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REPORT WRITING
 Meaning

A report is a presentation of facts and findings, usually

as a basis for recommendations; written for a specific
readership, and probably intended to be kept as a
record.

It is purely based on observation and analysis.

A report gives an explanation of any

circumstance.

A report discusses a particular problem in

detail.
 contd..
 Reports are required for judging the
performances of various departments in an
organization.
 A good report is always fact finding and not
fault finding. It should be prepared in an
impartial manner. The writers of the report
should be impartial in their outlook and
approach.
 Classification

1 Formal

2 Informal

3 Statutory

4 Non-statutory
 Contd..

1 Routine

2 Special

3 Informative

4 Interpretative
 Formal and informal
 Formal Reports: A formal report is one which is prepared
in a prescribed form and is presented according to an
established procedure to a prescribed authority.

 Informal Reports: An informal report is usually in the

form of a person-to-person communication. It may range
from a short, almost fragmentary statement of facts on a
single page, to a more developed presentation taking
several pages.
 Statutory and Non-Statutory

On the basis of formal organization:

statutory report: A report prepared and presented

according to the form and procedure laid down by law
is called a statutory report. Ex: audit report

 non-statutory report: Formal reports which are not

required under any law but which are prepared to help
the management in framing the policies is called non
statutory report. Ex: for policy formulations
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Routine and Special

 Periodic or Routine Reports: are prepared and
presented at regular, prescribed intervals. They
may be submitted annually, semi-
annually, quarterly, monthly, fortnightly, weekly or
even daily.

 Special Reports: They are related to a single

occasion or situation. Such as technical report of
a particular product.
 Informative and Interpretative
 On the basis of function:
 Informative Reports: These reports present facts
about certain given activity in detail without any
note or suggestions. Ex: A vice-chancellor asking about
the number of candidates appearing at a particular
examination.

 Interpretative Reports: It analyzes the facts,

draws conclusions and makes recommendations.
Ex: A company chairman may ask for a report on falling
trends in sale in a particular area. He will in this case be
naturally interested in knowing all the details including that
of opinion of any of the investigator.
 Advantage

Solves current problems Updated information

discloses unknown Internal communication

information

Decision making and planning

Reliable permanent information
 Steps for report writing
Five steps are suggested to write a report:—
Investigating the source of information: It is
done right in the beginning. Major sources of
information are- Company files, personal
observation, interviews, letters, questionnaires,
library research.

Taking notes: During the investigation phase, the

writer keeps on taking notes of anything that
appears to be related to the subject.
 Contd..
 Analyzing the data: After taking notes it is
then the data is analyzed.

 Making an outline: In this stage, the problem

is stated, the facts are recorded, they are
briefly analyzed and the logical conclusion is
arrived at.

 Writing the report: The last stage is that of

writing the report. It will need constant
shuttling between the outline and the notes.
 PARTS OF A REPORT

 Title Page
 Table of Contents
 Executive Summary
 Introduction
 Findings Body of report
 Conclusions
 Recommendations
 Bibliography/References
 Appendices
 Title Page

Table of
Contents
Executive
Summary

Introduction Findings

Conclusions

Recommendations
 PARTS OF A REPORT

 Title Page
 Table of Contents
 Executive Summary
 Introduction
 Findings Write this first
before the rest
 Conclusions of the report
 Recommendations
 Bibliography
 Appendices
Part Description

PARTS
Title Page OF A
REPORT
Table of Contents

Executive Summary

Introduction

Review of literature

Research methodology

Data analysis

Findings & Conclusions

Bibliography/References

Appendices
Part Description

PARTS
Title Page OF A
Title, Author’s name, Date of submission

REPORT List of sections, sub-sections, appendices, etc.

Table of Contents

Executive Summary Summary of entire report

Introduction Purpose, Background, Methods of Investigation, Scope

Review of literature Refer earlier studies in detail

Research methodology Research design sample, tools

Data analysis Analysis of facts obtained

Findings & Conclusions Deductions based on findings

Bibliography/References List of references

Appendices Supplementary materials e.g. other supporting data

 INTRODUCTION

 Four sections: Purpose, Background,

Method of Investigation, Scope
 Take note of language conventions (i.e.
typical words and phrases that are used)
 Uses present and past tense
 Format – numbered headings
 INTRODUCTION
 1. Purpose
 States the purpose of the report
 Includes what the report will recommend

Example 1
The purpose of this report is to investigate the
reasons behind the rise in mobile addiction
among teenagers. The report will also
recommend preventive measures for mobile
addiction.
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Format

For short report

1. Title
2. Introduction
3. Discussion
4. Summary and conclusions
5. Recommendations
6. (appendix)
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Contd..

For long reports:

1. Title or title page
2. (contents list )
3. (abstract )
4. Introduction
5. Summary and conclusions
6. Recommendations
7. Discussion
8. (appendix)
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