This document discusses a presentation on writing reports and research documentation. The presentation covers defining reports, their purpose and importance. It also discusses different types of reports, research writing styles, and the typical structure and components of reports including front matter, main body, and back matter. Guidelines are provided on writing clearly and objectively with examples and a checklist for effective reporting. The goal is to help participants understand how to document well researched data and write reports for professional purposes.

1. ACADEMIC / PROFESSIONAL
REPORT & RESEARCH PAPER:
DOCUMENTATION OF A WELL
RESEARCHED DATA
======================
DR SUDHIR NARAYAN SINGH
ASSOCIATE PROFESSOR & HEAD,
HMSD
MADAN MOHAN MALAVIYA
UNIVERSITY OF TECHNOLOGY,
GORAKHPUR-273010, UP, INDIA
1
Monday, May 17, 2021
Dr S. N. Singh (hodhms@mmmut,ac,in)

2. O B J E C T I V E S
• AFTER THIS SESSION THE PARTICIPANTS WILL BE
ABLE TO LEARN AND UNDERSTAND :
• SEQUENTIAL DOCUMENTATION OF A WELL
RESEARCHED DATA OR RESEARCH PAPER.
• WHAT IS REPORT?
• HOW PIVOTAL IS IT IN THE PROFESSIONAL
LIFE?
• WHAT ARE THE QUALITIES OF A GOOD
REPORT?

3. O B J E C T I
V E S...
Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021
3
E) Various aspects of
Report as technical writing
F) Develop an effective
for professional writing
G) How to write
types of reports effectively
and document them?

4. S E S S I O N : O N E
R E P O R T
EXCAVATING IT'S ORIGIN
DEVELOPMENT & TYPES

5. CONCEPTUALISING
REPORT:
FEW SITUATIONAL
EXAMPLES....
A) TWO YOUNG KIDS
B) A THREE TO FOUR YEARS
CHILD...
(NON VERBAL … )

6. DESCRIPTION/ STORY/
ACCOUNT/ VERSION:
ALL WORDS FOR A
WRITTEN OR SPOKEN
ACCOUNT OF EVENTS.
TO GIVE PEOPLE
INFORMATION ABOUT
SOMETHING THAT YOU
HAVE HEARD, SEEN,
DONE ETC.
CONCEPTUALIZING
REPORT: ...

7. CONCEPTUALIZING
REPORT : ...
• A WRITTEN OR SPOKEN
ACCOUNT OF AN EVENT,
ESPECIALLY ONE THAT IS
PUBLISHED OR BROADCAST.¹
• (OXFORD ADVANCED
LEARNER'S DICTIONARY
(2005) ED. VII, P.1286 )

8. CONCEPTUALIZING
REPORT: ...
• AS NOUN -
• A REPORT OF THE ACCIDENT, ACCOUNT,
STATEMENT, RECORD, EXPOSITION, DELINEATION.
• AS VERB -
• THE LATEST FINDINGS BRING WORD ABOUT,
ANNOUNCE, PASS ON, COMMUNICATE, RELAY,
RELATE, TELL, RECOUNT, GIVE AN ACCOUNT OF,
SET FOURTH, DOCUMENT, NARRATE, DESCRIBE,
DELINEATE, DETAIL, DIVULGE, DISCLOSE,
CIRCULATE.²
( THE CONCISE OXFORD THESAURUS (2004): A DICTIONARY OF
SYNONYMS, P.677 )

9. REPORT: DEFINITION
• AN ACCOUNT OF OR A STATEMENT ABOUT
SOMETHING THAT HAPPENED IN THE PAST.
ETYMOLOGICALLY:
• REPORT MEANS 'TO CARRY BACK'
• BECAUSE 'RE' MEANS BACK AND
• 'PORTARE' MEANS TO CARRY.
• ( THUS, THE REPORT IS A DESCRIPTION OF SOME
EVENT OR SITUATION THAT HAS ALREADY
HAPPENED. )

10. 10 Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021
It contains facts figures,
information, analysis, opinions,
suggestions, recommendations,
drafts, charts, pictures, statistical
tables specially complied for a
particular purpose.
Report means a statement or
description of what has been said,
seen, done, witnessed etc.

11. • A report is a formal communication
written for a specific purpose, conveying,
authentic information to a well-defined
audience in a completely impartial and
objective manner. Written in a
conventional or usable form, it describes
the procedures followed in the collection
and examination of data, analyses, the
facts collected, derives conclusions from
them, and gives recommendations, if
necessary.³
( Communication Skills (2013) Sixth Impression,
p.-p.:511-512. )
Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 11

12. Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021
12 TYPES OF REPORTS
• 1)According to use:
• External
• Internal
• 2)According to period:
• Routine
• Special

13. 13 Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021
3) According to
of management:
• Reports to Top
Management
• Reports to Functional
Management
• Reports to Junior Level
Management
• Functional Reports

14. 14
• 4) Corporate Reports:
• Statutory report
• Directors’ report
• Auditors’ report
• Non-statutory report
Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021

15. 15
• 5) Other Reports:
• Review
• Cost-Audit
• Interim
Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021

16. • Non-verbal Verbal
• Oral Written
• Informal Formal
• Informational Interpretative
• Routine/Periodic/Annual Progress
• Laboratory Inspection
• Inventory Confidential
• Solicited Non-solicited
Monday, May 17, 2021
Dr S. N. Singh (hodhms@mmmut,ac,in)
16

17. ACTIVITY
Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 17
Objective Outcome:
Participants will be
able to :
{ Identify, relate and
discriminate
Subjective and
Objective Language }

18. SESSION: T W O
TOWARDS
RESEARCH/REPORT
DOCUMENTATION

19. • RESEARCH WRITING:
• (Mechanics of Writing/Writing Styles)
• a) My-ways are Highways
• (Seven Blinds Describing an
Elephant...)
• b) Subjective Expressions,
• c)Objective Language,
• d) Inductive Logic,
• e) Deductive Logic,
Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 19

20. RESEARCH WRITING:…
(Mechanics of Writing/Writing
Styles)
f) Journalistic Approach
(Five W & One H)
g) Chronological
Methods
h) Spatial Method
Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 20

21. Monday, May 17, 2021
Dr S. N. Singh (hodhms@mmmut,ac,in)
21
REPORT WRITING:
(Mechanics of Writing/Writing
Styles)
Fog Index
Simple Language
KISS Formula
( Keep it Short & Simple )

22. 22 Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021
Research Documentation/ Report
Writing:
(Format & Structure)
a) Front Matter
b) Main Body
c) Back Matter

23. Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021
23
• REPORT WRITING: FRONT MATTER
• Cover Sheet
Title Page
• Frontispiece
Copyright Notice
• Forwarding Letter Preface
• Acknowledgements Table of
Contents
• List of Illustrations Abstract
• (or Summary or Executive Summary)

24. Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 24
REPORT WRITING: MAIN
BODY
a) Introduction
b) Discussion
c) Conclusion
d) Recommendation

25. Research
Documentation/ Report
Writing:
BACK MATTER...
a) Appendices
( Additional charts and graphs,
sample
questionnaires, worked out
calculations, site plans and so
on.)
b) References ( List of
Works Cited )
c) Bibliography ( List
of Works Consulted )
Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 25

26. RESEARCH DOCUMENTATION/ REPORT
WRITING:
BACK MATTER...
• D) GLOSSARY (IF NEEDED)
• ( LIST OF TECHNICAL WORDS & TERMS WHICH
APPEAR IN THE TEXT OF THE REPORT. )
• E) INDEX
• ( LIST OF VARIOUS TOPICS, SUB-TOPICS, AND
VARIOUS OTHER SIGNIFICANT ASPECTS WHICH
HAVE BEEN DISCUSSED INSIDE THE MAIN BODY
BUT COULD NOT FIND A PLACE IN THE TABLE OF
CONTENTS. )

27. RESEARCH
DOCUMENTATION/REPORT:
CHECKLIST
2
7
Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021

28. RESEARCH DOCUMENTATION/REPORT:
CHECKLIST
28
• 1. Title page
• Title
• Writer
• Organization
• Date
• Person/group who commissioned the
report
Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021

29. Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 29
Accurate,
clear
layout
Section
numberin
system
indentatio
Complete Page
numbers
List of
illustration
if
applicable
Research Documentation/Report:
CHECKLIST
2. Table of Contents

30. Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 30
Appropriate
length
Complete
summary
of key
information
Informative,
not
descriptive, in
form
Impersonal
tone
Connected
prose
3. Abstract

31. Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 31
4. Introduction
Relating
topic to
wider
field

32. Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021
32
5.
Body
Forma
Main headings indicating equal level of importance
All subheadings relating to section heading
Choice of levels indicating hierarchy of importance
Hierarchy of importance shown by careful and consistent
use of features such as capitals, different fonts,
bold, italics etc.

33. Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021
33
When using charts,
statistics and
illustrations check
for suitability,
captions, reference
in text and
positioning
Space between
sections to enhance
readability and
layout
Numbering/letter
system
Indenting

34. Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 34
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

35. 6. Expression
• Correct
• Own words
• Concise
• Clear to intended reader
• Formal and factual
Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 35

36. 7. Content
• Logical development of ideas from one section to another, and within
each section
• Citing evidence
• Relevant
• Objective
• Specific
• 8. Conclusion(s)
• Arising out of the facts
• Convincing
• A substantial basis for the recommendations

37. 9. Recommendations (if applicable)
• Based on the conclusions
• Practical
• Specific
• Well organized, with the most important first
10. List of references
• Sources in the text listed by the Harvard/MLA or as
recommended/ required system

38. 11. Bibliography
Texts consulted but not referred to directly in the report
12. Glossary (if included)
Arranged alphabetically
13. Appendix (appendices)
Placed at end of a report if included
Arranged in the order referred to in the report

39. REFERENCES/WO
RKS CITED:
• HORNBY, A S. (2005) OXFORD ADVANCED LEARNER'S
DICTIONARY, CHIEF ED. SALLY WEHMEIER, ED(S). COLIN
MCINTOSH ET AL. ED. VII, OXFORD UNIVERSITY PRESS, NEW
YORK, USA. P
.1286. (PRINT)
• KIRKPATRICK, BETTY. (2004) THE CONCISE OXFORD THESAURUS :
A DICTIONARY OF SYNONYMS, OXFORD UNIVERSITY PRESS,
NEW DELHI, INDIA. P
.677. (PRINT)
• KUMAR, SANJAY & LATA, PUSHP
. (2013) COMMUNICATION
SKILLS, OXFORD UNIVERSITY PRESS, NEW DELHI, INDIA. P
.-P
.:511-
515. (PRINT)
• SX4Z5II13XQQAAB9HQKPEG.JPEG (1441×1332) (MEDIUM.COM)
BROWSED AS ON MAY 09, 2021. (WEB)

40. BIBLIOGRAPHY:
(1) BOVEE, COURTLAND L. (2005)
TECHNIQUES OF WRITING BUSINESS
LETTERS, MEMOS & REPORTS, JAICO
PUBLISHING HOUSE, MUMBAI, INDIA.
(PRINT)
(2) CHAUHAN, NARENDER KR. &
SINGH, SUDHIR N. (2013.) FORMAL
LETTERS, S. N. SINGH, PANKAJ
PUBLICATION INTERNATIONAL, NEW
DELHI, INDIA. (PRINT)
(3) HORNBY, A S. (2005) OXFORD
ADVANCED LEARNER'S DICTIONARY,
CHIEF ED. SALLY WEHMEIER, ED(S).
COLIN MCINTOSH ET AL. ED. VII,
OXFORD UNIVERSITY PRESS, NEW YORK,
USA. (PRINT)
(4) KIRKPATRICK, BETTY. (2004) THE
CONCISE OXFORD THESAURUS : A
DICTIONARY OF SYNONYMS, OXFORD
UNIVERSITY PRESS, NEW DELHI, INDIA.
(PRINT)

41. BIBLIOGRAPHY:...
(5) KUMAR, SANJAY & LATA,
PUSHP. (2013) COMMUNICATION
SKILLS, OXFORD UNIVERSITY
PRESS, NEW DELHI, INDIA.
(PRINT)
(6) MOUNSEY, CHRIS. (2005)
ESSAYS AND DISSERTATIONS,
ONE STEP AHEAD...SERIES ED.
JOHN SEELY, OXFORD UNIVERSITY
PRESS, NEW DELHI, INDIA.
(PRINT)
(7) SEELY, JOHN. (2006)
WRITING REPORTS, ONE STEP
AHEAD...SERIES ED. JOHN SEELY,
OXFORD UNIVERSITY PRESS, NEW
DELHI, INDIA. (PRINT)

42. UNIFICATION OF
TECHNICAL SKILLS &
SOFT SKILLS ARE PRE-
REQUISITE TO
SUCCESS
sudhirnarayansingh2009@gmail.com
42
Monday, May 17, 2021

43. FEEDBACK,
DOUBTS &
QUARRIES
…???
43
Monday, May 17,
2021
Dr S. N. Singh (hodhms@mmmut,ac,in)

44. Monday, May 17, 2021
sudhirnarayansingh2009@gmail.com
44

45. Monday, May 17, 2021
sudhirnarayansingh2009@gmail.com
45

46. FINAL
WORDS:
Monday, May 17, 2021 sudhirnarayansingh2009@gmail.com 46
• Its your attitude, not your
aptitude that defines your
altitude.
• In the current scenario any
individual needs to have the
right skills, the right knowledge
and the right attitude to be the
right professional.
• (Times of India,March 17,
2010)

47. WITH BEST WISHES
47
Dr S. N. Singh (hodhms@mmmut,ac,in) Monday, May 17, 2021

48. Monday, May 17, 2021 Dr S. N. Singh (hodhms@mmmut,ac,in) 48
By…
Dr Sudhir Narayan Singh,
Associate Professor & Head,
Humanities & Management Science Department,
Madan Mohan Malaviya University of Technology,
Gorakhpur, U.P. India