REPORT WRITING

REPORT WRITING

 Definition: 

A Report is a formal communication written for a specific purpose; it includes statement of a problem or situation, description of procedures followed for collection and analysis of data and its significance, the conclusions drawn from them and gives recommendations, if required.

It is written after careful examination of the situation and is presented objectively, precisely and accurately. 

What is a Report ?

Origin (etymology): Latin word- “reportare”   

      re = back + portare = carry

Report is :

Description of an event carried back to someone who was not present on the scene.

An account of something or an organized information collected by an authorized person to be used by another authorized person.

Purpose – Why to write a Report?

• Whenever a problem arises the situation needs to be analysed and detailed information (Report) is required to take a decision.
• All professionals and technicians are required to write, read and analyse Reports most of the times in their career.
• A report helps the management to decide the right course of action and resolve problems.    

Examples of Reports

• Electricity Bill /Telephone /Mobile Bill etc.
• Medical Reports : Readings of Instruments.
• Lab Reports – Examinations of samples.
• Reports related to problems/ trouble/break- down/accident.
• Reports related to progress of any work.
• Reports related to starting a new department, expanding area of operation, launching new product, improving product quality, adding staff, organizing training etc.

 

A Technical Report is:

• A written account or statement of the facts of a situation, problem, project, process or test ;
• Presented in formal or conventional form;
• Written for a specific audience with a purpose;
• Containing information about the procedure of data collected and the significance of such data;
• It also contains conclusions reached by the writer along with recommendations if any.

A Technical Report for an Engineer is:

• His only tangible product. 
• His only contact with the management.
• Objective and accurate presentation of his investigation, his testing and experimentation.
• To be judged by his superiors.  
• The eyes and ears of the management and helps in forming the correct and factual perception.
• The key to right decision by the management.

Types  

• The Periodic Report(includes Routine Reports)
• The Progress Report
• The Laboratory Report
• The Feasibility Report
• The Trouble Report
• The Inspection Reports
• Annual Confidential Reports of Employees
• Reports for special purpose (Inquiry, Proposals Assessment, Evaluation)

Report

NON-FORMAL (short report)

• Printed blank format
• Letter Form- Formal

    format is of letter,

   Heading or title in subject, paragraph headings, 

     conclusion in the final paragraph

• Memorandum/memo- To:, From:, Subject:,

   Strictly intra-organizational communication, Without salutation and complimentary close.

 

FORMAL (detailed long report)

• Report with detailed contents:
• Title or (title page- long report)
• Table of Contents
• Abstract (synopsis)
• Introduction (Purpose, authority, procedure & source of data collection)
• Chapters or sections, headings, subheadings
• Conclusions or Recommendation
• Appendix (tables, graphs, drawings etc.) 

Features of Technical Writing

• Written by an authorized person for an authorized person
• Specific Purpose
• Objectivity
• Clarity
• Brevity
• Concreteness
• Simplicity
• Exactness, uses technical words and expressions

Mechanics 

• Use of Punctuation
• Use of Capitals and spellings
• Use of Numerals
• Use of figures, illustrations, graphs, tables 
• Abbreviations
• References

Features of a good report

• Report is written to express not to impress.
• Language is clear, direct, simple, concrete, precise.
• It is written with specific purpose and on request.
• It has appropriate format and good logical lay out. 
• It is well organized and complete.
• It is completely impartial, factual and objective.
• It contains details of procedure of data collection, interpretation and analysis with significance.
• Draws conclusions and suggests recommendations if required.
• Good report helps in planning, development and taking right decisions and actions.

Format/ Lay-out

• Printed format
• Memorandum form (memo)
• Letter form
• Long form of Report

               Memorandum Form

Memo No......                               Date....... 

To:................

    ...................

From:................

 

 Sub: ...............................................

  Ref: ................................................

      ......................................................................................................................  

................................................................................................

    ...................................................................................................................... 

................................................................................................

                                                                                                              

                                      

                                      (signature)

                                          Name

                                     (Designation)

                       Letter form

  ................

  ................                                        Bhopal

  ................           Date..............

             

 Sub: ...............................................

  Ref: ...............................................

Sir

       ......................................................................................................................  

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    ...................................................................................................................... 

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                                Yours faithfully

                                     XYZ

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