Report

• -- is a formal document written for a specific need.

• --- may contain facts of a situation, project, process,

• or an analysis and interpretation of data, events and records;
• inferences or conclusions drawn from objective data;
• or suggestions and recommendations.
 Types of reports

Criteria Types Description Example

Function Informational Objective presentation of data Conference report,

without analysis or interpretation seminar reports, trip
report
Analytical Presentation of data with analysis Project report,
and interpretation market research
report
Periodicity Routine Presentation of routine information Daily production
report, monthly sales
report
Special Presentation of special information Inquiry report,
related to a single condition , research reports,
situation, problem or occasion
Communicative Oral Face-to-face presentation of Accident reports,
form information joining reports,
conference reports
Written Presentation of reports in written Project report,
form progress report,
research report
 Contd.

Nature , scope & Formal Long reports with elaborate Annual reports,
length description and discussion thesis report,
project report

Non-formal Short reports on a specific Trip reports, daily

business or professional activity production reports,
laboratory reports
 Formats of Report

Format description

Printed Forms prepared for record for repetitive and routine data

Letter Short informal report to be communicated to someone outside the

organisation

Memo Short informal report to be communicated to someone within the

organisation

Manuscript Long formal report printed on paper

 Sample report of a printed format

• Tour report
• Report on Participation in Professional Conference

• Office order No. 14567/2006 dated 04-01-2005

• Name of the officer: Kumar Abhishek
• Designation : Senior Marketing Manager
• Address: Regional Office, Syndicate Consultancy Services Pvt. Ltd.
• Nayadeep. Andheri (West) Mumbai-53
• Name of the conference: Emerging Concepts in Sales and Marketing
Place of the conference: Indian Management Association
Hotel Taj Mahal, Mumbai
• Duration of the Conference: January [Link] 16, 2005
• Organisation of Conference:
• (a) Sponsors of the conference: 1. Tata Consultancy services
• 2. Air Sahara
• 3. Reliance Industries
• (b) No of participating companies: 20
• ( c) No. of sessions: 12
• (d) No. of presentations: 30
• Date: 27 January, 2005
• Signature: Kumar Abhishek
•
•
 Sample of a memo format
• . Innova Solutions Pvt. Ltd
• Interoffice Memorandum
Date: February 3, 2005.

• To : Ms. Kavita Kashayap

• Director(Sales)

• From: Afsar Ali

• Chief Training Manager

• Subject: INTER-ISPL MEET ON TELEMARKETING STRATEGIES –A

• REPORT

Sales managers from all 24 Regional offices of ISPL in India got together between 15-20 January , 2005, to share their
experiences of the use
and effectiveness of telemarketing strategies in India and to discus the future plan of action of ISPL in India. There
were sessions on Sales
Training courses run in ISPL Regional offices and the activities of the training centres of various parts of India..
Sessions were also conducted
on TMS materials in different ISPL training centres in India and each representative participant received sets of
material s produced by the
corporate training centre in Mumbai.

Eminent Sales trainers r. NK Das , Coordinator ISPL TMS Scheme and others enlightened the participants through their
speech and subsequent
workshops. The workshops were highly interactive and the participants participated in all the deliberations. The meet
was a great success.

Recommendations
. Many such interactive meetings are necessary to enliven our capacity as sales promoters and to find some
tentative solutions to some
common problems that ISPL sales managers in India face

. A few seminars and workshops on telemarketing strategies should be organised by the regional offices.
.
 Structure of a manuscript format

• Parts of a formal report:

• 1. Title page– contains (i) title of report, name of the person /organisation to
whom the report is being submitted , the name of report writer/s and date.

• Sample Title page

Title page
Report on
Improving Blast Efficiency through
Performance Analysis
Submitted to
Department of Science and Technology
Government of India
Submitted by
Rakesh Kumar
Research Scholar, IIT, New Delhi
Date
August 12, 2004
 Contd.

• 2. Preface : is optional and introduces the report by mentioning its salient features and scope.

• 3. Letter of Transmittal :
• --- is a brief covering letter from the report writer explaining the causes for writing the report.
• -- may contain the objectives , scope and highlights of the report.
• -- may also contain acknowledgements if the report does not include an acknowledgment.

• sample transmittal letter is given below:

Date….
Dear …..

………………………………………………………………………………………………….
…………………………………………………………………………………………………..
…………………………………………………………………………………………………..
…………………………………………………………………………………………………..

Signature
 Contd.

• 4. Acknowledgement :
• ===has the names of persons who contributed to the production of the report possible.
• ---- is just a ‘thank you ‘ note.

• 5. Table of contents:
• --- provides the reader an overall view of the report and shows its organisation.
• --- lists the main headings and the subheadings in the report with page numbers.
• A sample table of contents is given below:

Table of Contents

Preface 1(page/s)
Acknowledgement 2
List of illustrations 3
Abstract
1. Introduction 6
2. Methodology 9
3. Discussion 10
4. Conclusion 15
5. Recommendations 19
Appendices 20
References 28
 Contd.

• 6. List of illustrations:
• --- gives systematic information about tables, graphs, figures and charts used in the report.
• -
• A sample list of illustrations is given below:

List of illustrations
Tables
Table 1 …………………………………………… 1
Table 2 ……………………………………………. 8
Table 3 …………………………………………….. 12
Table 4 ………………………………………………. 14

Figures
Figure 1 ……………………………………………… 3
Figure 2 ………………………………………………….. 9
Figure 3 ………………………………………………….. 22
 Contd.

• 7. Abstract /executive summary:

• -- summarises the essential information in the report, focusing on the key facts, findings,
observations, results, conclusions and recommendations.

• 8. Introduction :
• --- introduces the readers to the report and prepares them for the discussion that follows by
providing background information, defining the aims and objectives and discussing the scope and
limitations of the report.

• 9. Methodology :
• --- summarises the methods of data collection, the procedures for investigating the situation/
problem and the criteria of survey.

• 10. Discussion:
• --- focuses on facts and findings of the report and may include an objective description and
discussion of the problem, an analysis of the situation, and findings of the investigation.
• --- is usually divided into sections and sub-sections with well =structured with clear headings and
sub-headings.

• 11. Conclusion:
• --- conveys the significance of the meaning of the report to readers by presenting a summary of
discussions, and findings, results and conclusions , implications of the conclusions presented and
inferences.
 Contd.

• 12. Recommendations:

• --- may present several ways to solve a problem or improve a situation

• -- may also indicate the need for further work in the concerned area.

• 13. Appendices:
• --- has supporting materials, data which is kept separate from the main body
of the report to avoid interpreting the line of development of the report.

• 14. References and Bibliography:

• -- has references to books, journals, reports, dissertations, or/and published
government documents and other sources used in the report.
• -- may also contain a list of materials for further reference.