This document discusses various aspects of report writing, including definitions, qualities, types, formats, and methods of compiling data. It defines a report as an official document providing an account of information gathered from investigation or consideration. Reports have qualities of clarity, completeness, conciseness, compactness, correctness, and concreteness. The main types of reports are research reports, business reports, scientific reports, routine reports, and investigation reports. Common report formats include memo reports, letter reports, and project reports. Memo reports are used for internal communication, while letter reports are for external use. Project reports follow a detailed format with sections for introductions, descriptions, conclusions, and recommendations. The document also outlines methods for compiling data which include

1. Advanced Technical Writing: Report Writing
By: Dr Pooja Raj Srivastava

2. Topics (A)- Reports
• Definition and Importance
• Qualities
• Language and Style
• Types
• Formats: (Letter, Memo and Project)
• Methods of compiling data for preparing report

3. Definition of Reports
An account given of a particular matter, especially in the form of an official
document, after thorough investigation or consideration by an appointed
person.
• Study of facts and information
• Structured format
• Based on observation and analysis

4. Definition and Importance of Reports
Planning-Executing-Controlling-Solving (Management)
Communicative Values
Statistical Analysis
Recommendations

5. Qualities of Reports
• Clarity
• Complete
• Concise
• Compact
• Concrete
• Correct

6. Language & Style of Reports
• Clarity of thoughts and expression
• Complete and self-explanatory
• Concise and reference to relevant details
• Compact and suitable format
• Concrete and impersonal
• Correct, impersonal and logically arranged

7. Types of Reports
• Research Report
• Business Report
• Scientific Report
• Routine Report
• Investigation Report
• Project Report

8. Formats of Reports
• Memo Report
• Letter Report
• Project Report

9. Memo Reports (Memorandum)
• a type of routine (informal) report
• prepares for internal communication purposes
• Impersonal and objective in its tone
• length ranges between a sentence or two to several pages
• begin with background information, the sender, receiver, the date, subject
and location in case the memo refers to an event.

10. Memo Reports (Memorandum)
• Heading;
• Date;
• Address;
• Salutation;
• Body: Introduction, Findings and Recommendations
• Complementary close;
• Signature: (Full Name) and Designation

11. Letter Reports
• Letter reports are usually one-page documents
• Used for external communication purposes.
• They are in block form and include standard features of letters.
• Letter reports normally are typed on a company letterhead.

12. Memo Reports (Memorandum)
• Date
• To:
From:
• Subject
• Body: Introduction, Findings and Recommendations
• Complementary close;
• Signature
(Full Name)
Designation

13. Project Reports (Detailed)
Introductory parts
• Title Page:
• Letter of Transmittal:
• Acknowledgment:
• Table of Contents:
• List of Illustrations and
Graphs: Executive
Summary or Abstract:
The Body of the Reports
• Introduction
• Description
• Conclusion
• Recommendations
Appended Parts
• List of References
• Bibliography
• Glossary
• Appendix
• Index

14. Methods of compiling data for preparing report
• Plan (Introduction and Purpose)
• Identify (Scopes and Limits)
• Develop (Data Collection and
Description of Target Analysis)
• Analyse (the actions, and findings)
• Summarise (Final Analysis and
Issues for further recommendations)