Report Writing

Origin: Latin word- reportare-means to bring back or come back

Examples: School, T.V. Report, Attendance, Medical, News Papers, Research
Report: (N) - to give information or description of something or someone
Report: (V) a description of an event or situation
Definitions: The British Association for Commercial and Industrial Education:
 “A document in which a given problem is examined for conveying information, report,
findings, putting forward ideas and sometimes making recommendations.”

 A Technical Report is written statement of the facts of a situation, project, process or

test and how these facts were found out, their significance, the conclusions that have
been drawn from them, the recommendation that are made.

 In short, Report writing is usually a piece of writing based on evidence containing

organized information on a particular topic and analysis of that topic.

Objectives of Report Writing:

 Financial Reports to enable the preparation of budgets.
 Staff Reports to determine excess / shortage of personnel.
 Reports to improve quality or methods of production
 Reports to determine causes of decline, in sales, labor unrest and transport and
distribution problems.
 Reports to explore the possibility of starting a new industries
 Informative reports about precept of improving business sate of the market, condition
of competition.
 Reports present records of work or experiment information for future success.
 Importance of Report Writing:
 An Engineer, a business executive, a Government Officer spends 75% time on
preparing Reports and its procedure.
 A Report is only tangible product of the professional
 Report helps decision-making and problem solving in organization.
 Reports help the authorities in planning new ventures and in evaluating men and
material
 Reports are an important means of information dissemination within and outside the
organization.
 Reports serve as a valuable repository of information
 A report reveals gaps in thinking
Dr. Mark Monis
 Report develops certain skill in the writer
 Report Writing develops the power of judgment and communication
 Even as student, you have to write number of reports.

Characteristics of Report Writing

 Precision (the quality of being careful and accurate, unity and coherence)
 Factual Details- Scientific accuracy of thoughts
 Relevance
 Reader Oriented Report
 Objectivity of Recommendation (Impartial and objective, Logical Conclusions)-
 Simple and ambiguity
 Grammatical Accuracy
 Special Format
 Illustrations- table, graphs, maps, drawing, photography
 Homogeneity- One Topic at a time
Types of Reports
 Based on purpose: - Informative and Analytical
 Based on frequency: - Periodic and Special
 Mode of Presentation: - Oral and Written
 Length: - Long and short

Dr. Mark Monis

 Sample Report

Investigation Report

Q.1 Write an Investigation Report on the sudden decrease in Production of the

Chocolate factory. Give your suggestions and recommendations as a
Production Engineer.

21 February 2016
ABC
Production Engineer
Nestle Company Ltd
Chandani Chowk, New Delhi

To
General Manager
Nestle Company Ltd
Chandani Chowk, New Delhi

Subject: A report on fall in production rate

Reference: Your letter dated 18 February 2016

Dear Sir:

In above mentioned reference letter, I have been asked to submit a report on the
reasons behind the fall in production and less demand of our chocolates in the market.
A survey is being done and I came with the concrete reasons behind this fall in
production rate in the last two months.

1. Non- availability of raw material in last 04 months

2. Tough competition with other brands in the market

3. Due to old machineries, we could not produce the number of flavors

4. To check the taste, testing lab is not available

5. In the last two months duration there was a regular electric load shedding in our area

6. I feel that one of the basic reasons behind the fall in production rate is lack of publicity

Dr. Mark Monis

 To overcome these problems I would like to suggest following suggestions and
recommendations:

1. To sustain in a competitive market special offers should be given to customers

2. New ones must replace old machineries as early as possible

3. A fresh taste lab to check the contents, flavors and taste should be set up

4. Train workers should be incorporated by offering attractive salary packages

5. I seriously think that a famous celebrity should be appointed as the brand ambassador

of our product

At the end, I hope that with the help of given report our chocolates can gain the
popularity again in the market.

Thank you.

Faithfully yours,
Sd/-
Name
Designation

Q.2 Four students have been remained absent in the college since January. As
the class representative find out the reasons for their low attendance and
submit an Investigation Report to your Head of the Department. Give
suggestions and recommendations

Dr. Mark Monis

 Sample Report
Inspection or Accident Report

As a CR, write an Accidental Report to the Principal about the accident took place in
the Chemistry Lab while ongoing practical. Suggest some safety measures to avoid
further accidents.

21 Juy 2021

ABC
CR of Division—
Dept. of Basic Sciences and Humanities
TKIET, Warananagar

To
The Principal
TKIET, Warananagar

Subject: An accident took place in Chemistry lab

Dear Sir:

I beg to submit this report of an accident took place in the Chemistry Lab of our
Institution on 18 July 2021 during the ongoing practical. I found that the said accident
occurred due to the negligence of student Mr/Ms. ---------- from division---. While
doing the practical he opened the jar of concentrated nitric acid without permission.
The fumes of the acid directly encountered his eyes and burned his face. Immediately,
he was rushed to the City Hospital where his treatment is going on. Importantly, his
condition is stable and he is out of danger, the doctor advised him for 15 days rest.

As a Class Representative, I am suggesting following measures:

 In our Chemistry Lab a separate acid chamber should be installed and each chemical
bottle should be labeled
 Before the practical, students should be informed about the hazardous chemicals and
required precaution while handling the chemicals
 Teachers should give constant attention and round during practical

Dr. Mark Monis

 I recommend that an amount of Rs. 5000/- may be sanctioned to the family of the
students to meet the expenses. Some plastic surgery is expected to take place which
may cost around 4000/-. Moreover, for his academic loss I request you to grant him 15
days medical leave.

This for your kind information and necessary action.

Faithfully yours,
Sd/-
Name
Div.

Enclosures:

1. A photograph of burned student

2. Medical Reports
3. Medical Bills
4. Medical Certificate

Q.2 Write an Accidental Report on an accident took place in workshop during practical.
Submit the report to your Head of the Department as a Workshop Superintendent
with necessary suggestions and recommendations.

Dr. Mark Monis

Dr. Mark Monis