Dr.

Pallavi Thakur
Derived from Latin word Reportare
(re=back , portare = to carry back)

A factual and systematic account of specific
business or professional activity

Presents in an organized form

Written for a specific audience

Includes recommendations




A business executive spends 75% of
time writing reports

To analyze a problem

To take decisions

Helps in planning and evaluating

Brief
Clear
Based on Facts
Accurate
Objectively written
Logical arrangements of ideas


ORAL WRITTEN
FORMAL
INFORMAL
INFORMATIONAL INTERPRETIVE
ROUTINE
REPORTS
(a) ORAL
Ephemeral (short-lived)

Saves reporters time

More time consuming for
listeners

(b) WRITTEN
More accurate and permanent

Referred to again and again

More formal in style


FORMAL
1. Long Reports with
elaborate description
2. Ex. Annual reports,
thesis, project
reports, technical
reports
INFORMAL
1. Short Reports
2. Ex. Laboratory Reports,
Daily production reports
etc.

INFORMATIONAL INTERPRETIVE ROUTINE
Only the
data/facts
Presents the
situation as it
is
Does not
include
conclusions/rec
ommendation
Presents
relevant data
to take
decisions

Contains facts
Evaluation/interpr
etation of data
Reporters
conclusions
Recommendations
Puts a tick mark
against certain
items listed
Records routine
matters at regular
intervals
Ex. Confidential
report, Periodic
reports, reports on
inspection

Manuscript

Pre-printed

Letter

Memo

This format is used for lengthy reports

The report has three important sections

1. Front matter

2. Content

3. Back Matter
Some organizations use pre-printed format
for reports

The report writer has to fill up the format to
pass on the information

The information sought should be properly
answered


This format is used in short reports

The business letter format is used

Proper headings are used in the content part
of such reports


Q. As a member of Child Welfare
Department you have been
asked by the Director to submit
a letter report on the Child
Labour situation existing in the
Metropolitan cities of the
country in 2013-2014.
17 Feb, 2014

Mr. ABC
Director
Child Welfare Department
New Delhi
Dear Sir
Sub: Survey report on Child labour
As requested by you, a survey on the condition
of child labourers in Metropolitan cities of
India has been conducted by our team.
Procedure:
1. Five metroploitan cities of India were
surveyed- Delhi, Mumbai, Bangalore,
Chennai and Kolkatta.
2. Data were collected from January 2, 2014
to February 15, 2014.
3. Sources from where data were collected:
factories, Tea Stalls, Hotels, Canteens,
Homes.
4. Details of People contacted- Appendix A
Details of figures collected- Appendix B

Factors Responsible for the growth of Child
Labourers:
1. Families below poverty line have many
children without resources to support
them.
2. Illiteracy
3. Children are used by such families to earn
money for survival.
4. Easy availability of such children.
5. Child labrourers are used as they have to
be paid less.
Recommendation:
1. Both education and vocational
training should be given to such
children by government and private
agencies.
2. Families below poverty line have to
be made aware
3. Small co-operative societies should
be established where the children
both learn and earn.
Yours sincerely,
ABC


This format is also used for short reports

These reports are circulated inside the
organization

Like letter report, a memo report should
contain headings for easy reading and
reference

It can be used for any type of report-
informational, analytical, routine etc.

Date: 17 Feb, 2014
To: Director (Sales)
From: Chief Training Manager
Subject: INTER-ISPL MEET ON
TELEMARKETING STRATEGIES-A

REPORT
Sales managers from all 24 Regional offices
of ISPL in India got together between 15-20
January, 2014, to share their experiences of
the use and effectiveness of telemarketing
strategies (TMS) in India and to discuss the
future plan of action ISPL in India. There
were two sessions on Sales Training courses
run in ISPL Regional offices.

Eminent sales trainers like enlightened
the participants through their speech and
subsequent workshops. The workshops were
highly interactive, and the participants
actively participated in the deliberations.
Recommendations
Many such interactive meetings are necessary
to enliven our capacity as sales promoters
The CTC in Mumbai should be asked to
produce similar TMS materials for sales
trainees
A few seminars on Telemarketing should be
organised by the regional offices
ELEMENTS OF STRUCTURE

1. FRONT MATTER
(a) Cover
(b) Frontispiece
(c) Title Page
(d) Copyright Notice
(e) Letter of Transmittal
(f) Preface
(g) Acknowledgements
(h) Table of Contents
(i) List of Illustrations
(j) Abstract and Summary



(k) Introduction
(l) Discussion or
Description
(m) Conclusion
(n)Recommendations
Appendices
List of References
Bibliography
Glossary
Index
Made of white, soft,
neutral-coloured card
Write or get typed
1. The title of the report
2. Its number
3. The date
4. The classification
5. Name of the author
6. Inside of the Front Cover
and inside and outside of
the Back Cover are left
blank


Top Secret Report Number50
NATIONAL AERONAUTICS
LIMITED
DELHI



AIRWORTHINESS OF
ARROW-51 FIGHTERS





4 JANUARY,2008
Top Secret Report Number55
NATIONAL AERONAUTICS LIMITED
NEW DELHI




AIRWORTHINESS OF ARROW-51
FIGHTERS






4 JANUARY,2008
Present in bound
reports
Meant for wide
circulation
Forms:
1. Photographs
2. Maps
3. Artistic Drawings
1
st
right-hand page of the
report
Sub-title
Name of the Author
Name of the authority for
whom the report is written
Contract, Project or Job
number
Approvals
Distribution List
Mention the name and
designation of the approving
officer on the title page

Report Number326

BHARAT STEEL CORPORATION
Mumbai-326917

A Report
On
Installing a New Production Plan

Prepared
For
The Managing Director
By
S.J.Shinde
Assistant Engineer (Production)

Approved by
Sri Navrooz Khan
Production Manager
17 January,2008


Project Number E43 Report Number R319
A Report
On
Combating the noise pollution in
Engine Model No.981


Prepared for
The Director of Research
Okay Engineering Works
Dadabhai Road
Mumbai

By
T. Vinay Rai
Senior technical Assistant
15 January,2008
COVERING
1. Not a part of
report
2. Addressed to the
authority
3. A formal
statement of
transmission of
report
INTRODUCTORY
1. Like a preface
2. Highlights the main
points of report
3. Also acknowledges
the help received
from other people
An optional element in a formal report
Introduces the report
Introduction of the subject
Reasons, salient features and scope
May also contain acknowledgements

Mention the names
of persons
/organizations
helped in report
Gives an overall view of the
report
Contents complied from
headings and sub-headings of
the report
Page numbers are carefully
checked
Layout:
1. Write Table of Contents on the
top
2. Leave three or four spaces, type
the first heading on the left
3. Leave two spaces between
headings and one space between
the sub-headings
4. Indent second order heading
four spaces
5. And third order heading eight
spaces

TABLE OF CONTENTS
Preface ii
Acknowledgements iv
Summary v

1. Introduction 2
2. Actual Air Pollution Episodes 6
3. Effects in General 9
3.1 Physical 11
3.2 Chemical 13
3.3 Biological 15
3.4 Economic 18
4 Effects of Specific Agents 21
4.1 Particulates 24
4.2 Sulphur Dioxide 26
4.3 Carbon Monoxide 30
5 Conclusions 33
6 Recommendations 37

Given after Table of Contents
Layout is same as that of Table of Contents
Information about the number, title and page
reference of each illustration
List of Tables and List of Figures

ABSTRACT
Shorter and
condensed
Concentrates on
the substance of
the entire work


SUMMARY
Lengthier than abstract
Describes the whole of a
thing, from beginning to
end

The biggest problem-to decide what to
include
1. Read the piece to be summarized
2. Understand the content Major and minor
subjects
3. Topic sentences
4. Key words
5. Cross out the useless information
6. Write summary in your own words
7. Point of view should be objective
8. Opinions should not appear


9. Summary should be 15-20% of the length of
the original
10. Compare it to the original for accuracy
Many Egyptians lived and farmed by the
River Nile, which flooded every
summer. They eagerly anticipated the
event because they knew that when the
water receded, the land would be
better for crops. Thats because
floodwaters carry along washed-away
soil and sediment, then drop it
somewhere else. There, the nutrients in
the sediments sink into and nourish the
land. Then the farmland is richer and
ready for crops.
Floods which have been causing devastation
and destruction since ages also proved
catastrophic for the Egyptians who lived near
Nile river. The paragraph examines the
destructive as well as constructive effects of
flood on Egyptians.

1. INTRODUCTION

Introduces the subject
Tells what the report is
about
What work has already
been done
What new grounds are
covered in the present
study
2. Discussion/Description

Describes the main business of the report
Text under different headings and sub-
headings
Presents data in organized form
Discuss its significance
Analysis, results
Backward order- result to description
Remarks at the end
Brings
discussion/description
to a close
Reach the end
Refers to the logical
inferences
Judgment formed on
the basis of analysis of
data
Suggest the future
course of action
Should be formulated
after considering all the
aspects
List recommendations
in descending order of
their importance
They maybe grouped
together under
different sub-headings
1. Appendices
Contains materials required
to support the main body
Too detailed/voluminous to
be included in the text
Kinds of materials included in
it:
(i) Statistical data
(ii) Samples of forms/data sheets
(iii) Illustrative materials
(iv) Worked-out examples
(v) Views of others on similar
topics



Works are quoted in
the text
List them in
alphabetical order
If small in number
mention them in
footnotes

List of works consulted
before/during the preparation of
a report
May contain works recommended
for further study
Entries are in alphabetical order
Points to remember
(i) The order of writing the names
and surnames of authors
(ii) The sequence of details
(iii) The punctuation marks
(iv) The layout
List of technical
words used
their explanations
Use if audience is
drawn from other
areas
A quick guide to the
material of the report
Helps to locate topics,
sub-topics
Entries are made in
alphabetical order
Page numbers on which
the information about
the entry is available
are mentioned



INDEX
Abbreviation 393-394
Abstract, Writing of 13,16
Adjustment Letter
defined 88
examples 92-93
helpful sentences93-94
objectives 90-91
Agenda
defined 271

It enables decision
making
Helps in making new
ventures
Importance means of
dissemination
information
Helps in
documentation of
information

It is based on facts,
figures and data
Flowery language is
not a part of it
To develop an
objective approach
Language should be
concise, precise and
clear


Make your language
reader oriented
Relationship with the
reader

Purpose and Scope
Determine the audience

Collecting data
Personal Observation
Telephone Interview
Personal Interview
Questionnaire






What do you mean by reports? What are
the characteristics of report?
Comment on :
1. Scientific attitude in Report Writing
2. Readability of Report
3. What aspects of a report are dealt with in
the front matter and back matter of a
business report?