Writing

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 & Readership

Logical Flow Cohesiveness

Structure

ELEMENTS OF WRITING

Technical Aspects

Verbiage

Page Layout & Formatting Margins Paragraph length Line spacing Font Alignment

TYPES OF REPORTS

Informative

Analytical

Annual reports, marketing reports, reporting events

Scientific research, feasibility reports. Cause and effect relationships

Provide objective information

Attempts to solve 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 Cover Title page Authorization Acknowledgements Table of illustrations Executive summary/synopsis/abstract

2. • • •

Part two Introduction Main text Conclusions & recommendations

3. • • •

Part three Attachments Glossary 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)

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