REPORT WRITING

DEFINITION OF REPORT
RE-PORT means Re (back) and PORT (to carry)
meaning to carry back
An account given of a particular matter, especially
in the form of an official document, after thorough
investigation or consideration by an appointed
person or body.
OR
Report is a communication of information or advice
from a person who has collected, studied or
analyzed facts to a person who has asked for it
 PURPOSE & FUNCTION OF REPORT
 Three purposes of a report are:
 Inform
 Record
 Recommend

 Functions of a report are:

 Aid decision making
 Provide basis for decision making
ELEMENTS OF REPORT
 Five essential elements of report:
 Reader
 Writer
 Purpose
 Subject
 Structure
 Conclusion
ESSENTIALS OF GOOD REPORT
 What is the report about?
 Whom it is going to address?

 Mode of collection of information?

 Expression & narration of facts?

 Is it elaborate or not ?

 How long it has taken for completion?

 Is it sent before or after due date?

ESSENTIALS OF GOOD REPORT
GOOD REPORT BAD REPORT
 Correct  Incorrect

 Concise  Erratic

 Logical  Illogical

 Easy  Difficult

 Persuasive  Ambiguous

 Decisive  Indecisive
PROCESS OF REPORT WRITING
 STAGE I
 Preparation
 Plan, understand and elements of requirements
 STAGE II
 Organizing Information
 Record available/relevant information, group & order
information logically
 STAGE III
 Layout
 Headings/Sub headings, paragraphs, diagrams, tables,
annexures etc
PROCESS OF REPORT WRITING
 STAGE IV
 Elementary Draft
 Write clearly, concisely and complete the writing sections
 STAGE V
 Editing
 Perspective of reader and use of right words
 STAGE VI
 Final Draft
 Proof reading, necessary approval, date, number &
signature
GENERATING INTELLIGENCE
REPORTS
Planning,
Direction,
Needs,
Requirements

Dissemination Collection

Analysis Processing
GENERATING INTELLIGENCE REPORTS
Following are essentials of intelligence reports:
 Requirements

 Collection

 Processing

 Analysis

 Dissemination

 Feedback (If Any)

FIVE RULES OF INTELLIGENCE REPORTS
Following are the five rules of intelligence report
writing:
 1. First Person

 2. Past Tense

 3. Active Voice

 4. Chronological Order

 5. Short, Clear, Concise, Concrete Words.

5WS + H MODEL
5H + H Model for Report Writing
WHO Victim, Witness, Suspect Reporting, Officer Complainant etc

WHAT Events, Injuries, Property Description (value if known)Actions

of Suspects, Victims, Witnesses, Officers Evidence (Full
description just like on evidence tag) etc

WHY Motive, Only if known conclusively.

WHERE Legal Description, Address, City, State, Sometimes important to

add legal jurisdiction etc

WHEN Date: dd/mm/yyyy, Time: a.m., p.m., military

HOW
EXERCISE
Group/Individual
THANK YOU