4. LEARNING OUTCOME
By the end of the lesson you will be able to –
say what a report is.
describe why we write reports.
say how should it be.
Success criteria of a good report
say the types of report.
describe various part of a newspaper report.
write a newspaper report maintaining its structure.
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5. WHAT IS A REPORT
• A means to convey some information to others.
• An organized, factual, objective presentation of
information.
• ‘Organized’ since it follows a systematic pattern.
• ‘Objective' means it should not be influenced by our
personal feelings.
• Report is a comprehensive document and covers all
aspects of the subject matter of study.
WRITING
6. WHAT IS A REPORT
o It is a study of facts & information
o It is formed in a structured format
o Based on observation and analysis
o It helps the management in an organization for making
plans & solving issues in the organization
o It is an outcome of an any event
WRITING
7. REPORTS AND ESSAYS.!!!
• Similarities:
- formal style
- careful proof-reading and neat presentation
- introduction, body and conclusion
- analytical thinking
8. KEY DIFFERENCES:
• presents information, not an argument
• is meant to be scanned quickly by the reader
• uses numbered headings and sub-headings
• uses short, concise paragraphs and dot-points where applicable
• uses graphics wherever possible (tables, graphs, illustrations)
• may need an abstract (sometimes called an executive summary)
• does not always need references and bibliography
• is often followed by recommendations and/or appendices
• A good report is always fact finding and not fault finding. It should
be prepared in an impartial manner. The writers of the report
should be impartial in their outlook and approach.
A report:
9. WHY DO WE WRITE REPORTS?
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Report Writing
10. HOW SHOULD IT BE?
A report aims to inform, as clearly and
succinctly (briefly) as possible. It should
be easy to read, and professional in its
presentation.
Reports must always be:
Accurate
Concise
Clear
well structured
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Report Writing
11. • Write in present tense.
• Write in passive sentence.
• Write in the third person.
• Use vocabulary associated with time (First,
then, after, later, finally…..).
• Use factual and precise descriptive language
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12. PROBLEMS IN REPORT WRITING
A failure to understand when and why report
will be used.
Lack of understanding what needs to be
recorded.
Lack of time
Iliteracy of some staff.
Inappropriate/no systems to facilitate good
record keeping and report writing.
13. TYPES OF REPORT
Research Report
Business Report
Scientific Report
Routine Report
Investigation Report
Project Report
Director’s Report
14. TYPES OF REPORTS :
• Provides basic information
• Very very short
• Report writing on monthly budgets, staff
absentees and so on..
1. Information only Reports
15. 2. RESEARCH REPORTS
• Most widely used report
• Important for university level
• Includes R&D subjects.
• Writing a report on some product development.
• Report writing for your competitor’s activities.
16. 3. CASE STUDY ANALYSIS REPORTS
• Hypothetical research reports.
• Includes real life examples
• Submit a report based on a case given to
you
• Widely used in university level competitions.
17. FORMAL AND INFORMAL
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, almost fragmentary statement of facts on a
single page, to a more developed presentation taking several pages.
On the basis of formal organization:
Statutory report: A report prepared and presented according to the form and procedure laid
down by law is called a statutory report. Ex: audit report
Non-statutory report: Formal reports which are not required under any law but which are
prepared to help the management in framing the policies is called non statutory report. Ex:
for policy formulations
Periodic or Routine Reports: are prepared and presented at regular, prescribed intervals.
They may be submitted annually, semi-annually, quarterly, monthly, fortnightly, weekly or
even daily.
Special Reports: They are related to a single occasion or situation. Such as technical
report of a particular product.
18. INFORMATIVE AND INTERPRETATIVE
On the basis of function:
Informative Reports: These reports present facts about certain
given activity in detail without any note or suggestions. Ex: A vice-
chancellor asking about the number of candidates appearing at a particular
examination.
Interpretative Reports: It analyzes the facts, draws conclusions
and makes recommendations. Ex: A company chairman may ask for a
report on falling trends in sale in a particular area. He will in this case be
naturally interested in knowing all the details including that of opinion of any
of the investigator.
20. As in all writing assignments, it's crucial to analyse the task carefully
Who is the report for?
Why do they want it?
What do they need to know?
PLANNING OF REPORT
21. Then start planning:
Think about structure and format
Check your guidelines!
Have you been given a suggested
structure or format?
Think how to present your information
most clearly.
22. Plan the writing process:
Think about what you already know
Brainstorm. Jot down notes or make a mind
map
How will you find the information you need?
Make a time plan allowing for each
preparation and writing stage. Reports
usually have important deadlines!
23. Organise your information:
Consider the sources you will need
Decide which key information should go in which
section
Organise your information as you go along
Note your references as you go along
24. STYLES OF REPORT
Narrative
Most widely used
Information written in a logical manner or sequence
CHRONOLOGICAL
Events written in order of occurrence
Time element is of prime importance
25. TO WRITE A GOOD REPORT YOU SHOULD KNOW:
o What needs to go into the report
o Always get clear guidelines from the study guide.
o Extend of the report should be clear.
Purpose of Report
oWhy are we writing the report
oResearch and writing becomes relevant to the topic
Scope of Report
26. FEATURES OF A WELL WRITTEN REPORT:
o A Good Report has a Clarity of Thought
o A Good Report is Complete and Self-explanatory
o A Good Report is Comprehensive but Compact
o A Good Report has a Proper Date and Signature
o A Good Report is Presented in a Lucid Style
o It has a clear thoughts
o It is comprehensive but compact
27. FEATURES OF A WELL WRITTEN REPORT:
o It is accurate in all aspects
o It has suitable format for readers
o It support facts & is factual
o It has an impersonal style
o It has proper date & signature
o It has a reference to relevant details
o It follows an impartial approach
o Factual – detailed correctness
o Clear – distinct and unconfused
o Complete – having no deficiency
o Concise – expressing much in a few words
28. FORMAT OF THE REPORT:
Inductive report
• Title page
• Executive summary
• Introduction
• Conclusions
• Discussion
• references
Deductive report
• Title page
• Executive summary
• Introduction
• Discussion
• Conclusions
• refrences
29. SECTIONS OF THE REPORT
Parts of the
report
Contents Functions Types of
writing
Language characteristics
Title page Name of the report, date To inform Discursive Factual
Table of
contents
What you find in your report To inform Discursive Factual
Summary A summary of the report To inform Discursive Factual, impersonal use of 3rd person
pronouns, passive verbs
Introduction Background, problem,
approach, definition of special
words used
To inform Discursive Same as the above
Methods Methods or procedures which
lead to the findings
To inform Discursive Same as the above
Findings Results of investigation,
research, and calculation
To inform Discursive Sa as the above
Conclusion Conclusions drawn from the
findings
To
convince
Argument It seems that …./ The result indicates
tthat … / It is probable that…
Recommen-
dation
Things that should be done as a
result
To
persuade
reason
Argument,
persuasive
Personal use of “I” and “We”
Bibliography Books, articles, magazines,
reports , any documents that
has used for reference
To inform
30. FORM OF A NEWS REPORT
1. Title/Head line/ Caption
2. Source , place, Date:
3. Introduction
4. Description (The body of the report )
5. Conclusion
6. Recommendations (sometimes included)
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31. EXAMPLE OF REPORT’S TITLE
1. A Devastating Fire on A Garment Factory
2. Celebration of The Independence Day
3. Risky But Important Bridge
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32. INTRODUCTION OF A REPORT
oWhile writing the Introduction of a report -
o Give enough background information to
provide a context for the report.
o State the purpose of the report.
o State who called for it.
o Remember
o The shorter it is, the better.
o your introduction will often give an indication
of the conclusion to the report.
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33. SOURCE , PLACE & DATE OF THE REPORT
You have to write-
- Name of the person who wrote it
- place of the action
- Date
Punctuation-
Use a comma (,) or semicolon (;) among
Source , Place & Date
Use colon (:) after Date
Attention!!!!!!!
Never exceed a single line for writing Source , place& Date of a
report.
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34. THE CONCLUSION OF THE REPORT
While writing the conclusion of a report -
- Sum up the main points of the report.
- Clearly relate to the objectives of your report.
- No surprises please! (that is, don’t include
new information here.)
- EXAMPLE
- The extent of loss caused by the fire was estimated at
two crores. A case was filed in Sargodha Police Station
in this connection. The factory owner was arrested and
a five member investigation committee was formed.
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Report Writing
35. THE RECOMMENDATION OF A REPORT
While writing the recommendation of a report -
- propose how the situation/problem could be
improved by suggesting action to be taken.
- Proposing should be logical, specific,
measurable and achievable.
- A “statement of cost” should be included if you
are recommending changes that have financial
implications.
- Recommendations can be numbered if you
wish.
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Report Writing
36. EXAMPLE OF THE RECOMMENDATION OF A
REPORT
Recommendations:
1. Alternative stairs should be built
immediately.
2. Electrical wire should be checked after
every six months.
3. Every employee should be trained properly
with fire extinguishing materials.
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