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Report Writing

This document outlines the essentials of report writing, emphasizing its purpose to inform and analyze situations while making recommendations. It details the structure of a good report, including components such as the executive summary, introduction, discussion, conclusion, and recommendations. Additionally, it highlights the importance of maintaining an objective tone and provides various types of reports commonly used in professional settings.

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15 views15 pages

Report Writing

This document outlines the essentials of report writing, emphasizing its purpose to inform and analyze situations while making recommendations. It details the structure of a good report, including components such as the executive summary, introduction, discussion, conclusion, and recommendations. Additionally, it highlights the importance of maintaining an objective tone and provides various types of reports commonly used in professional settings.

Uploaded by

itsmenoname0123
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Report Writing

Unit II

Dr. Raisun Mathew


SHORT CLEAR
READER-ORIE
Report Writing RELEVANT
NTED
SHARP

• An account given on a particular matter, especially in the form of an official document, after
thorough investigation or consideration by an appointed person or body
• More likely to be needed for business, scientific and technical subjects, and in the
workplace
• Focus on facts
• Purpose of writing: inform the reader/authority about the event/issue/facts
• Intention: analyses a situation or problem, often making recommendations for future
action
• Written by an individual or organized body/committee

Give Information + Suggest to take an action


Why Reports?

1. Decision-making: provides considerable amount of data,


information, idea. Reports are used to take decisions and reach
solutions.
2. Evaluation: It is a collection of evaluated information about events
in an organization.
3. Professional Improvement: Appraisal cycle, rating of work and
performance.
4. Problem solving: Get accurate information and make quick
decisions.
Major Uses

Reports are useful for the following purposes:


• Suggest new ideas
• Put across a point of view
• Present details of an investigation
• Influence a decision
• Analyse a situation
• Recommend an action
• Help people make a choice when faced with a dilemma
Points to Remember

• Use past tense


• Do not use first person POV (I, we)
• Maintain third person POV (he, she, they)
• Use indirect speech/reported speech
• Use passive voice (They were called by the HoD for the meeting)

• Accurate, factual, and objective


Types of Reports
Steps to Write a Good Report
Components of a Good Report

• Title Page [title, subtitle, author, to whom, date]


• Table of Contents
• Executive Summary 10 %

• Introduction 20 %
Short Report
• Discussion 40 %
1 -2 Pages
• Conclusion 20 %

• Recommendations 10 %

• References
• Appendices [extra document attachments – questionnaires, tables, photographs etc.]
HEADING

Place: Reported by: Name (Designation)


Date:

EXECUTIVE SUMMARY
1. Brief overview (helping for a quick read)
2. Give clear idea about the report
3. Emphasise on important points, outcomes and suggestions
4. Leave space and prepare this section towards the end
5. Do not include any information that is not in the report
6. Consider as an independent section from the report
INTRODUCTION
5 W’s + H
• Define the purpose and objectives.
• Briefly describe the background and context. What was the event? Who conducted the event? When was the
event conducted? Where was it conducted? Why was the event conducted? Who were the participants?
• What have you investigated? How does your study fit into the current literature? What have previous studies
found in the area? Why is it worth investigating? What was the experiment about? Why did you do it? What
did you expect to learn from it?
• Give a hint to the problem/issues.
• Highlight the report’s scope, relevance, and significance

DISCUSSION
• Procedure: the methods that have been used to prepare the report (sales, annual, technical)
• Discuss the major 🡪 minor topics related to the event/ happened during the event / discussed during the
event.
• Elaborate the problem/issue/discussion matter
• Reach your findings and give evidences to substantiate it
• Present the solution to the problem.
CONCLUSION

1. Mention your key points and provide your interpretation


2. Relate your conclusion to the objective stated in the introduction
3. State your major outcomes and highlight their significance
4. Specific, clear, and brief

RECOMMENDATIONS
1. Add what steps, extra activities, and actions has to be done next
2. Any limitations or issues that is not discussed earlier can be noted here
3. Give recommendations in the order of its importance
Different types of Reports

1. Sales report
2. Annual Report IMPORTANT

3. Technical Report
4. Weekly Report
5. Academic Report
6. Project Report
7. Research Report
8. HR Report
Activity

1. Write a short report on the International Conference held at your campus regarding the New
Education Policy introduced by the India Government?

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