Report Writing

Compiled By:Mayuri Agrawal

MBA M&S 4th sem

What is a report????• Reports are documents that are used for giving

and receiving factual information; they are usually

presented in writing.

• Reports use features such as graphics, images, voice, or specialized vocabulary in order to persuade that specific audience to undertake an action.

• It is purely based on observation and analysis. A report gives an explanation of any circumstance.

• 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.

• Some examples are: annual reports, auditor's report,  census reports, progress reports, investigation reports, budget reports, credit reports, appraisal reports, inspection reports, military reports, etc.

What is report writing????• The definition of report writing is creating an account

or statement that describes in detail an event, situation

or occurrence, usually as the result of observation or

inquiry. 

• Report writing is different from other forms of writing because it only includes facts, not the opinion or judgment of the writer.

• The two most common forms of report writing are news report writing and academic report writing. Like news reporting, academic report writing includes facts and a description of the events that took place during the research.

Why do we write them????• Reports are very important in all their various forms along with the

usual evidences like in a crimes scene people usually leave behind evidences.

• They fill a vast array of critical needs for many of society's important organizations. Police reports are extremely important to society for a number of reasons. They help to prosecute criminals while also helping the innocent become free.

• Reports are a very useful method for keeping track of important information. The information contained in reports can be used to make very important decisions that affect our lives daily.

Advantages of report writing• Solves current problems.• Provides updated information.• Discloses unknown information• Can keep as records• Gives reliable and permanent information• Helps in planning and decision making• Showcases the failures and the successes

How do we write a report????Prior writing the actual report one must :• Determine the purpose• Determine the scope• Analyze target audience• Create a basic outline• Research information• Organize, analyze and interpret information• Revise outline and compose the first draft• Add appropriate graphics and illustrations for report• Cite sources used• Revise and proofread report

Format of report writing• For short report

Title

Introduction

Summary and Discussion

Conclusions

Recommendations

Appendix

For long reports Title or title page

Content list

Abstract

Introduction

Summary

Discussions

Conclusion

Recommendation

Bibliography

Appendix

Main sections• Title Section - If the report is short, the front cover

can include any information that you feel is necessary

including the author(s) and the date prepared. In a

longer report, you may want to include a table of

contents and a definitions of terms.

• Summary - There needs to be a summary of the major points, conclusions, and recommendations. It needs to be short as it is a general overview of the report. It would be best to write this last so you will include everything.

• 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. You need to give a definition of terms and explain how the details of the report are arranged.  

• Body - This is the main section of the report. The previous sections needed to be written in plain English, but this section can include jargon from your industry. There needs to be several sections, with each having a subtitle. 

Information is usually arranged in order of importance with the most important information coming first. If you wish, a “Discussion” section can be included at the end of the Body to go over your findings and their significance. 

• Conclusion - This is where everything comes together. Keep this

section free of jargon.

• Recommendations - Explain your recommendations, putting them in order of priority.

• Appendices - This includes information that the experts in the field will read. It has all the technical details that support your conclusions.

Types of reports

Types of reports

Short reports

Science reports

Business reports

Engineering reports

Research reports

Types of

Routine reports Research reports

Enquiry reports Confidential reports

Example of a report writing

• Antarctica is the coldest, windiest, highest

and driest continent in the world. It is situated at

and around the South Pole.

• Most of Antarctica is covered in very thick ice and snow. In fact, the ice covering Antarctica makes up nearly 70% of the world’s fresh water.

• The average rainfall on Antarctica is lower than in many desert areas in the world. By that standard, it could be said that Antarctica is the largest desert in the world.

• For obvious reasons, Antarctica is mostly uninhabited, apart from

staff working at research stations. No land vertebrates live on Antarctica, but a handful of insects and worms have been found. Penguins, seabirds, seals, whales and dolphins inhabit the waters and shores.

• Antarctica is like no other continent in the world. Its extremes make it one of the most spectacular and beautiful places on Earth.

Tips of good report writing• Have some clarity of thoughts• Should be complete and self explanatory• Should be comprehensive but compact• Must have proper date and signatures• Should have uniformity in the font size of the headings,

sub headings and the body• Should be presented in lucid style

Don’t(s) in report writing• Generalize or be vague.• Over complicate or oversimplify. (Remember who your reader is.)• Use “jargon” (unless defined) or clichés (e.g. “dead-end”) or colloquialisms

(e.g.. “mate”).• Use emotive language. (It doesn’t belong in a technical report.)• Write a “diary” or a “history” of what you did. Present a static complete

picture.• Use “I/We”. (Avoid as much as possible).• Introduce/define terms that are not used later. (Be concise and relevant).• Change “tense”. Pick past or present tense and stick to it consistently

through your report, and don’t change. A future tense is wrong if you have already performed the work

Thank you