Report Writing:
Types, Format & Structure
WHAT IS A REPORT?
A report is an account of or a statement about something that happened in
the past.
● A piece of factual writing, based on evidence, containing organized information and/or
analysis of a particular topic.
● Transmits certain facts, ideas, suggestions or describes an event or a condition.
● Important
● as a basic management tool used in decision-making and problem solving,
● as a measure of the growth, progress, or success of an organization,
● valuable repository of information.
OBJECTIVES OF REPORTS
• Present a record of accomplished work (project report)
• Record an experiment (primary research report/laboratory report)
• Document schedules, timetables, and milestones (a status report on a
long-term plan)
• Document current status (an inspection report)
• Present information to a large number of people (annual report)
• Recommend actions that can be considered in solving certain problems
(recommendatory report)
TYPES OF TECHNICAL REPORTS
On the basis of purpose, frequency, mode of reporting, length, approach, and
target audience, reports can be classified as follows:
Informative, analytical (purpose)
Periodic, special (frequency)
Oral, written (mode of presentation)
Formal, informal (approach)
ON THE BASIS OF PURPOSE
INFORMATIVE REPORT ANALYTICAL REPORT
Provides information Also known as interpretative or investigative
Includes . report. Provides interpretation and analysis.
Introduction It-
Information or facts Analyses of the facts
Draws conclusions
Conclusion
Makes recommendations.
Recommendations not included in
this type of report. Purpose – to present facts and suggest
solutions
Purpose- to present the information in an
objective, factual, and organized manner.
ON THE BASIS OF FREQUENCY
Periodic Report Special Report
► Prepared and presented at regular, Related to a single occasion or
prescribed intervals
situation
► Submitted annually, semi-annually,
quarterly, monthly, fortnightly, ► Special reports deal with
weekly, or even daily. non-recurrent problems.
e.g. Annual assessment reports of
► A report on the feasibility of opening
employees to the higher authorities.
a new branch,
ON THE BASIS OF MODE OF PRESENTATION
ON THE BASIS OF APPROACH
FORMAL REPORT INFORMAL REPORT
Result of proper survey and investigation. Transmitted from person to person.
● Presented in a prescribed format.
● A few lines to several pages.
● Formal language
● Targeted at a few people.
● The length: a few pages to large
● Can be added in a letter or
volume.
memo
(annual reports, auditor’s reports,
policy reports, thesis, dissertation)
FORMAT OF WRITING REPORTS
A report may have any one of the following formats:
Memo
Letter
Pre-printed form
Manuscript
MEMO FORMAT
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.
► Written on the letterhead
► Inside address or salutations are not required.
► The main body of the memo report includes headings appropriate to the discussed
matter.
► Sometimes the memo report is signed or initialled at the end.
► Most organizations have a printed format for memos
SAMPLE MEMO
REPORT
LETTER FORMAT
Short reports sent to outsiders
► Besides all the routine parts of a letter, these reports may include headings,
illustrations, and footnotes.
► One of the most personalized forms of reports
(depends upon the relationship between the writer and the audience)
SAMPLE LETTER
REPORT
PRE-PRINTED FORM
Reports containing routine matter and which are periodical in nature may
be written in a form prescribed by the organization.
► All one needs to do is to fill in the blanks in a pre-printed form.
► For instance, a report informing the condition of equipment in a
laboratory may be presented in a printed form wherein the reporter needs to
fill in certain details against the details asked for.
SAMPLE INSPECTION
REPORT
MANUSCRIPT FORMAT
Commonly used format/used for formal reports.
► The length: can range from a few pages to several hundred.
► Can be used for all types of reports—informational, analytical, or
routine.
► Include more elements: abstract, summary, appendix, glossary, and so on.
STRUCTURE/PARTS OF REPORTS (MANUSCRIPT
FORMAT)
1. Title page
2. Preface
3. Letter of Transmittal
4. Acknowledgements
5. Table of Contents
6. List of Illustrations
7. Abstract/Executive summary
8. Introduction
9. Methodology
10. Discussion/Finding/Analysis
11. Conclusion
12. Recommendation
13. Appendices
14. References and Bibliography
STRUCTURE OF REPORTS
It has three basic parts:
Front Matter- the preparatory part
Main Body
Back Matter- the supplementary part
FRONT MATTER
FRONT MATTER consists of the following parts:
► Cover Page- it includes the title of the report, authority to whom it is submitted,
date and author’s name
► Frontispiece- (optional) – any extra map, picture or drawing related to the topic
of the report
► Title Page- similar to the cover page but also includes name and designation of
the approving authority along with the title of the report, authority to whom it is
submitted, date and author’s name.
► Copyright notice –(optional) a written document written to secure one’s original
work.
FRONT MATTER
► Certificate- (optional) some project reports require a certificate to state
that the work is original. It is generally given by the project supervisor.
► Forwarding letter –(optional) written by someone other than the author
to introduce the author and the work.
► Acknowledgements- a thank you note written to give credit to all the
people or organizations who have directly or indirectly helped in writing the
report.
► Preface- an introduction written by the author to state the factors leading
to the writing of the report, to highlight the various features of the report,
its significance
FRONT MATTER
► Table of contents- includes the various topics and headings with their page
numbers.
► List of Illustrations-(optional) it is a content list for all the illustrations
that appear in the report like graphs, charts, maps, drawings with their page
numbers.
► Abstract- a summary of the report, the essence of the entire report
without any illustrations. Length is only 2-5 % of the report
MAIN BODY
The main text gives the details of the study.
► Introduction- includes the background of the report, purpose and scope of
the report, basic principles and theories involved, methods of gathering data,
brief outline of methodology, organization of various sections.
► Discussion/ description/ methodology- in this section information and
data is presented, analysed and interpreted, it also includes description of
method used with tables, charts etc.
► Conclusion- it includes logical inferences drawn or judgement formed on the
basis of analysis done of data presented in discussion or description, or the
findings of investigation.
► Recommendation- suggestion for future course of action, steps to solve
the problem. It is preferably written in points or tabular form.
BACK MATTER
The supporting part
► Appendices-(optional) some extra information that is of relevance to the report
but could not be fitted in the text.
► References- an alphabetical list of sources- books, magazines, newspapers,
websites, interviews that are quoted for particular piece of information in the
report.
► Bibliography- an alphabetical list of sources- books, magazines, newspapers,
websites, interviews that have been consulted in writing the report (may or may
not be quoted from).
► Glossary-(optional) list of technical words used in the report and their
explanations
► Index –(optional) a quick guide for the reader to locate the topic and the
sub-topic.
STYLE OF REPORTS
Provide complete and accurate information
This year the firm has incurred high profits.
This year the firm has incurred 4.8% more profit as compared to the last year.
Use plain and familiar words
The committee will decipher (find out) the factors responsible for lack of synergy (cooperation) between
the two departments.
Avoid wordiness and redundancy
Tsunami had the effect of destructive, disparaging and caustic impact on the manufacturing plant.
Tsunami destroyed the manufacturing plant.
Judiciously use active and passive voice
You have not yet informed me.
I have not been yet intimated.
Carefully use acronyms and abbreviations
○ Acronyms- shortened phrase, pronounceable- NATO, SAARC, UNISCO
○ Abbreviations- Shortened word- Mrs,Mr, Pvt.
Avoid cliches
○ Last but not least- finally
Maintain unity in paragraphs
Avoid punctuation and grammatical errors