Report writing

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REPORT WRITING
Dr. ANSHU RAJ PUROHIT
Professor
Career Point University, Kota

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What is Report
Reports are documents which presents specific, focused
content- often the result of an experiment, investigation, or
enquiry to a specific audience.

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Meaning of Report
A Report is a statement of the result of an investigation or of
any matter on which definite information is required.
(Oxford English Dictionary)

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Purpose of Report
• To give the information.
• To record events for decision making.
• To recommend specific action.

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Types of Reports
Mainly there are two types Reports:
1. Formal Report
2. Informal Report/Semi-formal Report

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Formal Report
When a report is highly structured and is relatively long in size,
it is called a formal report.
These reports are prepared in prescribed forms, according to
some established procedures to proper authorities.

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Rules for Formal Report Writing
1. Form of the report:- Formal report is highly structured and is
prepared in a prescribed format. Most Formal report is always written
in a manuscript (narrative style) format.
2. Purpose: Formal report is written to help management in making
long term and strategic decisions.
3. Objective: Objective of the formal report is to assist decision making
by providing an effective recommendation.
4. Writing responsibility: This type of report is usually written by
internal or external experts.

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In-formal Reports
When a report is less structured and is short in size, it is called
an informal report.
An informal report is one that is not prepared by following any
rule or formality.

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1. Form of the report: Informal report is less structured and it is less
important to follow the format. Most Informal reports are written in
memorandum and letter formats.
2. Purpose: The main purpose of an informal report is to present the
facts that help managers in making thy-to-thy business decisions.
3. Objective: Conveying routine messages and to help routine functions
are the basic objectives of the informal report.
4. Writing responsibility: These reports are usually written by a
subordinate.

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Formal Vs Informal Report
Formal Report
• Are 10-100 pages;
• Don’t use personal pronouns or
contractions;
• Include a title page, cover letter,
table of contents, and abstract;-
formal style
• Indicative of the organization
• Are based on extensive research
or study;
Informal Report
• Are 1-10 pages length;
• Follow a letter or memo format;
• Use personal pronouns or
contractions;
• Include some visuals aids
• Are routine and internal.

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Objective of Report
It helps the management to identify the reason underlying the
situation that management already knows.

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Steps to Prepare Report Writing
1. Define the problem
2. Gather the necessary information
3. Analyze the information
4. Organize the information
5. Write the report

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Business Report Format
1. Title page
2. Executive summary
3. Table of contents
4. Introduction
5. Body
6. Conclusions
7. Recommendations
8. Appendices

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Why Sometimes Reports Fail
1. Overall message is not clear.
2. Report is badly structured.
3. Report is too long.
4. Inappropriate language for intended audience.
5. Report is boring, does not engage the reader.
6. Report is full of grammatical and spellings error.

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Thank You !!!