REPORT WRITING

SUBMITTED TO:PROF. SANA MANSOOR

GROUP MEMBERS TAHA HASSAN

MUHAMMAD ZEESHAN

GROUP MEMBERS HAMZA ZAMAN

MUBASHAR WAHEED

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LEARNING OUTCOMEBy the end of the lesson you will be able to – say what a report is. describe why we write reports. say how should it be. Success criteria of a good report say the types of report. describe various part of a newspaper report. write a newspaper report maintaining its

structure.

TAHA HASSAN

WHAT IS A REPORT

• A means to convey some information to others.• An organized, factual, objective presentation of

information. • ‘Organized’ since it follows a systematic pattern.• ‘Objective' means it should not be influenced by

our personal feelings.• Report is a comprehensive document and covers

all aspects of the subject matter of study.

WRITING

WHAT IS A REPORT

o It is a study of facts & information

o It is formed in a structured format

o Based on observation and analysis

o It helps the management in an organization for making plans & solving issues in the organization

o It is an outcome of an any event

WRITING

REPORTS AND ESSAYS.!!!• Similarities:

- formal style - careful proof-reading and neat presentation - introduction, body and conclusion - analytical thinking

KEY DIFFERENCES:

• presents information, not an argument• is meant to be scanned quickly by the reader• uses numbered headings and sub-headings• uses short, concise paragraphs and dot-points where

applicable• uses graphics wherever possible (tables, graphs, illustrations)• may need an abstract (sometimes called an executive

summary)• does not always need references and bibliography• is often followed by recommendations and/or appendices• A good report is always fact finding and not fault finding. It

should be prepared in an impartial manner. The writers of the report should be impartial in their outlook and approach.

A report:

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WHY DO WE WRITE REPORTS?

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HOW SHOULD IT BE?A report aims to inform, as clearly and succinctly (briefly) as possible. It should be easy to read, and professional in its presentation.Reports must always be:

Accurate Concise Clear well structured

TAHA HASSAN

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SUCCESS CRITERIA OF A GOOD REPORT

• Write in present tense.• Write in passive sentence.• Write in the third person.• Use vocabulary associated with time

(First, then, after, later, finally…..).• Use factual and precise descriptive

language

TAHA HASSAN

PROBLEMS IN REPORT WRITING A failure to understand when and why

report will be used. Lack of understanding what needs to

be recorded. Lack of time Iliteracy of some staff. Inappropriate/no systems to facilitate

good record keeping and report writing.

TYPES OF REPORT

Research Report Business Report Scientific Report Routine Report Investigation Report Project Report Director’s Report

TYPES OF REPORTS :

• Provides basic information• Very very short• Report writing on monthly budgets,

staff absentees and so on..

1. Information only Reports

2. RESEARCH REPORTS

• Most widely used report• Important for university level• Includes R&D subjects.• Writing a report on some product

development.• Report writing for your competitor’s activities.

3. CASE STUDY ANALYSIS REPORTS

• Hypothetical research reports.• Includes real life examples• Submit a report based on a case given

to you• Widely used in university level

competitions.

FORMAL AND INFORMAL Formal Reports: A formal report is one which is prepared in a prescribed form

and is presented according to an established procedure to a prescribed authority.

Informal Reports: An informal report is usually in the form of a person-to-person communication. It may range from a short, almost fragmentary statement of facts on a single page, to a more developed presentation taking several pages.

On the basis of formal organization: Statutory report: A report prepared and presented according to the form and

procedure laid down by law is called a statutory report. Ex: audit report Non-statutory report: Formal reports which are not required under any law but

which are prepared to help the management in framing the policies is called non statutory report. Ex: for policy formulations

Periodic or Routine Reports: are prepared and presented at regular, prescribed intervals. They may be submitted annually, semi-annually, quarterly, monthly, fortnightly, weekly or even daily.

Special Reports: They are related to a single occasion or situation. Such as technical report of a particular product.

INFORMATIVE AND INTERPRETATIVE On the basis of function: Informative Reports: These reports present facts about

certain given activity in detail without any note or suggestions. Ex: A vice-chancellor asking about the number of candidates appearing at a particular examination.

Interpretative Reports: It analyzes the facts, draws conclusions and makes recommendations. Ex: A company chairman may ask for a report on falling trends in sale in a particular area. He will in this case be naturally interested in knowing all the details including that of opinion of any of the investigator.

ADVANTAGE

Updated informationSolves current problems

Internal communication

Decision making and planning

discloses unknown information

Reliable permanent information

As in all writing assignments, it's crucial to analyse the task carefully

Who is the report for?

Why do they want it?

What do they need to know?

PLANNING OF REPORT

Then start planning:

Think about structure and format

Check your guidelines!

Have you been given a suggested structure or format?

Think how to present your information most clearly.

Plan the writing process:

Think about what you already know

Brainstorm. Jot down notes or make a mind map

How will you find the information you need?Make a time plan allowing for each

preparation and writing stage. Reports usually have important

deadlines!

Organise your information:

Consider the sources you will need

Decide which key information should go in which section

Organise your information as you go along

Note your references as you go along

STYLES OF REPORTNarrative

Most widely used Information written in a logical manner or

sequence CHRONOLOGICAL

Events written in order of occurrence Time element is of prime importance

TO WRITE A GOOD REPORT YOU SHOULD KNOW:

o What needs to go into the reporto Always get clear guidelines from the study

guide.o Extend of the report should be clear.

Purpose of ReportoWhy are we writing the reportoResearch and writing becomes relevant to the topic

Scope of Report

FEATURES OF A WELL WRITTEN REPORT:o A Good Report has a Clarity of Thoughto A Good Report is Complete and Self-explanatoryo A Good Report is Comprehensive but Compacto A Good Report has a Proper Date and Signatureo A Good Report is Presented in a Lucid Styleo It has a clear thoughtso It is comprehensive but compact

FEATURES OF A WELL WRITTEN REPORT:o It is accurate in all aspectso It has suitable format for readerso It support facts & is factualo It has an impersonal styleo It has proper date & signatureo It has a reference to relevant detailso It follows an impartial approacho Factual – detailed correctness o Clear – distinct and unconfused o Complete – having no deficiency o Concise – expressing much in a few words

FORMAT OF THE REPORT:

Inductive report• Title page• Executive summary• Introduction • Conclusions• Discussion• references

Deductive report• Title page• Executive summary• Introduction• Discussion• Conclusions• refrences

SECTIONS OF THE REPORTParts of the

reportContents Functions Types of

writingLanguage characteristics

Title page Name of the report, date To inform Discursive Factual

Table of contents

What you find in your report To inform Discursive Factual

Summary A summary of the report To inform Discursive Factual, impersonal use of 3rd person pronouns, passive verbs

Introduction Background, problem, approach, definition of special words used

To inform Discursive Same as the above

Methods Methods or procedures which lead to the findings

To inform Discursive Same as the above

Findings Results of investigation, research, and calculation

To inform Discursive Sa as the above

Conclusion Conclusions drawn from the findings

To convince

Argument It seems that …./ The result indicates tthat … / It is probable that…

Recommen-dation

Things that should be done as a result

To persuade reason

Argument, persuasive

Personal use of “I” and “We”

Bibliography Books, articles, magazines, reports , any documents that has used for reference

To inform

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FORM OF A NEWS REPORT1. Title/Head line/ Caption2. Source , place, Date:3. Introduction4. Description (The body of the report ) 5. Conclusion6. Recommendations (sometimes

included)

TAHA HASSAN

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EXAMPLE OF REPORT’S TITLE1. A Devastating Fire on A Garment

Factory

2. Celebration of The Independence Day

3. Risky But Important Bridge

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INTRODUCTION OF A REPORToWhile writing the Introduction of a report -o Give enough background information to

provide a context for the report.o State the purpose of the report.o State who called for it.

o Remember o The shorter it is, the better.o your introduction will often give an indication

of the conclusion to the report.

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SOURCE , PLACE & DATE OF THE REPORT

You have to write- Name of the person who wrote it place of the action DatePunctuation- Use a comma (,) or semicolon (;)

among Source , Place & Date Use colon (:) after Date

Attention!!!!!!!Never exceed a single line for writing Source , place& Date of a report.

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THE CONCLUSION OF THE REPORTWhile writing the conclusion of a report - Sum up the main points of the report. Clearly relate to the objectives of your report. No surprises please! (that is, don’t include new

information here.) EXAMPLE The extent of loss caused by the fire was estimated at

two crores. A case was filed in Sargodha Police Station in this connection. The factory owner was arrested and a five member investigation committee was formed.

T@H@ HASSAN

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THE RECOMMENDATION OF A REPORT

While writing the recommendation of a report - propose how the situation/problem could be

improved by suggesting action to be taken. Proposing should be logical, specific,

measurable and achievable. A “statement of cost” should be included if

you are recommending changes that have financial implications.

Recommendations can be numbered if you wish.

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EXAMPLE OF THE RECOMMENDATION OF A REPORT

Recommendations:1. Alternative stairs should be built

immediately.2. Electrical wire should be checked after

every six months.3. Every employee should be trained

properly with fire extinguishing materials.

T@H@ HASSAN

REPORT FORMAT