Report Writing

Purpose of Report

• The kind of report you have to write will depend on the information required
in question.
• It may be a simple and formal report of an accident you witnessed, or it may
be a formal report of a college society or club.
• Whatever it may be, notes will be provided on which you will have to base
your report.
 Few Types of Report

• Annual reports
• Reports to the college authorities
• Report to the police station
• Reports in the style of a newspaper report
• If you are required to write to the college authorities either to your principal
or your form teacher, reporting an accident in the college which you have
witnessed, bear in mind the following points.

• Follow the format of the formal letter

• Subject: use a headline to summarise your report e.g.
• Subject: Report on an accident in the science laboratory
• Your report should consist of two or more than two paragraphs
• The first paragraph answers the questions of ‘What’, ‘Where and ‘When’ the
incident took place.
• Students often confuse the beginning of a report as they also state ‘I was
asked to write a report to you on the incident that…’ (this is wrong way to
begin).
• Give a brief explanation of how you were a witness of the incident.
• The first paragraph is normally a summary of the whole incident.
• Conciseness is essential here.
• In the next paragraphs give more details concerning the incident ------ how
it happened, who were involved, whether anyone was injured, what you did'
how it ended etc
• End your report by signing
• Yours faithfully
 Following points to be kept in mind while
writing a report

• 1. Give details of date, time and place where the incident took place.
• 2. Include description, where relevant, of the people involved.
 Following points to be kept in mind while
writing a report

• 3. Be objective and accurate in giving information. Reports are supposed to

be unbiased. The candidate is expected to write details keeping aside all
his/her emotions. Try to keep the information simple and precise. Do not
plunge in describing unnecessary details. Do not get carried away in
providing extra/irrelevant information. The students should provide all
required information in a terse manner.
 Following points to be kept in mind while
writing a report

• 4. Keep your paragraphs short and to the point.

• 5. Use the past tense while writing a report.
• 6. Phrases like, 'it is believed that .....', 'Or it cannot be ascertained
whether.........', are useful in the report of incident of which the causes are
not immediately known as in the case of fire. You must remember that the
duty of a reporter is to make a factual report of the incident and he should
refrain from giving a biased account.
 Following points to be kept in mind while
writing a report

• 6. The report is written in indirect speech.

• 7. Use simple vocabulary (the purpose here is to inform not to entertain) and
use Standard English expressed in simple and compound sentences.
• 8. Structure your information through linking your points coherently in
paragraphs.
 Following points to be kept in mind while
writing a report

• 9. Do not exceed the word count.

• 10. Remember! A report is to inform or explain about certain matter(s). Its
purpose is not to entertain the reader. Certain matter(s).
 Tips for Good Writing

• Keep it simple. Do not try to impress, rather try to communicate. Keep the
sentences short and to the point. Do not go into a lot of details unless it is
needed. Make sure every word needs to be there, that it contributes to the
purpose of the report.
 Tips for Good Writing

• Use an active voice rather than passive. Active voice makes the writing
move smoothly and easily. It also uses fewer words than the passive voice
and gives impact to the writing by emphasizing the person or thing
responsible for an action. Here is an example: Bad customer service
decreases repeat business.
 Tips for Good Writing

• Good grammar and punctuation is important.

• Proofread your report