WRITING SKILLS

REPORT WRITING
 What is a report?

• A report addresses a particular subject or issue. It

uses information and/or data that may be historic
or current or a mixture of both. Within a report
there will be description; analysis; and critical
evaluation leading to informed conclusions
supported by evidence.
PURPOSE AND OBJECTIVE OF REPORT

• Decision Making Tool: Today’s complex business organizations require

thousands of information. Reports provide the required information a
large number of important decisions in business or any other area are taken
on the basis of information presented in the reports. This is one of the great
importance of report.
• Quick Location: There is no denying the fact that business executives need
information for quick decision-making. As top executives are found to be
busy for various purposes), they need vital sources of information. Such
sources can be business reports.
Investigation: Whenever there is any problem, a committee or
commission or study group investigates the problem to find out
the reason behind the problem and present the findings with or
without the recommendation in the form of a report. It is
another importance of report.
Evaluation: Large scale organizations are engaged in
multidimensional activities. It is not possible for a single top
executive to keep personal watch on what others are doing. So,
the executive depends on reports to evaluate the performance
of various departments or units.
 Types of Reports

• Each type of report serves a specific purpose, depending on the goal,

audience, and subject matter. Whether you’re a student or academic
researcher, understanding these report formats helps you present
information effectively and professionally. For example, Research Reports
(Research Methodology Reports are integral to academic research and
involve presenting study design, methodology, results, and conclusions. They
follow a rigorous format and require formal, objective language with
evidence-based arguments.
Type of Report Purpose of Report Writing Example in Education
Present facts objectively without analysis or
Informational Report opinion
Report on school library usage trends over the past academic year

Analyze data and provide interpretation or Report analyzing the impact of blended
Analytical Report recommendations learning on student performance

Document the process, data, and findings Research report on student attention
Research Report of a research study spans during online vs. offline classes

Update stakeholders on the current status Monthly report tracking the rollout of
Progress Report of a project digital whiteboards in classrooms

Explain technical details, systems, or Guide explaining how to use a Learning

Technical Report procedures Management System like Moodle

Trainee teacher’s report on student

Field Report Describe observations made in the field
behavior during classroom observation

Propose a plan or solution with reasons Proposal suggesting a new elective course
Proposal Report and benefits on financial literacy for high schoolers
REPORT STRUCTURE/LAYOUT
• Title Page • Introduction • Bibliography
• Acknowledgements • Discussion
• Table of Contents /Description
• Appendices
• Abstract/Summary • Conclusion • Glossary
• Suggestions/Recomm
e-ndations
• Index
FRONT MAIN BACK
PART BODY PART
 Layout: how to structure a report
• Reports are written for different audiences and consequently their exact layout may vary. Specific industries or institutions
will have their own ‘house style’; however, as a general rule the following common elements should be present:-
• Title page Title of report, student ID, Module reference number and title, Module tutor or leader, date, word count
• Contents page List of chapters/section headings with corresponding page numbers; list of illustrations (tables and
figures); list of Appendices
• Summary Not numbered Also known as an Abstract. An overview, stand-alone section.
• Introduction What the report will be about.
• Main body Includes as appropriate, any methodology, results and discussions. Includes numbered sub-sections.
• Conclusion May include also recommendations.
• Appendices Lengthy and detailed material that informed the report but does not necessarily need to be read. Can be used
to check for accuracy. Includes statistics, questionnaires, interviews, etc. Each appendix is numbered but the section itself is
not. Always check the assignment brief for any variations in layout.
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A bibliography is a list of books, articles, and other sources that you read
or referred to while writing your report, project, or research paper.
Purpose:
It shows where your information came from and gives credit to the authors.
Example:
Bibliography
1. Sharma, R. (2020). Introduction to Environmental Studies. New Delhi:
Oxford University Press.
2. Gupta, A. (2019). “Renewable Energy in India.” Journal of Energy Research,
Vol. 15, pp. 45–60.
3. Government of India. (2021). National Solar Mission Report.
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Appendices
Meaning:
Appendices (singular: Appendix) include extra material that supports your main
content but is too detailed to include in the main body.
Purpose:
To give additional information—like charts, questionnaires, maps, raw data, or
interview transcripts.
Example:
Appendix A – Survey Questionnaire
Q1: How often do you use public transport?
Q2: What improvements would you suggest?
Appendix B – Statistical Data
Table showing pollution levels from 2010–2020
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Glossary
Meaning:
A glossary is like a mini dictionary at the end of a report. It explains difficult or
technical terms used in the text.
Purpose:
To help readers understand unfamiliar words or concepts.
Example:
Glossary
• Biodiversity: The variety of plant and animal life in a particular habitat.
• Ecosystem: A community of living organisms and their environment interacting
together.
• Sustainability: The practice of meeting current needs without compromising
future generations.
Index
Meaning:
An index is an alphabetical list of topics, names, or keywords
found in the document, along with the page numbers where they
appear.
Purpose:
To help readers quickly find specific information.
Example:
Index
Air Pollution — 15, 27, 42
Biodiversity — 10, 22, 38
Climate Change — 12, 19, 33
 What it
Section Purpose Example
Contains
List of sources Acknowledge
Bibliography Books, journals
used references
Extra Support main
Appendices Surveys, charts
material/data text
Definitions of
Glossary Clarify key words Technical terms
terms
Alphabetical list Locate topics Keywords +
Index
with pages quickly page numbers
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