This document provides an overview of report writing. It defines a report and notes that reports can be presented orally, electronically or in writing. It discusses the objectives and characteristics of good reports. It describes the different types of reports, including technical reports. It explains the importance of avoiding plagiarism in report writing. The document provides details on the typical structure and elements of a technical report.

1. ADITI SHARMA
The Maharaja Sayajirao University, Vadodara
Established in 1949

2.  1.Introduction to Report Writing
 2.Objectives
 3.What is a technical report?
 4.Characteristics of a good report
 5.Types of Report
 6. Importance of Plagiarism

3.  WHAT IS A REPORT?
- Report is the widely used form of writing after and memo. It is a major form of technical, business and
professional communication .
- It can be presented orally, electronically or in writing.
- It is a piece of factual writing based on evidence and contains organised information.
- Oral report- presented in face to face situations.
- Written report- if information is given in writing.
- Reports can be presented in both formal and informal situations. A report submitted by an official of an
organisation is usually known as a formal report. It has a uniform structure and presentation whereas an
informal report is usually in the form of person-to-person communication. It doesn’t follow a uniform
structure and prepared according to the convenience and requirement.

4. To give information about activities, progress, plans and problems of an individual, organisation or a department.
To record research findings or technical specifications
To present the record of accomplished work.
To tell the facts of an event for future reference of action.
To present organised information on a particular topic.
To recommend the actions that can be considered to resolve the problem.
To monitor business operations.
To bring about new policies and procedures.
To help in decision making.
To justify a controversial decision.

5.  Technical report is a document that describes the progress, process, or results of scientific or technical research. It
also can include some recommendations and conclusions. Technical reports are a great source of technical or
scientific information. They can be written both for wider or internal distribution.
Technical Report Elements-
 The title page
 The introduction
 The summary
 Experimental details
 Results and discussions
 The body
 Conclusion- it may include recommendations, reference,
bibliography, acknowledgments and appendices.

6. 1. Clarity
The language shall be lucid and straight, clearly expressing what is intended to be expressed. For that the report
has to be written in correct form and following correct steps.
2.Accuracy
A report shall be accurate when facts are stated in it. It shall not be biased with personal feelings of the writer.
3.Comprehensiveness
When writing technically, all the information should be provided, its background must be described and clear
description of any process, or method of carrying out a specific work, should also be given.
4.Accessibility
It means the ease with which the readers can locate the information they seek.

7. 5. Conciseness
Technical writing is meant to be useful. The longer a document is, the more difficult it gets to use it. It
must give the audience purpose and object but no extra details.
6. Correctness
Qualities of technical report writing also includes correctness. Good technical report must also be correct.
It. Must be free from grammatical errors, punctuation mistakes, and should have appropriate format
standard. If a report contains grammatical errors, the reader will doubt the accuracy of the information in
the report.

9.  1. Solicited and Unsolicited Reports-Reports prepared and submitted in response to a request or query or
demand are called solicited reports whereas reports prepared at one’s own initiative are termed as unsolicited
report.
 2.Statutory Reports and Non-Statutory Reports-Statutory reports are prepared and submitted as per the
statutes of law whereas Non-Statutory reports are prepared and submitted as part of information sharing in an
organisation.
 3.Reports by Individuals and Reports of Committees-Reports prepared by individuals or committees set up to
prepare reports come under this category.
 4. Informational and Analytical Reports-Informational reports only provide information whereas analytical
reports offer information, analysis as well as at times even recommendations.

10.  5. Internal and External Reports-Reports meant to be used within an organisation/company are termed
as internal reports while external reports are meant to be conveyed to outside agencies.
 6. Periodic Reports and Non-Periodic Reports-Periodic reports are presented at regular intervals on a
daily, weekly, monthly, annual basis. They are routine type of reports mainly of informational nature. Non-
periodic reports are non-routine reports.
 7. Oral Reports and Written Reports- The reports presented in face-to-face situations are oral reports
whereas reports presented in written format are written reports.
 8.Short Reports and Long Reports-Short reports are short in length whereas long reports are actually
long.

11. BASIS FOR COMPARISON MEMO LETTER
Meaning Memo refers to a short message,
written in an informal tone for
interoffice circulation of the
information.
Letter are a type of verbal
communication, that contains a
compressed message, conveyed to
the party external to the business.
Nature Informal and Concise Formal and informative
Exchanged between Departments, units or superior-
subordinate within the
organization.
Two business houses or between
the company and client.
Length Short Comparatively long
Signature Signature is not required in a
memo.
A letter is duly signed by the
sender.
Communication One to many One to one
Content Use of technical jargon and
personal pronoun is allowed.
Simple words are used and written
in third person.

12.  1.Title/Cover Page-it is the first page of a long report. It contains title of the report, name or designation of the
person/authority to whom the report is submitted.
 2. Certificate of Originality-In project reports, academic reports, etc., a certificate is attached to the report by
the supervisor that the report is original contribution of the report writer.
 3.Table of Contents-It is just like any other book’s Table of Contents which gives an idea about how the
contents of the report are organised.
 4.Abstract-Abstract is the summary which gives the essence of a report. It is also known as synopsis.
 5.Main text-This is the lengthiest part of a report. It includes introduction, discussion, conclusion and
recommendations.

13.  6. Appendix-They are just the attachments to the main document. The documents which are
related to the report but cannot be included in the main text can be placed after the report in the
form of appendix.
 7.Bibliography-It is the alphabetical list of primary and secondary references used in
preparing the report.
 8.Glossary-It is a list of technical words or terms , with their explanation, that are used in the
report.
 9.Index-It is a detailed list of all the terms used in the report in an alphabetical order
corresponding to their page numbers and serves as a guide which helps the reader to locate a
topic or subtopic.

14.  Plagiarism is any unauthorized use of parts or the whole of any article without giving proper credit to the
original writer. Any unethical copying of any writing is basically considered theft, and therefore it takes away
the originality and trustworthiness of the content.
 If you are willing to use parts of another work as reference material, then use quotation marks and give proper
credit to the original work and the writer.
 The educational institutes take plagiarism seriously, whether it be direct plagiarism or self-plagiarism. The
student may be subjected to punishment like suspension or end up getting a failing grade. This is why avoiding
plagiarism is important, as this can have huge consequences on your academic career.
 As a student, you should know that the primary purpose of an article is to deliver the writer's thoughts and ideas
to the readers, and this genuine thought or idea connects the readers with the writer. Plagiarizing takes away that
trustworthiness, and hence the article fails to impress the readers.