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REPORT WRITINGREPORT WRITING
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Organization of the Report:Organization of the Report:
Part IPart I ±± A brief introduction of A brief introduction of
the report.the report.
Part IIPart II ±± The reportThe report
Part IIIPart III--
Attachments/ReferenceAttachments/Reference
MaterialMaterial
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PARTPART ±± II
The cover The cover
The title pageThe title page
AuthorizationAuthorization AcknowledgementsAcknowledgements
Table of contentsTable of contents
ExecutiveExecutiveSummary/Synopsis/AbstractSummary/Synopsis/Abstract
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COVERCOVER
The title of the report (refer The title of the report (refer
to statement of theto statement of the
problem/purpose)problem/purpose) Author (s)Author (s)
The name of theThe name of the
organization to which theorganization to which the
report is relatedreport is related
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A ReportA Report
onon(Title in Capital Letters)(Title in Capital Letters)
ByBy
( Name of the Student)( Name of the Student)Enroll. No.Enroll. No.
(Name of the ORGANIZATION )(Name of the ORGANIZATION )
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TitleTitle
Should be carefully arrived atShould be carefully arrived at
should be precise andshould be precise andcomprehensivecomprehensive
Should convey what the project isShould convey what the project isaboutabout
To which organization does itTo which organization does itrelate to. An example of a title isrelate to. An example of a title is
given below:given below: ³An Analysis of the Sales of ABC ³An Analysis of the Sales of ABC
2929--inch TVs in Hyderabad duringinch TVs in Hyderabad duringthe year 2002the year 2002--2003 and2003 and
Recommendations thereof´Recommendations thereof´
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Title PageTitle Page
The titleThe title
The organization for The organization for
which the report iswhich the report ispreparedprepared
The author (s)The author (s)
Date of submission of Date of submission of
reportreport
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A ReportA Report
onon
(Title in Capital Letters)(Title in Capital Letters)
ByBy
(( Name & Enroll. No of the Student)Name & Enroll. No of the Student)
((Name of the ORGANIZATION for whom it was written )Name of the ORGANIZATION for whom it was written )
A Report submitted in partialA Report submitted in partial fulfilmentof fulfilmentof the requirements of the requirements of
MBA Programme of the ICFAI University, DehradunMBA Programme of the ICFAI University, Dehradun
Distribution list:Distribution list:
Date of Submission:Date of Submission:
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AuthorizationAuthorization
Indicates the person or theIndicates the person or the
department which authorized thedepartment which authorized the
making of the reportmaking of the report
Includes the form of authorizationIncludes the form of authorization
e.g.e.g.
³The report is submitted as partial³The report is submitted as partialfulfillment of the requirement of fulfillment of the requirement of
MBA Program of ICFAI BusinessMBA Program of ICFAI Business
School´School´
Or Or
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³³The report as authorized byThe report as authorized by
Mr. A B Singh, Vice PresidentMr. A B Singh, Vice President
(Sales), ABC Electronics vide(Sales), ABC Electronics vide
Letter Number __________Letter Number __________
dater ____________.´dater ____________.´
When a report is authorizedWhen a report is authorized
orallyorally -- authorization has toauthorization has tobe worded suitablybe worded suitably
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AcknowledgementsAcknowledgements
Here the author acknowledges theHere the author acknowledges the
contributions of those who helpedcontributions of those who helped
him/her in making the reporthim/her in making the report
Made to the sources of Made to the sources of information, publishers who haveinformation, publishers who have
been the source, persons whobeen the source, persons who
guided and anyone else whoguided and anyone else who
contributedcontributed
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Table of ContentsTable of Contents
This part indicates the pages inThis part indicates the pages inwhich each part is containedwhich each part is contained
Two parts of Numbering StyleTwo parts of Numbering Style
11stst
-- till Abstract in lower casetill Abstract in lower caseRomanRoman
2nd2nd -- Introduction and after, inIntroduction and after, inArabicArabic
Sub headings of a topic to beSub headings of a topic to be
in decimal number systemin decimal number system
Illustrations to be separatelyIllustrations to be separately
listedlisted
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Executive Summary/Abstract/Executive Summary/Abstract/
SynopsisSynopsis
This summarizes the report.This summarizes the report. Should contain all major Should contain all major
conclusions and recommendationsconclusions and recommendations
it is a report in miniatureit is a report in miniature
Since a summary, the length to beSince a summary, the length to bemuch lesser than the reportmuch lesser than the report
A rough guide, the synopsisA rough guide, the synopsisexpected to be about one tenth of expected to be about one tenth of
the originalthe original Therefore, the language usedTherefore, the language used --
precise and conciseprecise and concise
To master this, practice preciseTo master this, practice precise
writingwriting
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Executive SummaryExecutive Summary
A document containing the gistA document containing the gist
of the project reportof the project report
The reader (normally, senior The reader (normally, senior
manager) gets an idea aboutmanager) gets an idea about
-- the purpose of the report,the purpose of the report,--
-- broad findings andbroad findings and
recommendations by therecommendations by the
author author
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In most cases, managersIn most cases, managers
prefer the executive summaryprefer the executive summary
to the complete reportto the complete report
Managers are not concernedManagers are not concerned
or much interested inor much interested in
technical detailstechnical details
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Technical jargons and details notTechnical jargons and details not
to be includedto be included
Managers interested in the broadManagers interested in the broad
substance of the report and thesubstance of the report and the
findings and recommendationsfindings and recommendations
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Executive SummaryExecutive Summary
-- two partstwo parts
Background:Background:
the project is discussed at lengththe project is discussed at length
puts the report in a correctputs the report in a correctperspectiveperspective
highlights the factors necessitatinghighlights the factors necessitating
the projectthe project
The problem/purpose statement isThe problem/purpose statement is
clearly enunciatedclearly enunciated
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Major findings:Major findings:
Major findings, interpretationsMajor findings, interpretationsfully discussedfully discussed
Recommendations to beRecommendations to beincludedincluded
Executive summary veryExecutive summary veryimportantimportant
Invariably listed in the table of Invariably listed in the table of contentscontents
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AbstractAbstract
A technical summaryA technical summary Normally read by personsNormally read by persons
familiar with the reportfamiliar with the report
Technical terminology can beTechnical terminology can beusedused
May be read before, during or May be read before, during or
after report is readafter report is read Sometimes, only the abstractSometimes, only the abstract
is read than the report proper is read than the report proper
Can be a part of the report
Can be a part of the report
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PART IIPART II
Contains the main body of theContains the main body of the
report. These are discussed inreport. These are discussed in
the succeeding paragraphsthe succeeding paragraphs
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IntroductionIntroduction
The purpose is to prepare the reader The purpose is to prepare the reader
for what follows in the report.for what follows in the report.
Introduction normally comprises theIntroduction normally comprises the
following:following:-- The backgroundThe background
-- The circumstance necessitatingThe circumstance necessitating
the reportthe report
-- The purpose of the reportThe purpose of the report
-- The broad layout of the reportThe broad layout of the report
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Avoid including too muchAvoid including too much
data in paragraph formdata in paragraph form
Make use of tables andMake use of tables and
attachments in the form of attachments in the form of
appendices, annexure, etc.appendices, annexure, etc.
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PART IIIPART III
Attachments/ ReferenceAttachments/ Reference
MaterialsMaterials
--Appendices and annexuresAppendices and annexuresnormal attachmentsnormal attachments
-- Customary to attach anyCustomary to attach any
references from whichreferences from whichinformation has beeninformation has been
accessedaccessed
-- These are discussedThese are discussed
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BibliographyBibliography
It is customary to list outIt is customary to list out
references at the end.references at the end.
Normally, a separate appendixNormally, a separate appendixis attached for this purpose.is attached for this purpose.
Two methods of Two methods of
acknowledging sources:acknowledging sources:
i. Author i. Author--date referencedate reference
within the text andwithin the text and
iiF
ootnotesiiF
ootnotes
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Author Author--Date ReferenceDate Reference
The source / reference is mentionedThe source / reference is mentionedwithin brackets.within brackets.
The sequence of reference is:The sequence of reference is:
-- the author¶s surnamethe author¶s surname
-- year of publicationyear of publication
-- page referencepage reference
More than one author (less than four)More than one author (less than four)
author¶s surnames mentionedauthor¶s surnames mentionedMore than four authorsMore than four authors -- surname of surname of
one author, followed by µet al¶one author, followed by µet al¶
mentionedmentioned
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REFERENCEREFERENCE
-- Some examplesSome examples ::
((Prasad 2002), (Prasad 2002, pp, 82Prasad 2002), (Prasad 2002, pp, 82--88), (Prasad, Murthy and Shantha,88), (Prasad, Murthy and Shantha,2001, 952001, 95--102)102)
(Prasad et al 2002, (pp 99(Prasad et al 2002, (pp 99--103)103)
In case there is no specific author In case there is no specific author and it is a publication then theand it is a publication then thepublisher becomes the author publisher becomes the author
For example: (Government of India,For example: (Government of India,Ministry of Finance 2002) could beMinistry of Finance 2002) could bethe way to refer such sourcesthe way to refer such sources
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FootnotesFootnotes
References generally made atReferences generally made atthe end / foot of the pagethe end / foot of the page
Each text, intended to beEach text, intended to beacknowledged, is numberedacknowledged, is numbered(as a superscript), serially as(as a superscript), serially asthey appear on each pagethey appear on each page
Are conventional explanatoryAre conventional explanatory
procedures, used only whenprocedures, used only whenmaterial clearly needsmaterial clearly needsamplification or amplification or acknowledgementacknowledgement
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Footnotes commonlyFootnotes commonly
used to:used to:
Validate a point of statement or Validate a point of statement or
argumentargument
Explain, supplement or amplifyExplain, supplement or amplify
material included in the main bodymaterial included in the main body Provide a cross reference to other Provide a cross reference to other
sectionssections
Acknowledge a direct or indirectAcknowledge a direct or indirect
quotationquotation
Provide reader with sufficientProvide reader with sufficient
information to enable him toinformation to enable him to
consult sources independentlyconsult sources independently
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Information in footnotesInformation in footnotes
Sources of informationSources of informationusually the name of theusually the name of the
author author
Title of the sourceTitle of the source
Exact page (s) of theExact page (s) of the
source of referencesource of reference
Date of publicationDate of publication
Publisher and place of Publisher and place of
publication (optional)publication (optional)
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Format of footnotesFormat of footnotes
Those occupying more thanThose occupying more thanone line are single spacedone line are single spacedand only the first line isand only the first line is
indentedindented
Footnotes are usuallyFootnotes are usually
numbered consecutivelynumbered consecutivelythroughout a chapter or thethroughout a chapter or theentire assignmententire assignment
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Points to remember:Points to remember:
Footnotes to be conciseF
ootnotes to be concise Clarity and readability never to beClarity and readability never to be
sacrificed for brevitysacrificed for brevity
All footnotes singleAll footnotes single--spaced butspaced but
separated by a double spaceseparated by a double space
All footnotes, regardless of their All footnotes, regardless of their
length, are terminated by a fulllength, are terminated by a full
stopstop
The same bottom margin shouldThe same bottom margin should
be maintained on each page of thebe maintained on each page of the
typescript regardless of thetypescript regardless of the
number of footnotesnumber of footnotes
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Reference to BooksReference to Books
Format for References :Format for References :
Name (s) of author (s)/ editorsName (s) of author (s)/ editorswith initials, title of work in full,with initials, title of work in full,
underlined or in italics,underlined or in italics,publishers, edition in brackets (if publishers, edition in brackets (if this is not the first edition), placethis is not the first edition), placeand year of publication inand year of publication inbrackets, pages referred tobrackets, pages referred to
Example: Handy C, UnderstandingExample: Handy C, UnderstandingOrganization, Penguin (1999), UK,Organization, Penguin (1999), UK,pg59pg59
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References to ArticlesReferences to Articles
Reference should be in theReference should be in the
following format:following format:
Name (s) of author (s), title of Name (s) of author (s), title of
article (between single quotationarticle (between single quotationmarks), title of periodical (in italicsmarks), title of periodical (in italics
or underlined), volume number,or underlined), volume number,
and part number, year of and part number, year of
publication in brackets, pages topublication in brackets, pages toreferred toreferred to
Example: Anon, µHotExample: Anon, µHot--filamentfilament
noise¶, Electronics Dissertation,noise¶, Electronics Dissertation,
Vol.15, No.10 (October 1999), pg67Vol.15, No.10 (October 1999), pg67
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References to ChaptersReferences to Chapters
in Edited Collectionsin Edited Collections
Format for References :Format for References :
-- single quotation markssingle quotation marks
-- title of collection, underlinedtitle of collection, underlinedor in italicsor in italics
-- editors (ed.) or (eds.) followededitors (ed.) or (eds.) followed
byby
-- place and year of publicationplace and year of publication
in brackets, pages referred toin brackets, pages referred to
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References to InternetReferences to Internet
ResourcesResources
The principles same as anyThe principles same as any
other form of referencingother form of referencing
Author/title of item location)Author/title of item location)e.g. web site) and date of e.g. web site) and date of
posting and/or date accessedposting and/or date accessed
in bracketsin brackets
Example:Example:
http://www.videocon.com/mar http://www.videocon.com/mar
keting (January2005)keting (January2005)
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