Report writing

What is a report?? Record of a particular event. The literal meaning of the word report is a collection of formal or official statements, as a result of an investigation or matter reference or just a plain statement of facts.

A report is a formal document written for a specific audience to meet specific needs. It may contain facts of a situation, project or a process. It is an analysis and interpretation of data, events and records, along with inferences and conclusions; drawn from objective data; or suggestions and recommendations. It can be accommodated in a page, or can be a lengthy report.

Purposes of a report:- I.Presenting data II.Describing problems and suggesting solutions III.Discussing and analyzing data. IV.Recording events and happenings. V.Giving feedback and recommendations.

Structure of a report- Front page/ Title page Preface Letter of transmittance Acknowledgement Table of contents List of illustrations Executive summary Introduction Methodology Discussion/Descrip tion Conclusions Recommendations Appendices

Front page / Title page Formal reports usually begin with a title page. It contains the title of the report, name of the person and organization to whom the report has been submitted to, name of the writer and the date

Preface It is an optional element. It introduces the report by mentioning it’s salient features and scope. Acknowledgement It is sort of a thanking note to contributors for the report.

Letter of transmittance It is a brief covering letter from the report writer explaining the cause for writing the report. It may contain the objectives and highlights of the report. Table of contents It gives an overall view of the report in an organized manner.

Executive summary It summarizes the essential information in the report; focusing on key facts, findings, observations, results, conclusions and recommendations. Methodology It is the section where you mention your source of information.

Conclusions It presents a summary of discussions, results and conclusions. Appendices It gives supporting information to the matter of the report.