PDCS II

Chanderprabhu Jain College of Higher Studies & School of Law
Plot No. OCF, Sector A-8, Narela, New Delhi – 110040
(Affiliated to Guru Gobind Singh Indraprastha University and Approved by Govt of NCT of Delhi & Bar Council of India)
BBA(G)
(Second Semester)
PDCS-II
Paper Id 17112
BBA(G)
(Second Semester)
PDCS-II
Paper Id 17112
Paragraph & Report Writing
By:Ms.Garima Khatri
AP(MGMT)

PARAGRAPH WRITING
•A paragraph is a cohesive arrangement of sentences that
move around on one idea. Different sentences in a
paragraph are bound together by one dominant thought.
•Different sentences should be put in a logical order so
that a paragraph makes a clear and effective writing.

Guidelines For Designing A Paragraph
1. Keep the Paragraph short: A short paragraph is clear
and more effective than a long one. Short paragraphs
emphasize the beginning and ending of each item
covered. The average length of a paragraph should
generally be eight or nine lines.
•Length of a paragraph also has a psychological effect.
When it is broken into smaller units, it becomes attractive
and interesting even though there is no change in the
content.

2. Maintain Paragraph Unity: unity in a paragraph can be
achieved by building the paragraph around a single topic or idea.
3. Make effective use of topic sentences: the sentence that
expresses the main idea in the paragraph is known as Topic
Sentence. Generally, it is written in the very beginning of the
paragraph. For eg: Economics is the basis of all commercial
activities. Economics is concerned with the satisfaction of human
wants. In order to satisfy human wants goods & services are
produced. Exchange or transfer of goods & services becomes
necessary once goods are produced. Economics is the study of
human behavior in ensuring a livelihood.

4. Avoid unnecessary detail: a good paragraph contains
only the necessary information. The writer should keep in
mind the needs of the reader than the information at his
command while designing the paragraph.
5. Make the paragraph move forward: an effective
paragraph moves forward through logically connected
sentences.
Clarity of thought, logical arrangement of ideas, a smooth
writing style, intelligent use of transition & proficiency in
designing sentences are helpful.
Careful use of sentence connectors can make the paragraph
move forward. Eg: in addition to, therefore, however etc.

Report Writing
A report is a short, sharp, concise document which is written for
a particular purpose and audience. It generally sets outs and
analyses a situation or problem, often making recommendations
for future action. It is a factual paper, and needs to be clear and
well-structured.

Features of a Report
•Statement containing some information.
•Orderly presentation of facts.
•An objective and unbiased presentation of facts.
•Written for a specific audience.
•Contains conclusions drawn by the writer together with
the procedure followed for collection & interpretation of
data.

•It often includes recommendations.
•Written for some specific purpose.
•Submitted by a lower authority to a higher authority.
•Serves the following purposes:
a.Presents factual information to management.
b.Contains results of investigation & analysis for future
reference.
c.Provides useful information to shareholders, creditors,
general public & other stakeholders.
d.It offers recommendations for future course of action.

Distinction Between Project And Report
Basic of
distinction
Project Report
1. Nature It is not
official communication
It is an official
communication
2. Time
orientation
Concerns the future Concerns the past
3. Investment Involves investment of
money
May not involve
investment of
money

ImBasis of distinction Project Report
4. Sequence It involves a time
bound sequence of
activities- a
beginning and an
end
May not involve a
time bound
sequence of
activities
5. Purpose To complete a major
risk
To present findings
&
recommendations.

Types of Reports: on the basis of communication media
ORAL REPORTS:
•Face- to- face communication of an impression or observation.
•It is comparatively informal & time saving.
•It is simple & easy to present. But receiver has to listen to every
word.
•No record for future reference.
WRITTEN REPORTS:
•Relatively more accurate & precise.
•Tends to be more formal & can be referred to again & again.
•Permanent record & cannot be denied at any time.
•Can change hands without any danger of distortion.

Types of Reports: on the basis of format & procedures
adopted
Informal Reports:
•Usually in the form of person-to-person communication.
•May range from a few lines to several pages of detailed
information.
•Often written in the form of a letter or a memorandum
•Prepared according to need & convenience of the org.
•Do not have a uniform structure.
•These are short & use simple style.

adopted
Formal Reports:
•Presented in a prescribed form.
•Prepared in accordance with an established law or
procedure & is submitted to a prescribed authority.
•Eg: report submitted by board of Directors to its
shareholders
Main features:
a)Written by an individual or a committee which was
assigned a specific object.
b)Written to assist higher authorities in taking an
important decision.
.

adopted
c. Contains specific information, findings &
recommendations
d. Well planned & properly organized
e. Generally submitted along with a transmittal letter
which introduces the report.
f. Not presented in letter or memo form.

Types Of Formal Reports
Statutory reports Non statutory reports
Reports prepared and Presented
according to the form & procedure laid
down by law
Formal reports which are not required
under any law but which are prepared
to help the management in formulating
policies and in taking important
decisions.
Eg: Reports submitted at the statutory
meeting of Shareholders, Auditor’s
Report
For Eg: Every branch of a company
may be asked to submit a monthly
report on sales.
These are prepared as per the
requirements of the Companies Act
1956

Characteristics Of A Good Report
• Simplicity
• Clarity
• Accuracy
• Precision
• Completeness
• Relevance & reliability
• Distinctive Appearance
• Cross reference
• Objectivity
• Brevity
• Reader Oriented
• Consistency
• Right Form
• Timeliness
• Properly addressed.

Preparing A Report
• Stage 1: Collect the material: notes, documents etc.
• Stage 2: Plan the report
a. Define the purpose , to whom it is submitted and how will it
be used. The purpose may be to inform, to persuade or to
recommend.
b. Determine the information it should contain- CONTENTS
c. Arrange the information in a logical order- LAYOUT
d. Prepare an outline of the report, making rough notes.
e. Decide where illustrations & diagrams are required- STYLE

Stage 3: Draft the report
a.Write the introduction- the purpose, the heading and the
summary
b.Write the body of the report
c.Write the conclusions and recommendations
d.Summarize the report.
Stage 4: Edit the report
a.Examine the draft- will it serve the purpose.
b.Check your grammar, spelling, punctuations, style, etc.
c.Check your illustrations

PDCS II

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PDCS II