Report

Writing
 Introduction
 Report writing is an essential skill for professionals in
almost every field.
 Report writing is related to writing skill.
 Thus, report writing is very “active” and “productive” in
manner.
 A report aims to inform, as clearly as possible. It should be
easy to read, and professional in its presentation.
 A report is a presentation of facts and findings, usually as
a basis for recommendations; written for a specific
readership, and probably intended to be kept as a record.
What is the manning of the Word
“Report”?
 The word report means “To Inform”.
 The report usually contains information about some
specific event.
 through reports you can “Inform” or share “Information”
with other people or entities.
Importance of Report Writing
 We are living in a world in which
reports are pouring in from all
around us.
 Switch on the radio or TV and you
will find some one giving report
about some meeting, accident,
ceremony, incident, business etc.
 Business organizations, and
commercial institutes run in the
light of the planning reports, sales,
promotion reports, market survey
reports, etc.
 Even each student of a good school
has his progress report with him.
 Scholars scientists, tourists,
students, citizens, surreys and
planners are continually writing
and submitting reports.
 kinds of Reports
There are many kinds of reports such as:

 Business reports
 Sales reports
 Market reports
 Survey reports
 Project reports
 Crime reports
 News reports
 Inspection reports
 Annual reports
 Audit reports
 Progress reports
 Official reports, etc.
 Categories of Report
 The report writing is divided into two
main categories:

1. Formal reports
2. Informal reports
 Formal Report Writing
 The formal reports are lengthy one.
 Formal reports are specific reports about
some specific problems.
 Formal reports deals with requiring
organization, investigation, data,
processing, systematic findings and
conclusions.
 Informal Report Writing
 The informal reports are short reports.
 Informal reports are informal in style.

 They may or not bear headings.

 Formulas of Report Writing
 The formula of “CPC”
 C- clarity
 P-precession
 C-consciousness.

 The formula of ABC

 A-accuracy
 B-brevity
 C- clearness.
 5 Steps to Report Writing
 Define the problem
 Gather the necessary information
 Analyze the information
 Organize the information
 Write the report
Points to remember while writing
a Report
 The report writing should be:
 Direct in approach.
 Relevant to the point.
 Clear in ideas.
 Systematically designed.
 Correct in information.
 Properly punctuated.
 Well organization of paragraphs.
 Properly formatted.
 Fully structured.
 The Structure of the Report
or the Format of Report
 1. Introduction
 2. Reported to
 3. Reported by
 4. Dated: ----/----/----
 5. Subject
 6. Salutation: Respected Sir/Madam,
 7. Body of the report
 8. Suggestions or conclusions
 9. Summary
 10. Appendices
 11. Bibliography
 The Structure of the Report
or the Format of Report
 By Using this structure you can give your report the correct level of
formality; it will also help to ensure that you do not leave out anything
important.

 Introduction: it gives the background to the report, and shows why it

was necessary. It usually states the objective of the report.
 Reported to: to whom you are writing the report.
 Reported by: your name.
 Dated: ----/----/----
 Subject: the specific issue, subject matter, event or incident.
 Salutation: respected sir/madam,
 Body of the report: discussion of the subject matter or The content of
the body depends on the purpose of the report.
 The Structure of the Report
or the Format of Report
 Suggestions or conclusions: Sum up the main points of the report.
The conclusion should clearly relate to the objectives of your report.
You can give advises, remedial steps, instructions, demonstrations ,
etc.

 Summary: some reports requires summaries. It gives details and brief

details to the reports. The summary may appear in the beginning or at
the end of the report. it is necessity if the report is a long one. It gives
busy people the gist of the report without their having to read it all.

 Appendices: appendices include tables, graphs, data, calculations,

pictograms, pictures, logos, icons, charts, etc.

 Bibliography: bibliography contains references to the sources

consulted to collect information or data.
 Presentation of the Report
 use plenty of white space.
 ensure the separate parts of your report stand out clearly
 use subheadings.
 allow generous spacing between the elements of your
report.
 number each page (a neat header and/or footer makes
your work look more professional).
 use consistent and appropriate formatting.
 Brief writing style
 Omit needless words
 Combine sentences
 Rewrite
 Common Problems
Some common problems with report writing that you should
take care to avoid are:

 the inclusion of careless observations, inaccurate

details, conflicting statements or events.
 the inclusion of outdated or irrelevant data.
 facts and opinions that are not separated.
 unsupported conclusions and recommendations.
 careless presentation and proof-reading.
 too much emphasis on appearance and not enough
attention to solid content.
 Conclusion
 Thus, it is concluded that report writing is very
important in professional fields.
 We cannot neglect the importance of the report
writing.
 So, report writing should be given special
considerations in academic careers.
 There should be special focus on this skill of
writing.