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Report writing


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Report writing

  1. 1. REPORT WRITING Designed and Presented by Shabbar Suterwala
  2. 2. What is a Report? Report means a statement or description of what has been said, seen, done etc. It contains facts figures, information, analysis, opinions, suggestions, recommendations, drafts, charts, pictures, statistical tables specially complied for a particular purpose.
  3. 3. Types of Reports According to Use: External Internal According to Period: Routine: Weekly, Quaterly, Monthly Special According to Levels of Management: Reports to Top or Junior Management Reports to Functional Management / Departments Cost Report, Expense Report, Event Report
  4. 4. Types of Reports..cont’d Corporate Reports: Statutory report Directors’ report Auditors’ report Non-statutory report Other Reports: Review Cost-Audit Interim Oral (based on Incident, Issues or Concerns)
  5. 5. Format of a Report 1. Cover sheet 2. Letter of Transmittal 3. Title page 4. Table of Contents 5. Introduction 6. The Body of the Report 7. Conclusion (and recommendations if applicable) 8. References / Bibliography 9. Abbreviations and Glossary 10. Appendices 11. Abstract
  6. 6. 1. Cover Sheet
  7. 7. 2. Letter of Transmittal This is the letter to the person who commissioned the report The main finding Any important considerations An acknowledgement of any significant help An expression of pleasure or gratitude
  8. 8. 3. Title Page Title and Purpose Person or Group who commissioned the report Details of Author / Committee / Team Members / Date
  9. 9. 4. Table of Contents List of Heading with page and section numbers Aligned Clearly with Accurate layout If a longer report: List of tables, figures, illustrations, appendix
  10. 10. 5. Introduction What is the topic or subject of Report Related background information The main Purpose of report Also mention the Scope of report Any explanation on arrangement of report sections incase of a detailed report
  11. 11. 6.Body format Main headings indicating equal level of importance Subheadings relating to section heading Hierarchy of importance shown by careful and consistent use of features such as capitals, different fonts, underlining, bold, italics, indenting, numbering/letter system Space between sections to enhance readability and layout When using charts, statistics and illustrations check for suitability, captions Acknowledgement of all sources, including material referred to indirectly, direct quotations, copied diagrams, tables, statistics Ensure a systematic link between references in the text and the reference list and bibliography Expression – Correct, formal and factual Content - logical development of ideas from one section to another, citing evidence. Content has to be relevant, objective and specific.
  12. 12. 7. Conclusion(s) Arising out of the facts It must be convincing It forms a substantial basis for the recommendations Recommendations must be based on the conclusions It must be Practical, Clear, Specific and well organized, with the important items coming first
  13. 13. 8. References / Bibliography References - Sources in the text listed Bibliography - texts consulted but not referred to directly in the report
  14. 14. 9. Abbreviation and Glossary Glossary - arranged alphabetically list of terms with brief explanation
  15. 15. 10. Appendix (appendices) Material which is too detailed, technical or complex to include in the body of the report.. Eg: questionnaire, table, list Numbered and arranged in the order referred to in the report Always placed at end of a report if included
  16. 16. 11. Abstract It is a summary of the report, in which you include one sentence for every main section of your report. It is quiet different from an introduction.
  17. 17. For Soft Skills Training and Resources Visit: eMail: