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. Identification of problem: A problem/purpose has
to be identified and tested through evidence.
2. Problem statement: Helps draft statement of
purpose. (defines area being investigated)
3. Statement of Purpose: This states the
objective/purpose/reason for writing report (defines
reason for writing the report)
• Infinitive form: “To……..”
• Question form: “What are the……………..”
• Statement form: “The college………..”
 ANALYTICAL
REPORT…….
4. Identification of factors influencing/causing or affecting
the problem
Factors could be of three types:
• Informative/ factual,
• Explanatory/hypothetical
• Comparative.
 ANALYTICAL
REPORT…….
5. Gathering information about factors:
• Primary research: Interviews, questionnaires, surveys and
observation.
• For questionnaire/survey the questions should be short, easy, with
detailed instructions.
• Various types of questions are: open ended questions, two options,
multiple options, grading, ranking, open ended questions.

• Secondary research: Old records, external agencies, government

policy statements etc
 ANALYTICAL
REPORT…….
6. Analyzing the information: Does collected
data affect the problem and if so how and to
what extent.
7. Interpreting the findings:
8. Recommendations: Should be
comprehensive and detailed as they help
make decisions.
 REPORT STRUCTURE
1. Part one 2. Part two
• Cover • Introduction
• Title page • Main text
• • Conclusions & recommendations
Authorization
• Acknowledgements
3. Part three
• Table of illustrations
• Attachments
• Executive
• Glossary
summary/synopsis/abstract
• 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, title of
work in italics or underlined , publishers, place, page
reference.
• More than four authors then mention one author followed
by ‘et al’
• For journal article: name of author, year of publication
in bracket, title of article in single quotes, title of
periodical (italics/underline), volume number, part no,,
pages.
• Footnotes are references made at the end of the page
How To Write References/ Bibliography
POINTS TO REMEMBER
• Contents should not be in upper case
• Place tables and figures directly supporting the interpretation
immediately after their mention in text.
• Do number and label all tables
• Never split tables and figures
• Do use decimal classification or Arabic numerals avoid
roman numbering for tables, sections subsections etc.
POINTS TO REMEMBER
• Roman numbering in lower case should be used only
for numbering all pages before and including table of
contents
• Use consistent numbering don’t mix style
• Page layout 1 inch space at the right and 1.5 at the left
• Interline spacing should be 1.5
• Font size should not be less than 12 (use times new
roman)
THE END