REPORT WRITING

Meaning & Etymology

The word report comes from the Latin word
reportare which means carry back.
A report is a factual description of an event or
situation to someone who was not present in the
scene.
They play a crucial role in many official
contexts.
Important decisions in business organizations
and government are made based on the factual
information, analysis and suggestions made in
reports.
 Points to remember
Formal statement of facts
Conventional in form
Should meet the need for a specific
audience
Should contain analysis, interpretation
and conclusions
It may include suggestions and
recommendations
 Written and Oral Reports
A report can formal, informal, oral or
written, informational or analytical.
Mostly oral reports are informal and only
used in situations where immediate
feedback and quick decisions need to be
made.
Written reports are mostly preferred by
organizations because stored information
can be used for future reference.
Structure of a Business Report
Section I: Front Part
Title Page: (Title, report number, who the report is
being submitted to, organisation's name, report
writers name and date of submission.
Preface: Salient features
Letter of Transmittal: (Purpose, objectives and
highlights of the report)
Acknowledgements
Table of Contents
List of Illustrations: (graphs, figures, tables used)
Abstract
Section II
Introduction: (Background information)
Methodology: (How data was collected
and the manner of investigation)
Discussion: Main section, discussion
about the problem, analysis and
interpretation. Divided into subheadings
according to the length.
Conclusion
Recommendations: (suggestions,
solutions, remedies to influence the course
of action to be taken.)
Section III: Back Part
References: The list of sources used
Appendices: Questionnaires, enclosures,
graphs etc.
Types of Reports
 Types of Reports:
Feasibility report
Progress report
Evaluation report
Media report
 Feasibility report
Feasibility reports assess various factors and
answer certain questions before big decisions
are made by organisations.

Introduction: Purpose of writing the report

Body: Description of the situation

Conclusion: Report writers opinion based

on facts.
 Progress Reports
Reports on progress of any project initiated and in the
process of reaching completion. Can be weekly,
fortnightly or monthly.
Introduction:
Aims of the project: goals and targets.
Body: What is happening? (Present status of the
project such as these:
When was the project started?
What changes were introduced?
How is it doing? (Poor/ Average/ Good)
Conclusion: Indicate the future of the project.
 Evaluation Report
Used to evaluate the overall results of
project, product etc.
Introduction: contains a good summary of
the feasibility and progress reports.
Description: Check whether their
expectations are in line with the set
criteria or not.
Conclusion: The project, product is
continued or discontinued based on the
conclusion.
Media Reports
Begin with the conclusion
Grab the attention of the reader with the
important elements of the report first.
Offer supporting data and details later.
Inverted Pyramid because convetions of
writing are reversed.
front loading style because the essential
info is given in the beginning.
Inverted Pyramid style of writing
Things to remember:
Give your media report a catchy headline
The first or lead paragraph should contain
essential information, be direct and at the same
time should retain the readers interest.
Make your point and then explain it. Front load
each paragraph.
Avoid complex sentences and keep it simple and
factual.
Avoid errors in data, grammar, spellings and
facts etc.