2. What is Report Writing?
•“A report is a statement of the result of an
investigation or of any matter on which
definite information is required.”
3. Objectives
• Understand the purposes of a report.
• Plan a report.
• Understand the structure of a report.
• Collect information for your report.
• Organize your information.
• Use an appropriate style of writing.
• Present data effectively.
• Understand how to lay out your information in an
appropriate way.
5. Formal Report format
• Introduction topic
• Body (back Ground )
• Facts (factual data )
• Finding ( Reason to problem )
• Conclusion (Factual data + Personal opinion both are logically
supporting each other )
• Recommendation
6. Formal Structure
• The abstract briefly summarizes the issue, the process of
research and final conclusions in one page or less.
• Title page will cover the title of the report, the person
who compiled the report, and submittal date.
• It includes the table of contents and the list of tables and
figures.
7. TYPES OF FORMAL REPORT
•They can be categorized as:
•Informational reports
•Analytical reports
•Recommendation reports
8. INFORMATIONAL REPORTS
• Informational reports present results so readers can understand a
particular problem or situation.
• Example Manager of a city’s website might prepare an informational
report for the city council; the report would provide statistics on the
number of people who pay their city water and sewage bills online
etc.
9. Features of Informational Report
• Present information on the status of current research or of a
project.
• Present an update of the operation in your division.
• Explain how your organization or division does something.
• Explain how your organization or division does something.
10. ANALYTICAL REPORTS
• This type goes a step beyond presenting results. Analytical reports present
results, analyze those results, and draw conclusions based on those results.
• Features of Analytical Report
• These reports attempt to describe why or how something happened and
then to explain what it means.
• Suggest which option, action, or procedure is best.
• Explain the potential results of a particular course of action.
• Explain what cause a problem or situation – Present the results of a traffic
study showing accidents at an intersection – the report explains what it
means.
11. RECOMMENDATION REPORTS
•This type advocates a particular course of action. This
usually present the results and conclusions that
support the recommendations.
•This type is identical to analytical report.
•Example
•Your analytical report suggests using treatment X is
more efficient than treatments Y and Z. However, that
does not mean that you will use treatment X as cost
and other considerations might recommend treatment
Y.
12. Features of Recommendation Report
• What should we do about a problem?
• Should we or can we do something?
• Should we change the method or technology we use to do
something?
13. THE PLAN FOR PREPARING A FORMAL REPORT
• Identify the readers
• Determine your purpose
• Formulate specific questions
• Conduct research to answer the questions
• Draw valid conclusions (for analytical or recommendation
reports)
• Decide on recommendations (for recommendations)
• Write the report
14. Format of Report Writing
• A formal report should have the following arrangement.
• 1. TITLE PAGE :
The Title Page must include the subject of the report,
who the report is for, who the report is by and the date of
submission.
15. Features of Formal Report
They are as follows:
It states the name of the writer, the name of the
person the report is being addressed to and the
date of the report.
The report must have a title or a subject.
This indicates what the report is about.
16. Abstract
• An Abstract is usually 100 to 200 words and should include the
following:
• why the report has been written (i.e. what question or problem is it
addressing?)
• how the study was undertaken
• what the main findings were
• what the significance of the findings is.
17. Points to Remember
• Be specific and precise so that the reader can get a good
understanding of the main points without having to read the whole
report.
• The abstract should be on a separate page with the centered
heading ABSTRACT in capitals. It is usually written in a single
paragraph with no indentation.
18. Table of Contents
• The Table of Contents should be on a separate page. It
helps the reader to find specific information and
indicates how the information has been organized and
what topics are covered. The table of contents should
also include a list of figures and a list of tables if any are
used in the report.
19. Introduction
• The Introduction has three main components:
• Background
It describes events leading up to the existing situation, what
projects have been done previously, and why the project or
study is necessary.
• Purpose
It defines what the project or study is to achieve, who
authorized it and the specific terms of reference.
• Scope
It outlines any limitations imposed on the project such as cost,
time etc.
20. Body
• The Body varies according to the type of report. Basically, it
answers the questions — Who? Why? Where? When? What?
How? In an investigative report, it would consist of all the
information required to convince the reader that the
conclusions and recommendations are valid/reliable. This
information must be presented in a systematic way.
21. CONCLUSION
• The Conclusion should be as brief as possible. They
should be presented in descending order of importance
and should not suggest action. Conclusions should be
free from speculation (i.e. ideas for which you have
presented no evidence), have no new thoughts or
references introduced and contain no further discussion
of points raised.
22. • Recommendations
The Recommendations should follow naturally from the
conclusions. They should be offered in descending order of
importance and may be in point form when several
recommendations are being made.
• REFERENCES
The list of References is an accurate listing, in strict alphabetical
order, of all the sources referred to.
24. Informal Reports
• The informal report functions to inform, analyze, and recommend.
• It usually takes the form of a memo, letter or a very short international
document like a monthly financial report, monthly activities report, research
and development report, etc.
• This report differs from the formal report in length and formality.
• It is written according to organization style and rules, but usually does not
include the preliminary (front) and supplemental (back) material.
• The informal report is usually more controversial in tone and typically deals
with everyday problems and issues addressed to a narrow readership inside
the organization.
25. TYPES OF INFORMAL REPORT
• There are many embodiments of the informal report
• Progress report
• Sales activity report
• Personnel evaluation
• Financial report
• Feasibility report
• Literature review
• Credit report
26. Features of Informal Report
• Introduction and conclusion are included in the body of the report,
and there is no abstract.
• It includes very short headings, if necessary.
• It includes the facts without embellishing the detail.
• It includes recommendation.
27.
28. • The first section of the report is the introduction.
It outlines what the writer was asked to do
as well as names the person who ordered
the report. It also states the date by which the
writer submit the report.
• The second section shows the steps taken
by the writer.
This may include visit to places, interviews,
surveys, etc.
29. • The third section of the report consist of the findings. This forms the
core part of the report.
• If the information is lengthy, it is often presented under sub-
headings.
• The fourth section is the conclusion of the report. The writer arrives
at a conclusion based on the finding.
• The fifth section contain the recommendations and suggestions of
the writer.
• The report ends with the writers name and designation. They are
written on the left hand corner of the page.
30. Difference between Formal and Informal Report
• Informal report are typically for internal use and can circulate
among department and department heads.
• They also may circulate throughout the company.
• Although the report may be several sections long, it is typically
much shorter than a formal report.
• These reports use personal pronouns and contractions, no
content page is included.
• Informal report can be formatted like a memo.
31. Difference between Formal and Informal Report
• It a report for upper management or for an other organization.
• Formal report are used for research papers in higher education.
• They are impersonal, rarely using personal pronouns and contractions.
• Formal reports are longer and well researched.
• Formal report also may be preceded by a proposal.
• It includes a content page if the report is more than five pages. A cover
letter or memo may be required.
32. Newspaper Report
• News reports are found in newspapers and their purpose is
to inform readers what is happening in the world around
them.
• When someone plan a news story following questions must
be taken in view:
• Who, What, Where, When, Why, How?
33. Features of Newspaper Report
• A report begins with an appropriate headline.
• The opening sentence of the report is an elaboration of the
headline.
• The name of the place and the date must also be mentioned
in the report.
• Any other relevant information must be added to the
newspaper report.
• The report must not be lengthy.
34. • All the facts mentioned in the report must be accurate.
• The report should be written objectively, without any bias.
• A newspaper report must contain the views of the people
concerned.
• A proper conclusion is essential for any newspaper report.
