Presentation on Report writing how to write report

2. DICTATION TECHNIQUE
DICTATION FORMS:
Face-to-face dictation
Machine Dictation

3. 1. Develop a good working relationship.
2. Can make corrections immediately.
3. Can read back portion Immediately.
1. Secretary is generally available only during normal working hours.
2. Fatigued and slow down or make errors after a prolonged
period of Section.
3. Both the secretary and the dictator must be present at the same
time and in the same place.

4. Personal insurance
• The personnel insurance
includes insurance of
human life which may
suffer loss due to death,
accident and disease.

5. One of the major reasons given by dictators for not
using machine dictation is that they are not comfortable
dictating to a machine.
1. Become Familiar with the Equipment.
2. Practice Dictating.

6. Planning is necessary before you start dictating
if you are to use dictation time efficiently.
1. Set Priorities for dictation.
2. Identify the Purpose of the Correspondence.
3. Gather Relevant Material’s.
4. Organize Your Thoughts.

7. Incoming mail, highlight or underline key words or phrases
saves time. A highlighter pen makes this task easy.
1. CUE WORDS
2. Marginal notes
3. Outlines

8. Dictating is just writing out loud. To an experienced dictator, it
really is that simple. Dictator keeps in mind, however, that he is
addressing two people when he dictate-the transcribe and the
receiver of the message .
The dictator must be prepared to interrupt the flow of thought
to insert instructions for the transcribe. This technique takes a
little time to master because it is not a natural way to
communicate.

9. REPORT WRITTING

10. Business executives often spend much of their time
planning researching and writing business reports to their
colleague’s managers.
1. Orderly communication
2. Objectivity
3. Factuality
4. Purposiveness

11. 1. Formal and Informal reports
2. Informational and Analytical reports
3. Periodic Reports
4. Functional reports
5. Internal and External reports
1. Precision
2. Brevity
3. Clarity
4. Accuracy
5. Relevance
6. Objectivity:

12. Preparatory Steps of Report Writing:
Formal reports can take month of work hours, involve teams of
workers and result in documents hundreds of pages long.
1. Defining the report purpose/problem
2. Preparing a work plan
3. Investigating the source of information
4. Applying the findings to the problem
5. Making an outline
6. Writing the report

13. Long Formal Report
Back Matters
1.Appendixes
2.Index
3.Glossary
4.Bibliography
Body
1.Executive
summary
2.Introduction
3.Text discussion
4.Ending summary
5.Conclusion
6.Recommendation
7.Reference
Front Matter
1.cover
2.Title fly
3.Title page
4.Letter of transmital
5.Table of contents
6.List of illustration
7.Foreword
Sample Elements of a Long Formal Report:

14. 1. Less need for introductory material
2. Predominance of direct order
3. More personal writing style
4. Less need for a formal coherence plan
Points of the
Difference
Short Report Long Reports
Materials used No front or back materials Front and back materials are
essential parts along with the
body of the report.
Orientation Bottom line orientation Indirect or direct organizational
approach
Writing Style Personal Writing Style Impersonal Writing Style

15. 1. Progress report.
2. Annual report
3. Audit report
4. Justification report
5. Staff report
6. Trip report
7. Investigative report

16. Reports that highlight troubles are termed as “trouble
reports”. When a problem affects a company’s day-to-
day operations, a trouble report may be written.
Reports prepared and presented in regular letter
form are termed as letter reports. Usually they are short
reports of one to four pages and go between
organizations or between departments of the same
organization.
Unlike letter reports, memo reports are more appropriate
within an organization.

17. Report by individual reference about the credit worthiness
of a person or firm may be termed as credit report. Various
trade associations, credit bureaus, and special credit reporting
agencies have write credit reports and each may develop
special forms for convenience and the economy of
standardization.
Although it generally follows the plan of the conventional
formal reports, the technical report has some unique
characteristics.
a. Introduction
b. Methodology
c. Facts
d. Discussion
e. Conclusion
f. Recommendations