how to write a report is an art and specially research report

1. Report Writing

2. Report types
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A short report to a client may use a letter format
Formal reports may contain formal elements such as a title
page, a transmittal, a table of contents, and a list of illustrations
Informal reports may be letters and memos or even computer
printouts of production or sales figures
Reports can be called:
-Information report if they collect data for the reader: Sales report,
Quarterly report,
-Analytical report if they interpret data but don’t recommend action:
Annual reports, audit reports, make-good or pay back reports.
- Recommendation report if they recommend action or solution: Feasibility
reports, justification reports, problem-solving reports

3. Report Structure
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Cover
Title page
Letter of transmittal
Table of contents
List of illustrations
Executive summary
Report Body
- Introduction
- Background (History of the problem)
- Body
- Conclusions
- Recommendations; Notes References; Work cited
• Appendixes

4. Title Page
• Contains the following items:
- Title of the report
- Whom the report is prepared for
- Whom it is prepared by
- The release date
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The title should be detailed
The release date is normally the date the report is scheduled for
discussion.

5. Letter or Memo of transmittal
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Letter of transmittal if you are not a regular employee; a memo if
you are an employee
Organize the transmittal in the following way:
- Tell when and by whom it was authorized and the purpose it was to fulfill
- Summarize your conclusions and recommendations
- Mention and points of special interests in the report
- Point out any additional research that is necessary
- Thank the reader for the opportunity to do the work

6. Table of contents and Illustrations
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Table of contents lists the headings exactly as they appear in
the body of the report
If report is less than 25 pages you may list all the levels in the
report
In a very long report pick a level and put all the heading on that
level
A list of illustrations enables readers to refer to your visuals
- Tables are words or numbers arranged in rows and columns
- Figures are everything else
- Tables and figures are numbered independently

7. Executive Summary
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An Executive summary or Abstract tell the reader what the
document is all about
It summarizes the the recommendations of the report and the
reasons for the recommendation or describes the topics the
report discusses and indicates the depth of the discussion
A good abstract is easy to read, concise and clear.
Using ‘you’ sparingly
For experimental research: the purpose of the research, its
hypothesis, the experimental method, the significant results, the
implication for treatment, action or further research.
Descriptive abstract indicate what topics the article covers and
how deeply it goes into each topic, but does not summarize
what the article says about each topic

8. Introduction & Background / History
• The introduction of the report always contains a statement of
purpose and scope and may include all of the parts in the
following list:
- Purpose
- Scope
- Limitations
- Assumptions
- Methods
- Definitions
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Background of the situation or history of the problem
Enable later audiences to understand the basis of the report

9. Conclusions & Recommendations
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Conclusions summarizes points you have made in the body of
the report
Recommendations are action items that would solve or
ameliorate the problem
The sections are often combined if they are short
No new information should be included in the conclusions
Conclusions are usually presented in paragraphs; you could
also use a numbered or bulleted list
Number the recommendations to make it easy for people to
discuss them

10. Time table for writing reports
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To use time effectively, think about the parts of the report before
you begin writing
Much of the introduction comes from the proposal with minor
revisions
You can write six sections even before you’ve finished your
research: Purpose, Scope, Assumptions, Methods, Criteria,
Definitions
The background reading for your proposal can form the first
draft of your list of references
Save a copy of your questionnaire or interview questions to use
as an appendix

11. Timetable for writing reports
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You can write the title page and the transmittal as soon as you
know what your recommendations will be
After you’ve analyzed your data, write the Executive summary,
the body, and the conclusions and recommendations.
Prepare a draft of the table of contents and the list of
illustrations
When you write a long report, list all the sections (headings) that
your report will have
Write the important sections early to get to the meat of the
report. The background, etc. can wait

12. Less formal report structure
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Title page
Table of contents
Abstract / Executive summary
Body:
- Introduction
- Body
- Conclusions
- Recommendations

13. Informal report structure
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Introduction
Body
Conclusions
Recommendations

14. Business Writing
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Written communication serves as a record, which follows
spoken communication
You can refer to the material at a later stage
Since in written communication there may be no face-to-face
interaction, there is a possibility that there could be some
misunderstanding

15. Principles of written communication
1. Orientation to the receiver: The recipient should be kept in
mind while writing. Use appropriate vocabulary and jargon.
2. Use short and simple vocabulary: Use short words, which are
simpler, in preference to long words
3. Use specific words to bring vitality and exactness: don’t use
ambiguous words
4. Use active voice in preference to passive voice: Active voice
conveys force and focus. Passive voice conveys half-
heartedness and defensiveness
5. Use action words: Conveys the force of your personality and
your sense of purpose

16. Principles
6. Be brief: Verbosity conveys a poor impression to the reader.
Managers don’t have time to go through long winded letters.
You need good vocabulary
7. Prefer short sentences to long, compound and complex
sentences:
8. Use gender unbiased words: Use plural or the work ‘or’ or /.
9. Use proper sentence design: In oral communication,
emphasis on a particular word changes the meaning. The
emphasis on each of the words have a particular meaning.
E.g. “I never said that”.
10. Flow: the structure of correspondence should be cohesive
and smooth flowing. Sentences must blend into paragraphs,
etc.

17. Principles
11.Sentence: each sentence should convey a single thought. This
provides clarity.
12.Paragraphs: Each paragraphs discusses an idea, which could
comprise a number of thoughts. A group of paragraphs can
further discuss a group of topics
13.Consistency and continuity: Each correspondence should deal
with only one subject.
14.Linkages: There must be a smooth flow of ideas and each idea
must merge into the next in an effortless and seamless manner.
Therefore, each paragraph should end in such a way that the
next paragraph appears logical.