Report Writing

Definition • A report is a piece of factual writing

, based on evidence containing
of Report organized information on a
particular topic.
Objectives

To inform

To record

To recommend

To justify/ persuade

To present facts
 • To present a record of accomplished work

• To record research findings or technical

specifications

• To document current status

Why write • To present information to a large number of

reports? people

• To provide the foundation for decision to be

made and action to be taken.

• To present specific conclusions regarding the

problem’s existence and solution.
Characteristics of a
report
Reader-
Precision Relevance
orientation

Factual details Objective Unambiguous

Types of Reports
Informative vs.
Analytical Reports
Periodic vs.
Special Reports
Short vs. Long
Reports
Informal vs.
Formal Reports
 Memo Format

Formats Letter Format

of Report Pre- printed Format

Manuscript Format
 Prefatory parts / Front matter

Main Body

Supplementary parts / Back matter

IIM Rohtak PGP2024-26 WAC

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 Prefatory Parts
• Cover Page
• Frontispiece
• Title Page
• Certificate (need based)
• Acknowledgements
• Letter of Transmittal (optional, need based)
• Table of Contents
• List of Illustrations
• Abstract/ Executive Summary (Executive summary for business
reports)
 Cover Page
• Title of the Report

• Name and designation of the person who prepared the

report

• Name of the Organization

• Year
 Sample
Growth of Medical Facilities in India (2010-2019)

Prepared by
Anuj Oberoi

Medical Council of India

April 2020
 Title Page
• First right hand page of the report

• Title of the report

• Name and designation of the intended audience

• Name and designation of the writer

• Name of the Organisation

• Year
 Sample
Growth of Medical Facilities in India(2005- 2017)

Prepared for
Dr. Gautam Chaudhary
Director
Medical Council of India

by
Anuj Oberoi
Secretary

Medical Council of India

April 2020
 Frontispiece
• Generally appears in long Examples of Frontispiece:
reports
• Includes maps, organization
chart, a photograph of
equipment, and layout of the
plant
• Adds interest or importance
to prominent features
• Ignites the curiosity of the
reader
• Is a sort of window display

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 Certificate
• Statement testifying the original work

• Place

• Date

• Signature of the supervisor

 Letter of Transmittal
• Conveys the report to the reader

• It may include-

1. Objective

2. Scope

3. Methodology

4. Important results

5. Significance of the study

 Acknowledgements
• List of Persons to be thanked (publishers, guide etc.)

• Be specific in acknowledging the nature of help

• Vary the expression

 Table of Contents
• Presents outline of the report

• Shows the structure of the document and lets the reader

navigate through the sections

• Lists all the sections and subsections along with page

numbers
 Contents
Acknowledgements ii

Executive Summary iv
1. Introduction 1
2. Growth of Medical Facilities - An Overview 2

3. Hospitals 5
4. Dispensaries 8

5. Conclusions 10

6. Recommendations 11
References 13
 List of Illustrations
• Include all illustrations (graphs, maps, drawings)

• Exclude tables

• Give titles and page numbers

 Abstract vs. Executive Summary
• Abstract

1. Essence of the report(objective, main finding, significance)

2. 2- 5 percent of the report

3. Meant for specialists

4. Information is qualitative

5. Does not include illustrations

 Abstract vs. Executive Summary
• Summary

1. Entire report in a nutshell

2. 5- 10 percent of the report

3. Meant for all readers

4. Information is qualitative and quantitative

5. May include illustrations

 Main Body
• Introduction

• Methodology

• Discussion

• Conclusion

• Recommendation
 Introduction
• Background of the report

• Purpose, objective and scope of the report

• Methods of gathering data

• Basic principles or theories involved

• The objectives of the study are as follows-
(a) To investigate the need for a new Marketing
Executive
(b) To analyse the functions of this new position
(c) To determine an appropriate remuneration
package
 Discussion
• Presents data and information

• Analyses and interprets data

• Uses tables and charts to evaluate facts

 Conclusion
• Brings discussion to a close

• Highlights logical inferences drawn

• Includes judgments formed on the basis of analysis

• Can be narrative/ or tabular

 Recommendation
• Include action to be taken

• Supported by conclusion

• Aimed towards accomplishing the purpose of the report

 Supplementary Parts
• Appendices

• References/ works cited/ Bibliography

• Glossary

• Index
 References/ Works cited/ Bibliography
• Acknowledge and give credit to the source

• Give readers the information to identify and consult the sources

• Give the readers the opportunity to check the sources for accuracy
 How to write references?
• Name of the author/s

• Name of the book

• Edition (if mentioned)

• Place of Publication

• Name of Publisher

• Date of publication

• Medium of publication
 Basic format-APA (books)

• APA Style
• Raman, M.(2007). Technical Communications:Principles and
Practice (2nd ed.). New Delhi:Oxford University Press

In-text citation : (Raman,2007,p.192)

Web Referencing
• Include the following web-article in your reference list:

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• Using APA Style-

Amos, J. (2014) Why India’s Mars mission is so

cheap – and thrilling. BBC. Retrieved September
30, 2014, from:
[Link]
environment-29341850
 Referencing research article (Cont…):

• Article titled: Effects of Brand Local and Nonlocal Origin

on Consumer Attitudes in Developing Countries
• Authored by: Batra, R., Ramaswamy, V., Alden, D. L.,
Steenkamp, J. M. and Ramachander, S. S.
• Published in 2000 in Journal Of Consumer Psychology,
volume 9, issue 2, on pages 83-95.

• Using Harvard style:

• BATRA, R. et al. (2000) Effects of brand local and
nonlocal origin on consumer attitudes in developing
countries. Journal Of Consumer Psychology, 9(2), pp.
83-95.

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 Report Editing
A checklist to use while editing a report looks at 7 areas

1. The purpose

• Have you clarified your purpose?

• Have you identified your readers' needs and

characteristics?

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 Report Editing continued
2. Information

• Have you included the main points?

• Are these points supported by evidence?

• Is the information relevant to the purpose?

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3. Accuracy

• Are there spelling mistakes?

• Do the figures add up?

• Are the references correct, in the text and at the end?

• Are all sources of information listed in the References

section?

• Are abbreviations consistent?

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4. Images
• Are images clear?

5. Format
• Is the report easy to follow?
• Are headings and numbering clear?
• Are the arguments followed through?
• Is it logical/easy to follow?
• Is the font and style consistent for the different levels,
body, tables and graphics?

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 Report Editing continued
6. Language

• Is it clear, direct, easy to read?

• Will the readers understand it?
• Will its tone help you achieve the purpose?
• Can unnecessary words/phrases be deleted?
• Is the grammar/punctuation correct?
• Is there any repetition?

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 Report Editing Continued
7. Presentation

• Does it highlight important points?

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