How To Write A Formal Report

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

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.

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

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

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

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

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

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

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

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 ?

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

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

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

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

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

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

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

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

Research Primary: Interviews, surveys, questionnaires, observation, unpublished documents Secondary: Published material, catalogues,handbooks, brochures, college website, etc

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

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 email 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

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

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

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.

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

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

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

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

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

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!

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

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

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