Technical report writing and its types.

1. REPORT &TYPES
Presented by :
Waseem Usman
Irfan Khan
AsadTahir

2. Report
A report is a statement in which the writer (or speaker if it an oral
report) give information to some individual or organization because it is
his or her responsibility to do so. It is an assigned communication for a
purpose and for a specific receiver/reader.
A report may be defined as a formal
statement describing a state of affairs or what has
happened. It contains detailed description of a
problem or a situation, findings of an investigation,
recommendation or action taken.
A good report must be an orderly
arrangement of some factual information that
is objective in nature and serves some purpose.

3. Purpose of Report
1. Give information about a company’s activities, progress, plans
and problems.
2. Record events for future reference in decision making.
3. Recommendation specific action.
4. Justify and persuade reader about the need for action
in controversial situations.
5. Present facts to the management to help decide the
direction the business should choose.

4. Features of Report
1. Information or an account of somethings.
2. Orderly presentation of facts about some activity.
3. Objective and unbiased presentation of facts.
4. Specific audience.
5. Often include recommendation.
6.Written by some specific purpose.
7. Submitted by a lower authority to height authority.

5. Requirement
of reports
Clarity
Conciseness
Continuity
Objectivity
Requirement of Reports

6. RELEVANCE OF
REPORT WRITING

7. REPORT AS A MEANS OF INTERNAL
COMMUNICATION
1. A report acts as an effective means of communication
within the organization.
2. It provides feedback to employees.
3. It is prepared for the information and guidance of
others connected with the matter / problem.

8. REPORT FACILITATES DECISION
MAKING AND PLANNING
1. Report provide reliable data which can be used in
the planning and decision
making process.
2. It acts as a treasure house of
reliable information for long
term planning and decision
making.

9. TYPES OF REPORT

10. TYPES OF REPORT
Reports can be classified into different categories on the basics of the media of
communication, formats adopter, frequency of issue as well as on the basis of
their functions.

11. On the Basis of Communication Media
1.Oral Repots
An oral report is face-to-face communication of an impression
or observation. It is comparatively informal and time saving. It is simple
and easy to present. But the receiver has to listen to every word of it.
2.Written Report
A written report id relatively more accurate and
precise. It tends to be more formal and can be referred to
again and again. It provides a permanent record and cannot
be denied at any time.

12. On the Basis of Format and Procedures
Adopter
1.Informal Reports
An informal report is usually in the from of person-to-person communication. It
may range from a few lines to several pages of detailed information. It is usually written
in form of a letter.
2. Formal Report
A formal report is presented in a prescribed form. It is prepared in
accordance with an established procedure and is submitted to a prescribed authority.

13. On the Basis of Function
1.Information Reports
An informational report presents the data collection or facts observed in an
organized form. It presents the situation as it is and not as it should be.
2.Interpretative Reports
Such a report is not only contains facts but also interpretation or evaluation
of data. It includes report’s conclusions and may also contain recommendation for
action.
3.Routine Reports
These reports are required to be prepared and submitted periodically on
matters required by the organization so as to help the management of the
organization to take decisions in the matters relating to day to day affairs.

14. The Plan for Preparing a Formal Report
1.Identify the readers
2. Determine your purpose
3. Formulate specific questions
4. Conduct research to answer the questions
5. Draw valid conclusions (for analytical or recommendation reports)
6. Decide on recommendations (for recommendations)
7. Write the report

15. FORMAT OF
REPORT

16. FORMAT OF REPORT
A report has several parts which enable the writer(s) to layout all the
complex information in an easy-to-easy form. All report do not required all the
parts; but long report need to include all of them.The part form the title to the
signature are essential and must be include in reports.
1. Although, there is no set report writing format, however, there are general
sections that should be included.
2. Unlike essays, reports are written in sections with headings and sub-headings,
which are usually numbered.
3. There are numerous possible formats available for writing a report, and it
mostly depends on the context of topic

17. COMPONENTS OF A REPORT
Title Page
It should include the title, your name and the name of
the tutor to whom it is being submitted, date of submission, your
course/department. The logo of the organisation should also be
printed.
Acknowledgements
A list of people and organisations who have helped
you in the compilation of report and other related work.

18. Contents page
A clear, well-formatted list of all the sections and
sub-sections of the report. Page numbers should be marked
correctly.
Abstract
A summary of the major points, conclusions, and
recommendations should be written to give a general
overview of report.
Introduction
The first page of the report needs to have an
introduction. You will explain the problem and show
the reader why the report is being made.

19. Body
This is the main section of the report. There needs to be several sections, with
each having a subtitle. The various sections include Review of Literature, Materials
and Methods and Results. A discussion section can also be included at the end of the
body to go over by findings and their significance.
Conclusion
A conclusion should draw out the implications of your findings, with
deductions based on the facts described in your main body. The significance and
relevance of study is discussed in this section.
Reference
This is a list giving the full details of all the sources to which you have made
reference within your text.

21. THANKYOU