Report Writing

Where do we find reports?News ReportBudget ReportMedical Report of a personThe Manager of a bank send a periodical report to the Head OfficeSri Krishna Committee report on Telangana issueCommittee on AgricultureCommittee on Science & TechnologyA sales manager sends a report on weekly / annual salesA Scientist writes a report that provides scientific dataA Progress Report of a studentProject ReportSeminar Report

What is a Report and their purpose?

Def: A report is a formal document written for a specific audience to meet a specific need.

• A piece of factual writing

• A description of the conditions

• An analysis and interpretation of a particular topic

• A written data for a specific purpose

• A discussion of a topic in depth• Ends with some conclusions and recommendations

Types of Reports

Information and Analytical Reports

Routine and Special Reports

Oral and Written Reports

Formal and Non-formal Reports

Informational Report Analytical Report

Presents facts of a case, problem, condition, or situation without any analysis, interpretations, or recommendations

Relevant information is gathered and compiled

For example: Conference reports, Seminar reports, Trip reports, etc.

Presents data with interpretation and analysis

Analyses the facts and forwards conclusions or recommendations

For example: Market research reports, Project reports, etc.

Routine Reports Special Reports

Companies, Institutions, Government departments, and Research Establishments depend on periodical reports for various management decisions

Daily, Weekly, Fortnightly, Monthly, Quarterly, or Annual

For example: Daily production reports, Monthly sales reports, Annual reports

Presentation of specific information related to a single condition, situation, problem, or occasion

Most important decisions are taken

These may be analytical or informational

For example: Research reports, Inquiry report

Oral Reports Written Reports Informal and face-to-face presentations of information

For example: Accident reports, Conference reports, etc.

Presentation of information in written form

For example; Progress reports, Research reports

Formal Reports Non-formal Reports

It is the result of a thorough investigation of a problem

Comparatively longer and need elaborate description and discussion.

Have a fixed format

Length may vary from a few pages to hundreds of pages.

Can be informational, analytical, routine, or special

For example: Technical reports, Project reports, Annual reports, etc.

A brief account of a specific business activity

Comparatively short and don’t need elaborate description & discussion.

Have printed, letter, or memo formAlmost same in length

Can be informational or analytical and may use oral or written form.

Trip reports, daily production reports, etc.

Match the Following1. Lengthy Reports a. Informational

2. Presentation of b. Analytical routine information 3. Data on periodic and c. Routine situational activities without analysis 4. Short Reports d. Special

5. Presentation of specific e. Formal information

6. Analysis of data to f. Non-formal persuade readers

Formats of Reports

Printed Format Forms prepared to record for repetitive and routine data Letter Format

Short informal reports to be communicated to someone outside an organization

Memo FormatShort informal reports to be communicated to someone within an organization

Formal Report / Technical Report Formal reports printed on plain paper

Printed Form

TOUR REPORTReport on Participation in Professional Conference

Office order No. 14789/2005 Dated 04-01-2005Name of the Officer:Designation:Address:Name of the conference:Name of the Organiser:Place of Conference:Duration of Conference:(a) Sponsors of the Conference:1.(b) Number of sessions:(c) Number of presentations:

Date: 27th January, 2005

Signature:

Letter FormatALPHA CONSULTANCY PVT.LTD.

Communication-21/12, Ring Road, Delhi-110 052www.alphagroup.com

January 31, 2005

Mr G Ravi KiranChief Safety OfficerNDP Limited, NDPL Building37-D, Jawaharlal Nehru Road, Kolkata-700 071

SUBJECT: MINE INSPECTION REPORT

Dear Mr Ravi Kiran:

The Alpha Consultancy team inspected the AP section of the IV Seam in NDP Colliery to collect various parameters to determine the Rock Mass Rating of the roof. A detailed description regarding different locations visited is given below:

Sincerely,

A PrabhaGeneral Manager

Structure of Formal / Technical Reports

Part -1 Prefatory Part1. Cover2. Title Page3. Certificate4. Acknowledgements5. Contents6. List of Illustrations7. Abstract / Summary

Part – 2 Main Text8. Introduction9. Discussions / Finding/ Analysis10.Conclusions

Part -3 Supplementary Part11.Appendices12.References and Bibliography13.Glossary

How to Write a Report

Analyze the problem and purpose

Determine the scope of the report

Determine the needs of the audience

Gather all the information

Analyze and organize the information

Write the first draft

Revise, review, and edit

Write the final draft