Report Writing: Structure, Format, Language

 Group 2
Course Title: Business Communication for BE I
Submitted by:
Course Code: BC 606
• P Sravan (A13558922035)
Semester: 1st
Programme: MBA REUI • Tarang (A13558922036)

Course Coordinator: Prof. Saumya Shirina • Udit (A13558922040)

• Angiras (A13558922038)

• Rupesh Mishra (A13558922010)

Structure

► We have two broad types of structures:

A format where the findings/recommendations follow the

main body A format where the findings/recommendations
• Cover sheet precede the main body
• Title page • Letter of transmittal
• Abstract • Title page
• Table of contents • Table of contents
• Introduction • Summary and/or recommendations
• The body of the report • Body of report
• Conclusion (and recommendations if applicable) • Conclusions
• References / Bibliography • Appendices
• Glossary (if needed) • Bibliography
• Appendices

Source: (Gigani, 2011)

Structure Continuation…
1. Title page 2. Table of contents 3. Abstract
• Title • Accurate and clear layout • Complete summary of key
• Organization • Section numbering system and information
indentation. • Be it informative, not descriptive, in
• Date
• Site the Page numbers manner of form.
• Person/group who • List of illustrations (if • Content be written in an Impersonal
commissioned the report applicable) tone and Connected prose

4. Introduction
• It should be relating the topic to
wider field.
• Should include necessary
background information.
• State the purpose of report.
• State Scope of report.
• Should explain the arrangement of
report.
• Should be in form of sections.
Source: (Gigani, 2011)
 Structure Continuation…

5. Body
• All major headers are equally important.
• All subheadings are related to the section headline.
• Choice of levels representing hierarchy of significance.
• The importance in hierarchy is demonstrated by the deliberate and consistent use of characteristics like as capitals,
multiple fonts, underlining, bold, and italics.
• Indenting, numbering and lettering scheme need to be followed to improve readability and layout, provide space between
parts.
• Check for appropriateness, captions, text references, and placement when employing charts, data, and graphics.
• All sources must be acknowledged, including information referenced to indirectly, direct quotations, copied graphics,
tables, and statistics.
• Ensure a systematic relationship between references in the text and the reference list and bibliography

Source: (Gigani, 2011)

Structure Continuation…

6. Conclusion(s) 7. Recommendations (if applicable)

► Based out of facts. • Based on the conclusions
• Practical; Specific
► Should be Convincing.
• Well organized; with the most important
► It forms the substantial basis for the
first.
recommendations.

8. References
• “Harvard system”
• Arranged alphabetically.
9. Bibliography
10. Glossary (if included)
• Arranged alphabetically
11. Appendix (appendices)
• Placed at end of a report (if included)
• Arranged in the same order referred to in the report.

Source: (Gigani, 2011)

CONTENTS
1 Introduction .................................................................2
2 Professional Health care in IndraNivas.........................3
2.1 The practitioners
2.1.1 The pioneers .................................................3
2.1.2 The early Doctor............................................5
2.1.3 The modern-day Medic..................................7
2.2 With changing tides
2.2.1 Ayurvedic treatment......................................8
2.2.2 Naturotherapy treatment...................................10
2.3 Registration: The Medical council Act
2.3.1 Implication for unqualified practitioners.....8
2.3.2 Employment opportunity...............................8
2.3.3 Know your Consumer.....................................8
2.3.3.1 free treatment......................................8
2.3.3.2 health benefits cover...........................8
2.4 Health care vs Our care
2.4.1 The availability of quality ..............................9
2.4.2 Specialist and sports shoes............................9
3 The role of the Naturotheraphy in education.............10
4 Conclusion and Recommendations.............................11
5 Bibliography................................................................12
6 Appendices.................................................................13
6.1 Timeline of significant events............................13
6.2 Directory of podiatrists in current practice........14
 Format Guidelines
RULES
► All side margin - 1 inch
► Recommended Fonts – Arial or
Times New Roman
► Font Size – 14pt bold Headings,
13pt bold Sub-Headings and
12pt Body.
► Line Spacing – Double
► Text Align – Left
► Title in center of the page.
Source: (Geoffrey K., 2022)
TITLE, HEADERS, AND PAGE NUMBERS
► Title is to be placed before the
text of the report and is center-
aligned.
► All main words should be in
CAPS.
► Page number should be written
in the header of every page of
the report.
 Format Guidelines
TITLE PAGE
► Title is always written in all CAPS.
► It should be centered and approx.
one-third down the page.
► The name should also be centered
and halfway down the page.
► The name of the course, professor’s
name and the date should also be
centered on the title page.
Source: (Geoffrey K., 2022)
SUB-HEADINGS
► Level 1 headings : Centered,
CAPS, not bold, not underlined, and
not italicized.
► Level 2 headings : CAPS, aligned
to the left, and italicized.
► Level 3 headings : Used to start a
sentence in a new paragraph, not
capitalized, and should be
underlined.
 Format Guidelines

Citation or Intext Referencing:

► The “Harvard style” is not an actual style and it is not associated with Harvard University.

► Historically it been associated with the “author-date style”.

► Some examples:

1. One Author: “…Text… (Sravan 2022)” or “According to Sravan (2022)… Text…”

2. Two Authors: “…Text… (Angirus & Sravan 2022)” or “According to Angirus & Sravan(2022)… Text…”
3. Three Authors : same as 1 & 2
4. Four or more authors: “…Text…(Sravan et al. 2022)” or “Sravan et al. (2022) states that… text…”
5. Edited Source :
► …text…(ed/eds Sravan et al. 2022)
► According to article/report/book edited by Sravan et al. (2022)…text…
6. No author: We will use the title of that source in your in-text citation; First word of the title Is capitalized.
7. Newspapers, articles, chapter titles, and Web pages:
► …text…(‘Don’t do MBA’, 2022) or
► The article/book ‘Don’t do MBA’ (2022) suggests…text…

Source: (Geoffrey K., 2022)

 Formatting the Reference list

► Alphabetical order
► Every reference should start from a new line.
► Double-spacing should be maintained.
► First letter of a book, articles, and reports should
be capitalized

 Book Author’s Last Name, First Initial, Year of Publication. Title of book capitalized like a sentence. City of
Publication: Publisher.
 “Sravan, P., 2022. Iron kingdom: The Rise of Bharath, 1600-1947, Tirupati: Penguin.”
 Article Author’s Last Name, First Initial & Second Author’s Last Name, First Initial, Year ofPublication. Article title
capitalized like a sentence without quotation marks. Journal Title, Volume Number(Issue Number): pp.Pages.
 Udit, M. & Lakhan, S., 2022. LGBTQ: Revolutionary times, revolutionary changes. Journal of Modern Love,
22(6), pp.69-96.

Source: (Uvocorp, 2022) Source: (Geoffrey K., 2022)

 Formatting the Reference list

 Internet Author’s Last Name, First Initial, Year of Publication. Web page title capitalized like a sentence and italicized.
[Online] (updated Date of Update) Available at: <Address of the Website Underlined> [Accessed Date of Access].

 Udit, S., 2023. Why i cry a lot? [Online] (updated 14 Feb. 2023) Available at:
<http://www.wowowow.com/relationships/most-men-cry-why-sheila-nevins-439529> [Accessed 14 Feb. 2023].

 If there is no author listed, begin with the corporate author or publisher, like this:
 The Economist, 2010. Facing up to China. [Online] (updated 4 Mar. 2022) Available at:
<http://www.economist.com/opinion/ story_id=15452821&source=hptextfeature> [Accessed 6 Feb. 2022].

Source: (Uvocorp, 2022)

 Language of a report
► The writing style, structure and presentation of formal content must be written in an unprejudiced, neutral, objective and
non-discriminatory way.
► Concise writing with specific distinguished words and formulations is important so there is clear and profound
understanding of the relevant subject.
Academic Writing Style
• Do not use informal or colloquial language.
• Avoid filler or crutch words and biased language must never be used.
• Refrain from asking rhetoric questions and avoid direct or personal address to the reader.
• The use of personal pronouns is strictly no as they do not fit into an objective of academic paper.
• Avoid vague or ambiguous words such as ‘various’, ‘numerous’, ‘some’ etc.
• Use vocabulary that shows concise, clear, specific and direct writing.
• Avoid wordy expressions while illustrating.

Abbreviations and Contracted Words

• Remember to limit the use of abbreviations and always explain the abbreviations that are used.
• Always write full form of words and do not use contractions such as ‘don’t’, ‘doesn’t’, ‘haven’t’.

(Mike Wallace, 2006) (George Eppley, 1996)

 Language of a report
Written Language
► Academic, scientific or any general reports must be written with accurate spellings, punctuation and grammar.

► The choice of tense establishes the general intention and attitude of the author towards the reported theory or idea.

Therefore, a blend of simple present and past tense can help in indicating a clear narrative ideally.
► While reporting numbers spell the cardinal numbers from one to nine and ordinal numbers from the first to the ninth.

► All numbers below 10 are typically written in words. Also, spell out hundred, thousand and million in word format.

► To enhance readability, it is essential to correctly write well punctuated sentences.

► Using punctuation marks like comma’s, colons and full stops at the right places is crucial. However, avoid using

punctuations excessively.

(Mike Wallace, 2006) (George Eppley, 1996)

 References

Anon., 2008. UVOCORP. [Online]

Available at: https://www.uvocorp.com/dl/Harvard%20Guide.pdf
[Accessed 19 December 2022].

Harvard University Digital Accessibility Policy., 2022. harvard.edu. [Online]

Available at: https://guides.library.harvard.edu/cite
[Accessed 19 December 2022].

George Eppley, A. D. E., 1996. Building Bridges to Academic Writing. 1 ed. s.l.:McGraw-Hill Humanities/Social
Sciences/Languages.

Gigani, A., 2011. scribd. [Online]

Available at: https://www.scribd.com/doc/55242967/Harvard-Style-of-Report-Writing
[Accessed 19 December 2022].
References

K., G., 2022. essaypro. [Online]

Available at: https://essaypro.com/blog/harvard-style-citation
[Accessed 19 December 2022].

The University of Queens land, 2022. UQ.edu.au. [Online]

Available at: https://guides.library.uq.edu.au/referencing/uqharvard/about
[Accessed 19 December 2022].