Contents 1- What is Report? 2- Purpose 3- The report & the reader 4- Types of report 5- Writing Non-Routine Reports 6- A System for Report Writing 7- Report Format

1. Presentation
Muhammad Karam Walli 045

2. CONTENTS
 What is Report?
 Purpose
 The report & the reader
 Types of report
 Writing Non-Routine Reports
 A System for Report Writing
 Report Format

3. • “A report is the written statement of the results of your investigations. Its purpose is to
provide useful information and sometimes to make recommendations.”

4. Purpose
• Purpose ( why the report is to be written ) and audience ( who will read it ) are two crucial
aspect which should never be forgotten. These determine the content, style and type of report
to be produced.
• Generally speaking, the purpose of a report can be:
1. To keep management informed about what is happening in the organization.
2. To provide a written record of the performed of a particular task or investigation.

5. 1. To provide a basic for decision making by an informed management.
2. To make recommendation for particular courses of action.
3. To circulate the results of a particular test, experiment or investigation.
4. To display the ability or achievement of the writer, or of a department or sales team.
5. To provide evidence of an occurrence at work which may be used in legal proceedings.

6. THREE BASIC PURPOSES READERS
EXPECT
 Recommendation:
• Reason & justification
• Alternative courses of action with reason
 Information:
• Your reader may simply ask for information. The amount of information you put in the
report and the form in which you present it must be related to the use that is to be made of
the information.

7.  Display of ability:
• One of the ‘hidden agendas’ in any authorization of a report is often a request for you to
provide evidence of what you have accomplished.

8. THE REPORT AND THE READER
• The purpose of any report is discovered by asking questions about the original request. The
key factor here is the reader, or audience. First, know who is to receive the report, who else
will read it, and why the reader(s) want the information of recommendations.
• On the basis of your report, decisions may be made which affect the organization and its
staff. Often these involve the spending of money, so it is your responsibility to bear in mind
the following:

9. RESPONSIBILITIES OF A SENDER
• Assume that your reader is not looking forward to a ‘good read’ when the report lands on
her desk. You have a responsibility to make your report simple, concise and effective.
• Assume that your reader is not an expert in the subject as you. You are expected to use your
‘expert’ knowledge to present information simply and to translate details and technical terms
into language your reader can easily understand.

10. • Assume that your report will be read once and then discarded.
• Assume that others will read your report when you are no longer available to answer
questions about your findings. It is your responsibility to ensure that your report is complete
enough to anticipate questions which may be asked much later.

11. • Keep you audience in your mind when compiling a report. Some things a reader needs to
know are:
 Why the report was written:
• The report should have the sound reason for its existence.
 The significance of the report:
• If the person responsible for taking action because of your report, she will want to make
these decisions knowing fully what is likely to happen.
 Cost:
• Some justification for this expenditure would also be required.

12. TYPES OF REPORT
• There are as many varieties of report as there are purposes and audiences. They can be
grouped under two main headings:
1. Routine report.
2. Non routine &Special reports.

13. ROUTINE REPORT (SHORT REPORTS)
 Routine reports follow a standard format. Make sure your facts are logically ordered and
use language that can be clearly and correctly understood.
• Conference reports.
• Progress reports.
• Periodic reports.

14. EXAMPLE OF ROUTINE REPORT FORM
• YOUNGERS-FORD PVT LTD
• ACCIDENT REPORT
• Department:
• Name of injured person:
• Position;
• Place of accident: time and date:
• Description of accident;
• Names of witnesses and department(s):
• Reported by
• Position:
• Signature:

15. NON ROUTINE OR SPECIAL REPORTS
• This type of report require investigation and research, and have a specific purpose
and audience.

16. WRITING NON-ROUTINE REPORTS
• Different business and organizations require different style and formats, but it is possible to
give you a basic format which covers most eventualities' and can be adapted to the ‘house
style’ of your organization. The question which you keep in mind while preparing a report:
• What’s this report about? (title)
• Who asked for it? Why? (term of reference, introduction)
• Who carried out the research? What qualifications do the investigator (s) have ?
(identification of writer, position, qualifications)
• How did the writer(s) find the information? (procedure followed)
• What did the writer discover? (findings)
• What conclusions did the writer come to?

17. • What action does the writer suggest? (recommendations)
• Are there more detailed statistics or evidence for the conclusion? (appendix)
• When was the report completed? (date)
• Who was mainly responsible for it ? (signature, office held)

18. A SYSTEM FOR REPORT WRITING
 The Basic Plan
• Terms of reference
• Gathering information
• Classifying information
• Planning and outline
• Writing the first draft
• Editing the draft

19. REPORT FORMAT
• The format or physical layout of a report distinguishes it from other types of business
communication. Because reports aim to make information readily accessible, the format is
designed to help the reader find useful material as simply and quickly as possible.
THE BASIC FORMAT OF THE REPORT
• The Front matter
• The proper report
• End matter

20. FRONT MATTER
• Cover
• Letter of transmittal
• Acknowledgements
• Title page
• Table of contents
• Summary

21. THE REPORT PROPER
The report proper contains four basic elements:
• Introduction
• Body or main section
• Conclusions and recommendations
• Signature and date

22. END MATTER
• Appendix (or appendixes)
• Reference list (or bibliography)
• Index