Cover
title page
certificate
acknowledgements
contents
list of illustration
Prefatory Parts

12. About prefatory part
Prefatory Parts of a Formal Proposal. ...
Although the length varies depending on the
information you need to cover, most formal
proposals consist of certain major
components similar to those of
formal reports. These generally include
the prefatory, body and
supplementary parts

13. Main text
1. Introduction
2. Discussion
3. Conclusion
4. Recommendation

14. About main text
The function of the introduction is to put the whole
report in perpective and to provide a smooth , sound
opening for it . It present the subject or problem to the
reader and gets their attention .
•Include following information……….
•Background of the report
•Purpose and scope
•Authorization
•Method of gathering date
•General plan in developing the solution .

15. Supplementary part
1. Appendix
2. Reference
3. Glossary

16. Apendix
Using appendices in your report.
Information that is not essential to explain
your findings, but that supports your
analysis (especially repetitive or lengthy
information), validates your conclusions or
pursues a related point should be placed in
an appendix.

17. Referance
A reference is the bracketed or footnoted
piece of information within the text of your
writing that provides an acknowledgment
that you are using someone else's ideas.
There are several systems of referencing
such as the Harvard or author-date system,
footnotes or endnotes.

18. Optional element
1. Frontispiece
2. Copyright notice
3. Summery
4. Index