This document provides information about report writing from a presentation given by Prachi Ashvin Patel. It defines a report as a major form of business, professional, or technical communication used to record information for a specific audience or purpose. The document outlines different types of reports, including periodic and special reports, as well as oral and written reports. It also discusses the importance, formats, and structure of reports.

1. Government Engineering College,
Bhavnagar

2. Assignment
Communication Skills
Presentation on
Report Writing
• Name: Prachi Ashvin Patel
• Topic: Report Writing
• Semester: 1
• Year: 2016-2017
• Enrollment Number: 160210116034

3. What is a report?
A report is a major form of business
/professional /technical communication.
A report can be a description of an event
by a person who witnessed it to
somebody else who was not actually
present on the scene. A report is factual
writing, is formal in nature and is written
for a specific purpose or specific
audience.
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

4. Objectives
The purposes of writing reports vary widely.
Following are some of the important purposes of
reports:
• To present a record of accomplished work (Project work).
• To record research findings or technical specifications.
(Details of a new product).
• To document current status (An inspection report).
• To record an experiment (Laboratory report).
• To present information to a large number of people
(Annual report).
• To recommend actions useful in solving certain problems
(recommendatory report).
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

5. Types of reports
On the basis of purpose, frequency or mode
of reporting, reports can be classified as
follows:
• Informative, Analytical (Purpose)
• Periodic, Special (Frequency)
• Oral, Written (Mode of presentation)
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

6. Periodic and Special Reports
Periodic reports are either informational or
analytical in their purpose. As they are
prepared and presented at regular, prescribed
intervals, they are called periodic or routine
reports.
Special reports are related to a single
occasion or situation. A report on feasibility of
opening a new branch, or the causes behind
the recent fire incidents in a factory are special
reports. Special reports deal with non-
recurrent problems.
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

7. Oral and Written Reports
Reports can be oral or written depending upon the
mode of presentation.
Oral Reports
 Immediate feedback is
possible.
 Audience needs to
comprehend quickly when
these are presented.
 It cannot be referred to
again and again.
 It has less professional
value.
Written Reports
 Immediate feedback is not
possible.
 Audience can ponder over
these reports and
understand at their own
pace.
 It can be edited, reviewed
or stored.
 It has more professional
value.
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

8. Importance of Reports
• A report is the only tangible product of a
professional.
• Reports enable decision making and problem
solving in organizations.
• Reports serve as a measure of the growth,
progress, or success of an organization.
• Reports serve as a valuable repository of
information.
• Reports reveal gaps in thinking.
• Reports develop certain skills in the writer.
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

9. Formats of Reports
A report must have any of the following formats:
• Manuscript format
• Letter format
• Memo format
• Preprinted form
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

10. Manuscript format
This is the most commonly used
format for reports and is generally
used for formal reports. Length of
such reports can range from a few
pages to several hundred pages. It can
be used for all types of reports.
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

11. Memo format
A report sent to somebody within
the organization will be in a memo
format. The analysis, conclusions and
recommendations are included in the
main text part of the memorandum.
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

12. Letter format
When you send short reports of a
few pages to outsiders, you can opt
for a letter format. These reports may
include headings, illustrations and
footnotes.
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

13. Printed form
Reports containing routine matter
and which are periodical in nature
may be written in a form prescribed
by the organization. All we have to do
in a preprinted form is to fill in the
blanks.
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

14. Structure of Reports
Various elements combine together to
structure a report. There are nineteen elements
in structure of a report. Some of them maybe
included in all the reports while others maybe
included only when the report gets published.
One needs to keep in mind the following
parameters while selecting the structure
elements:
• Usefulness
• Terms of reference
• Existing practice
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

15. Elements of Structure of a Report
Prefatory parts:
• Cover
• Title page
• Certificate
• Acknowledgements
• Contents
• List of illustrations
• Abstract
Main text:
• Introduction
• Discussion
• Conclusions
• Recommendations
Supplementary parts:
• Appendix
• References
• Glossary
Optional elements:
• Frontispiece
• Letter of transmittal
• Copyright notice
• Preface
• Summary
• Index
Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

16. Format of
a Report
Source: meritnation.com

17. Thank you.