Report Writing

Compiled By:
Mayuri Agrawal
MBA M&S 4th sem

What is a report????
Reports are documents that are used for giving
and receiving factual information; they are usually
presented in writing.
Reports use features such as graphics, images, voice, or specialized
vocabulary in order to persuade that specific audience to undertake
an action.
It is purely based on observation and analysis. A report gives an
explanation of any circumstance.

 A good report is always fact finding and not fault finding. It should
be prepared in an impartial manner. The writers of the report should
be impartial in their outlook and approach.
Some examples are: annual reports, auditor's report, census reports,
progress reports, investigation reports, budget reports, credit reports,
appraisal reports, inspection reports, military reports, etc.

What is report writing????

The definition of report writing is creating an account
or statement that describes in detail an event, situation
or occurrence, usually as the result of observation or
inquiry.
Report writing is different from other forms of writing because it only
includes facts, not the opinion or judgment of the writer.
The two most common forms of report writing are news report writing and
academic report writing. Like news reporting, academic report writing
includes facts and a description of the events that took place during the
research.

Why do we write them????

Reports are very important in all their various forms along with
the usual evidences like in a crimes scene people usually leave
behind evidences.
They fill a vast array of critical needs for many of society's
important organizations. Police reports are extremely important
to society for a number of reasons. They help to prosecute
criminals while also helping the innocent become free.
Reports are a very useful method for keeping track of important
information. The information contained in reports can be used
to make very important decisions that affect our lives daily.

Advantages of report writing

Solves current problems.

Provides updated information.
Discloses unknown information
Can keep as records
Gives reliable and permanent information
Helps in planning and decision making
Showcases the failures and the successes

How do we write a
report????

Prior writing the actual report one must :

Determine the purpose
Determine the scope
Analyze target audience
Create a basic outline
Research information
Organize, analyze and interpret information
Revise outline and compose the first draft
Add appropriate graphics and illustrations for report
Cite sources used
Revise and proofread report

Format of report writing

For short report
Title
Introduction
Summary and Discussion
Conclusions
Recommendations
Appendix

For long reports

Title or title page

Content list
Abstract
Introduction
Summary
Discussions
Conclusion
Recommendation
Bibliography
Appendix

Main sections
Title Section - If the report is short, the front cover
can include any information that you feel is necessary
including the author(s) and the date prepared. In a
longer report, you may want to include a table of
contents and a definitions of terms.
Summary - There needs to be a summary of the major points,
conclusions, and recommendations. It needs to be short as it is a
general overview of the report. It would be best to write this last so you
will include everything.

 Introduction - The first page of the report needs to have an

introduction. You will explain the problem and show the reader why the
report is being made. You need to give a definition of terms and explain
how the details of the report are arranged.
Body - This is the main section of the report. The previous sections
needed to be written in plain English, but this section can include jargon
from your industry. There needs to be several sections, with each having
a subtitle.
Information is usually arranged in order of importance with the
most important information coming first. If you wish, a Discussion
section can be included at the end of the Body to go over your findings
and their significance.

 Conclusion - This is where everything comes together. Keep this

section free of jargon.
Recommendations - Explain your recommendations, putting them
in order of priority.
Appendices - This includes information that the experts in the field
will read. It has all the technical details that support your
conclusions.

Types of reports
Business
reports
Science
reports

Short
reports

Types
of
report
s

Engineeri
ng
reports

Research
reports

Types of

Example of a report writing

Antarctica is the coldest, windiest, highest
and driest continent in the world. It is situated at
and around the South Pole.
Most of Antarctica is covered in very thick ice and snow. In fact, the ice covering
Antarctica makes up nearly 70% of the worlds fresh water.
The average rainfall on Antarctica is lower than in many desert areas in the world.
By that standard, it could be said that Antarctica is the largest desert in the world.

 For obvious reasons, Antarctica is mostly uninhabited, apart from

staff working at research stations. No land vertebrates live on
Antarctica, but a handful of insects and worms have been found.
Penguins, seabirds, seals, whales and dolphins inhabit the waters
and shores.
Antarctica is like no other continent in the world. Its extremes make
it one of the most spectacular and beautiful places on Earth.

Tips of good report writing

Have some clarity of thoughts

Should be complete and self explanatory
Should be comprehensive but compact
Must have proper date and signatures
Should have uniformity in the font size of the
headings, sub headings and the body
Should be presented in lucid style

Dont(s) in report writing

Generalize or be vague.
Over complicate or oversimplify. (Remember who your reader is.)
Use jargon (unless defined) or clichs (e.g. dead-end) or
colloquialisms (e.g.. mate).
Use emotive language. (It doesnt belong in a technical report.)
Write a diary or a history of what you did. Present a static
complete picture.
Use I/We. (Avoid as much as possible).
Introduce/define terms that are not used later. (Be concise and
relevant).
Change tense. Pick past or present tense and stick to it
consistently through your report, and dont change. A future tense
is wrong if you have already performed the work

Thank you