26.

I INTRODUCTION
Whether a person is a public servant in a government organisation or a Dusiness
manager ina multinational company, almost everyone may be asked to write reports
at some point of time or the other. Professionals such as administrators, scientists,
Reports are important
because in most or
business executives, and engineers have to write reports for different purposes. A
SCientist may have to write a technical report that provides scientific data, whereas
ganisziaton-maki
deci ions execut
ng iisve
the sales manager of acompany may need to prepare weekly sales reports to
answer
based almost entirely
on them.
questions about how effectively sales targets are being achieved. Reports are
important because in most organizations executive decision-making is based almost
entirely on them.
Reports may vary from a one-page informal trip report summarising the events of a
a 250-page formal annual report of an business trin t
organisation. They may be presented orally, electronically, or in a
written form. They may also vary in form, content, approach, and
a specific but comprehensive definition of the purpose. It is, thus, difficult to provide
term 'report'. The literal meaning of the word 'report' is a
formal or official statement, as of results of an
investigation or matter referred or just a statement of facts'
A report is a formal document written for a
specific audience to meet a specific need. It may contain facts
of a situation, project, or prOcess; an analysis and
interpretation of data, events, and
records; inferences or conclusions drawn from objective
data; or suggestions and Areport is a factual
Reports normally recommendations. Although reports may include a variety of and systematic ac
move in an upward topics and objectives, they all help in the process of decision COunt of a specific
direction and are used making by answering questions and determining ways to business or profes
to communicate to the improve certain situations. As a Common type of sional activity.
senior levels in an communication used during work, reports reinforce, prompt,
organisations. motivate, and persuade the readers to act. Reports
direction and are used to communicate to the senior normally move in an upward
levels
in an organisations.
26.1.1 Importance of Reports
The importance of reports for any
professional lies in the fact that a number of business decisions and
conclusions are made on the basis of information presented or recommendations made in
research
in dissemination of ideas, views, and reports. By helpng
suggestions,
understanding essential for effective decision-making. reports develop information and
Thus, reports serve several purposes, which may
include: Reports help in
Presenting data the analysis of a
Describing problems and suggesting solutions condition, situation,
Discussing and analysing data or a problem for an
Recording events and happenings effective solution.
Analysing a situation or a condition
" Giving feedback, suggestions, or
Students will be called upon to write recommendations.
dissertations or theses. Moreover, effectiveproject reports, seminar
report writing skills arereports, progress reports, researcn I
workplace. As a person advances in his/her chosen career, necessary in order to be successful at the
he/she may be called on to prepare different k
 more
Report Writing 505
of reports often and more
effectively. Periodic
routine reports, investigative reports, feasibility reports, operating reports, situational reports,
kinds of reports that may have to be prepared. compliance reports, and so on are someinformational
of different
26.1.2 Types of Reports
.. summarised in Fig. 26.1.
Enetions., as routine or special,reports
as per
can be
class1hed as intormational and analytical,
d as formal and periodicity, as oral and wTitten,
according according to their
briefly.
non-formal. based on their nature, scope, and to their communicative form.
length. Each of these are now
discussed
Informational and Analytical Reports
An informational report presents facts of a case, problem,
condition, or situation without
interpretations, or recommendations. The function of the writer any analysis,
compile. and organise facts for the readers. of an informational report is to collect.
as possible. In order to write an He/she is just a compiler who has to present the data as
informational report, relevant objectively
in a systematic and
organised way. Examples of informationalinformation should be gathered and presented
reports include conference reports, seminar
reports. trip reports, and so on.
Unlike an informational report, an analytical
report writer analyses the facts of a case, report presents data with interpretation and
problem, condition, or situation objectively and puts analysis. The
conclusions, inferences, and recommendations. Apart from presenting the facts forward his/her
reflect a broader understanding of the objectively, the writer must
In order to write an subiject in order to comment on various aspects
analytical report, the writer should be able to evaluate related to the report.
inferences. Examples of analytical reports include project reports, information and make appropriate
and so forth. feasibility reports, market research reports,
Routine and Special Reports
All organisations including
companies, institutions, government departments,
and research establishments, depend on routine reports for various
decisions. As routine reports are usually prepared on a
management As routine reports are

weekly. fortnightly. monthly, quarterly, or annually, theyperiodic

may
basis, that is, daily, usually prepared on
a periodic basis they
reports. The contents of routine reports may vary from simple also be called periodic
to complex marketing or research data. production information may also be called
Routine reports may be informational or periodic reports.
analytical depending on the purpose. Examples of routine reports include daily
production reports, monthly sales reports, annual reports, and so on.
Unlike a routine report, a special report is prepared and
to a single condition, situation, problem, or presented to convey special information related
occasion. Special reports do not contain routine or repetitive
ntormation as they are the result of specific circumstances. Some of the most important decisions in
an organisation may be taken on the basis of the
d company might launch a new product based on a
information contained in special reports. For example,
report analysing the market demand and presence of
competing products in the market. Special reports could be either informational or analytical. Examples of
special reports include inquiry reports, research reports, thesis, dissertation, and so forth
(Table 26. l).
 TABLE 26.1 Types of Reports
Criteria Types Description
Function
Examples
Informational Objective presentation of data without conference reports,
analysis or interpretation reports, trip reports seminar
Analytical Presentation of data with analysis and project reports,
interpretation market research reports feasibility reports,
Periodicity Routine Presentation of routine information daily productionreports, monthly
sales reports, annual reports
Special Presentation of specific information related | inquiry reports, research
to asingle condition, situation, problem or thesis, dissertation reports,
occasion
Communicative Oral Face-to-face presentation of information accident reports, sales reports,
Form
joining reports, conference reports
Written Presentation of information in written project reports, progress reports.
form research reports
Nature, SCope Formal Long reports with elaborate description annual reports, thesis, proiect
and length and discussion reports, technical reports
Non-formal Short reports laboratory reports, daily production
Oreports, trip reports
Oral and Written Reports
Oral reports are informal and face-to-face presentations of information. Examples may include oral
of accidents, sales, production, joining, and so on. Oral reports are useful for
reporting
presenting brief information related to routine activities, projects, developments, and Most organisations
soon. AS oral reports provide quick feedback, they may expedite a work and lead to nowadays prefer oral
fast action and decisions. Most organisations nowadays prefer oral reports reports followed by
followed
by written versions. This ensures the advantages of oral reporting and written versions.
avoids the
major disadvantages by adding to the permanent records of the organisation.
Written reports are more conventional than oral reports. Most business and technical reports use
the
written mode of presentation because the organisations using these reports neeu
Most reports have a maintain proper record for future use and reference. Most reports have a
permanent value. permdicu
value. For example, a research report is of immense value to future researchers.
Similarly, a project or progress report has apermanent value because the organisations
using them may need to refer to them during future projects or further evaluation of a
chapter is mainly concerned with written reports. particular project. t

Formal and Non-formal Reports

Reports can be formal or informal depending on heir nature, scope and length. Aformal report is usually
the result of athorough investigation of aproblem, condition, or situation. Formal reports are comparatively
longer and need elaborate description and discussion. They usualy follow afixed format with predetermined
elements, according tothe information presented. The length of aformal report may Vary from afew pages to
hundreds of pages. Formal reports could be informational, analytical, routine, or special. Examples of formal
 includeannual
eports reports of companies and
SOOn.
organisations, technical reports, project reports, thesis, and
Anon-formal report, on the other hand, could be a brief
activity. It is usually written to provide
account of aspecific business or professional
introductory information about a routine An informal report
affair. Non-formal reports are usually short and do not need
elaborate
and discussions. As the content is
generally insufficient for aformaldescriptions
report, an
may involve the use of
printed forms, letter
informal report may involve the use of printed forms, letter formats, or memo
formats.
Although non-formal reports are usually routine, they may be either informational
formats, or memo
or formats.
analytical and may use the oral or written form. Examples of
non-formal reports
include laboratory reports, daily production reports, trip reports, andso forth.

Progress Check 1
1. Which of the following statements are not True in the light of the above discussion about the
nature, significance, and types of reports?
(a) Executive decisions in the professional world may be based on reports.
(b) Non-formal reports may be written in letter or memorandum form.
(c) Professionals do not have towrite analytical reports.
(d) Areport is a formal document written for a speific audience to meet a specific need.
(e) Reports never reinforce, prompt, motivate, or persuade readers to act.
(0) An analytical report presents facts of acase, problems, conditions, or situations without any analysis,
interpretations, or recommendations.
(g) The most important purpose of areport is to help in the analysis of acondition, situation, or a
problem for an effective solution.
(h) Reports never record events and happenings.
singie
() Routine reports are prepared and presented to convey special information related to a
Condition, situation, problem, or occasion.
() Formal reports are generally shorter than non-formal reports.
(left column) with appropriate
2. Study the following table and match different descriptions of reports
types of reports (right column):
Types of reports
Different descriptions of reports (a) Informational
1. Lengthy reports (b) Analytical
2. Presentation of routine information (c) Routine
activities without analysis
3. Data on periodic and situational (d) Special
4. Short reports (e) Formal
5. Presentation of specific information (f) Non-formal
6. Analysis of data to persuade readers

Z6.2 WRITING EFFECTIVE REPORTS

26.2.I Report Formats letter format, memo
26.2, there are four common formats of reports, that is, printed torms,
s listed in Table length, scope, and
manuscript format. The choice of format can be made according to the nature,
Ormat, and
function of the report, andtype of audience.
TABLE 26.2 ats of Reports
Format Description
Printed forms Forms prepared to record for repetitive and routine data
Letter format Short informal reports to be communicatedto someone outside an organisatie
Memo format Short informal reports to be communicated to someone within an organisaion
Manuscript format Formal reports printed on plain paper
Printed Forms
Printed forms are generally used to collect routine infornation. For example, a
forms for recording daily production or monthly sales. Similarly, an organisation company may keep printed
may use printed forms for
trip reports, conference reports, laboratory reports, inspcction reports, conhdential performance reports and
so on. Using aprinted form is quite simple becausc the person filling it is just required to fill in the
blanks or
tick against the listed items. Detailed descriptions or discussions need not be provided.
There are three main advantages of using printed forms for reporting. Firstly,
they are systematic and make for easy reading. The readers can easily locate and Pinted forms are
identify important information. Secondly, they are more objective and factual with more objective and
little scope for the writer to be subjective about the content. There is no subjective factual with little
interpretation of the material used in the report. Facts are recorded quite objectively. SCope for the writer to
Finally. they save time. It is less time consuming to prepare a report in printed form be subjective about
the comtent.
than preparing reports in other formats. Figure 26.1 gives an example of a report in
printed form.

TOUR REPORT
Report on Participation in Professional Conference
Office order No. 14789/2015 dated 04-01-2015
Name of the officer: Kumar Abhishek
Designation: Senior Marketing Manager
Address: Regional Office, Syndicate Consultancy Services Pvt. Ltd.
Nayadeep, Andheri (W), Mumbai-53
Name of the conference: EmergingConcepts in Sales and Marketing
Name of the Organiser: Indian Management Association
Place of Conference: Hotel Tajmahal, Mumbai
Duration of Conference: January 14- January 18, 2015
Organisation of Conference:
(a) Sponsors of the Conference: 1. Tata Consultancy Services
2. Air Sahara
3. Reliance Industries
4. Indian Airlines
(b) Number of Participating companies: 25
(c) Number of sessions: 12
(d) Number of presentations: 32
Date: 27th January, 2015
Signature: Kumar Abhishek

Fig. 26.1 Printed Form

etterFormat
1he
letter fomat mnay be

alony with o e
elter
Headings may be
mformational
onn
analytcal,
toutine, special, no fitmal rents Fn
an cent the shop floor in a ompany and rent has t te nt t,thw.211e thes
(ompany, Oher examples of the letter
fomat cude evaluatr ents svotM
repeorts, survey repons, leyal reports, and . feastnsty
Fipure )2 shurws an atde
ALHA ConsuLTANGY Pt, LTD,
G21/12, Rirvy R), Dsltu 1102
January 31, 2015
Mr G Ravi Kiran
Chief Safety Officsr
NDP Limitsd, NDPL Buildirg
37-D, Jawaharial NehruRoad,
Kolkata-700 071
SUBJECT: MINE INSPECTION REPORT
Dear Mr Ravi Kiran:
The Alpha Consultancy teaminspectedthe AP
parameters to determine the Rock Mass Rstingseton f thetV Seanin NDP Clieyo
(RIMR) f the root. A deaes ceitn a0A
different locations visited is given below: grg

Location A: Shaft Level East I (Rise)

Roof rocks were exposed at this place upto a heigtt of 3 rmeter toy
and layer thickness, Three rider searns of thickne38 Varying from 35 tiastng to sty te rrx t s
to 4 Atnee xe tser
different horizons. Sarnples were collected for petrographial stuty.
1. Litho types
Major litho type observed in seguence were sandy shale, shaty sardetone,
sandstone. The rider seam 1 (3.5 centimeter thick) ocaUrs in between sandy sarcstore. and gey
ale anc shary
sandstone. Rider seam 2(4 cenirneter thíck) is found between shaty sandstore and sandstone
Rider seam 3 (4 centineter thick) is observed between sandy shale and grey sardstone The
presence of ider sears in between relatively cornpetet beds is apoint of conce from eort
of view of the stability.
2. Joits
Three sets of ioirnts were observed. Vertical joits were observed in te root rocS wtn a ont
intensity of 2.5 nurnbers per rnetre length and another joint set spaang was tound o De aoout 4
rurmbers per metre length. The third joint was found to be otlique to he earer ont ets t ws aso
3.
oberved
Other
that the coal searn just below the roof was wellcleated bituninous coa
8tructural features
Adyke having thickness of 4.5 meter was obeerved running from Nonr to Soutn rughat ne
property. Slickenside% were seen cdose to the dyke Ainor sips were also ooserved
4. Water seepage
Nowater seepage was noticed and the roof was cornpletely dry
Cortd. }
 Location B: Shaft Level East Il (Rise)
Roof fall upto the horizon of rider seam 3 was observed. This fallmight have been caused as a resds
of water seepage (which was at the rate of about 20 ml/imin at the time of investigation). Supports were
provided at the middle of the gallery with a width of the gallery being 4.6 meter. The location undor
investigation was proposed to be the haulage point. Roof drilling using electric drills for bolting Wr
attempted in the beginning and itwas found that drilling the sandstone roof was difficult due to exe
wear and tear of the bit. Thus, roof bolting could not be done.
Location C: Shaft Level East ll (Rise)
Afault with a downward throw of 2.5 was seen. Slickensides were seen nearer to the fault upto a length
of 5 meter.

Location D: 1 EDip (North to South)

Upon generalinspection of the dip gallery, of width varying from 4 to 4.6 m, it was found that the gallery
was statble. Only at some places (gallery and junctions) pit props were provided at the centre of the
gallery. No water seepage was seen.
Location E: 2 E Dip /2 L
This is the haulage level with steel pit prop supports placed at 2.2 metre centre to centre.
Location F:6 DI2 E Level
Face blasting was carried out at this location.
Location G: 2 L
Side fall was observed in the level gallery.
Location H: 2 ELIID

The galleries are six months old and the roof was found to be dry and intact.
Location l: IR/10 EL near Main Dip
Gallery width is only 4 meter andwater seepage from the roof was around 20 ml/min.
Location J: 10LWNID near Main Dip
Slips were found.
Location K: 7 LWIIR

Junction was observed for its stability. It was found that the roof was intact with a single wooden prop
at the centre.

Location L: Drift from IV to Vseam

Adownthrow fault was observed. The roof rocks were studied for RMR determination. The roof was
found to be dry.
The inspection team included Dr Suresh Patra, Dr Seema Biswas, Mr Animesh Kumar and Mr Mohan
Srivastava, allsenior consultants at Alpha Consultancy.
We at Alpha Consultancy believe that the findings of the team will help you go ahead with your plan to
modernise the support system with permanent roadways.
Sincerely,

Sd/
AP Khemka
General Manager
MemoFormat
[he memofoormat can be used for short reports that have to be communicated within
norganization. A memo format should contain all the elements of a The memo format may
standard memo. be used for all types
ddition, it may contain afew extra sections. Like a report in the letter form. a
report should contain headings for easy reading and of reports, that is, in
nat may be used for all types of reports, that is. reference. The memo formational, analytical,
rial. non-formal. An example has been given in
informational, analytical, routine, routine, special, or
Fig. 26.3. non-formal.

Innova Solutions Pvt Ltd

Interoffice Memorandum
Date: February 3, 2015
To: Ms. Kavita Kashayap
Director (Sales)
From: Afsar Ali Haider
Chief Training Manager
Subject: INTER- ISPL MEET ON
TELEMARKETING STRATEGIES A

REPORT

Sales managers from all 24 Regional offices of ISPL in

2015, to share their experiences of the use and India got together between 15 -20th January
India and to disCuss the future plan of action of effectiveness of telemarketing strategies
ISPL in India. There were sessions on Sales (TMS) in
cOurses run in the ISPL Regional offices and the activities of Training
India. Sessions were also conducted on TMS the training centres at various parts of
materials produced in different ISPL training centres in
India and each representative participant received
centre in Mumbai. sets of materials produced by the Corporate training
Eminent sales trainers like Mr Anup Khandelwal, Dr N K Das,
TMS Scheme, and Mr Naveen Goswami, Ms Savitha Kumar, Coordinator ISPL
Coordinator, ISPL Training Centre Scheme, enlightened the
participants through their speech and subsequent workshops. The
and the participants actively participated in the deliberations. The
workshops were highly interactive,
question-answer sessions were
particularly very interesting. The level of interest and commitment of the
The meet was very enlightening and participants was remarkable.
successful.
Recommendations
Many such interactive meetings are
find some tentatvie solutions to Somenecessary
to enliven our capacity as sales
of the common problems that ISPL promoters and to
face. sales managers in India
The Corporate Training Centre in Mumbai should be
sales trainees of ISPL. asked to produce similar TMS materials for
A few seminars and workshops on
offices. telemarketing strategies should be organised by the regional

Fig. 26.3 Memo Format

Manuscript Format
The manuscript format can be used for long and formal
reports. These reports are divided
and sub-sections, each with a clear heading. These headings and sub-headings are into
organised in a logical sequence. While preparing a report in manuscript Torm, the sections
WTIter needs to be careful about its structure and elements. A structured report will The manuscipt format
can be uSed for
help in thinking clearly anddeciding where to put cach fact or idea. It also makes long
and formal reports.
reading easy and helps the readers find the information they need. The manuscript
format is discussed in detail in the next section.

Progress Check 2
1. Which of the four formats of reports would be the most appropriate for each of the following
(a) Annual report of a research organisation
(b) Areport on the progress of a research project
(c) Daily production report of a lift manufacturing company
(d) A research report
(e) A product launch report to be written by the marketing manager of a company for the marketing
director of the company.
(f) Monthly sales report of apharmaceutical company
(g) Areport on the feasibility of launching a new product
(h) A short report examining the problem of poor sales of a new product

26.2.2 Structure of Formal Reports

When writing a formal report, the choice of format as well the parts of the report
Formal reports are
must be carefully planned. Although the circumstances in which a report is written divided ito many
may determine its structure, the content of the report has to be organised in a logical Components for
way to help the readers understand the message clearly. clarity.
Parts of a Report
A formal report may include the following parts or elements:
1. Title page
2. Preface
3. Letter of Transmittal
4. Acknowledgements
5. Table of Contents
6. List of Illustrations
7. Abstract/Executive summary
8. Introduction
9. Methodology
10. Discussion/Finding/Analysis
11. Conclusion
 Report Writing 513
12. Recommendation
13. Appendices
14. References and Bibliography
.ch of these parts of aformal
report will now be discussed in detail
Title Page
formal report usually begins with a
title page. It contains the title of
unisation to whom the report is being the
Title Page is given in Fig. 26.4. submitted, the name of the report report, the name of the person or
writer/s, and the date. A Sample
Title Page
A REPORT ON
Improving Blast Efficiency Through
Performance Analysis
SUBMITTED TO
Department of Science and Technology
Government of India
SUBMITTED BY
Rakesh Kumar
Research Scholar, IIT, New Delhi
DATE
August 16, 2014

Fig. 26.4 Sample Title Page

Preface
Ihe preface is an optional element in a
formal report. It introduces the report by
Icatures and scope. mentioning its salient
leter of Transmittal
ie ransmittal letter is abrief covering letter from the report writer The transmittai leter
Uses 1or writingthe report. It maycontain the objectives, explaining the is a brief cOvenng
scope,and other highlights
e Teport. It may also contain lettor from the repot
SAowledgement section. Figureacknowledgements
if thereport does not include an
26.5shows the format of aTransmittal letter. writer expiaining the
causes for writing the
report.
Date
Dear

Signalure
Fig. 26.5 Fotmat of Transmital Letter
Acknowledgement
The acknowledgement section contains the names of persons who contributed to the production
of the
and made the report possible. It is just a "thank you note'. report
Table of Contents
The table of contents' provides the reader an overall viewof the report and shows its organisation.
This section lists the main headings and the subheadings in the report with page numbers. Figure 28e
contains a Sample Table of Contents.

TABLE OF CONTENTS
Preface 1
Acknowledgement 2
List of illustrations 3
Abstract 4
1. Introduction 6
2. Methodology
3. Discussion 10
4. Conclusion 15
5. Recommendations 19
Appendices 20
References 28

Fig. 26.6 Sample Table of Contents

List of Illustrations
List of lllustrations
The 'list of illustrations' gives systematic information about tables, graphs, figures, is usually included it
and charts used in the report. List of illustrations is usually incuded if the number the number of these
of these illustrations are more than ten. Figure 26.7 contains a Sample List of illustrations are more
Illustrations. than ten.

LIST OF ILLUSTRATIONs
Tables
Table 1 1
Table 2
Table 3 12
Table 4 14
Figures
Figure 1 3
Figure 2
Figure 3 22

Fig. 26.7 Sample List of lustrations

 Abstract or Executive
Report Writing ¼ 515
An abstract or an :Summary
executive summary
facts. findings, summarisesandthe essential information in the
observations, results, conclusions, report, focussing on
Introduction recommendations. key
This.section introducesthe
readers to the report and
hackgroundinformation,
helps the readers defining
report. It
its aims and prepares themfor the discussion that
objectives, and discussing the sCope andfollows by providing
in
in order to understanding and analysing limitations
umderstandthe discussion and the analysisthethatreport as it includes facts that the reader ofmust
the

Methodology follow.
While writing a report,
Internet surfing. information may have to be gathered from library and
interviewS,
summarises the methods of datasurveys, and theformal/informal discussions. Thearchival sources or through
criteria of survey. collection, procedures for investigating the section on methodology
situation/problem,
and the
Discussion/Description/Analysis
This is the main part of the
iocuses on facts and findingsreport
as it presents the data
of the report and may
that has been collected in an
roblem, an analysis of the situation, and include an objective organised form. It
description and
sub-sections with well-structured and clearfindings of the investigation. It is usually divided discussion
into
of the
sections and
headings and sub-headings.
Conclusions
Ihis section conveys the significance and meaning of the report to
ISCussions and findings, results and readers by
conclusions, implications of the conclusionspresenting a summary of the
presented, and inferences.
Recommendat ions
S section contains
action to improve arecommendations
that are
based on results and
situation or a condition, they may present severalconclusions.
ways to
As they propose a course
OLuation. It may also indicate the need and nature for solve a problem or improve
further work in the concerned area.
kppendices
Ppendix contains supporting material or data, which is kept
Od interrupting the line of separate from the man boy ot the report to
development of the report.
eferences andBibliography
This section may contain references to books, journals, reports,
0cuments, and other sources used in the report. It may alsodissertations,
consist of aor/and
list of published
materials government
tor further
elerence.