Basics of report writing
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The document provides guidance on writing reports. It defines a report as a document that examines a problem by conveying information and findings in order to put forward ideas and sometimes make recommendations. The key steps in report writing include preparing by defining the problem and purpose, determining the scope, collecting and organizing relevant information, analyzing the data, and writing the report with an objective and reader-focused structure. Reports should use clear headings and transitions between ideas to maintain reader interest and consistency. The style should be impersonal and maintain a consistent tense and time viewpoint.
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Basics of report writing
- 1. BASICS OF REPORT WRITING TEAM 1 PGDM 12’14 Anju Aishwarya Neeru Amit Ajay
- 2. REPORT WRITING - MEANING WHAT IS A REPORT ? Assessment of a situation or results from data analysis Precise, concise and succinct (to the point) Tightly focused Era Business School Era Business School Ajay K Raina Ajay K Raina
- 3. WHAT IS A REPORT? A document in which a given problem is examined, for the purpose of conveying information & findings, putting forward ideas first & sometimes making recommendations. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 4. Preparation before writing: Define the problem, purpose, scope and ask: What is wanted? How much? Why? When? This will determine the purpose that can be written in one clear statement. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 5. Determining the report’s scope Common fault of many reports - making the scope of a report too general or too vague After choosing the subject is to narrow the scope to the report’s length Scope is determined by the factors you will study Limit amount of information to the most needed and most important factors Era Business School Era Business School Ajay K Raina Ajay K Raina
- 6. STEPS FOR WRITING REPORTS….. Make an initial plan Locate your information and take notes Prepare the first draft Evaluate your draft carefully Era Business School Era Business School Ajay K Raina Ajay K Raina
- 7. Era Business School Ajay K Raina
- 8. THE OBJECTIVE… It defines the scope of our investigation Identify the purpose To inform To convince Era Business School Era Business School Ajay K Raina Ajay K Raina
- 9. Planning your report How much time do you have to write the report? How can your work be divided into stages? Set yourself deadlines for the various stages? Era Business School Era Business School Ajay K Raina Ajay K Raina
- 10. Collecting information What is the information you need? Where do you find it? Survey Organizations Online Publications How much do you need? Era Business School Era Business School Ajay K Raina Ajay K Raina
- 11. Organizing Information Discriminate between relevant and irrelevant information Sort/ organize information under main ideas/ details Era Business School Era Business School Ajay K Raina Ajay K Raina
- 12. Analyse your information After gathering info, you need to analyse it The purpose of the analysis is to make sense objectively, out of the information you have gathered Avoid personal bias of any kind entering into analysis Era Business School Era Business School Ajay K Raina Ajay K Raina
- 13. Characteristics of report Reader-centered beginning and ending Objectivity Time consistency Present Past Transition Interest Personal and impersonal writing Era Business School Era Business School Ajay K Raina Ajay K Raina
- 14. Wording of Headings Parallel Construction: Equal level headings should be in the same grammatical format—for example, all noun phrases, all sentences, or all truncated (headline-style) sentences. Conciseness in Wording: Headings should be as short as possible while still conveying clear meaning Variety of Expression: Replace monotonous repetitions of words in topic headings with a variety of words. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 15. Write the Report Put the report in context with your beginning and ending. Be objective. Believability Impersonal vs. personal writing Maintain a consistent time viewpoint. Use smooth transitions. Maintain interest. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 16. Beginnings and Endings A good beginning . . . states the subject of the report reveals what kind of data it is based upon indicates its likely significance to the reader A good ending . . . may summarize; or summarize and interpret; or summarize, interpret, and recommend—depending on the reader must make the informational “gist” clear must make the contents’ significance clear Era Business School Era Business School Ajay K Raina Ajay K Raina
- 17. Impersonal v/s Personal Styles Impersonal With the Jones project completed, work now is continuing on the next annual report, with a special focus on the new high-temperature technique. Personal During the first week of the period, I was completing the Jones project. I now am writing a description of the new high-temperature technique for the next annual report. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 18. Contd.. Impersonal The current period has been devoted to training on the use of the new equipment. Personal I have spent the current period getting trained on using the new equipment. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 19. Maintain Logic and Consistency in Time Viewpoint Consistent Present Since Dixie Cola is produced and distributed in the south, there is little difficulty in establishing its identity in that region. Strong markets are designated as those that require little or no local adaptation of commercials. Mississippi, Louisiana, and Alabama fall in that category. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 20. Contd.. Consistent Past Since Dixie Cola was produced and distributed in the South, there was little difficulty in establishing its identity in that region. Strong markets were designated as those that required little or no logical adaptation of commercials. Mississippi, Louisiana, and Alabama fell in that category. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 21. Need for transition Transition means “bridging across” Transitions are used to connect the parts of the report For connecting large parts, transition sentences may be used Transitional words show relationships between lesser parts Era Business School Era Business School Ajay K Raina Ajay K Raina
- 22. Transitions are Bridges for Moving the Reader Through Your Report Transition Idea Era Business School Era Business School Ajay K Raina Ajay K Raina Transition Idea Idea
- 23. Language Present facts as they are Paragraph length about 7 type written lines All paragraphs should have topic sentence as the opening line even if there is a heading Apply the seven Cs Sentences averaging 16-20 words Concrete nouns Few adverbs & adjectives Generally written in past tense Era Business School Era Business School Ajay K Raina Ajay K Raina
- 24. Maintaining interest Interesting writing is necessary for good communication Attention should be on main information Use concrete words and active-voice verbs Avoid rubber stamp jargon Select words carefully. Watch the rhythm of expression. Stress content over techniques. Be complete without using more words than necessary. Era Business School Era Business School Ajay K Raina Ajay K Raina
- 25. Thank You Era Business School Ajay K Raina