A report includes letter of transmittal, title of page, abbreviations and glossary , Abstract summary or executive summary, terms of reference or introduction, procedure, findings and illustrations among others. For more such innovative content on management studies, join WeSchool PGDM-DLP Program: http://bit.ly/ZEcPAc

1. Structure of a
Report
Chapter 23

2. A report is divided into
sections with headings. A
covering letter usually
accompanies the report
It may be written by an individual or by a
committee
Chapter 23

3. A report generally includes letter of
transmittal, title page, table of contents,
list of abbreviations and/or glossary,
executive summary/abstract,
introduction, body, conclusion,
recommendation, bibliography and
appendices.
Chapter 23

4. It is typed on the organization’s letterhead.
It is addressed to the person who
commissioned the report. It includes a
salutation, the purpose of the letter, the
main findings of the report, any important
considerations, an acknowledgement of any
significant help, and expression of pleasure
or thanks.
Chapter 23

5. It includes report title, full details of the
person(s) for whom the report was
prepared, full details of the person(s) who
prepared the report and the date of the
presentation of the report. In an individual
letter form repot, the title is in the form of
subject line, indicating the topic
Chapter 23

6. If it is a short report of 2
or 3 pages doesn’t need
a title page
Chapter 23

7. It is given after the title page; used if
the report is long, say 10 pages;
contains list of the headings and
appendices of the repot with the page
number on which it begins.
Chapter 23

8. If the report includes abbreviations
which may not be know to all readers of
the report, an alphabetical lit of them is
provided. A glossary is also provided if
there are many technical terms
Chapter 23

9. A Glossary is an
alphabetical lit of the
terms with their meanings
Chapter 23

10. It’s a list of names of persons
who helped the writer of the
report with information,
collection of data, references,
discussion and so on.
Chapter 23

11. An abstract is a summary used for a
scholarly, academic work and a executive
summary. It is written for an executive
who most likely does not have the time to
read the original. It is not longer than
10% of the full report
Chapter 23

12. The summary gives readers the essentials
contents of the repot documents in 1-10
pages; previews the main points of the
report; helps reader determine the key result
and recommendations. The summary
includes the content of the research; the
purpose for the report, the major findings, the
conclusions, and the main recommendations.
Chapter 23

13. Bing the first section of the
report, it gives details of the
assignment and the purpose
and scope of the study
Chapter 23

14. Details of the assignment includes who
assigned the report, on what date and how
the appointment was made, the name of
committee members, the date of
submission and whether the report is
expected to make recommendations
Chapter 23

15. If the assignment is made by letter
by the CEO or any other authority, the
terms of reference must give the
number and date of the letter, the
name and title of the appointing
authority, the purpose of the repot
and the time allowed
Chapter 23

16. An individual writing a letter form repot includes
the authorization in the first paragraph of the
letter. Purpose and scope includes: information
about the area surveyed or the problem
explained, and the limitation imposed on the
study by constraints like time, finance, or non-
availability of data.
Chapter 23

17. This is the second section. Methods
used for collecting information are
stated in this section. It begins with
the meeting held by the committee.
A report must indicate the methods
used for collecting information
Chapter 23

18. There are several methods like:
•Records of the organization can provide data
on production, ale recruitment, marketing,
expenditure etc.
•Observation consists of watching certain
phenomena involved in a problem, and
recording what is systematically observed.
•Interrogation is the method of asking
questions Chapter 23

19. There are several methods like:
•Reference to books, dictionaries, standard
publications
•Visits and personal inspection are
necessary when suitable sites are being
surveyed
•Experimentation is done by various kinds of
tests for different kinds of inquiries
Chapter 23

20. This comes third and is the main part of
the report. The collected facts and
information have to be organized into
presentable form, with headings and
sub-headings. The mass of collected
information is analyzed and divided for
easy and readable presentation.
Chapter 23

21. The units are joined by a numbering
system. The basis for division into units
may be time periods, or geographical
location, or cause-and-effect or any
factors which enable classifications of
the data.
Chapter 23

22. Explanation of the findings with
relevant illustrative data like
diagrams, graphs, charts plans or
maps make the report more
readable, clear and effective.
Chapter 23

23. Advantages:
•They clarify and support the verbal analysis
•Present a large amount of complex data in a
compact form and with precision
•Comparisons of data can be seen at a glance
in a graph or chart
•Pictorial representation is more attractive
and interesting to meet people.
Chapter 23

24. All diagrams, graphs, charts maps,
etc must have proper labels, the
scale, key to color/shading/symbols
used, the date of the information it
contains
Chapter 23

25. These are the proposals for action
suggested by the report writer(s) to the
appointing authority. It should be written
in the same order as the problems are
stated in the findings, as far as possible.
They may be numbered and must be in
the same grammatical form
Chapter 23

26. A committee report must be
signed by all members of the
committee with the date and
place on the left and the
signatures on the right
Chapter 23

27. It is supplementary material given at the
end of the report, This may be a copy of
questionnaire used, or plans of buildings,
maps or other materials which is
referred to in the body of the report
Chapter 23

28. It is the list of books and articles
used by the report writer. It is
arranged in alphabetical order
of the surnames of the authors.
Chapter 23