University Institute of Legal

Studies
English-III
20 LCT221
Faculty Name- Dr. Vipan Kumar

REPORT WRITING DISCOVER . LEARN . EMPOWER

 COURSE OBJECTIVES
The Course aims to:

Augmenting student’s overall communication and interpersonal skills by

1 practicing oral and written English for professional life.

Enrich reading capability to enhance business sense through special emphasis

2 on business vocabulary and its usage.

Write business documents clearly, concisely and analytically in correct syntax.

3

Speak coherently, concisely in social and professional environment.

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 COURSE OUTCOMES
On completion, the students are expected to
CO Title Level
Number
CO1 Demonstrate competency in spoken Apply
and written communication for a  
specific audience and purpose in the
business environment.

CO2 Create communication material for an

organization, research and write reports  Create
in correct English.
CO3 Critically evaluate moral values, Evaluate
communication ethics and display
sensitivity for diversity and inclusion.
CO4 Display professionalism during the Apply
placement process.
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 Report writing

What is a report?
A report is a specific form of
technical writing that is used to
identify and examine issues,
analyse events or findings and
provide information required for
decision making.

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 What does a well-written report
demonstrate?
A well written report demonstrates your ability to:
• understand the purpose for which the report is being written and
follow all the specifications.
• gather, evaluate and analyse relevant information.
• structure material in a logical and coherent order.
• present your report in a consistent manner according to the
instructions of the report brief.
• make appropriate conclusions that are supported by the evidence
and analysis of the report.
• make thoughtful and practical recommendations where required.
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 Types of reports
• Academic Reports – while studying
(Research paper, project report ,
training report etc.)
• Technical Reports -Organizations
(Proposal, project reports)
• Business Reports (Recommendation
report, Annual reports etc.)
• Formal and Informal Reports
• Long and short Reports
• Newspaper Reports
• Legal Reports
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Newspaper Report Writing
Topic:
Your college organized a computer literacy camp in its neighbourhood. Prepare a news report format on the same for your college newsletter.
(Computer Literacy Camp)
By (Name), Secretary
(Date and place of Reporting)
00-00-2021, (Name of the place)
(Opening paragraph)
A computer literacy camp was recently organized in (Name of the place) by the (Name of any Educational society/organization). The primary
goal of the college was to educate young adults/students about the usage of computers. It also aimed to educate the dangers of online bullying.
(Main body)
The computer literacy camp began with an inaugural speech from the chief guest, Mrs. Jane Doe, the CEO and founder of Micromedia, a
startup that is well-known for producing affordable and compact personal computers. Close to 300 people had attended the camp’s
inauguration, with even more turning up by midday. The camp taught the basics of computers—such as its operating system, basic hardware
and also the internet. The participants were also taught how to use the internet while avoiding dangers such as online-bullying and safe-
browsing practices. These valuable insights helped the participants to be more productive and also stay safe when using a computer.
(Conclusion)
The camp ended with the chief guest distributing participation certificates to the volunteers. Overall, there was an atmosphere of enthusiasm
and learning.

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 Formal and Informal
reports

• 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
statement of facts on a single page to a more developed
presentation taking several pages.

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 Poll Question 1

Reports present conclusions based on:

1. Impression
2. Belief
3. Investigation
4. Intuition

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 Let’s learn how to write a report

There are times when as a

business manager you are required
to write a detailed report and also
times when you need to pass on
concise information in a
summarized fashion.
These are known as short reports
and long reports. Both have
different formats.

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 Format of a short
report
•From:
•To:
•Date:
•Title:
•Introduction:
•Methodology:
•Findings:
•Conclusion:
•Suggestions/recommendations:
•Name:
•Designation:
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 Short report
This report is in memo form generally submitted in organizations:
• The report starts with ‘From’, ‘To’ and ‘Date’.
• It states the name of the writer, the name of the person the report is
addressed to and the date of the report.
• The report must have a subject or title.
• The First section is the Introduction. It outlines what the writer was
asked to do, name of the person who ordered the report, date by
which the report has to be submitted.
• The Second section shows the steps taken by the writer. They may
include visits to places, interviews conducted, survey etc.
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 Short report(continued)
• The Third section consists of findings. The information can be
presented through tables and graphs.
• The Forth section is the conclusion of the report. The writer
summarizes the findings.
• The Fifth section contains the recommendations and suggestions
of the writer.
• The report ends with the writer’s name and designation written on
the left hand corner of the page.

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 Guidelines for Writing a Short Report
• Choose an approach. A top-down approach is advisable for writing a short
report where the stages of identifying the scope, gathering information, and
refining are involved.
• Decide on a structure. Typically, there are a number of basic elements found in
a formal report. But in writing a short report, it might be necessary for you to
summarize these into only what is required to support the given topic.
• Focus on what is necessary. Emphasize significant points and eliminate those
that aren’t too relevant to the topic.
• Keep sentences short. It’s important to keep your report informative yet straight
to the point. You can do so by constructing statements in pdf with proper
wording.
• Consider your layout. When presenting graphs, charts, and other images to
your report, make sure that the text supports what is seen in these visuals. Be
sure to organize these in your report.
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 How to write a short Formal Report

•Title
•Includes :
•The title of the report
•The name of the person or organization that the report has been written for
•The name of the person or organization who wrote the report
•The date of the report
•Terms of references
•Includes:
•What the report is about
•Why it is being written
•Who it is being written for
•Procedure
•This section tells the reader how the information for the report was gathered
•Includes:
•Surveys
•Interviews
•Documents read
•Observations
•Questionnaires

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 Poll Question 2

What writing style is usually used in reports?

1. Objective and detached
2. Personal and critical
3. Emotive and judgemental
4. Subjective and detached

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 LONG REPORT

• A long report always has a title, introduction, body, and then conclusion.
• It is always more than one page in length. It sometimes contains a
covering letter that mentions all the details that are included in the long
report.
• At the end of the long report, there is bibliography and appendix.
• The tone in a long report is restrained and sombre in contrast to a short
report.

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 Format of a long
report
• Title Page
• Table of Contents
• Acknowledgement
• Executive Summary
• Methodology
• Findings
• Conclusions
• Recommendations
• Bibliography/References
• Appendices
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 Letter of transmittal
Transmittal letters help call attention to the recipient of the information,
to ensure they read it and respond in a timely manner.
Transmittal letter contains the following elements.
• A statement of title and purpose of report.
• A statement of who authorized the project and when
• A statement of method used in the project or of the principal results,
conclusion and recommendations.
• An acknowledgement of any assistance you received in preparing
the material.

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 Parts of long report
(Title page)
The title page should contain details,
including:
• Full title of the report;
• Name of the author.
• Purpose for which the report is prepared.
• To whom it is submitted.
• Name of the institution for which the
report is prepared.
• Month and year of report.
• Logo of the organisation.

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 Table of contents

• Contains page numbers of the titles

and subtitles of different sections of
the report.
• Structure the content of the report
in a logical manner.
• Should also show the preface
material, a list of tables, figures etc.,
references and appendices.

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 Acknowledgement

• Acknowledgements enable you to

thank all those who have helped in
carrying out the research.
• Careful thought needs to be given
concerning those whose help
should be acknowledged and in
what order.

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 Executive summary
• It is a one – two page brief
overview of the report
• It is prepared for non-technical
readers like managers, who are not
interested in all the technical details.
• The specific problem to be solved
through the project is clearly
discussed.
• The conclusion and
recommendations are discussed in
a separate paragraph.

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 Methodology

Information is collected in two ways:

•Primary information is gathered and
recorded during your research through
experiments, questionnaires, surveys
etc.
•Secondary information is gathered and
recorded by others in their reports,
newspapers, journals, magazines,
internet etc.
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 Body of the report
•Analysis and Findings: Information is
compared and contrasted .
•Discussion: A discussion of the findings
and other important issues relating to the
project.
•Conclusion and Suggestions: A brief
summary of what the findings were and
what the significance of the work is.
Suggestions for future work are also
included here in some cases.
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 Final section
• References: This is a list of the
books, reports, papers, Internet
sources etc. that were used to
complete the project and write the
report.
• Appendices: Any materials such
as method, intermediate results,
questionnaires etc. can be put into
an appendix.
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 Poll Question 3

The index forms a part of the:

1. Main body
2. The front matter
3. The end matter
4. Appendix

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 Applications
• A report provides consolidated, factual and an up-to-date information
about a particular matter or subject.
• A report acts as an effective means of communication within the
organization. It provides feedback to employees.
• Report provides reliable data which can be used in the planning and
decision making process.
• Certain reports relating to employees are useful while preparing
personnel policies such as promotion policy, training policy and
welfare facilities to employees.

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 Assessment Pattern
Students are assessed on the basis of the following
parameters:
• Hourly Tests - 2
• Assignments
• Surprise Test
• Quiz
• Student Engagement
• End Semester Exam

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 References
• https://www.scribd.com/doc/35917081/Report-Writing-Ppt

• www.uni-mysore.ac.in/.../ppt/035_RESEARCH%20REPORT%20WRITING.ppt

• www.colorado.edu/MCEN/Measlab/Written_reports_F06.ppt

• documents.manchester.ac.uk/display.aspx?DocID=8584
• https://www.learngrammar.net/a/how-to-write-a-business-report
• https://edu.gcfglobal.org/en/business-communication/how-to-write-a-powerful-
business-report/1/
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THANK YOU