Report writing

Report writing is a formal written document for a specific audience to meet a specific need.
Reports are essential in almost all organization as executive decision making is based almost
entirely on them. Here is a sample of accident report :
ACCIDENT REPORT
A REPORT ON

(MENTION WHAT KIND OF ACCIDENT IT IS)

(ADDRESS)

SUBMITTED TO

Mr/Ms. ABC

(DESIGNATION)

(OFFICIAL ADDRESS)

SUBMITTED BY

Mr. XYZ

(DESIGNATION)

(SAME OFFICIAL ADDRESS)

DATE 3/3/2022
From,

Name
Designation

October 3/32022

To

Name
Designation,

Sir/Madam,

Sub: Report on the (motor/fire) accident.

Ref: (memo date or ref no.)

Paragraph 1: states your purpose for writing, the date of the accident and mention the submission
of its report.

Paragraph 2: detailed description of the accident, its destruction (mention if death or injury any)

Paragraph 3: Action taken by the firemen and rescue operations or the treatment in the hospital

Paragraph 4: reason for the accident, its loss (financial too)

(Sub Heading) Recommendation to avoid such mishaps in the future

1.

2.

3.

Paragraph 5: Concluding paragraph with an assurance and hope for good.

Yours faithfully,

(sd)…

Designation
 SAMPLE

A REPORT ON

MOTOR ACCIDENT IN THE NH

ROAD

SUBMITTED TO

Mr. ABC

REGIONAL MANAGER

KPR INSURANCE COMPANY

SUBMITTED BY

Mr. XYZ

VEHICLE NO. BDN001D7

DATE

October 25, 2019

XYZ
October 25, 2019
To
The Insurance Company,
Sir/ Madam,
Sub: Report on the motor accident.
Ref: Insurance no. K12098H9
With reference to the motor cycle accident that took place on 18th October, 2019 in the
014A NH road, the following report is submitted after a thorough study on thefacts.

On 18 October 2019, at 3 pm an accident took place while a motor car ofno.

NDT19065E tried to overtake a bus in the NH 014A. The car hit a motorcycle which was coming
in the opposite direction and the rider fell from the motorcycle causing severe injuries.

Immediate treatment was given to the patient. The injuries were severe that the patient
was admitted with multiple fracture, head injury and blood loss. Surgeries were done to fixthe
fractures and the patient was admitted to the ICU atonce.

The careless driving of the motor car, no. NDT19065E resulted in the motor accident and
an FIR was filed against the car driver. The patient had a total loss of 7 Lakhs.

Recommendation to avoid such mishaps in the future

1. Dividers must be installed in all parts of the NH road especially of accident- pronearea.
2. Speed must be limited which can avoid the cause ofaccident
3. Overtaking vehicles must be avoided at anycost
4. Proper action was taken in the right time and thus the victim was saved.

Yours truly,
Signature

Question: A fire accident had occurred in a Ladies Hostel where a few women were met with minor
burn injuries. As a Logistics manager, write a report to the owner including the summary of the
event, property loss and also with recommendations to avert such incidents in future.
 SURVEY REPORT

(SURVEY REPORT ON…)

SUBMITTED TO

(NAME)

(DESIGNATION)

SUBMITTED BY

(NAME)

(DESIGNATION

DATE 3/3/2022
(NAME)
(DESIGNATION)
(DATE)
TO
(NAME)
(DESIGNATION)
Sir,

Paragraph 1: EXECUTIVE SUMMARY

On (date) a survey was conducted (among/by) (in a paragraph, explain what this survey is
about, its importance, the date and place of the survey, its aim etc.)

Paragraph 2: INTRODUCTION

(Mentioning the method of survey eg: questionnaire, rating scale)

Paragraph 3: FINDINGS

(mention the findings and its report in a detailed paragraph)

Paragraph 4: CONCLUSION AND RECOMMENDATIONS

Based on the analysis it could be concluded that (explain the result and solution to
problems if any)

To amend these conditions, it has been recommended that:

1. (give recommendations to execute the plan in a betterway)

2. …
3. ….
4. ….

Yours faithfully,

(sign)

(Name)

(designation)
 QUESTIONNAIRE

FORMAT

1. What is your gender?

male female

2. What is your
marital status?
Married single

[a questionnaire must always contain questions that have either yes or

no type answer or multiple choice answer.
For eg:
What is your age?

a) 0-10 b) 10-20 c)20-30 d)30-40

REPORT ON DECLINE OF SALES IN LEIKA-COOL DRINK

SUBMITTED

TO Mr.

Palanivel

MANAGEING DIRECTOR)

By
MR. Ram

GENERAL MANAGER

10/3/22
To
Mr. Palanivel
The Managing Director
Hindustan lever ltd
Chennai-18.

Sir,
Sub: Decline in the sales of SoftDrinks-Leika -Reg.

In accordance with your instructions, I have enquired fully into the causes of the decline in
company’s sales in the last two years till February 2022.

Several new companies have come out with products in the market. Some of the companies
have introduced designed tetra pack-drinks in a variety of flavours, Also, the price of the
competitive products is low. But, we have only 2 flavours and the cost of the drink is
relatively higher than that of other cool drinks. Generally, the sales of the soft drinks are
relatively low due to Covid19 and now only, the sales are picking up.
People are nowadays health consciousness and so, they look for a drink which is both healthy
and tasty. So, we should also come out with health drink in excellent taste.Only then, we shall
increase the sales of our products.

Recommendations:

1. A thorough quality check- up should be done to enhance the taste and flavours of soft
drinks.
2. There should be enough advertisements given to our products in TV and in
magazines.
3. Freebees and free samples should be given to college students for a short period of
time.
4. Attractive packages must be made to attract the attention of youth.
5. We should come out with health drinks in good taste.
If we take effective measures to revive our products, surely, we can increase the sales of our
products.

Yours faithfully,
Mr. Ram
General manager.

Questionnaire:
FORMAT

1. What is your gender?

male female
 2. What is your
marital status?
Married single

3. A questionnaire must always contain questions that have either yes or no

type answer or multiple- choice answer.
For eg:
What is your age?

a) 0-10 b) 10-20 c)20-30 d)30-40

2.What kind of soft drinks do you drink?
a. Leika b. coke c. any other product.
3.Do you like leika? Yes – No---
If No: state the reason:

Question: Write a report on decline of the sales of bathing soap in the market. Write a
report on the reasons of the decline and also add recommendations to improve the sales.