Report Writing

According to the definition provided by the Oxford English Dictionary, ‘A report is a statement of the results of
an investigation or of any matter on which definite information is required’.

A report is a presentation of facts and findings, usually for the purpose of providing valuable recommendations;
written for a specific readership, and probably intended to be kept as a record.

Reports are a highly structured form of writing often following conventions that have been laid down to produce
a common format. Six components should be necessarily kept in mind while writing a report:

 Purpose: What is the aim and reason of writing the report?

 Reader: The writer should consider the reader’s attitude, prior knowledge, and the reader’s
requirement.

 Materials: The writer should select simple but logical content, easily cognizable by the reader.

 Structure: The structure of the report has been discussed in detail in the latter part.

 Style: Clarity should be maintained and ambiguity avoided for the easy understanding of the reader.

 Presentation: Use wide margins; space out paragraphs; and indent subheadings.

Types

Reports can be of different types, depending upon the subject of study. These could include laboratory reports,
technical reports, reports of a work placement or industrial visit, reports of a
field trip or field work. Reports vary in their purpose, but all of them will require a formal structure and careful
planning, presenting the material in a logical manner using clear and concise language.

Stages of Report Writing

The following stages are involved in writing a report:

• purpose of the report

• planning the report
• collecting information
• organising and structuring information
• writing the first draft
• checking and re-drafting.

Purpose of the Report Different types

Writing Reports 3
This part of a report is a guiding statement used to define the scope of investigation and to find out the precise
subject and purpose of the report. Knowing the purpose helps the writer to communicate information clearly. It
also helps the writer to be more selective when collecting your information.

Planning the Report

Careful planning helps to write a clear, concise and effective report, giving adequate time to
each of the developmental stages prior to submission.
• Consider the report as a whole
• Break down the task of writing the report into various parts.
• How much time has been allocated to write the report?
• How can this be divided up into the various planning stages?
• Set deadlines for the various stages.

Collecting Information
Writing Reports 4
There are a number of questions that can be asked at this stage :-
• What is the information that is required for the report ?
• From where can the information be gathered ?
• How much is needed?
• How can it be collected?
• In what order will the information be arranged?

Organising and Structuring Information

All the available information related to the topic should then be organized in a logical manner. This can also be
done using the ‘spider diagram’ where the topic is written in the centre and the related ideas all around it. Each
idea can be circled or linked by lines as appropriate.

Writing the First Draft

Writing Reports 5
The following components are found in almost all kinds of reports:
Structuring
• Title page
• Acknowledgements
• Contents
• Abstract or summary
• Introduction
• Methodology
• Results or findings
• Discussion
• Conclusion and recommendations
• References
• Appendices

Let’s look at each one of them in detail:

Title page

This should include the title of the report (which should give a precise indication of the subject matter), the
author’s name, organization’s/institutions name for which the report is being prepared, course and the date.

Acknowledgements

The writer should acknowledge any help received from others in collecting the information for the report. This
may be from librarians, technicians or computer centre staff, friends, teachers for example.

Table of Contents

This section lists all the main sections of the report in sequence with the page numbers they begin on. If there
are charts, diagrams or tables included in the report, these should be listed separately under a title such as
‘List of Illustrations’ together with the page numbers on which they appear.
Abstract or summary

This is a short paragraph summarising the main contents of the report. It should include a short
statement of the main task, the methods used, conclusions reached and any recommendations to be made.

The abstract or summary should be concise, informative and independent of the report.
This section should ideally be written after the body of the report has been written.
Writing Reports 7
Introduction

This should give the context and scope of the report and should include the terms of reference. In this section
the objectives are stated clearly, the limits of the report are defined, the method of enquiry is outlined, a brief
general background to the subject of the report is given and the proposed development is suggested.

Methodology

In this section the writer states how the information was collected and the enquiry was carried out.

What form did the enquiry take?

Did the writer distribute questionnaires or did he/she conduct interviews, how was the data collected?
What measurements were made?
How were the subjects or interviewees selected for the interview?

All the above mentioned information is presented logically and concisely in this section.

Results or findings

Present the findings in a simple but lucid manner. The more complicated the information looks, the more
difficult it will be to interpret for the reader. There are a number of ways in which results can be presented.
Some of them are:

• Tables
• Graphs
• Pie charts
• Bar charts
• Diagrams

Illustration checklist

• Are all the diagrams / illustrations clearly labeled?

• Do they all have titles?
• Is the link between the text and the diagram clear?
• Are the headings precise?
• Are the axes of graphs clearly labeled?
• Can tables be easily interpreted?
• Remember to abide by any copyright laws when including illustrations/tables from published documents?
Writing Reports 8
Discussion

This is the section where the writer can analyse and interpret the results drawn from the information which has
been collected, explaining its significance. The writer here identifies important issues and suggesst
explanations for the findings. Any problems encountered in the process should be mentioned here and a
impartial view should be presented.

Conclusions and recommendations

This is the section of the report which draws together the main problems and suggests recommendations. It
should be expressed clearly and should not present any new information. The recommendations can also be
written in a separate section if so wished by the writer.

References
It is important to provide precise details of all the work by other authors which has been referred to within the
report. Details should include:

• author’s name and initials

• date of publication
• title of the book, paper or journal
• publisher
• place of publication
• page numbers
• details of the journal volume in which the article has appeared.

References should be listed in alphabetical order of the authors' names. Make sure that the references are
accurate and comprehensive.

Appendices

An appendix contains additional information related to the report which is not essential to the main findings.
The information included in this section can be consulted or used by the reader if the reader wishes but the
report should not depend on this. An appendix includes details of interview questions, statistical data, a
glossary of terms, or other information which may be useful for the reader.

Important Points to Remember

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There are several points that should be considered while writing a report:

Active or Passive

It is a common error among students to mix up active and passive voice. While writing a report students should
be consistent in using either the active or passive voice throughout the document.

The active voice reads as follows:

‘I recommend ...’

The passive voice reads:

‘It is recommended that ...’

The active voice allows the writer to write short, forceful sentences. The passive appears more formal and
measured. Students should be aware of these differences and avoid mixing the two voices.

Simplicity

Most written reports should avoid using excessively complicated language. If a report is to persuade, brief or
justify, it's message must be clear. Furthermore, the factual presentation of data should not be flooded with
ornamental, lengthy sentences. Usage of unnecessary jargon should be avoided.

Use of language

Reports should avoid the use of personal opinion. Subjective, or personal language commonly has no place in
the more objective field of report writing.

Structure of a Report
Most reports have a progressive numbering system. The most common system is the decimal notation system.
The main sections are given single arabic numbers - 1, 2, 3 and so on.

Sub-sections are given a decimal number - 1.1, 1.2, 1.3 and so on. Sub-sections can be further divided into -
1.11, 1.12, 1.13 and so on. An example structure would look as follows:

1. Introduction
1.1 ———————-
1.11 ———————-
1.2 ———————-
1.21 ———————-
2. Methodology
2.1 ———————-
2.11 ———————-
2.12 ———————-

It is advisable to remember the following suggestions:

• Paragraphs should be short and concise.

• Headings should be clear - highlighted in bold or underlined.
• All diagrams and illustrations should be labeled and numbered.
• All standard units, measurements and technical terminology should be listed in a glossary of terms at the
back of the report.

Checking and Re-drafting

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Once the first draft of the report is written it is important to re-check the entire document. The report should be
reviewed in the following areas:

 Structure
 Content
 Style
 Clarity and precision

Sample Reports

Q. Write a report on the declining sales of refrigerators.

(Reports can be written using two kinds of formats. Both are given below.)

This report is written in letter format.

Mr. XYZ

Senior Marketing Manager,

April 21, 20XX

To

Mr. ABC

Managing Director,

All India Refrigerators,

Kolkata

Sir,

Subject: Report of Committee on Declining Sales

A three member committee was formed in accordance with the Board’s resolution passed at the Board meeting
held on April 1, 20XX to study the causes of declining sales of refrigerators and to suggest measures for the
promotion of their sales. The three members of the committee were:

1. Mr. XYZ, Senior marketing Manager

2. Mr. DEF, Marketing Officer
3. Mr. IJK, Marketing Officer

Work Done

1. The committee personally interviewed the dealers, retailers and actual users, to know the causes of
declining sales.
2. The committee reviewed the literature on refrigerator sales in magazines and newspapers to know the
general trends of the market, region-wise.
3. The committee studied the sales record of last three years.

Findings

1. The data revealed by magazines and newspapers show a negative growth of around 6% in 165 litre
refrigerators whereas 190 to 230 litre category has registered an astounding growth of 128%.
2. The present market share of various major companies in India is as follow:

Godrej 27%

Videocon 17%

BPL 14%

LG 12%

Whirlpool 10%

Voltas 8%

Samsung 7%

Others 5%

5 years back our market share was around 10%, but now it is not more than 1%.
 3. The committee studied the distribution network, which is of critical importance, and found that the
distributors and dealers pay scant attention to promotion of sales of our refrigerators. The reasons for
lack of their interest are higher discounts and credit period allowed by other companies. Other
companies usually allow them 5 to 7% discount whereas our company allows only 4%. They are given
45 days to 90 days credit by other companies whereas our credit period is limited to 30 days.
4. As far as advertisement is concerned, other companies spend a lot of amount on advertising in
television. Our company’s advertisement campaigns have not been aggressive like them in the last 3-4
years. It has been carried out through newspapers only.
5. The committee found that users of the refrigerators also reported against the quality of compressors.
Other companies have improved their technology due to collaborations with foreign enterprises.
6. The committee collected the data regarding prices of different refrigerators in different cities and found
that prices of our refrigerators are slightly higher.

Recommendations

The committee suggests the following measures to be initiated to increase the sales as well as the market
share:

1. The dealer’s margin should be increased from the present 4% to 6% to induce them for promotion of
sales. Besides this, the credit period should be increased to 60 days, considering the policy of other
competitors.
2. As early as possible, exchange scheme should be introduced which would enable the customers to
purchase new models by surrendering old ones and paying certain amount in cash.
3. Advertisement should be made through Television. For this the company will have to enhance its
budget limit for advertisement expenditure.
For and behalf of the Committee

Mr.XYZ

Chairman

Sales Promotion Committee

Report without using the letter format

Report of Committee on Declining Sales

Prepared for

All India Refrigerators,

Kolkata

by

Mr. XYZ
 Senior marketing Manager,

April 21, 20XX

A three member committee was formed in accordance with the Board’s resolution passed at the Board meeting
held on April 1, 20XX to study the causes of declining sales of refrigerators and to suggest measures for the
promotion of their sales. The three members of the committee were:

4. Mr. XYZ, Senior marketing Manager

5. Mr. DEF, Marketing Officer
6. Mr. IJK, Marketing Officer

Work Done

4. The committee personally interviewed the dealers, retailers and actual users, to know the causes of
declining sales.
5. The committee reviewed the literature on refrigerator sales in magazines and newspapers to know the
general trends of the market, region-wise.
6. The committee studied the sales record of last three years.

Findings

7. The data revealed by magazines and newspapers show a negative growth of around 6% in 165 litre
refrigerators whereas 190 to 230 litre category has registered an astounding growth of 128%.
8. The present market share of various major companies in India is as follow:

Godrej 27%

Videocon 17%

BPL 14%

LG 12%

Whirlpool 10%

Voltas 8%

Samsung 7%

Others 5%

5 years back our market share was around 10%, but now it is not more than 1%.

9. The committee studied the distribution network, which is of critical importance, and found that the
distributors and dealers pay scant attention to promotion of sales of our refrigerators. The reasons for
lack of their interest are higher discounts and credit period allowed by other companies. Other
 companies usually allow them 5 to 7% discount whereas our company allows only 4%. They are given
45 days to 90 days credit by other companies whereas our credit period is limited to 30 days.
10. As far as advertisement is concerned, other companies spend a lot of amount on advertising in
television. Our company’s advertisement campaigns have not been aggressive like them in the last 3-4
years. It has been carried out through newspapers only.
11. The committee found that users of the refrigerators also reported against the quality of compressors.
Other companies have improved their technology due to collaborations with foreign enterprises.
12. The committee collected the data regarding prices of different refrigerators in different cities and found
that prices of our refrigerators are slightly higher.

Recommendations

The committee suggests the following measures to be initiated to increase the sales as well as the market
share:

4. The dealer’s margin should be increased from the present 4% to 6% to induce them for promotion of
sales. Besides this, the credit period should be increased to 60 days, considering the policy of other
competitors.
5. As early as possible, exchange scheme should be introduced which would enable the customers to
purchase new models by surrendering old ones and paying certain amount in cash.
6. Advertisement should be made through Television. For this the company will have to enhance its
budget limit for advertisement expenditure.
Q. Write a report on the increase in the number of vehicles in major Indian cities which is in turn increasing the pollution
level in these cities.

Mr. XYZ
Convener

April 21, 20XX

Mr. ABC
Secretary,
Environment Preservation Society,
Kolkata

Sir,
Subject: Report of Committee on the increase in pollution due to increase in the number of vehicles
A three member committee was formed in accordance with the Board’s resolution passed at the Board meeting held on
April 1, 20XX to study the effects of increase in the number of vehicles. The three members of the committee were:
1. Mr. XYZ, Member
2. Mr. DEF, Member
3. Mr. IJK, Member
Work Done
1. The committee personally interviewed the citizens and distributed questionnaires to get information regarding the
number of new vehicles and pollution control measures taken by them.
2. The committee reviewed the literature on pollution and its causes.
3. The committee studied the effects of the increase in the number of vehicles of last three years.
Findings
From the data collected it was observed that:
1) Two wheelers are very common in most of the major cities. Cars have shown a steep increase with most families
possessing one or more than one car. Jeeps and taxis have also shown a considerable increase.
2) Some metro cities have lesser taxis and three wheelers and there has not been any increase in its number though
personal vehicles like two wheelers as well as cars have shown an alarming increase.
3) Many of the public as well as private vehicles have not been checked for pollution control and hence they are
increasing the pollution level of the cities.
4) Majority of the citizens of our country are not aware of the dangers of pollution and how they are contributing to its
increase.
Recommendations
The committee suggests the following measures to be initiated
1. Awareness regarding the increase in pollution in the major cities should be spread among all the citizens of our
nation.
2. The citizens of our nation should be educated about the dangers of pollution. They should also be educated on
how they can contribute in decreasing the pollution level.
3. Increase in vehicles effect the pollution level of a city. Hence citizens should be encouraged to use public
transport system and they should be discouraged from using personal vehicles at all times.
4. Government should take the initiative to build pedestrian lanes and bi cycle lanes to decrease the use of cars and
two wheelers.

For and on behalf of the Committee

Mr.XYZ
Chairman
Environment Preservation Society