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Report Writing
Module 2
INTRODUCTION
 Reports are facts and arguments on a specific subject presented
in an orderly and systematic manner.
 Reports assist in decision-making.
 Some present a review of background information that aids in
deciding on a future course of action, while others provide
solutions to actual business problems.
 Organizing a report requires a thorough understanding of the
purpose for which the report is required, the audience that will
read the report, and the context or backdrop against which the
report is set.
How Reports help the managers?
 Reports are assigned and written to enable managers to make
decisions when they cannot directly observe the materials,
personnel, and other factors involved in running an organization.
 Managers must rely on the observations and reports of others
when:
 ❚ They are too far removed from a particular operation to observe it
directly.
 ❚ They do not have time to supervise an operation directly.
 ❚ They do not have the technical expertise to make accurate
observations.
QUALITIES OF AN IDEAL REPORT
 Reports must be accurate, reliable, and objective for effective decision-
making to occur.
 Good reports do not merely inform; they give the readers ideas,
direction, and answers to pressing problems.
 It is also said that the recipients of reports, who are usually higher up in
the chain of command, assess the credibility of the writer by the quality
of the report.
 Writers need to be free of biases and prejudice. They need to honestly
assess whether all the relevant information pertaining to the subject of
the report has been included.
To achieve accuracy and objectivity in Report
Writing
 Differentiate between facts and opinions—avoid hasty and ill-conceived generalizations that are
not supported by evidence.
 Use correct sources of information that are regularly updated. Also cite these wherever
necessary. Do not rely solely on one source.
 Avoid unfair comparisons and analogies.
 As far as possible, test for things which have been assumed. Generalizing hypotheses and
stating these to be a norm without accurately testing them makes the research subjective in
nature.
 Use logic to support arguments. Emotional statements and the excessive use of adjectives and
weak verbs make the writing ineffective.
 Focus on people and not on the ideas in framing sentences. In essence, make the subject of
the sentence the person or the organization, not the idea that one has proposed. The idea then
becomes the object of the subject’s focus. For instance, the sentence “*Rightsizing can result
in motivating officers who are sincere in their jobs” should ideally be rephrased to “Sincere
officers benefit the most from the proposed rightsizing.”
 *reduce the size of the company by shedding the staff.
DIRECT AND INDIRECT REPORTING STYLES
 A thumb rule to follow when selecting a reporting style is to select the direct style
when:
 ❚ The writer is sure that the audience will react positively to the direct tone.
 ❚ The writer knows the audience well.
 ❚ What is written has a positive feel to it.
 ❚ The matter is routine
 The indirect style should be chosen when:
 ❚The writer is unsure about the reaction of the audience to the direct tone.
 ❚ The writer does not know the audience (when in doubt, it is better to use the indirect style).
 ❚ What is written has a negative feel to it.
 ❚ The writer wants to build up his or her case.
5 Ws and 1 H
 A report can only be considered complete if it answers these questions starting with
an interrogative word:
• Who is it about?
• What happened?
• When did it take place?
• Where did it take place?
• Why did it happen?
• How did it happen?*
• *"how" can also be covered by "what", "where", or "when"
Reports can be classified according to their requirement
in the organization
Format/Structure
 The elements (parts) of a full report, in the order of their sequence in a long, formal report are:
Cover
Title page
Acknowledgements
Table of contents
Executive summary
Introduction
Discussion/description
Conclusions
Recommendations
Appendix
List of references
Bibliography
Glossary
Index
Front Matter
Main Body
Back Matter
 In the normal arrangement, the conclusions and recommendations are positioned
after the discussion. However, business executives are usually short of time and are,
therefore, more interested in knowing the conclusions and recommendations of the
study. Alternative arrangement follows the below order:

Alternative Arrangement:
Order of Elements in a Formal Business Report
Parts of a Formal Report
The Title Page
The title page includes the
following:
 The heading (title of the report),
which should be short, clear, and
unambiguous.
 The name and affiliation of the
author(s).
 The department and date of issue.
Acknowledgements
The writer of the report should thank everyone
associated with the assignment and preparation of the
report.
Sample: I thank my organization, PPL Feedback Packaging Limited, for giving me the opportunity to
conduct this research project. A special word of thanks to Mr. Suresh Kumar (Director and Chief
Executive), Mr. Nitin Khanna (DGM), and the executives of PPL Feedback Packaging Limited for
giving me the necessary guidance and help. I also thank all the respondents of the survey, who gave
me valuable information to carry out the study. Finally, I wish to thank my colleagues in the
marketing department, whose inputs were invaluable to the research.
Letter of Transmittal
Although the letter of transmittal is usually placed
after the title page, it functions as a greeting to the
reader.
The letter summarizes the findings, conclusions, and
recommendations and gives an idea of what is in the
report.
Table of Contents
 Long reports must have a table of
contents placed after the
acknowledgements and before the
executive summary.
 It identifies the topics and their
page numbers in the report (or any
long document).
 It indicates the hierarchy of topics
and their sequence and mentions
the main sections of the report
exactly as they are worded in the
text.
Abstract and Executive Summary
 An abstract or executive summary
comes immediately after the list of
tables in the table of contents or
on/after the title page itself.
 A report has either an abstract or an
executive summary, based on the length
of the report and expectations of
readers. A company practice may be to
have both an abstract and an executive
summary with long reports.
 A summary: ■ Should give the context
of the report ■ Should provide the most
important findings, conclusions, and
recommendations ■ Should act as a
time-saver for busy management
executives
 Management reports use executive
summaries instead of abstracts.
An abstract is a summary of a
report’s most important points.
It can be either descriptive or
informative and is generally
written in about 200 words and
in one paragraph.
An executive summary gives a
more detailed overview of a report
than an abstract does. It can run
into one or two pages. It presents
the reader with a preview of the
report’s findings, conclusions,
recommendations, and impact on
the company. Management
executives sometimes need to know
just the main contents of a report,
especially its conclusions and
recommendations, and a detailed
synopsis in the form of an executive
summary serves this purpose.
DIFFERENCE
Executive Summary’s Content
An executive summary covers all the major elements of a report’s
content:
1. Background of the problem
2.Major topics
3.Important details
4.Main conclusions
5.Recommendations
6.Discussion of how implementation of the recommendations would affect
the company.
Discussion and Analysis of Findings
This is the main body of the report, and the
collected information is developed in one of the
following ways:
Chronological development
Subject-wise development
Concept-wise Development
Discussion and Analysis of Findings
 Chronological development:
The information can be arranged in the order in which the events
happened. This is the simplest method of presenting information—as a
story with a beginning, middle, and end.
It requires relatively little planning and organizing. The writer selects
and arranges the major topics in the order of their occurrence.
Nonsignificant events are left out.
This method is usually used for writing short reports, progress reports
describing the status of a project, and investigative reports that discuss
investigations conducted over a long time and at different places.
 By discussing each event step by step, the cumulative effect of a
variable (factor/ thing) can be seen through the conclusions drawn at
suitable intervals.
Discussion and Analysis of Findings
 Subject-wise development
The information can also be arranged according to the subjects or
topics discussed within the report.
The subjects are grouped in a predetermined order to make the
presentation of information coherent and logical.
When writing a report with several variables, the author should
arrange the discussions according to the subjects, explain how each
variable affects each subject, calculate the cumulative effect, and then
record the cumulative effect in a chronological order.
The writer must select a sequence based on the variable they want to
recommend or emphasize, either in increasing or decreasing
suitability order. They must clearly indicate whether ascending or
descending order is being followed before structuring the information.
Discussion and Analysis of Findings
 Concept-wise Development
The information can be organized ‘concept-wise’, which means that
the writer develops his or her argument and reasoning on the lines
of his or her thoughts and can arrange the report by following the
logical sequence of the investigation.
The writer organizes a report by describing each step in sequence,
guiding the argument and forming a complete concept through a
well-linked procession of ideas.
The concept-wise method involves the writer explaining their
reasoning and conclusion in a complex topic, ensuring the reader
understands the various concepts used in the conclusion.
Glossary
 A glossary is a list of technical terms used in a report or paper, placed at the end
of the report before the index.
 It explains usage, rules for compounding, abbreviating, and writing difficult
words.
 Commonly confused words due to similar meanings or spellings include diplex
and duplex, ground floor and first floor, postpone and cancel, and imply and infer.
 Common errors in usage include using "many times" instead of "many times",
replacing "one of the best options" with "one of the best options", and "comprises
of" instead of "for comprises".
 Words often misspelled, such as agism (age-ism), accomodation (instead of
accommodation), and seprate (should be separate), are examples of incorrect
spelling.
 Words with multiple acceptable spellings, like program and programme, are
listed in the glossary, with a choice indicated for those like symposiums and
symposia.
 The glossary provides a comprehensive explanation of the usage of words like
Appendix
 The appendix is used to give a variety of information separately when
its inclusion in the main body could interfere with the smooth reading
of the report.
 It usually includes the text of questionnaires or other instruments of
survey like tables, flow charts, maps, summaries of raw data, and
details of mathematical formulation.
 Each appendix is numerically or alphabetically labelled to help the
reader identify the material.
 The word ‘annexure’ is sometimes used for the appendix.
 The appendix may also include the distribution list. When a report is
sent to several persons, it will contain a list of all the persons who
receive a copy.
 A short distribution list can appear at the foot of the table of contents
Bibliography and References
 The bibliography lists all sources used in preparing a report, including
reference documents, previous reports, books, periodicals, and letters.
 Report writers must cite sources as footnotes (wherever acceptable) or
endnotes to avoid plagiarism.
 Cross-references should be documented without disrupting the
argument's flow. Writers can use footnotes or endnotes to provide
references, allowing readers to check accuracy and consult original
sources. Endnotes are preferred as they are easy to refer to and avoid
spacing issues.
 Each reference to be cited in the endnotes is numbered consecutively as
1, 2, 3, and so on. Accordingly, each reference should have the same
number when mentioned in the body of the discussion (In-Text
Citation).
Index
 An index (plural indexes or indices) is an alphabetical list of subjects,
names, and so on, with references to page numbers where they occur
in the report or book.
 It is usually placed at the end.
 It should not be confused with the table of contents, which always
appears at the beginning of the report or book.
 In long reports and voluminous works, an index helps the reader
locate a subject easily wherever it has been mentioned or discussed in
the text.
Using Diagrams and Visual Aids in
Reports
 Report writers use tables and graphics such as bar charts, line
charts, and pictograms to explain ideas briefly and vividly.
 Diagrams, like all visual aids, communicate information clearly and
effectively with the help of the following:
Use of Tables
Use of Graphics
Use of Tables
Use of Graphics
 Bar Charts
A bar chart can be
simple or complex.
A simple bar chart
is used to compare
quantities that can
be depicted on a
scale.
A bar chart can be
broken up when the
quantities are too
large to be covered
by the chart.
Segmented Bar Chart  Sometimes bar charts
represent more than
one item and include
several components,
which are depicted by
segmenting the bars
into different parts
shown in different
colors or cross-
hatchings.
 The labels to identify
different parts can be
given separately if
there is inadequate
space along the bars.
 The segmented bar
chart is also known as
Line Charts/Graphs
 Line charts are useful for showing
changes in quantitative data spread
over some time.
 Use the vertical axis to represent
amount and the horizontal axis for
time.
 Begin the vertical axis at zero and
divide the scale according to the size
of the amount to be shown on it.
 Make both vertical and horizontal
gradations equal. That is, all spaces
on the amount (vertical) axis should
be the same, and all-time scales
should be the same. But it is not
necessary that the time space and
amount divisions be equal.
 Use proper proportions in the sizes
of the vertical and horizontal
measures so that the lines drawn
Pie Charts
 A pie chart
presents a whole
that is divided
into various
parts.
 The pie
represents the
whole, and its
segments
represent parts
of the whole.
 A pie chart is
used to show the
relationship
among parts only
Histograms
 A histogram is a graph of
frequency distribution.
 When drawing a
histogram, the variable is
always shown on the x-
axis and the frequency is
determined on the y-axis.
 A histogram consists of a
series of adjacent
rectangles, each having a
class-interval distance as
its width and the
frequency distance as its
height.
 The area of the
histogram represents the
total frequency
distribution across the
classes
*The Art and Science of Business Communication
Skills, Concepts, Cases, and Applications-Fourth
Edition- P.D. Chaturvedi & Mukesh Chaturvedi

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BBA_Module 2_Report Writing.pptxbgghhbbgg

  • 2. INTRODUCTION  Reports are facts and arguments on a specific subject presented in an orderly and systematic manner.  Reports assist in decision-making.  Some present a review of background information that aids in deciding on a future course of action, while others provide solutions to actual business problems.  Organizing a report requires a thorough understanding of the purpose for which the report is required, the audience that will read the report, and the context or backdrop against which the report is set.
  • 3. How Reports help the managers?  Reports are assigned and written to enable managers to make decisions when they cannot directly observe the materials, personnel, and other factors involved in running an organization.  Managers must rely on the observations and reports of others when:  ❚ They are too far removed from a particular operation to observe it directly.  ❚ They do not have time to supervise an operation directly.  ❚ They do not have the technical expertise to make accurate observations.
  • 4. QUALITIES OF AN IDEAL REPORT  Reports must be accurate, reliable, and objective for effective decision- making to occur.  Good reports do not merely inform; they give the readers ideas, direction, and answers to pressing problems.  It is also said that the recipients of reports, who are usually higher up in the chain of command, assess the credibility of the writer by the quality of the report.  Writers need to be free of biases and prejudice. They need to honestly assess whether all the relevant information pertaining to the subject of the report has been included.
  • 5. To achieve accuracy and objectivity in Report Writing  Differentiate between facts and opinions—avoid hasty and ill-conceived generalizations that are not supported by evidence.  Use correct sources of information that are regularly updated. Also cite these wherever necessary. Do not rely solely on one source.  Avoid unfair comparisons and analogies.  As far as possible, test for things which have been assumed. Generalizing hypotheses and stating these to be a norm without accurately testing them makes the research subjective in nature.  Use logic to support arguments. Emotional statements and the excessive use of adjectives and weak verbs make the writing ineffective.  Focus on people and not on the ideas in framing sentences. In essence, make the subject of the sentence the person or the organization, not the idea that one has proposed. The idea then becomes the object of the subject’s focus. For instance, the sentence “*Rightsizing can result in motivating officers who are sincere in their jobs” should ideally be rephrased to “Sincere officers benefit the most from the proposed rightsizing.”  *reduce the size of the company by shedding the staff.
  • 6. DIRECT AND INDIRECT REPORTING STYLES  A thumb rule to follow when selecting a reporting style is to select the direct style when:  ❚ The writer is sure that the audience will react positively to the direct tone.  ❚ The writer knows the audience well.  ❚ What is written has a positive feel to it.  ❚ The matter is routine  The indirect style should be chosen when:  ❚The writer is unsure about the reaction of the audience to the direct tone.  ❚ The writer does not know the audience (when in doubt, it is better to use the indirect style).  ❚ What is written has a negative feel to it.  ❚ The writer wants to build up his or her case.
  • 7. 5 Ws and 1 H  A report can only be considered complete if it answers these questions starting with an interrogative word: • Who is it about? • What happened? • When did it take place? • Where did it take place? • Why did it happen? • How did it happen?* • *"how" can also be covered by "what", "where", or "when"
  • 8. Reports can be classified according to their requirement in the organization
  • 9. Format/Structure  The elements (parts) of a full report, in the order of their sequence in a long, formal report are: Cover Title page Acknowledgements Table of contents Executive summary Introduction Discussion/description Conclusions Recommendations Appendix List of references Bibliography Glossary Index Front Matter Main Body Back Matter
  • 10.  In the normal arrangement, the conclusions and recommendations are positioned after the discussion. However, business executives are usually short of time and are, therefore, more interested in knowing the conclusions and recommendations of the study. Alternative arrangement follows the below order:  Alternative Arrangement: Order of Elements in a Formal Business Report
  • 11. Parts of a Formal Report
  • 12. The Title Page The title page includes the following:  The heading (title of the report), which should be short, clear, and unambiguous.  The name and affiliation of the author(s).  The department and date of issue.
  • 13. Acknowledgements The writer of the report should thank everyone associated with the assignment and preparation of the report. Sample: I thank my organization, PPL Feedback Packaging Limited, for giving me the opportunity to conduct this research project. A special word of thanks to Mr. Suresh Kumar (Director and Chief Executive), Mr. Nitin Khanna (DGM), and the executives of PPL Feedback Packaging Limited for giving me the necessary guidance and help. I also thank all the respondents of the survey, who gave me valuable information to carry out the study. Finally, I wish to thank my colleagues in the marketing department, whose inputs were invaluable to the research.
  • 14. Letter of Transmittal Although the letter of transmittal is usually placed after the title page, it functions as a greeting to the reader. The letter summarizes the findings, conclusions, and recommendations and gives an idea of what is in the report.
  • 15. Table of Contents  Long reports must have a table of contents placed after the acknowledgements and before the executive summary.  It identifies the topics and their page numbers in the report (or any long document).  It indicates the hierarchy of topics and their sequence and mentions the main sections of the report exactly as they are worded in the text.
  • 16. Abstract and Executive Summary  An abstract or executive summary comes immediately after the list of tables in the table of contents or on/after the title page itself.  A report has either an abstract or an executive summary, based on the length of the report and expectations of readers. A company practice may be to have both an abstract and an executive summary with long reports.  A summary: ■ Should give the context of the report ■ Should provide the most important findings, conclusions, and recommendations ■ Should act as a time-saver for busy management executives  Management reports use executive summaries instead of abstracts. An abstract is a summary of a report’s most important points. It can be either descriptive or informative and is generally written in about 200 words and in one paragraph. An executive summary gives a more detailed overview of a report than an abstract does. It can run into one or two pages. It presents the reader with a preview of the report’s findings, conclusions, recommendations, and impact on the company. Management executives sometimes need to know just the main contents of a report, especially its conclusions and recommendations, and a detailed synopsis in the form of an executive summary serves this purpose. DIFFERENCE
  • 17. Executive Summary’s Content An executive summary covers all the major elements of a report’s content: 1. Background of the problem 2.Major topics 3.Important details 4.Main conclusions 5.Recommendations 6.Discussion of how implementation of the recommendations would affect the company.
  • 18. Discussion and Analysis of Findings This is the main body of the report, and the collected information is developed in one of the following ways: Chronological development Subject-wise development Concept-wise Development
  • 19. Discussion and Analysis of Findings  Chronological development: The information can be arranged in the order in which the events happened. This is the simplest method of presenting information—as a story with a beginning, middle, and end. It requires relatively little planning and organizing. The writer selects and arranges the major topics in the order of their occurrence. Nonsignificant events are left out. This method is usually used for writing short reports, progress reports describing the status of a project, and investigative reports that discuss investigations conducted over a long time and at different places.  By discussing each event step by step, the cumulative effect of a variable (factor/ thing) can be seen through the conclusions drawn at suitable intervals.
  • 20. Discussion and Analysis of Findings  Subject-wise development The information can also be arranged according to the subjects or topics discussed within the report. The subjects are grouped in a predetermined order to make the presentation of information coherent and logical. When writing a report with several variables, the author should arrange the discussions according to the subjects, explain how each variable affects each subject, calculate the cumulative effect, and then record the cumulative effect in a chronological order. The writer must select a sequence based on the variable they want to recommend or emphasize, either in increasing or decreasing suitability order. They must clearly indicate whether ascending or descending order is being followed before structuring the information.
  • 21. Discussion and Analysis of Findings  Concept-wise Development The information can be organized ‘concept-wise’, which means that the writer develops his or her argument and reasoning on the lines of his or her thoughts and can arrange the report by following the logical sequence of the investigation. The writer organizes a report by describing each step in sequence, guiding the argument and forming a complete concept through a well-linked procession of ideas. The concept-wise method involves the writer explaining their reasoning and conclusion in a complex topic, ensuring the reader understands the various concepts used in the conclusion.
  • 22. Glossary  A glossary is a list of technical terms used in a report or paper, placed at the end of the report before the index.  It explains usage, rules for compounding, abbreviating, and writing difficult words.  Commonly confused words due to similar meanings or spellings include diplex and duplex, ground floor and first floor, postpone and cancel, and imply and infer.  Common errors in usage include using "many times" instead of "many times", replacing "one of the best options" with "one of the best options", and "comprises of" instead of "for comprises".  Words often misspelled, such as agism (age-ism), accomodation (instead of accommodation), and seprate (should be separate), are examples of incorrect spelling.  Words with multiple acceptable spellings, like program and programme, are listed in the glossary, with a choice indicated for those like symposiums and symposia.  The glossary provides a comprehensive explanation of the usage of words like
  • 23. Appendix  The appendix is used to give a variety of information separately when its inclusion in the main body could interfere with the smooth reading of the report.  It usually includes the text of questionnaires or other instruments of survey like tables, flow charts, maps, summaries of raw data, and details of mathematical formulation.  Each appendix is numerically or alphabetically labelled to help the reader identify the material.  The word ‘annexure’ is sometimes used for the appendix.  The appendix may also include the distribution list. When a report is sent to several persons, it will contain a list of all the persons who receive a copy.  A short distribution list can appear at the foot of the table of contents
  • 24. Bibliography and References  The bibliography lists all sources used in preparing a report, including reference documents, previous reports, books, periodicals, and letters.  Report writers must cite sources as footnotes (wherever acceptable) or endnotes to avoid plagiarism.  Cross-references should be documented without disrupting the argument's flow. Writers can use footnotes or endnotes to provide references, allowing readers to check accuracy and consult original sources. Endnotes are preferred as they are easy to refer to and avoid spacing issues.  Each reference to be cited in the endnotes is numbered consecutively as 1, 2, 3, and so on. Accordingly, each reference should have the same number when mentioned in the body of the discussion (In-Text Citation).
  • 25. Index  An index (plural indexes or indices) is an alphabetical list of subjects, names, and so on, with references to page numbers where they occur in the report or book.  It is usually placed at the end.  It should not be confused with the table of contents, which always appears at the beginning of the report or book.  In long reports and voluminous works, an index helps the reader locate a subject easily wherever it has been mentioned or discussed in the text.
  • 26. Using Diagrams and Visual Aids in Reports  Report writers use tables and graphics such as bar charts, line charts, and pictograms to explain ideas briefly and vividly.  Diagrams, like all visual aids, communicate information clearly and effectively with the help of the following: Use of Tables Use of Graphics
  • 28. Use of Graphics  Bar Charts A bar chart can be simple or complex. A simple bar chart is used to compare quantities that can be depicted on a scale. A bar chart can be broken up when the quantities are too large to be covered by the chart.
  • 29. Segmented Bar Chart  Sometimes bar charts represent more than one item and include several components, which are depicted by segmenting the bars into different parts shown in different colors or cross- hatchings.  The labels to identify different parts can be given separately if there is inadequate space along the bars.  The segmented bar chart is also known as
  • 30. Line Charts/Graphs  Line charts are useful for showing changes in quantitative data spread over some time.  Use the vertical axis to represent amount and the horizontal axis for time.  Begin the vertical axis at zero and divide the scale according to the size of the amount to be shown on it.  Make both vertical and horizontal gradations equal. That is, all spaces on the amount (vertical) axis should be the same, and all-time scales should be the same. But it is not necessary that the time space and amount divisions be equal.  Use proper proportions in the sizes of the vertical and horizontal measures so that the lines drawn
  • 31. Pie Charts  A pie chart presents a whole that is divided into various parts.  The pie represents the whole, and its segments represent parts of the whole.  A pie chart is used to show the relationship among parts only
  • 32. Histograms  A histogram is a graph of frequency distribution.  When drawing a histogram, the variable is always shown on the x- axis and the frequency is determined on the y-axis.  A histogram consists of a series of adjacent rectangles, each having a class-interval distance as its width and the frequency distance as its height.  The area of the histogram represents the total frequency distribution across the classes
  • 33. *The Art and Science of Business Communication Skills, Concepts, Cases, and Applications-Fourth Edition- P.D. Chaturvedi & Mukesh Chaturvedi