REPORT

WRITING
• Report is a document written
for a specific group of readers
which presents facts, ideas,
conclusions and sometimes
suggestions/recommendations.
 PURPOSE

• Identify the information

• Decide the research methodology
• Approach to analysis, interpretation
and recommendations
• Presentation of the report
grammar
spellings
punctuation ‘You’ Attitude

Purpose
Logical Flow
&
Cohesiveness
Readership

ELEMENTS
OF
WRITING Page Layout
Structure &
Formatting
Margins
Paragraph
Technical length
Aspects Verbiage Line
spacing
Font
Alignment
 TYPES OF REPORTS

Informative Analytical

Annual reports, Scientific research,

marketing reports, feasibility reports.
reporting events Cause and effect relationships

Provide objective Attempts to solve

information problems
Helps decision making
 ANALYTICAL REPORT
1. Problem statement: Helps draft statement of purpose.
(defines area being investigated)
2. Statement of Purpose: This states the
objective/purpose/reason for writing report (defines
reason for writing the report)
3. Hypothesis
4. Identification of factors influencing the problem
5. Factors could be of three types: Informative/ factual,
explanatory/hypothetical and comparative.
 ANALYTICAL
REPORT…….
5. Gathering information about factors:
• Primary research: Interviews, questionnaires
and surveys
• Secondary research: Old records, external
agencies, government policy statements etc
6. Analyzing the information
7. Interpreting the findings
8. Recommendations
 REPORT STRUCTURE
1. Part one 2. Part two
• Cover • Introduction
• Title page • Main text
• Authorization • Conclusions &
• Acknowledgements recommendations
• Table of illustrations
• Executive 3. Part three
summary/synopsis/abstract • Attachments
• Glossary
• References
 PART
PART ONE
ONE
A BRIEF INTRODUCTION OF
THE REPORT
 COVER

It contains the following

• Title of the report
• Author (person who has written)
• The name of the organization related to the
report
 TITLE
It should be precise and comprehensive. It
consists of
• The title, example: “ Study of motivation and
stress levels among teachers of mentally
challenged students.”
• The organization for which the report is
prepared
• The author
• Date of submission
 AUTHORISATION
This indicates the person or the department
which authorize the making of the report.

Acknowledgements: All sources of

information should be acknowledged.
 A REPORT

ON

(TITLE OF THE PROJECT IN CAPS)

By

(The name of the student)

(Name of the organization/department)

Date
 A REPORT

ON

AN ANALYSIS OF WATER PROBLEMS AT

SANGHVI AREA, PUNE.

By

Anahita Sharma

A report submitted in partial fulfillment of the

requirement of MBA program of IBS Pune

March 2009
 INCORRECT
CORRECT

Main text (data collection, surveys,

analysis of data, results, interpretations
 EXECUTIVE SUMMARY/
ABSTRACT/SYNOPSIS
• Gist of project report
• Enables reader to understand purpose,
broad findings and recommendations of
report
• It should not exceed two pages
• It consists of background and major
findings
PART
PART TWO
TWO
THE REPORT
 INTRODUCTION
Introduction prepares the reader to read the
entire report. It states.
• The background
• Necessity of report
• The purpose of the report
• The broad layout of the report
 MAIN TEXT/BODY
This part includes the following:
• Factors
• Interpretation/analysis
• Conclusions/recommendations
Avoid too much data in paragraphs, tables
and attachments should be in the form of
appendices, annexure etc.
 PART
PART THREE
THREE
ATTACHMENTS/REFERENCE
MATERIALS
There are two methods to
acknowledge
• Author –date reference: author’s surname,
year of publication, page reference.
• More than four authors then mention one
author followed by ‘et al’
• Footnotes are references made at the end of
the page
How To Write References/ Bibliography
THE END