Report Writing
• Presented by:
FA21-BCV-003
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FA21-BCV-013
FA21-BCV-021
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FA21-BCV-041
What is a report?
A report is a major form of
business /professional
/technical communication. A
report can be a description of
an event by a person who
witnessed it to somebody else
who was not actually present
on the scene. A report is
factual writing, is formal in
nature and is written for a
specific purpose or specific
audience.
Objectives
• To present a record of accomplished work (Project work).
• To record research findings or technical specifications. (Details of a
new product).
• To document current status (An inspection report).
• To record an experiment (Laboratory report).
• To present information to a large number of people (Annual report).
• To recommend actions useful in solving certain problems
(recommendatory report).
On the basis of purpose, frequency or
mode of reporting, reports can be
classified as follows:
• Informative, Analytical (Purpose)
Types of
reports
• Periodic, Special (Frequency)
• Oral, Written (Mode of presentation)
Periodic and Special Reports
Periodic reports are either informational or analytical in their
purpose. As they are prepared and presented at regular,
prescribed intervals, they are called periodic or routine
reports.
Special reports are related to a single occasion or situation. A
report on feasibility of opening a new branch, or the causes
behind the recent fire incidents in a factory are special
reports. Special reports deal with non-recurrent problems.
Oral and Written Reports
Oral Reports Written Reports
Immediate feedback is possible.
▪ Immediate feedback is not
possible.
▪ Audience can ponder over
Audience needs to comprehend these reports and
quickly when these are presented.
understand at their own
pace.
It cannot be referred to again and
again. ▪ It can be edited, reviewed
or stored.
It has less professional value.
▪ It has more professional
value.
Importance of Reports
A report is the only Reports enable decision
tangible product of a making and problem
professional. solving in organizations.
Reports serve as a
Reports serve as a
measure of the growth,
valuable repository of
progress, or success of an
information.
organization.
Reports reveal gaps in Reports develop certain
thinking. skills in the writer.
Formats of Reports
A report must have any of the
following formats:
• Manuscript format
• Letter format
• Memo format
• Preprinted form
Manuscript format
This is the most
commonly used format
for reports and is
generally used for
formal reports. Length
of such reports can
range from a few pages
to several hundred
pages. It can be used
for all types of reports.
Memo format
A report sent to
somebody within the
organization will be in a
memo format. The
analysis, conclusions and
recommendations are
included in the main
text part of the
memorandum.
Letter format
When you send short
reports of a few pages to
outsiders, you can opt for a
letter format. These
reports may include
headings, illustrations and
footnotes.
Printed form
Reports containing
routine matter and
which are periodical in
nature may be written
in a form prescribed
by the organization. All
we have to do in a
preprinted form is to
fill in the blanks.
Structure of Reports
Various elements combine
together to structure a report.
There are nineteen elements
in structure of a report. Some
of them maybe included in all
the reports while others
maybe included only when
the report gets published. One
needs to keep in mind the
following parameters while
selecting the structure
elements:
• Usefulness
• Terms of reference
• Existing practice
Prefatory parts: Supplementary parts:
Elements • Cover • Appendix
of • Title page
• Certificate
• References
• Glossary
Structure • Acknowledgements Optional elements:
• Contents • Frontispiece
of a • List of illustrations • Letter of transmittal
• Abstract • Copyright notice
Report Main text: • Preface
• Introduction • Summary
• Discussion • Index
• Conclusions
• Recommendations
Format of
a Report
Thank you.