How to Write a Report

02/13/13 " Teaching is an art". Rajeev Ranjan 1

Informational

•Inform or instruct – present information
• Reader sees the details of events, activities or
conditions.
• No analysis of the situation, no conclusion, no
recommendations.


Analytical

•Written to solve problems
• Information is analyzed.
• Conclusions are drawn and recommendations are made


•Persuasive

•An extension of analytical reports: main focus is to sell an
idea, a service, or product.
• Proposals are the most common type.


•Difference between Reports and Correspondence

Reports usually have a more diverse audience,
more than one purpose and more detailed
information.


Report Purpose
Periodic Operating Reports To monitor and control production, sales,
shipping, service, etc.

Situational Report To describe one-time events, such as trips,
conferences, and seminars.
Investigative/Informational To examine problems and supply facts – with
little analysis.
Feasibility To analyze problems and predict whether
alternatives will be practical or advisable.


Research Studies

Proposals
Compliance
Justification/Recommendation

News Report


When describing trends and changes
There has been a :-
•sharp fall in------------------
•gradual decline----------------
•steady rise-----------------------
•steep rise
•--has dropped sharply
•--gradually declined
•--risen steadily
•---risen steeply
•---has leveled off at---


Example:-
IOC net loss at record rs. 22,451 million
Bleeding Now. Under Selling fuels, Rupees depreciation, maul refiner’s numbers
TOI Correspondent
R Ranjan
New Delhi: Pushed by soaring global crude oil prices and pulled by government pressures
that have led to selling well below costs, state –run Indian Oil Corporation on Thursday
posted its biggest quarterly loss ever at 22, 451 crore in the first quarter of the current
fiscal against a loss of 3, 719 crore last year.
The increase in the loss is because the current quarter for any Indian Company, which
suffered as the government, non –receipt of subsidy and depreciation of the rupee against
dollar “said Rs Butola, chairman and managing director. (Reason)
While global crude prices continue to rule above the $100 barrel
mark----------------------------
(fiscal against a loss) ----------- Comparison
(because)_________________ Reason
(while)-------------------------------Connector


When making projection

•It is forecast that approx------
•It is projected that approximately---------
•I would predict that approximately---------
•Present trends indicate that approximately-------
•----is forecast to reach approx ------------in-
•----is projected to reach approx---in-------


When making recommendations

 I recommend that ------
I urge that--------------
I propose that
It is proposed that -----------------------
It is recommended that -----------------
My recommendation is that --------------
 My proposal is that ----------------------


To express frequency

Most of the time ...
Frequently ...
Occasionally ...
Often ...
At times ...


To express proportion When expressing probability

Most ... It is probable that
Many ... -------------------------------
The majority of ... Most
A large number of ... likely-----------------------------------------
A small number of ... The probability is that
Very few ...
Only a few ...


To express comparison and contrast

compared with ...
On the other hand, ...
In contrast, ...
By comparison, ...
... however, ...
... in comparison with


Formal Report Language

On June 20th, 2004, I had to have a look at complaints about the time‐keeping of
the guys in
the general office. To get some information I had a chat with each of the 12 workers
concerned, and watched out for their time of arrival over a two‐week period.


Suggested Answer

On June 20th, 2004, I had to have a look at complaints about the time‐keeping of the guys in
the general office. To get some information I had a chat with each of the 12 workers
concerned, and watched out for their time of arrival over a two‐week period.

(Suggested answers: investigated, punctuality, staff, obtain, conducted interviews,
employees, noted)


Rajeev Ranjan
B.Ed(English), PGDTE & Psy. Counselor
English and Foreign Languages University, Hyderabad
Email .Id : rajeevbhuvns@gmail.com


• http://1.bp.blogspot.com/cartoon_owl_sitting_on_a_book_T.png
• http://janraeaguilos.blog.com/files/2011/11/writing_cartoon_3.jpg
• http://en.wikipedia.org/wiki/Report
• http://www.teachingenglish.org.uk
• www.rmit.edu.au/studyandlearningcentre/February 2008
• Henry, Alex, & Roseberry, Robert L. (2001). Help Yourself to English in the Business School.
• (2 ed.). Ashhurst, N.Z.
nd

• AS Hornby. (2005). Oxford Advanced Learner’s Dictionary of Current English ,7 th Edition
• English Course Communicative MCB(Page 200) , Revised Edition April 2011
• Gerson, Sharon and Gerson, Steven (2005). Technical Writing: Process and Product. Prentice
Hall. ISBN 0-13-119664-2.
• Lannon, John (2007). Technical Communication. Longman. ISBN 0-205-55957-3.
• The Indian Express (Classifieds) Saturday , August 11, 2012
• The Times of India, Friday , January 12, 2013


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