introduction to report writing its types, its component and email writing

1. Introduction
Reports are written for a clear purposeand to a specific audience.
The introduction consists of three parts:
a) Itshould include a shortreview of the literature to providea background to
your reportand to attract the reader's attention. It may include a definition
of terms in the context of the report, etc.
b) Itshould try to explain why you arewriting the report. You need to establish
a gap in current knowledge.
c) Itshould also include a statement of the specific subdivisions of the topic
and/or indication of how the topic is going to be tackled in order to
specifically address thequestion.

2. Itshould introduce the central idea or the main purposeof the writing.
They usually address a specific issue or challenge and areoften commissioned
when a decision needs to be made. They presentthe author’s findings in
relation to the issue or challenge and then recommend a courseof action for
the organization to take. The key to a good reportis in-depth analysis. Good
writers will show their reader how they have interpreted their findings. The
reader will understand the basis on which the conclusions aredrawn as well as
the rationale for the recommendations

3. Informal report
 Informa reportfunction to inform, analysis, and recommend.
 Itusually takes the form of a memo, letters, and a very shortinternational
reportlike monthly financial report, monthly activities report, research and
document report, e.tc
 The report differs fromthe formal reportin length and formality.
 Itis written according to the organization, styleand rules but do no include
the preliminary (front) and supplemental (back) material.
 The informal reportis usually controversialin tone and typically deal with
everyday problems and issues address to a narrow leadership inside the
organization.
Types of informal report
1. Personalevaluation
2. Credit report
3. Progress report
4. Financial report
5. Feasible report
6. Sales activity report
7. Literature review
Formal report
 Formalreport is the collection and interpretation of data and information
 Formalreport is complex and used in official level
 Itis often a written account of a major project
 Examples of subjectmatter include technologist, the advisability of
launching a new projectline, results of study or experiment, an annul
report, or a year old review of development in the field.
Types of formal report
1. Informationalreport
2. Analytical report
3. Recommendation report

4. Components of report writing
Every report should have the following components
1. Title page
2. Table of content
3. Executive summary
4. Introduction
5. Discussion
6. Conclusion
7. Recommendation

5. 8. Reference
9. Appendices
Title page
Table of contents
This is optional depending on the length of the report. A 2 to 3page report
probably wouldn'thave a table of contents but a 10 to 20page report would.
Executive summary
An executive summary is a brief overview of a report that is designed to give the
reader a quick preview of the report's contents. Its purposeis to present the key
points of a report in one place. Remember that the purpose of an executive
summary is to providean overview or preview to an audience who may not have
time to read the wholereport carefully.
 An executive summary explains why you wrote the report, emphases your
conclusions or recommendations and includes only the essential or most
significant information to supportthose conclusions
 Executive summaries areusually organized according to the sequence of
information presented in the full report, so follow the order of your full
reportas you discuss the reasons for your conclusions
 Executive summaries areusually proportionalin length to the larger work
they summarize, typically 10 to 15 percent. Mostexecutive summaries are
1 to 2 paragraphs
 Write the executive summary after you have completed the reportand
have decided on your recommendations. Review your reportand identify
the key points and use these to organizea draftof your summary
 Make the summary concise, but be sureto show how you arrived at your
conclusions
 Don't introduceany new information that is not in your report
 Executive summaries should communicateindependently fromyour report
Introduction
The introduction should:

6.  briefly describethe context and background to the research
 describethe change, problem or issueto be reported on
 define the specific objectives and purposeof the report
 indicate the overall answer to the problemexplored in the report
 outline the report's scope (the extent of the investigation, also known as its
terms of reference or brief)
 preview the reportstructure
 comment on the limitations of the reportand any assumptions that are
made.
Discussion
This is the main body of the reportand it has two key purposes:
 to explain the conclusions
 to justify the recommendations
 Key points to remember when you are writing the discussion include the
following:
 Presentthe analysis in a logical and systematic way
 If necessary, dividethe material with appropriateheadings to improve the
readers'understanding
 Back up your claims with evidence—explain your findings
 Link theory to practical issues
 Persuadereaders of the validity of your stance
Conclusion
The conclusion should:
 be arranged so that the major conclusions comefirst
 identify the major issues relating to the case and give your interpretation of
them
 relate specifically to the objectives of the reportas set out in the
introduction
 be a list of numbered points
 follow logically fromthe facts in the discussion

7.  be clean-cut and specific
 be brief
Recommendations
 Your recommendations point to the futureand should be:
action-oriented
 feasible
 logically related to the discussion and conclusion
numbered
 arranged in order of importance
brief
References
Appendices
Includein the appendices any essential extra material, such as tables and graphs
that supportyour research but don't relate directly to the discussion of your
findings.
Email writing
Email writing is an essential part of professional communication. The best email
communication is the one that is simple and clear.
There are a few tips you have to keep in mind when you sit down to write emails.
Emails can be casual or professional, justlike informaland formal letters. The
formatof the email changes according to the kind of email you are writing.
However, accurategrammar and spelling are aspects that are to be taken
seriously.
Following are the effect ways of writing email:

8.  Make sureyou type in the right email id. Always check with the receiver for
the exact email address becauseeven a full stop that is not part of the
email address can land your email either with the wrong person or the mail
would simply bounce.
 The Subject line is the next mostimportant factor you should carefully
consider because that is the first thing anyonereceiving the email would
see. Italso determines if the receiver would want to open the mail.
 See to that your Salutationor Greeting is appropriateto the receivers. The
greeting builds a rapport.
 The Body of the email states what the email is about. Be clear with what you want
your receiver to know. Make sure you have everything you want to convey drafted in
simple terms. Do not use long unwinding sentences. Try not to repeat words or use
cliched terms. Make your message positive, even if you’re turning down an offer. If you
have to follow, do it before they remind you to. Keep it short. Use standard font style
and size.
Email expressing appreciation
To: Recipient’s email address
Subject: Congratulations
Dear (Iqra),
My heartfelt congratulations to you. I was glad to see your name on the merit list.
All your efforts weredefinitely not in vain. I bet everyoneat home is so proud of
you.

9. You have truly honored the family name, and I am happy that you would get
admission in architecture which you had been waiting for. I am waiting to meet
you in person to convey all my love and appreciation.
Convey my regards to uncle, aunty and grandpa.
Regards,
Iqra akram