REPORT WRITING

A report is a description or a brief account of an event that had already taken place. It is written from the
objective perspective of the reporter. It is a piece of writing that helps in recording events of importance
that occur in our day-to-day lives. It attempts to give a first-hand information of an event with a scope of
reporting one's ideas, opinions and impressions about the event as well.

Mainly there are two types of reports in class 12th syllabus

1. Newspaper reports involving accidents
2. Reports on events/functions

Points to be Kept in Mind

• A good report should present all the necessary information as clearly as possible.
• Write in less formal and descriptive manner.
• Write in indirect speech and passive voice.
• Ornamental language is to be avoided. The contents should include details like what, when, where,
why, who, how, eye-witness account, action/mishap, etc.
• The aim of the report and source from where it was obtained should be mentioned in the beginning
itself.
• It should have a proper heading.
• Adhere to the word limit of 120-150 words.
• Include information collected from people affected or around the event.
• Present impressions and impact to make the report interesting.

TYPE 1
Newspaper Reports Involving Accidents
Value Points to be used in an Accident Report
• What happened
• When
• Why (if known)
• Loss of life and property
• Details of accident site
• Details of casualties – dead/injured/hospitalised
• Compensation to families of those killed or injured
• Warning/recommendations/action required
• Where
• How
• People/vehicles involved (if any)
• Eye-witness account (if any)
• Details of rescue and relief operations
• Police action/enquiry ordered

Format of an Accident Report

Q. Rishikesh is popular in India for its river rafting. A well-known rafting guide gets drowned in the
river while saving eight Mumbai tourists. Write a report in 120-150 words, to be published in a
local daily, covering this rafting mishap.

Rafting Guide Drowns After Saving Eight Lives

by Narendra Solanki, Staff Reporter
Dehradun, 10 April 20XX
A rafting guide drowned in the Ganga river near Rishikesh after saving eight tourists, all residents of
Mumbai. He was well-conversant with the river and having more than 25 years experience of the swift flow
of the river in Rishikesh. However, his heroism cost him his life.
The mishap occurred at about 2.00 PM last Saturday, when the raft carrying the tourists turned turtle while
going downstream in the river. All the eight tourists were saved by 45-year old Rajesh Kumar, as he
physically dragged them away from the fast swirling water. He managed to reach the last tourist to the
shore, but collapsed and fell into the water again due to exhaustion. By the time bystanders came to his
rescue, too much water had gone into his lungs, causing asphyxiation.
He was rushed to a government hospital in Rishikesh where doctors tried to revive him, but to no avail.
After trying for half an hour, they declared him. Dead. Government has ordered an enquiry into the mishap
and has announced a bravery award for him. He will always be remembered for his excellent devotion to
duty.
Heading with Byline (What)
Place and Date
Content
Expression
Grammar, vocabulary
And spelling Coherence, relevance of ideas and style
TYPE 2

Reports on Events/Functions

Format
Q. You are Vineeta/Vineet of Kunwar’s International School, Lucknow. Recently, your school
organised a cultural show as part of a cultural exchange programme. Write a report in 120-150
words for your school magazine.
Ans.
Cultural Show with a Difference
by Vineet
Our school organised a cultural show in the school auditorium on 18th August, 20XX at 4:00 PM as part of
a cultural exchange programme between India and Nepal. The theme was ‘Friendship between countries’
The Chief Guest was the Indian Minister of State for External Affairs, who inaugurated the show.
A variety of programmes/performances including folk dances, drama, role play, and musical
programmes/performances were staged. The role play stole the show due to its theme of the commonality
of cultures between the two countries and the fantastic acting of the children. The dances were both the
classical ones (Kathak and Bharatnatyam) as well as the modern (hip-hop and rock). The rendering of
various items of the Rabindra Sangeet by the artists of both countries was the highlight of the programme
and much appreciated by the audience. The qawwalies sung by a Bangladeshi group had the audience
joining in the chorus, much to delight of the Chief Guest.
The show concluded with a prize distribution ceremony honouring the talented children of the school. Then
the Chief Guest spoke, congratulating the students for their excellent performances. Then our Principal, Ms
Sheryl George, proposed a vote of thanks. The function ended with the School Anthem, It was an evening
to remember.

NOTE – DO NOT FORGET TO PUT YOUR REPORT IN A BOX.

Examination Questions
1. Your friend, PV Sathish, has invited you to attend the wedding of his sister, Jaya. You find that you
have an important paper of pre-board examination on the day of the wedding. Thus you cannot
attend the event. Write in about 50 words a formal reply to the invitation expressing your regret.
You are Puneet / Puneeta Vij, M-114, Fort Road, Chennai.
Ans.
M-114, Fort Road
Chennai-600009
16 March 20XX
Dear Satish
It was a great pleasure to receive your invitation to attend your sister’s wedding. I would have loved
to attend the wedding, but my pre-board exams are going on and I have the Chemistry paper on
that day. Thus, I will not be able to attend the wedding.
Yours sincerely
Puneet Vij

2. You have received an invitation to be the judge for a Literary Competition in St Ann’s School. Send
a reply in not more than 50 words, confirming your acceptance. You are Mohan/Mohini.
Ans.
47, Pandit Pant Marg
New Delhi-110001

13 January 20XX

Respected Principal
Thank you for your invitation to be a Judge at the Literary Competition in your school on 22nd
January. I confirm to be present at the event on time.

Yours sincerely
Mohan Pandey
Previous Years’
Examination Questions
1. You are Pawan/Preeti Gupta residing at Uttam Vihar, New Delhi. You read the following
advertisement in “The Delhi Today’ Write a letter to the Principal in about 120-150 words applying
for the advertised post.
NAV VIHAR PUBLIC SCHOOL
URGENTLY NEED PART TIME COUNSELLORS
• Able to handle online queries and provide support on mental and emotional needs of students
• Post Graduate in Psychology
• Computer 5 years experience
• Computer literate

Contact
The Principal

Ans.
B-10
Uttam Vihar
New Delhi

14 May 20XX

The Principal
Nav Vihar Public School
New Delhi

Subject: Application for the post of Part-time Counsellor

Sir/Madam
In response to your advertisement in ‘The Delhi Today’, dated 10th May, 20XX, for the post of part-
time counsellor in your renowned school, I wish to offer my candidature.
I am enclosing a copy of my resume for your perusal and kind consideration. I have a Masters
degree in Psychology and an experience of seven years working as a counsellor in Adarsh Public
School, Vikaspuri.
I have a working knowledge of computers and can handle online queries as well as provide mental
support to the students.
I am available for an interview on any day next week as per your convenience. If given a chance, I
assure you that I shall work with utmost sincerity and dedication.
Thanking you

Yours faithfully
Preeti Gupta

Enclosure Bio-data
Bio-data
Name Preeti Gupta
Father's Name Kamal Gupta
Address B-10, Uttam Vihar, New Delhi-110059
Date of Birth 15 January 19XX
Nationality Indian
Contact No. 9825XXXXXX
Email id [Link]@[Link]
Educational Qualifications

Name of Exam College/Board/University Year of Passing Percentage

MA Psychology University of Delhi 20XX 87.6%
BA Psychology (Hons.) University of Delhi 20XX 85%
Sr. Sec. School CBSE 20XX 85%
High School CBSE 20XX 86%

Work Experience Working for last seven years as a counsellor in Adarsh

Public School, Vikaspuri, Delhi
Language Known Hindi, English
References (1) Mr. Krishna Rai (Mob. No.-985XXXXXXX)
Principal
ABC School, Delhi
(ii) Mr Ashutosh Singh (Mob. No.-974XXXXXXX)
Manager
XYZ Hospital, Delhi
 INVITATIONS AND REPLIES

An invitation is a request, a solicitation or an attempt to get another person or group of people to

join you for some special occasions like birthdays, house-warming party, inauguration ceremonies,
conferences, shows, etc. It can be printed on cards or can be drafted in the form of formal letters.
There are two types of invitations
(i) Formal invitations (ii) Informal invitations

1. FORMAL INVITATIONS
Formal invitations are polite, pleasant and courteous. All printed invitations cards are generally
considered formal invitations.
In a formal invitation card, one starts with the designation of the organiser, followed by name and
address of the host and the details about the date, time and venue of the function. The name of the
chief organiser is also placed with ‘RSVP’ on the bottom left hand corner of the card.

Guidelines for Writing Formal Invitations

• Formal invitations do not include the name of the addressee.

• Formal Invitations are always written in third person ie. He, she or it are used in place of I, you or
we.
• The occasion, name of the invitee, name of the host, date, day, time, venue etc, are written in proper
sequence.
• Some more details like name, designation, address etc, of organiser, sponsor or host should be
included.
• If a VIP is invited, then the name of that VIP should appear prominently
 Format of a Card with an Example

Q. You are opening an exclusive parlour for ladies. Draft a formal invitation for its inauguration with
the necessary details.

M/S FASHIONERS
announce the opening of their exclusive Parlour for Women
at 80, Mall Road, Nainital

Snip
Inauguration
On Saturday, the 18th June, 20XX
At 11:00 AM
By Superstar Deepika
All are Cordially Invited
Free Haircut by Habib for the First 10 Customers!
RSVP
Manya Singh
Q. You are Manoj Shastri. Draft a formal wedding invitation card on behalf of Mr. and Mrs. K. L.
Shastri inviting friends and relatives to the wedding of their son Mohit with Manya. Include all
necessary details.
Ans.
Mrs & Mr KL Shastri request the pleasure of your company on the
auspicious occasion of the wedding of their son

MOHIT With MANYA

(D/o Mrs & Mr Deepak Mehta, Jammu)
On
Monday, 15th October, 20XX
at 7 pm
Venue
Hotel Mountview, Sector 10 Chandigarh - 160010
RSVP With Best Compliments from
Manoj Shastri Relatives
5135/3, Modern Housing Complex and
Manimajra, Chandigarh-160101 Friends
Phone 098210XXXXX
Accepting the Invitation
Mr Rakesh Rana
has much pleasure in accepting the kind invitation of
Mrs \& Mr KL Shastri
to the marriage of their son Mohit
on 15th October, 20XX at 7 PM.

Declining the Invitation

Mr Rakesh Rana sincerely thanks
Mrs & Mr KL Shastri
for their kind invitation to the wedding of their son Mohit on 15th October, 20 XX at 7 PM, but
regrets his inability to attend because of a prior engagement. He wishes Mohit a blissful conjugal
life.

Note The above representation is for understanding. Write in either complete paragraph form or
letter format to answer in exam.