Report Writing

Assist Professor Hedayatullah Bawar

M.A english
Report writing :is a structured form of writing used to communicate
information, analysis, and recommendations on a specific topic. Reports are
commonly used in academic, business, and government settings to convey findings
and insights from research or investigations.

A report is a form of systematic presentation of information relating to an event,

progress of action or some business activity. It is a written statement of results,
events, qualities, conditions, progress or interpretation of records. A report is a
basic management tool used in decision-making. A report carries information from
someone who has it someone who need it.
 ORAL AND WRITTEN REPORTS
An oral report is simple and easy to present. It may consist in the
communication of an impression or an observation. But written report is
always preferred because:

[Link] oral report can be denied at any time. But written report is a permanent
record.

2. An oral report tends to be vague. In written report, the writer tries to be

accurate and precise.

3. A written report can be referred to again and again.

4. Distortion during transmission reduces.

 Characteristics of a good report

1. Objectivity: Reports should present factual information without bias or

personal opinions.
2. Clarity: Reports should be clear and concise, using straightforward language
and avoiding jargon.
3. Structure: Reports should have a logical structure with clear headings and
subheadings to guide the reader.
4. Accuracy: Reports should be accurate and based on reliable sources of
information.
5. Relevance: Reports should focus on the main objectives and key findings of the
topic or issue being addressed.
6. Conciseness: Reports should be concise and to the point, avoiding unnecessary
details or information.
7. Recommendations: Reports often include recommendations or action plans
based on the findings presented.
 PURPOSE OF BUSINESS REPORT
[Link] presents factual information to management.

2. It records fact and results of investigation or survey for future

references.

3. It provides useful information to shareholders, customers,

creditors and general public.

4. It makes recommendation for future use.

Guiding Principles of Writing a Report
1. The report should be addressed to some definite authority, i.e. the
Managing Director orBoard of Directors.
2. It should contain a short and clear title to know about the report at a
glance.
3. As the report is generally drafted on the advice or request of some
reader, it should quote the
term of reference so that it should be clear why the report is required.
4. The body of the report should be planned and should be logical in
sequence preferably with
headed paragraph.
5. The recommendations, if any, should be boldly marked so as to
invite immediate attention.
It may be signed by the officer responsible for it and it should be dated.
 Preparing a Report
The following five steps are suggested to write a report.

•Investigating the source of information

•Taking notes
•Analyzing the data
•Making an outline; and
•Writing the report
 Key components of a report typically include:
1. Title Page: Includes the title of the report, the author's name, the
date of submission, and any other relevant details.
2. Table of Contents: Lists the sections and subsections of the report
with corresponding page numbers for easy navigation.
3. Executive Summary: Provides a brief overview of the main
findings, conclusions, and recommendations of the report. It is
usually written after the completion of the report and should be
concise and to the point.
4. Introduction: Introduces the topic of the report, outlines its
objectives, and provides background information to set the context
for the reader.
5. Methodology: Describes the research methods and techniques
used to collect and analyze data for the report. This section should
be detailed enough for readers to understand how the information
was gathered.
6. Findings: Presents the main results and findings of the research or
investigation. This section should be organized logically and supported by
evidence such as data tables, graphs, or charts.
7. Discussion: Analyzes and interprets the findings in relation to the research
objectives. This section should explain the significance of the results and their
implications.
8. Conclusions: Summarizes the key points of the report and draws
conclusions based on the findings. Recommendations for future action may
also be included in this section.
9. References: Lists all sources cited in the report using a consistent citation
style (e.g., APA, MLA).
10. Appendices: Includes any additional information that supports the main
content of the report but is not essential for understanding the main findings
(e.g., raw data, supplementary tables).
When writing a report, it is important to consider your audience and purpose,
organize your ideas logically, use clear and concise language, and provide
evidence to support your claims. Proofreading and editing are also essential to
ensure that your report is accurate, well-structured, and free of errors.
Report Vs Proposal
A report and a proposal are very similar in organization.

A proposal:
A Report: [Link] to someone who needs to
[Link] to someone with authority make a decision usually which involves
(e.g. manager, boss, director, public spending or investing money (e.g. a
official, etc.) or peer (e.g. colleague, client or customer, a committee,
associate, classmate, etc.) someone responsible for finances within
[Link] formal in register company or organization, etc.)
[Link] uses language related with [Link] formal in register, but could
expressing opinion, listing reasons, also be semi-formal when addressed to
making recommendations a committee of peers
[Link] to people who can take action [Link] uses language in such a way
or affect outcome that he is persuasive, besides listing
reasons and making suggestions
[Link] who's decision will directly
benefit the writer.
Meaning
1. A Report discuss particular problem in detail.
2. It is an outcome of an any event.
3. It is purely based on Observation and analysis.
4. A report gives an explanation of any circumstance.
5. Reports are required for judging the performances of various
departments in an organization.
6. A report is a statement of the result of an investigation or of any matter
on which definite information is required.
7. It helps the management in an organization for making plans & solving
issues in the organization
8. In simple words, Report comes into existence when we have an event to
be carried back to someone who was not there.

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Meaning
• It is any informational work made with an intention to relay
information or recounting certain events in a presentable manner.

• Reports are often conveyed in writing, speech, television, or film.

• Report is an administrative necessity.

• Most official form of information or work is completed via report.

• Report is always written in a sequential manner in order

.of occurrence

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Classification of Report

• Formal Report
• Informal Report

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 INFORMAL REPORT
An informal report is usually in the form of a person-to-person
communication. It may range from a short, almost fragmentary statement of
facts on a single page, to a more developed presentation taking several
pages.

• It usually takes the form of a memo, letter or a very short international

document like a monthly financial report, monthly activities report, research
and development report, etc.

• This report differs from the formal report in length and formality.

• It is written according to organization style and rules, but usually does not
include the preliminary (front) and supplemental (back) material.

• The informal report is usually more controversial in tone and typically deals
with everyday problems and issues addressed to a narrow readership inside
the organization.

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 Types of Informal Report

Progress report

Sales activity report

Personnel evaluation Periodic or Routine Reports

They are prepared and presented at
Financial report regular, prescribed intervals. They may be
submitted annually, semiannually,
Feasibility report quarterly, monthly, weekly
or even daily.
Literature review

Credit report

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 Features of Informal Report

• Introduction and conclusion are included in

the body of the report, and there is no
abstract.
• It includes very short headings, if necessary.
• It includes the facts without elaborating the
detail.
• It includes recommendation.
 Informal Report

• The first section of the report is the

introduction. It outlines what the writer was
asked to do as well as names the person who
ordered the report. It also states the date by
which the writer submit the report.
• The second section shows the steps taken by
the writer. This may include visit to places,
interviews, surveys, etc.
 Informal Report

The third section of the report consist of the findings. This forms
the core part of the report.
• If the information is lengthy, it is often presented under
subheadings.
• The fourth section is the conclusion of the report. The writer
arrives at a conclusion based on the finding.
•The fifth section contain the recommendations and suggestions
of the writer.
• The report ends with the writers name and designation. They
are written on the left hand corner of the page.
 FORMAL REPORT

The formal report is the collection and interpretation of data and

.information
A formal report is one which is prepared in a prescribed form
and is presented according to an established procedure to a
prescribed authority
.The formal report is complex and used at an official level •
.It is often a written account of a major project •
Examples of subject matter include new technologies, the
advisability of launching a new project line, results of a study or
experiment, an annual report, or a year old review of
.developments in the field
 Types of Formal Report

Informational reports
Analytical reports Special Reports
Recommendation They are related to a single
occasion or situation. Such as
reports technical report of a
Inspection reports particular product.
Interpretive Reports
 Different Types of Reports

Society/School Report
Report to the Principal
Police Report
News Report
Book Report
Lab Report
Research Report
etc
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Advantages of Report Writing

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 Reports Vary in:

 In Length
 Style
 Format
 Contents
It all depends on their purpose and target
readers.
 Steps for Report writing

What is the purpose of this report?

•To provide an information
•To make recommendations
•Give an analysis of facts

Who is your reader?

What does the readers already know or their gape to be filled.?
What level of detail or background information is required?
 Steps for Report Writing
,.Determine the objective of the report, i.e •
identify the problem
Collect the required material (facts) for the •
report
Study and examine the facts gathered •
Plan the facts for the report •
Prepare an outline for the report, i.e., draft the •
report
Edit the drafted report •
Distribute the draft report to the advisory team •
and ask for feedback and recommendations
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 Format of Report
For short report:
[Link]
2. Introduction
3. Discussion
4. Summary and conclusions
5. Recommendations
6. (appendix) optional
 Format of Report
For long reports:
1. Title or title page
2. (contents list )
3. (abstract )
4. Introduction
5. Discussion
6. Summary and conclusions
7. Recommendations
8. (appendix)
Format of Report
 Features of Good Report
• It has a clear thoughts
• It is complete & self-explanatory
• It is comprehensive but compact
• It is accurate in all aspects
• It has suitable format for readers
• It has proper date & signature
• It has a reference to relevant details
• It follows an impartial approach
Common Mistakes in Report
 Conclusion
• Reports in written form are useful for future reference.
• reports provide adequate and correct information as well as
statistical data to management and helps in decision making
• A report provides information of unknown facts ie new ideas
new vision new solution to problem new research about a
particular matter.
• a report provides valuable information of all sectors in the
business
• reports are useful for solving the problem of various
• department.
Report acts as an important and effective internal tool of
communication.
EFFORT NEVER DIES