1. How To Write
A Formal Report

2. WHAT IS A REPORT?
The word ‘report’ is derived from the Latin ‘reportare’ which means to carry back
Re=back + portare=to carry
A report is a description of an event carried back to someone who was not present on the scene

3. A formal report presents in an organized form the information that has been requested by an authorized person.
Philip and Reynolds
A business report is an orderly, and objective communication of factual information that serves some business purpose.

4. Report is: Formal statement of facts Presented in conventional form
For specific audience
Procedure and significance
Conclusions of writer
Includes recommendations

5. DEFINITION OF A REPORT
“A technical report is a written statement of the facts of a situation, project , process or test ; how these facts were ascertained ; their significance ; the conclusions being drawn from them , the recommendations that are being made.” John Mitchell

6. Prerequisites Background What led to the study? Purpose
Why are you doing the study?
What decisions will be made based on the study?
Objectives
To give information
To make a decision
To keep record

7. QUALITIES OF A REPORT Precision Accuracy of facts Relevance
Reader orientation
Objectivity
Simple and unambiguous language
Clarity
Brevity
Grammatical accuracy
Coherence

8. WRITTEN REPORT 1.Informative Routine 1.Progresss 2.Laboratory
3.Inventory
4.Inspection
5.Confidential
2.Interpretive
Analytical
Survey
Feasibility
Special Report

9. LABORATORY REPORTS Heading Experiment no Date Statement of objects
Apparatus used
Method or procedure followed
Observations
Conclusions
signature

10. INSPECTION REPORTS
Incorporates the result of the inspection of a piece of equipment to ascertain whether it is functioning properly or requires any repairs or replacement
Indicates the result of inspection of a product as a part of quality control

11. INVESTIGATIVE What will you do ? Why did you do it ?
How did you do it ?
What did you find out ?
What do the findings mean ?

12. FEASIBILITY Process begins with NEED
Description of problem or situation
Solution / Alternatives
Effectiveness of alternatives
Organized by alternative solutions

13. ANALYTICAL Brief and to the point
Including an abstract or statement of objectives
Compressed procedure
Background statement is omitted
Supporting documents attached

14. PROGRESS During the course of the project
Prepared at fixed times: monthly, quarterly
Short and to the point

15. The Report Writing Process
5 steps:
Preparing to write
Organizing the information
Writing the words (draft)
Editing the information
Revising the text

16. Preparing to Write Define your purpose and scope
Determine your audience
Collect your data
Organize the material
Make an outline

17. Determining the audience
Kinds of audience
Knowledge on the subject
Background, training and experience
Consider the people who are farthest in knowledge
Place yourself in your reader’s place

18. Collecting data Methods: Sources Personal observation
Telephonic interview
Personal interview
Questionnaires
Sources
Internal records
Library

19. Personal observation You conducted an experiment Performed a job
Eye-witness to an event
Careful observation
Accurate recording traits
Keep a note-book and a pencil ready

20. Research
Primary:
Interviews, surveys, questionnaires, observation, unpublished documents
Secondary:
Published material, catalogues,handbooks, brochures, college website, etc

21. Generating Your Own Sources
Once you have exhausted library and Internet sources, pamphlets and catalogues, you will want to generate some of your own sources – in other words, conduct primary research
Conduct and experiment, survey a group of people, or interview an expert

22. Conducting an Interview
An interview can be especially helpful for a project because it allows you to ask questions precisely geared to your topic
You can conduct an interview in person, over the telephone, or online using
A personal interview is preferable if you can arrange it, because you can see the person’s expressions and gestures as well as hear his or her tone and words

23. Few guidelines for interviews:
- Call or write for an appointment.
- Tell the person exactly
why you are calling
what you want to discuss
how long you expect the interview to take
- Be true to your words

24. Prepare a list of open-ended questions to ask – perhaps ten or twelve for a one-hour interview.
Plan on doing some research for these questions to discover background on the issues.
Give your subject time to consider your questions. Don’t rush into silences with more questions.
Pay attention to your subject’s answers so that you can ask appropriate follow-up questions and pick up on unexpected but worthwhile points

25. Take care in interpreting answers
Keep thorough notes. Take notes during an in-person or telephone interview, or tape-record the interview
Verify quotations with the interviewee
Send a thank-you note immediately after an interview.

26. Organizing the Information
Create an outline – even a very basic one – of your report
Start with listing headings for your major topics and any subheadings that arise
Keep the audience in mind
Reject the material which is not required
Principles of organization
Logical ordering
Coordinating
Subordinating
Numbering

27. ENVIRONMENTAL POLLUTION
Introduction
1.1 Definition
1.2 Causes of pollution
1.2.1 Population growth
1.2.2 Increased productivity
Types
2.1 Air pollution
2.2 Water pollution
2.3 Thermal pollution
2.4 Land pollution
Suggestions for reducing pollution
3.1 Publicity about its hazards
3.2 Advisory services
3.3 Collective effort

28. Writing is a simple process (But no one said it was easy)
Prewrite
Write
Rewrite

29. Prewrite Gather your data and writing materials
Write a preliminary summary
Organize your data
What defines the issue?
What describes what was done?
What shows the results, the impact?
Make notes on what you want to say

30. Write Try writing your Report in this order: The Report Specifics
The contact person(s)
The cooperators
The funding sources
The year and title(?)
Report Statement
Issue
What was done
The Report Summary

31. Rewrite Rewrite for content remembering to:
Shorten
Simplify
Show results
Proofread for grammar and spelling errors
Have another person check it over as well
Send it off!

32. PHRASING
The words , sentences or phrases that are used should have parallel grammatical construction.

33. EXAMPLE 1 Advantages of nationalization
1.1 Mobilization of national resources
1.2 Promotes agricultural development
1.3 Encouragement of new classes of entrepreneurs
1.4 Channelizing people’s energy towards productive purposes

34. EXAMPLE 2 Advantages of nationalization
1.1 Mobilization of national resources
1.2 Promotion of agricultural development
1.3 Encouragement of new classes of entrepreneurs
1.4 Channelization of people’s energy towards productive purposes