Study Material

on

Report Writing

Prescribed in

The Compulsory English (50 Marks) Curriculum

Prescribed for

The Students of Second Year Undergraduate Courses

(B.A/B.Sc/B.Com)

Patna University

Prepared by:

Dr Sovan Chakraborty

Assistant Professor,

Department of English,

Patna Science College,

Patna University. Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

nce Colle

ge, P

atna U

niversi

ty, Patn

a

1

Report Writing

Definition:-

A formal report is a kind of official communication that is submitted to any higher

authority of the investigator’s own organization or to the authorities of some other

organization once an employee is asked to undertake a survey, investigate or study a situation

submit the detailed findings with recommendations. A report may be submitted by a single

employee or by a group of employees who is part of a committee constituted for this purpose.

Reports may be of various kinds. Some of them are: Annual Report, Auditor’s Report,

Census Report, Survey Report, Budget Report, Military Report etc.

Reports may be intra-organizational or inter-organizational, depending upon their

movement within the establishments or beyond them. For example, a Departmental Enquiry

Report is always intra-organizational, whereas a Survey Report may both be intra-

organizational or inter-organizational.

As a subordinate employee or a group of such employees writes a report and submit that

to a higher authority, it is always an upward communication.

Characteristics/Features:

An ideal report should have most of the following characteristics:

a) Accuracy and Factuality:

Since a report is an investigative document, it should reflect how accurately the

assigned situation has been studied. For that sticking to facts both before and after the

investigation or study is of prime importance. The final report should be as accurate

and factual as possible.

b) Blending Precision and Elaboration:

A report should be a blend of elaboration and precision. As far as the major points

and executive summary of a report are concerned, they should be as pointed and Prepare

d by: Dr S

ovan Chak

raborty

, Dept o

f Engli

sh, P

atna S

cience

College

, Patn

a Unive

rsity,

Patna

2

precise as possible. But, the writer should keep in mind that reports are also legal

documents, and on many occasions, are used for the purpose of policy making. This

is why the background study and analysis should be discussed elaborately in a report

to facilitate maximum scope for clear understanding.

c) Simple Language:

An ideal report should be written in a language as simple and communicable as

possible. This is especially because although a report is written by a specialist of a

particular trade, it is meant for reading or pursuing by several other persons who may

not be specially trained for that purpose.

d) Blend of Specialization and Ordinariness:

A report contains such parts as methodology and analysis among others that are part

of a specialized field. So, as far these parts are concerned, special expressions and

treatment should be maintained. But, as far as the parts, like conclusion and

recommendations, are concerned, they are meant for wider readership. So, these parts

should be dealt with ordinarily so that they might be read and understood by even

non-specialist readers.

e) Reader-oriented:

The writer of report should always keep the reader/s in mind, as the chief

purpose of writing a report is to make the appropriate authority understand and

aware of a particular situation. Moreover, reports are also required to apprise a

wider readership (for example, when in case of a dispute a report is produced in a

court). This is why a report should be reader-oriented so that it facilitates

maximum understanding of a common readership.

Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

nce Colle

ge, P

atna U

niversi

ty, Patn

a

3

f) Objectivity:

A report is a factual document that leads to judgments and policy

decisions. For that reason, the enquirer should not have any personal or social

bias, when investigating into a situation. Objectivity and neutrality should be the

touchstone of a good report.

g) Attractive Presentation:

A good report should be presented well following a proper format and

maintaining good clarity. As all of the reports should be meant for easy pursuance of

the variety of authorities (like, big executives of companies, judges of courts, policy

makers), who may be short of time and need intense understanding, they should be

presented attractively and as clearly as possible.

Purposes/Uses:

A report is written for the following purposes:

1) To enquire into a particular problem or situation;

2) To find a solution to a problem or situation;

3) To present information after research has been carried out;

4) To apprise the higher authorities of a particular condition or complication;

5) To decide upon a policy decision;

6) To provide feedback and recommendations;

7) To keep official record of a situation.

Advantages of Report Writing:

Following are the advantages of writing a report:

Prepare

d by: Dr S

ovan Chak

raborty

, Dept o

f Engli

sh, P

atna S

cience

College

, Patn

a Unive

rsity,

Patna

4

a) A report helps in solving a problem arising out of a complicated situation.

b) It apprises us of the updated information and latest developments in a particular area

of study.

c) It helps in taking a policy decision, on which the future course of action is to be

determined.

d) As a means of communication, it opens up feedback for the employees of a particular

organization, if the report is internal or intra-organizational.

e) It opens up ways of collaboration between/among organizations, if the report is inter-

organizational.

f) Planning and organization/re-organization of an establishment is possible on the basis

of the recommendations made in a report.

g) A report is capable of disclosing hitherto unknown information, facts or trends, thus

facilitating further researches or formulating new strategies.

Structure/Parts of an Ideal Report:

An ideal report consists of the following parts:

i) Cover letter

ii) Cover page

iii) Introduction

iv) Literature survey

v) Methodology and tools

vi) Analysis

vii) Findings

viii) Recommendations

ix) Executive summary

x) Bibliography

xi) Annexures

The following is an elaborate account of these parts:

i) Cover letter:

This part includes a statement in very short in the form of a letter to the receiving

authority about the submission of a particular report.

Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

nce Colle

ge, P

atna U

niversi

ty, Patn

a

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Specimen of a Cover Letter:

(Information and Situations, in many cases, are imaginary or fictional.)

LARSEN AND TUBRO

LOGO of the Company 6, Boring canal road,

Patna-2

Email:

Contact:

Ref.: L&T/Rep/2019/09/05 Date: 19/09/2019

To

The Principal,

Patna Science College,

Patna.

Sub.:- Submission of the (Survey) Report on (the Proposed Boundary

Wall Around the Patna Science College Campus)

Dear (Madam/Sir)/ XYZ (Name),

With regard to your letter no. _______ dated _______ , I am submitting the survey report on the

proposed boundary wall around the Patna Science College Campus.

Please find attached the following:-

i) Survey report

ii) Estimated budget in-voice

Hope this will help to serve your purpose. Thank you.

Yours truly,

[Sign]

NAME

Designation

Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

nce Colle

ge, P

atna U

niversi

ty, Patn

a

6

ii) Cover page:

This is a formal cover for a formal report, which includes the information of who

submits a report and to whom and on which date and place etc.

Specimen of a Cover Page

(Information and Situations, in many cases, are imaginary or fictional.)

A

Report on

The Proposed Boundary Wall

Around the

Patna Science College Campus

Submitted to: Submitted by:

(SIGN)

The Principal, XYZ (Name)

Patna Science College, Head, Construction

Department

Patna. L&T, Patna.

Date: ________ Place:________

Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

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ge, P

atna U

niversi

ty, Patn

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iii) Introduction:

The introduction section includes the details of the topic or the problem, the context

and the tentative timeline for the project.

iv) Literature Survey:

The information related to the existing literatures available on the topic of survey or

project and the summary of those literatures are included in this section.

Generally, the sources for literature survey are historical documents, archival

documents, books, magazines, journals, newspaper reports, related websites, etc.

Literature survey gives us an insight about the literature gap.

v) Methodology and tools:

The way a study or a survey has been conducted is called the methodology. This way

or method may include the theoretical discussion on how a study has been carried out and

also the practical steps that have been taken during the survey.

Tools are certain devices or apparatus that are used during the conduct of the survey

and also during the analysis of the results.

vi) Analysis:

This section deals with the methodological or scientific scanning of the data or

samples collected during the conduction of the survey. This gives an insight into the

findings and recommendations coming out of the study or the survey.

vii) Findings:

This section discusses the conditions arisen after the analysis of the data or the

samples. On the basis of this section the surveyor or the researcher gives necessary

suggestions on what ideal course of actions should be adopted.

viii) Recommendations:

This section suggests and discusses the future course of action to be taken and the

methodology to be followed for the realization of the suggestions made in this section. Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

nce Colle

ge, P

atna U

niversi

ty, Patn

a

8

ix) Executive Summary:

This section includes the basic summary of the whole report in points, generally on

the basis of the problem, the findings and the recommendations.

x) Bibliography:

This section includes the list of literatures used for preparing the report in a given

format.

xi) Annexures: (Not Essential)

This section includes charts, tables, graphs, maps, photographs, demonstrations or

any image used for the elaboration of different points made in a report.

Prepare

d by: Dr S

ovan Chak

raborty

, Dept o

f Engli

sh, P

atna S

cience

College

, Patn

a Unive

rsity,

Patna

9

Format of a Report (Essential Parts): At a Glance:

Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

nce Colle

ge, P

atna U

niversi

ty, Patn

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10

Example and Practice:-

Question: Lakmé India limited has decided to launch a new brand of winter lotion in the

city of Patna. As the Marketing Manager of Lakmé India limited of Patna region, submit

a market survey report to the Executive Head of Marketing, Mumbai.

Information and Situations, in many cases, are imaginary or fictional.

LOGO OF THE COMPANY Lakmé India Limited

Fraser Road,

Patna.

Contact: ______. Email: _________

Ref.: LIL/Rep/2019/11/04/05 Date: 14/11/2019

To

The Executive Head,

Marketing,

Mumbai.

Sub:- Submission of Market Survey Report on the Introduction of a New Brand if Winter

Lotion.

Madam/Sir,

With regard to your letter no. LIL/Rep/2019/10/15/03 dated 09/08/2019, I am submitting the survey

report on the introduction of new brand of winter lotion to be launched in Patna in January,2020.

Please find attached the following:-

i) Survey report

ii) Feedback from stakeholders

Hope this will serve your purpose. Thank you.

Yours truly,

[SIGN]

Name

Designation.

Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

nce Colle

ge, P

atna U

niversi

ty, Patn

a

11

A

Report on

The Marketing Survey Report

on the

Introduction of a New Brand of

Winter Lotion

Submitted to: Submitted by:

(SIGN)

The Executive Head. XYZ (Name)

Marketing, Marketing Manager,

Lakmé India Limited, Lakmé India Limited,

Mumbai. Patna.

Date: ________ Place:________

Introduction:

The Lakmé India Ltd. has decided to launch a new brand of Winter Lotion in Patna in

January, 2020. In this report, a Survey on the market of the toiletries in the city of Patna has been

included.

Literature survey:

The following literatures on the related topic were consulted:-

i) Market Survey Report on a similar product.

ii) Economic Survey Report on the present market situation i.e. based in Patna.

iii) Newspaper reports and articles in magazine. Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

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atna U

niversi

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Methodology and tools:

i) A marketing team of Lakmé India Ltd. Patna visited local markets and took feedback

from the stakeholders/concerned parties.

ii) Feedback forms and questionnaire were distributed among the prospective customers

and feedbacks were collected. They’re attached herewith.

Analysis:

i) The target customer group was the lower and middle economic class in the city of

Patna.

ii) From the analysis of the data, it is evident that the average per capita income of these

classes/target groups us Rs. 5000 per month. It is deciphered from this statistics that

the target group cannot afford to spend more than Rs. 300 per month on the beauty

products.

iii) Other similar products available in the market cost Rs. 180 per product on an average.

Findings:

i) It is feasible to launch the product in Patna provided that the price per unit is

determined at around Rs. 150 per unit.

ii) The survey finds that attractive packaging, lucrative advertising and offers and

schemes are important for establishing the reputation of the product over other

established brands in the market.

Recommendations:

i) The survey recommends that the price of the new product should be around or less

than Rs. 130 per unit.

ii) It recommended that attractive packaging, lucrative advertisement and offers and

schemes should be taken care of.

Executive Summary:

i) It has been observed that the lower and upper economic class customers of Patna

cannot afford to buy such a beauty product as in this in more than Rs. 150.

ii) It recommended that the price of the new product should be around or less than Rs.

130

iii) The survey recommends that vigorous marketing strategies are to be taken up for

establishing the reputation of the product. Prepare

d by: Dr S

ovan Chak

raborty

, Dept o

f Engli

sh, P

atna S

cience

College

, Patn

a Unive

rsity,

Patna

13

Bibliography:

Khan, Shahzad. “Bihar Ke Lala Ko White Bana Dala: Manoj Tiwary Launches New Nivea

Product in Patna.” The Hindustan Times, Patna Edition. 21st November, 2017.

<www.hindustantimes.com/21/cream/11/17/03/BiharkeLala>

Pandey, Shashank. Economic Survey Report on Patna City: 2017-18. New Delhi: NSSO. 2017.

Annexures:

The Annexure section includes Charts, Tables etc.

Acknowledgement: I am thankful to my students, Mr. Rajeev Kumar (B. Sc. Third Year) and

Mr. Ziaul Haque (B. Sc. Second Year) of Patna Science College for their crucial help in some

technicalities related to digitizing these study materials.

Prepared by:

Dr Sova

n Chakrab

orty, D

ept of E

nglish

, Patn

a Scie

nce Colle

ge, P

atna U

niversi

ty, Patn

a