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-By Charan Kamal SinghMBA(HR) 2013-15
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A Report is a statement of results of aninvestigation or any other matter on whichdefinite information is required.
(Oxford English Dictionary)
Reports are highly structured form of writing.
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Report writing is an essentialskill for professionals in almost every field;
accountants, graphic designers, scientistsetc.
A report aims to inform as
clearly and precisely as possible. It should beeasy to read and professional in itspresentation.
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To present the finding and results.
To keep records.
To tell about failures and successes.
To tell the progress of the project/research.
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To, Date:25th August 2013The Managing Director,
XYZ Ltd,
Dear Sir,
Subject: Decline of sales of product ABC
.
Recommendation
1)..
2)..
Yours faithfully,
XYZ
VP Sales
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1. According to legal formalities to be compiledwith
Informal reports
Formal reports
2. On the basis of frequency of issue
Routine
Special
3. On the basis of function
Informative
Interpretative
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3. On the basis of nature of subject dealt with
Problem-determining report
Fact-finding reports Performance report
Technical report
4. On the basis of no. of persons entrusted with
the drafting of the report
Report by individuals
Reports by Committees or Sub-Committees
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A Report is similar to an Essay in that both need:
Formal style, introduction, body and conclusion.
Analytical thinking, careful proof-reading and a neatpresentation.
A Report differs from an Essay in that a Report:
Present information not an argument.
Is meant to be scanned quickly by the reader.
Use numbered headings and sub-headings.
Uses graphics were possible (table, graphs andillustrations).
Does not always need references and bibliography. Is often followed by recommendations and/or
appendices.
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Meet the needs of the readers.
Answer the questions.
Is it at the right level of thereaders?
Clear logical structure.
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Appendices
Bibliography
Recommendations
Conclusion
Body
Introduction
Executive Summary/Abstract
List of Abbreviations and/or glossary
Table of Contents
Title Page
Letter of Transmittal
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1. Letter of transmittal A salutation The purpose of the letter
The main findings of the report
Any important considerations An acknowledgement of any significant help
An expression of pleasure or gratitude
2. Title Page Title Writer Organization Date
Person/Group who commissioned the report
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3. Table of Content Overall View
Facilitates locating particular topics
Title and Page no. of each chapter
List of illustrations if applicable
4. List of abbreviations and/or glossary List of technical words used in the report and their
explanations
In the beginning or the end of the report - writers choice
5. Executive summary/abstract Abstract- Concentrated form what is the report about.
Summary- Gives the substance of the report. Appropriate length ( 2-5% for Abstract and 5-10% for
Summary)
Informative, not descriptive, in form
Impersonal tone
Connected prose
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6. Introduction It is used to introduce the reader to the topic and relating the
topic to the wider field.
Necessary historical and technical background information. Nature and Scope of study, with a clear description of the
limitations and qualifications.
Methods of collecting data and the sources.
Definitions of special terms and symbols, if desirable.
7. Body Main part of the report.
Information systematically organized under appropriatetopics with sub headings.
It includes literature review, method, findings of result,discussion, facts found by the writer and his commentsetc.
May include charts, graphs, statistical tables etc.
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8. Conclusion/Summary Summarize what has been discovered.
Repeat the question.
Give the answer.
Outline the findings of the research.
Do not introduce new information in the conclusion.
Analysis of the advantages and disadvantages of various courses of
action.
9. Recommendations Based on the conclusions.
Practical
Specific
Well organized, with most important first.
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10. Bibliography The works consulted by the writer
May also include works recommended for future study
11.Appendices
Statistical data, charts, diagrams that are not incorporatedin the main body
Arranged in the order referred to in the report
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Planning
Objective
CollectingInformation
OrganizationInformation
Audience Structure Finishing
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It defines the scope of your investigation.
Identify the purpose.
- To whom?
- To convince?
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How much time you have to write yourreport.
How can your work be divided into variousstages?
Set yourself deadlines for the various stages.
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What is the information you need?
Where do you find it?
-Survey-Organizational Data
-Online
-Publications
How much you need?
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Discriminative between relevant andirrelevant information.
Keep what is important and discard whatis irrelevant.
Sort/organize information under mainideas/details.
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Often three different audiences
The casual reader/big boss who wants the
main message as painlessly as possible
The interested reader who wants more detailbut doesnt want to grapple with all the
technical details.
The Guru who wants the whole story.
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To address all the three audiences effectively,
Include an abstract for the big boss.
A main body for the interested non-specialist.
A technical appendix for the Guru.
Thus, a structure emerges!
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Writing style
Structure alone is not enough for clarity- you
must also write clear sentences.
Rule:
-Write complete short sentences.
-Avoid jargon and clich, strive for simplicity.
-One theme per paragraph.
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All reports should be written in the third personi.e. as an objective observer!.
Avoid using terms such as I did this experimentand...
Instead substitute terms, such as Theexperiment was performed..
Some friendly help.
The view of an objective and the fresh readercan be of great benefit.
This person may also be able to pick up spellingor grammatical errors which you yourself areunaware of.
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1.Type
Dont use too many styles.
Avoid all caps.
-Difficult to read.
Double space.
Number Placement
-Bottom center
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2. Paper High quality
White/Off-White
8.5 X 11
3. Margins
Top & Sides 1 Bottom 1.5
Left and Right 1.25
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Boring Errors
Language Lengthy
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