Report Writing

Definition of Report

• A report is a piece of factual writing , based on evidence

containing organized information on a particular topic.
 Objectives
• To inform

• To record

• To recommend

• To justify/ persuade

• To present facts
 Why write reports?
• To present a record of accomplished work
• To record research findings or technical specifications
• To document current status
• To present information to a large number of people
• To provide the foundation for decision to be made and
action to be taken.
• To present specific conclusions regarding the problem’s
existence and solution.
 Characteristics of a report
• Precision

• Relevance

• Reader-orientation

• Factual details

• Objective

• Unambiguous
 Types of Reports
• Informative vs. Analytical Reports

• Periodic vs. Special Reports

• Short vs. Long Reports

• Informal vs. Formal Reports

 Formats of Report
• Memo Format

• Letter Format

• Pre- printed Format

• Manuscript Format
 Structure of the report
• Prefatory Parts

• Main Body

• Supplementary Parts
 Prefatory Parts
• Cover Page
• Frontispiece
• Title Page
• Certificate
• Acknowledgements
• Letter of Transmittal
• Table of Contents
• List of Illustrations
• Abstract/ Executive Summary
 Cover Page
• Title of the Report

• Name and designation of the person who prepared the

report

• Name of the Organization

• Year
 Sample
Growth of Medical Facilities in India (2005-2017)

Prepared by
Anuj Oberoi

Medical Council of India

April 2018
 Title Page
• First right hand page of the report

• Title of the report

• Name and designation of the intended audience

• Name and designation of the writer

• Name of the Organisation

• Year
 Frontispiece
• Generally appears in long  Examples of Frontispiece:
reports
• Includes maps, organization
chart, a photograph of
equipment, and layout of the
plant
• Adds interest or importance
to prominent features
• Ignites the curiosity of the
reader
• Is a sort of window display

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 Sample
Growth of Medical Facilities in India(2005- 2017)

Prepared for
Dr. Gautam Chaudhary
Director
Medical Council of India

by
Anuj Oberoi
Secretary

Medical Council of India

April 2018
 Certificate
• Statement testifying the original work

• Place

• Date

• Signature of the supervisor

 Letter of Transmittal
• Conveys the report to the reader

• It may include-

1. Objective

2. Scope

3. Methodology

4. Important results

5. Significance of the study

 Acknowledgements
• List of Persons to be thanked (publishers, guide etc.)

• Be specific in acknowledging the nature of help

• Vary the expression

 Table of Contents
• Presents outline of the report

• Shows the structure of the document and lets the reader

navigate through the sections

• Lists all the sections and subsections along with page

numbers
 Contents
Acknowledgements ii

Executive Summary iv

1. Introduction 1

2. Growth of Medical Facilities - An Overview 2

3. Hospitals 5

4. Dispensaries 8

5. Conclusions 10

6. Recommendations 11

References 13
 List of Illustrations
• Include all illustrations (graphs, maps, drawings)

• Exclude tables

• Give titles and page numbers

 Abstract vs. Executive Summary
• Abstract

1. Essence of the report(objective, main finding, significance)

2. 2- 5 percent of the report

3. Meant for specialists

4. Information is qualitative

5. Does not include illustrations

 Abstract vs. Executive Summary
• Summary

1. Entire report in a nutshell

2. 5- 10 percent of the report

3. Meant for all readers

4. Information is qualitative and quantitative

5. May include illustrations

 Main Body
• Introduction

• Methodology

• Discussion

• Conclusion

• Recommendation
 Introduction
• Background of the report

• Purpose, objective and scope of the report

• Methods of gathering data

• Basic principles or theories involved

To write objectives..
Ex.
The objective of the study was to-
(a) investigate the need for a new Marketing
Executive;
(b) We analysed the functions of this new position,
(c) Assessing an appropriate remuneration package.
• The objectives of the study are as follows-
(a) To investigate the need for a new Marketing
Executive
(b) To analyse the functions of this new position
(c) To determine an appropriate remuneration
package
 Discussion
• Presents data and information

• Analyses and interprets data

• Uses tables and charts to evaluate facts

 Conclusion
• Brings discussion to a close

• Highlights logical inferences drawn

• Includes judgments formed on the basis of analysis

• Can be narrative/ or tabular

 Recommendation
• Include action to be taken

• Supported by conclusion

• Aimed towards accomplishing the purpose of the report

 Supplementary Parts
• Appendices

• References/ works cited/ Bibliography

• Glossary

• Index
 References/ Works cited/ Bibliography
• Acknowledge and give credit to the source

• Give readers the information to identify and consult the sources

• Give the readers the opportunity to check the sources for accuracy
 How to write references?
• Name of the author/s

• Name of the book

• Edition (if mentioned)

• Place of Publication

• Name of Publisher

• Date of publication

• Medium of publication
 Basic format-Harvard/APA (books)

• APA Style
• Raman, M.(2007). Technical Communications:Principles and
Practice (2nd ed.). New Delhi:Oxford University Press

In-text : (Raman,2007,p.192)
Web Referencing
• Include the following web-article in your reference list:

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• APA Style:
Amos, J. (2014) Why India’s Mars mission is so
cheap – and thrilling. BBC. Retrieved September
30, 2014, from:
http://www.bbc.com/news/science-
environment-29341850
 Web referencing (Cont…):
• Include the following web-article in your reference list:

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 • APA Style:
• Doctor, V. (2014, September 14). Scotland & the
Empire. The Economic Times (Mumbai). Retrieved
September 30, 2014, from:
http://epaperbeta.timesofindia.com/Article.aspx?ei
d=31818&articlexml=Scotland-the-Empire-
14092014024006
https://www.livemint.com/news/india/not-just-weather-prediction-imd-trying-to-decode-
how-weather-change-will-impact-1564722618049.html
 Referencing Research article in a journal:
• Research article “Living in a Global World: Influence of
Consumer Global Orientation on Attitudes Toward Global
Brands from Developed Versus Emerging Countries” by X.
Guo, published in Journal Of International Marketing,
volume 21, issue 1 on pages 1 to 22 in 2013. The digital
object identifier of this article is: 10.1509/jim.12.0065

Using APA style:

Guo, X. (2013). Living in a Global World: Influence of
Consumer Global orientation on attitudes toward global
brands from developed versus emerging countries. Journal Of
International Marketing, 21(1), 1-22. doi:10.1509/jim.12.0065

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 Referencing research article (Cont…):

• Article titled: Effects of Brand Local and Nonlocal Origin

on Consumer Attitudes in Developing Countries
• Authored by: Batra, R., Ramaswamy, V., Alden, D. L.,
Steenkamp, J. M. and Ramachander, S. S.
• Published in 2000 in Journal Of Consumer Psychology,
volume 9, issue 2, on pages 83-95.

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 Report Editing
A checklist to use while editing a report looks at 7 areas

1. The purpose

• Have you clarified your purpose?

• Have you identified your readers' needs and

characteristics?

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 Report Editing continued
2. Information

• Have you included the main points?

• Are these points supported by evidence?

• Is the information relevant to the purpose?

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3. Accuracy

• Are there spelling mistakes?

• Do the figures add up?

• Are the references correct, in the text and at the end?

• Are all sources of information listed in the References

section?

• Are abbreviations consistent?

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4. Images
• Are images clear?

5. Format
• Is the report easy to follow?
• Are headings and numbering clear?
• Are the arguments followed through?
• Is it logical/easy to follow?
• Is the font and style consistent for the different levels,
body, tables and graphics?

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6. Language

• Is it clear, direct, easy to read?

• Will the readers understand it?
• Will its tone help you achieve the purpose?
• Can unnecessary words/phrases be deleted?
• Is the grammar/punctuation correct?
• Is there any repetition?

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7. Presentation

• Does it highlight important points?

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