Report Writing Menaka

8/9/2019 Report Writing Menaka

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Report Writing


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What is a report?

Factual and objective information systematicallypresented

Orderly presentation of facts about a specific

business activity


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Types of reports

Formal Informal

Whats the difference?Formal Report: Generally based on projects for long

periods of time.Informal Report: Brief. Letters (External)

Memos (Internal)Both reports are informational or analytical


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An informational report: presents a situation without evaluationor recommendations. It gives a detailed account of activities or

conditions with no attempt to suggest solutions to the problemsbut confined to passing on information.

Example: salesmans expense sheet

An analytical report: describes a situation and gives an analysisof a situation and conclusions and recommendations. The

analytical report is the basis of a decisionExample: Reports on the market potential of a new product.


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Steps in writing reports

Before writing a report ask yourselves the followingquestions:

1. What is the purpose of writing the report

2. What problem/s are you expected to solve3. Is it to pass on information or persuade someone to

take a particular course of action4. Who are your readers5. When is the report due

Writing down a statement of purpose helps to beprecise and focused


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Characteristics of a good report

Information is accurate and reliable Clarity and concise Paragraphs and sentences should logically follow each other and

word should be simple A good report is objectively writtenAvoid: The working conditions in the factory are appallingUse: The working conditions in the factory need the immediate

attention of the management Information should be conveniently displayed for the reader to

grasp the main points immediatelyExample: Headings & Sub-headings, table of contents, lists tables &

graphs to shorten text material, summary etc


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Format of a report

A report has four parts1. Introduction: State the subject and purpose of the report. It may

also include background information necessary for the reader tofollow the report. Briefly refers to the conclusion to be drawn fromthe report.

2. Body of the report: A clearly organised account of the subject of thereport. Example: The results of the survey carried out.

3. The conclusion of the report: A summary of the findings and theirsignificance

4. Recommendations: suggestions based on the facts of the situation.Should be specific and positive statements. Example- hiring moresemi-skilled workers to complete the project on time

Conclusions and recommendations form the most important part of a

report.


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Structure of a report

Formal reports are divided into three major parts:Front Matter

Body and

Back MatterFront Matter includes:i) Title pageii) Summaryiii) Table of contentsiv) List of illustrationsv) List of tablesvi) List of abbreviations


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Title Page

This page is un-numbered and should contain the

following information: Title of the report

The name of the writer

Date

Name of the organisation/department for whom thereport is being prepared for


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Sample Title Page

Status report

on

Pesticide ResiduesVis--vis

Consumer ProtectionPrepared & submitted to the Program Advisory Committee Department of Science and Technology

Government of India, New DelhiBy

Chairman, Working Sub- Group on Pesticide Residue of the Program Advisory Group for the scheme Consumer Protection through Science and Technology

10th June 2008

Published byVoluntary Health Association of India


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Summary

A summary is nothing more than the entire report in a short form.Readers should be able to acquire the essential information inthe summary

Summarys should include:

Purpose of the report: What is the report about and what is itdesigned to do Potential use of the report- how can the company use the report Companys problems- What led the company to investigate a

particular problem Methodology- briefly mention how information was collected Conclusions Recommendations Implications, for example costs and benefits.Do not discuss anything in the summary which is not there in the

report


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Sample SummaryThis report analyses the failure of electric motors of Hindustan Products

Ltd., during 2005-2008, causing loss of production due to frequentshutdowns. The recommendations in this report may serve as guidelinesfor the selectionof new as well as replacement motors.

Our investigation revealed that the motors were breaking down for thefollowing reasons: The motors were more than 20 years old and not maintained properly There was no automatic mechanism for tripping in case of overloadWe also found that imported motors performed better under voltage

fluctuations than the indigenous ones.As a result of these findings and conclusions it is recommended that the

windings of all the old motors be changed and automatic trippingmechanism be incorporated. Only reliable suppliers like Siemens orKirloskars be approached for new motors which are supplied withmechanisms for tripping in case of an overload.

The additional expenditure now will be beneficial in the long run.


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Table of Contents

The Table of contents begins on a new page. It lists allthe sections of the report in the order of theiroccurrence along with the page numbers. Ensure thatin the table of contents the wording of chapters andtheir page numbers are identical to those in the text.


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Status report on Pesticide Residues

Contents

Page

Background i

Acknowledgements ivIntroduction 1

Chemical Insecticides in India 2

Insecticide manufacture in India 2

Pesticide registration Committee 3

Aerial Spray(Photo1) 3A

Pesticide containers 3B

Pesticides and Formulations 4Pesticide Cycle (Figure 1) 27A

Recommendations for action 38

References 40


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List of Illustrations

llustrations include charts graphs drawings andphotographs contained in the body of the report. Thissection follows the table of contents and should alsobegin on a new page. Figure numbers should beidentical to those in the text.


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List of Tables

The report may also have a list of Tables. It follows thesame layout as that of the List of illustrations

Sample List of Tables

Page

Table 1: Resistance of some chlorinated hydrocarbon 35

insecticides in soilTable 2: Persistence of organochlorine insecticide 40


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List of Abbreviations

If any abbreviations have been used in the report andthere is a chance that the reader might not be ableto intepret them include a list of abbreviations and

what they stand for.T

he list of abbreviations shouldbe included in the front matter of the report.


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The Body of the report

The body of the report is the text itself. It has a beginning, amiddle and an end and includes:

IntroductionMain BodyConclusions

RecommendationsThe introduction will include a fully defined statement of purpose

which includes: The purpose of the report Potential use of the report The Companys problems Your specific assignment The organisation of the report-here you may inform the reader

how you have broken down the report- into how many parts andin what sequence you will discuss each part


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Example

This report is divided into two parts:

a) Analysis of the financial performance of theshiipping division

b) Analysis of the proposed investment in ships


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Sample Introduction

Famous Peoples Miniatures Inc., manufactures miniatures of famous people.Lack of proper planning has exhausted its initial cash outlay and delayedpayments to suppliers. The bank has refused to give the company a loanunless the company prepares a master budget. It will also analyse thecost structure of Famous Peoples Miniatures and prepare its masterbudget. Finally the report will inform the management about the role ofthe microcomputer in budget preparation


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In the body of the text always remember tokeep two things in mind1. The purpose of the report

2. The requirement of your reader


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The end of the body of the report consists ofconclusions and recommendations

Conclusions: Conclusions are intermediate step betweenthe facts in the report and the recommendations.Ensure that the conclusion directly answers questionsraised by the problem referred to in the statementof purpose at the beginning of the report. It is bestto present conclusions in descending order from themost important to the least important. Be direct and

not non committal like-It would appear that..It seems as if


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Sample ConclusionFinancing systems and institutional arrangements

ForWater supply and Sanitation

InBrazil and MexicoThe study of financing systems and institutional arrangements for water supply and

sanitation in Brazil and Mexico reveals that there is keen awareness in thosecountries of the importance of these services for ensuring quality of life for thepeople. It is also recognised that the provision of these services is aresponsibility to be undertaken by the Government at various levels-Federal,State, Municipal and Institutional.

Brazil has established a clear lead in this field by making a start even in the early70,s and instituted a national Sanitation Plan-PLANASA- on a long term basiswith appropriate financial and organisational devices.

In Mexico the organisational arrangements for the water supply..


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Recommendations

In contrast to conclusions which are factual statementsrecommendations are action statements. The readerwants to know what you have learnt about a certainproblem and what can be done about it.

Recommendations are therefore your opinions, your

professional judgments of how to solve the problem


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Sample RecommendationStatus Report

On

Pesticide Residues

Vis--visCustomer Protection

Summary of Recommendations for Action

(An extract)

1. Need for bringing about awareness amongst all groups on the hazards

of pesticides; in particular there is an urgent need for education ofthe consumer

2. Pressing need for monitoring and surveillance of pesticides in food, inenvironment and in humans


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Back Matter

The back matter of a report comprises supplementarymaterial- material which is not part of the report but

which may provide additional information on thesubject. It includes:

A) List of references

b) Bibliography

c) Appendis


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References:It is mandatory to give references or credit to the work which is used and

quoted in your report.

Bibliography:

A bibliography is an alphabetically ordered list of published andunpublished works which are consulted during the preparation of areport.

The difference between a reference and a bibliographyBibliography: Lists works which the author has read and to which he/she is

indebted for ideas or information that is included in the report. Thebibliography may contain works recommended for further study andbibliographies are always in alphabetical order.

Reference: Points out the specific location of an idea or a piece ofinformation in the original source. References do not show furtherreading and could be recorded if the author chooses to list according toa sequence cited in the text of the report.


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Example of a bibliography:

1. Ablurison Maurice I., and Herman M Weisman. Water

Abstracts, A Proposed Abstracting Journal forWater Resources and Related Subjects, Unpulishedpaper read before the meeting of the AmericanSociety of Civil Engineers, Phoenix, Arizona, April 14th

1999, 14P


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AppendixThe chief purpose of an appendix is to gather in one

place all the data which cannot be worked into thebody of the report without interrupting the flow. A

cross reference in the text to the relevant part ofthe appendices is necessary. The following areusually appendices:

1. Charts2. Tables3. Computations and data sheets4. Exhibits Graphs maps photographs diagrams and

drawings5. Letters, questionnaires and records of interviews.

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Report Writing Menaka

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