key components for Effective report writing.

1. Effective Report
Writing
Presented By:-
• Ajay Saharan (61)
• Sumit Sharma(63)
• Neeraj (115)
• Ashok Kumar (119)

2. MEANING
• “A report is a statement of the result of an
investigation or of any matter on which definite
information is required.”
(Oxford English Dictionary)

3. Agenda
Introduction
Effective report writing
Types of report
Structure of report
Planning of report
Features of report writing
Common mistakes in report writing
Prospectus
Structure
Importance of report writing
Conclusion

4. Introduction
• It is a study of facts & information
• It is formed in a structured format
• Based on observation and analysis
• It helps the management in an organization for
making plans & solving issues in the organization
• It is an outcome of an any event

5. An effective report can be written
going through the following steps-
• Determine the objective of the report, i.e.,
identify the problem
• Collect the required material (facts) for the
report
• Study and examine the facts gathered
• Plan the facts for the report

6. • Prepare an outline for the report, i.e., draft the
report
• Edit the drafted report
• Distribute the draft report to the advisory team
and ask for feedback and recommendations

7. Types of report
 Research Report
 Business Report
 Scientific Report
 Routine Report
 Investigation Report
 Project Report
 Director’s Report

8. Planning of Report
As in all writing assignments, it's crucial to analyse the task carefully
Who is the report for?
Why do they want it?
What do they need to know?

9. Then start planning:
Think about structure and format
Check your guidelines!
Have you been given a suggested structure or
format?
Think how to present your information most clearly.

10. Plan the writing process:
Think about what you already know
Brainstorm, Jot down notes or make a mind map
How will you find the information you need?
Make a time plan allowing for each preparation
and writing stage. Reports usually have important
deadlines!

11. Organise your information:
Consider the sources you will need
Decide which key information should go in which
section
Organise your information as you go along
Note your references as you go along

12. Structure of report
Bibliography
Conclusion
Body
Introduction
Abstract
Acknowledgements
Abbreviations and/or glossary
Table of Contents
Title page

13. TITLE PAGE
• The title itself is an important opportunity to tell the
potential reader what your research is about.
• Format for the title page is likely to be a required in
your discipline, so you need to check what that is.
Title page bearing:
• the title of the report,
• the degree for which it is submitted,
• the anticipated year of graduation, and
• the student's first name, initials and surname
• an accurate word count
• Date of publishing of report or course, logo of your
company.

14. EXAMPLE OF TITLE PAGE

15. TABLE OF CONTENTS
• a) The titles of parts, sections or chapters and their principal, and
their principal subdivisions should be listed in the Table of Contents
and must be worded exactly as they appear in the body of the report.
It is advisable to use numbers for; Heading: e.g. 1 ANALYISIS AND
DISCUSSION Sub-heading: 1.2 Effect of Stress Level Sub sub-
heading: 1.2.1 Mean Stress (No further sub-division is allowed)
• Be consistent in numbering.
• b) Major headings and sub-headings are typed closer with the left
margin.
• c) Candidate is free to label or give title for each chapter as sensibly
possible.
• d) Detail of List of illustrations.

16. DECLARATION OF ORIGINALITY
• The dissertation gives you the opportunity to carry
out an original piece of research. This does not mean
attempting to do something totally unrelated to
anything tackled in the past. Rather, it means
evaluating and building upon the work of others to
make an additional contribution to knowledge.
• 'I hereby declare that this dissertation has been
composed by me and is based on my own work'
• Signature:______________________

17. ACKNOWLEDGEMENT
• In this part,we include all the resources who
helps you to make the report effective.It might
be:
• 1.Family
• 2.Friends
• 3.Respondents
• 4.Collegues
• 5.Fellowmates
• 6.Subordinates
• 7.Professor….etc

18. ABSTRACT/SUMMARY
• The abstract should be placed immediately before
the first chapter of the report.( not more than 300
words)
• It should take the form of a short factual statement
identifying the topic of your study, the approach
adopted & the findings.
• Including the conclusions.
• Birdseye view of the result,methods of working.
• The abstract should give a brief exposition of the
research problems. purposes of the study, scope of
study, research approach and limitation.

19. INTRODUCTION
• State the question , background of the matter
• Describe similar work
• Outline the approach
• Describe the contents of
- Data
- Methods
- Analysis
• Don’t include too much technical details.

20. DECLARATION
This section has four purposes, it should:
• Interpret and explain your results
• Answer your research question
• Justify your approach
• Critically evaluate your study

21. CONCLUSIONS
• This chapter tends to be much shorter than the
Discussion. It is not a mere “summary” of your
research, but needs to be “conclusions” as to the
main points that have emerged and what they
mean for your field.
• Summarize what has been discovered.
• Give the answer.

22. REFERENCES
• Whenever you cite information (this includes
graphics) from another source, you must credit
the source in your References.
• The reference list shows the complete detail of
you cited,appears in an alphabetical list on a
seprate page,at the end of your report.

23. Features of good Report Writing
• It has a clear thoughts
• It is complete & self-explanatory
• It is comprehensive but compact
• It is accurate in all aspects
• It has suitable format for readers

24. • It support facts & is factual
• It has an impersonal style
• It has proper date & signature
• It has a reference to relevant details
• It follows an impartial approach

25. • It has all essential technical details
• It is presented in a lucid style
• It is a reliable document
• It is arranged in a logical manner

26. Advantage of Report Writing
• Report bears very much importance in the field
of business, commerce and trade. For this
reason, A student of business studies should
know about pros and cons of report and its
various aspects. Advantages of report writing
also make us to understand the importance of
report writing. However, Report writing
provides the below advantages in our business as
well as personal life:-

27. 1. Keep Records:
Report keeps record and provides valuable source of
information. We can re-use this information for future
reference.
2. Provide Information:
Report provides information in terms of tables, graphs,
charts and illustration and therefore we can be aware of
facts and figures as an update. Nowadays, information are
treated as the most valuable asset.
3. Indicate Status:
Report indicates the current status of any project and
therefore we keep on knowing what we are doing. It
communicates to donors and founders for project
progresses.

28. 4. Facilitates Research:
It facilitates research work as it is source of quantitative and
qualitative information. For example, A market report shown
the market condition of a product.
5. Setting Actions:
Report shows comparison and analysis with critical
evaluation and therefore it helps to determine future actions.
6. Decision Making:
Decisions can be easily made based on the recommendations
given in report.
7. Building Relation:
Report builds relationship between author and reader. It
creates impression on author's knowledge and philosophy
and also provides insight regarding his analytical and critical
understanding.

29. Boring Errors
Language Lengthy

30. Conclusion
Reports in written form are useful for future
reference reports provide adequate and correct
information as well as statistical data to
management and helps in decision making .a
report provides information of unknown facts ie
new ideas new vision new solution to problem new
research about a particular matter. a report
provides valuable information of all sectors in the
business hence report are useful for solving the
problem of various department. Report acts as an
important and effective internal tool of
communication.

31. REFERENCES
• www.selfmade.com
• www.linkedin.com