Report Writing

IBS Hyderabad
 Report
Detailed examination of a situation or problem

Findings of an Investigation

Document prepared for a specific group &

contains facts in an objective and orderly manner

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 REPORTS

Information
Decision Making
Analysis & Recommendations

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Types of Reports
Formal\Informal
• Periodic
• Functional
• Internal/External
• Horizontal/ Vertical
• Proposal Report-RFP,RFQ,RFB, EOI
• Informal/Formal
• Informational/Analytical

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 Types of Reports
• Informational Reports
(Only Information)

Eg. Annual or Progress

Analytical Reports
(Conclusions, Solutions, Recommendations)

Eg. Technical Report

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 Informational Reports-Types

Operating
Comparative
Personal
Progress
Periodic
Policies and Procedures

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 Analytical Reports-Types

Problem Solving
Progress
Opportunities

Reference Terms, Methodology, Findings,

Conclusions, Recommendations,

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 Structure of a Report
Part-1
Introductory or Prefatory

Part-2
Main Body

Part-3
Attachments & References

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 Part-1 ( Prefatory)
A. Cover Page
B. Title Page
C. Authorization
D. Acknowledgements
E. Table of Contents
F. Illustrations (Graphs\Charts\Tables)
G. Executive Summary\Synopsis\Abstract

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 Cover Page
Title of Report

Author(s)

Name of the Organization to which it belongs

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 Title Page
Title of Report

Author(s)

Date of Submission

Organization for which the Report is prepared

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 Authorization
The report titled “…….” is prepared as per the
authorization by Mr.A.B.Singh, Chairman, ABC
Ltd. Vide letter no.______ dated________

Date:12-12-2014 Ramesh
Sales Manager

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Authorization for SIP Report
This is to certify that this report “……………”
is prepared in partial fulfillment of the of the
program of MBA at IBS Hyderabad.

Date Ramesh
Enrol No:

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 Acknowledgements
SOURCES OF INFORMATION

PUBLISHERS

PERSONS WHO GUIDED

EVERYONE WHO HELPED IN PREPARING

THE REPORT

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 Contents/Index
Serial Number

Particulars

Page Number

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 ILLUSTRATIONS

Charts
Graphs
Tables

Number and Title to Chart\Graph\Table

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Abstract/Executive Summary
Report in Miniature

Length- 1\10 th of Body of Report

Precise & Concise

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 Part-2 (Main Body of Report)
Objective
Introduction
Factors Considered
Theoretical Frame-work
Methodology\Procedure
Interpretation\Analysis
Limitations
Findings
Conclusions\Recommendations

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Part-3(Attachments & References)
Attachments-Appendices\ Annexures
Bibliography-
1.Author-Date Reference
Eg: Prasad 2002,pp 88-92/PRASAD et al…..
2.Foot Notes (Made at the end of each page)
Glossary
Abbreviations

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 Guidelines
A4 Size Paper
1.0”Margin -Top, Right, Bottom
1.5” Margin- Left
Interline Space-1.5 OR 2
Font Size- ’12’
Font Type- Times New Roman, Calibri, Arial
Avoid more than two types of Font
Write in Third Person-Avoid I,My,Me

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 Management Reports
Title Page
Title Fly/Fly leaf
Letter of transmittal
Table
List of Illustrations-Figures/Tables
Abstract/Executive Summary
Main Text
Glossary
Appendix

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 Abstract
Descriptive
(All points in the contents page)

Informative
a. Report/writer/Department
b. Problem Statement
c. Findings/Results

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 Report Type based on
Recommendation

DeductiveReport
Recommendations before the main text

Inductive
Report
Recommendations at the end

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 Introduction
Problem or assignment
Authorization-When, Who, Why, How
Organization
Contents
Tone of the report
Scope
Background & Limitations
Structure-The guided tour

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 Information Sequence
Importance
Sequential
Chronology
SpatialOrientation
Category
Problem-Solution
5’W’s and 1’H’
Compare-Contrast

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Types of Outline

Report in a skeletal form

Topic Outline

Sentence Outline

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 Presentation of Text

Headings( Level-1)

Sub-Headings(Level-2)

Sub sub-headings(Level-3)

Bold faced Paragraph headings (Level 4)

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 Headings ( Level-1)

Allcaps
Centered
Bold
Double Space (before & after)
Font- 14

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 Sub Headings

Left margin
Bold
Capitals
3 spaces after/ 2 spaces before Text
Font-smaller than the heading

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 Sub Sub-Headings

Initial Capitalization

Double space before & after

Bold

Font-same as the text

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Bold Faced Paragraph Headings

Initial Cap
Bold
Follows the same line
First word of the first sentence in a paragraph

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 Logical Numbering System

Systematic arrangement of Topics/sub-topics

using a formal system of notation

NUMERAL- LETTER SYSTEM

DECIMAL NUMBERING SYSTEM

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 Numeral Letter System
Main topics-Roman numbers
Headings-Capitals
Sub-headings-Arabic numbers
Sub sub-headings-small letters
I.
 A
 B
 1.
 2.
 a.
 b.
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Decimal Numbering System
Arabic numbers & decimals for the main and sub
topics

I
 1.1
 1.2
 1.2.1
 1.2.2
2.
 2.1
 2.2
 2.1.1
 2.1.2
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Thank You…My Dear Friends

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