Report
• ‘REPORT’
• Latin reportare- ‘to bring back’.
• the gathered information is unbiased and evidence-based.
• a piece of factual writing based on evidence, containing organized
information on a particular topic.
• a basic management tool used in decision-making
• A report may be a description of an event, a statement of the work done by a particular association, the
activities of an organisation, or simply an account of something.
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 that have been drawn from them, and the
recommendations that are being made.
1. A report is a formal statement of facts or information or an account of something.
2. It is presented in a conventional form.
3. It is written for a specific audience.
4. It includes information about the procedure for collecting data and the significance of such data.
5. It contains conclusions reached by the writer.
6. It often includes recommendations.
The importance of reports and report writing
to the organizations and the individuals
• the only tangible product of a professional
• enable decision-making and problem-solving in organizations
• help the authorities in planning new ventures and in evaluating men
and material
• an important means of information dissemination within and outside
the organization
• serve as a measure of the growth, progress, or success of an
organization
• serve as a valuable repository of information
• reveal gaps in thinking
• develop certain skills in the writer
--Objectives
• Present a record of accomplished work (project report)
• Record an experiment (primary research report/laboratory report)
• Record research findings or technical specifications (a report on the
details of a new product)
• Document schedules, timetables, and milestones (a status report on a
long-term plan)
• Document current status (an inspection report)
• Record and clarify complex information for future reference (a report on
policies and procedures)
• Present information to a large number of people (annual report)
• Present organized information on a particular topic (a report describing
the working of various divisions of an organization)
• Recommend actions that can be considered in solving certain problems
(recommendatory report)
--Characteristics of an effective report:
Self-sufficiency: It is best to make sure that, whoever the reader might
be and whatever circumstances might exist at the time when he reads, a
report should provide what is needed for full understanding. The
material that makes a report self- sufficient comes mainly at the
beginning. The opening should make clear the function of the report and
the circumstances that called for its preparation. Hence, a report should
include all relevant information required by the receiver.
Audience orientation
The report should be written to suit the receiver's capabilities
and requirements. The material should be adapted to meet the
receiver's needs.
Objectivity
Reports should be based on concrete facts. The need for objectivity
becomes a matter of special concern whenever a report touches upon
human actions or attitudes. A bonafide technical report is not begun with
the purpose of proving something. Rather, its purpose is to present all
sides with scrupulous fairness. The report writer should present his
findings in such a manner and show that he has been impartial.
Restraint
A report should be restrained both in substance and style. The writer
should not use an ornate style. He should avoid such terms as
"astonishing, startling, flagrant or disastrous”. The writer should be
precise and speak factually. He should not get emotional or be vague.
Restraint is especially important: stating conclusions. The writer should
not go beyond the evidence in making claims or predictions and should
recognise the possibility that later developments may lead to results
that no one could have anticipated.
Impersonality and Formality
• It is better to avoid frequent use of the personal pronouns "I" and "You“, which
make it appear that the writer is addressing the reader personally. Instead of
writing, "I weighed the samples", it is better to say, "The samples were weighed".
An impersonal version is more likely to emphasise the facts that are really
significant because a technical writer's purpose is usually to talk about things
rather than about himself. The writer can use "I, WE, YOU" in the preliminary
parts of the report, where he/she explains the circumstances and his/her
involvement, but it is better to avoid them when he begins to present the meal
substance. Hence, the style of writing should be formal, direct and informative.
Slang, colloquial expressions, literary figures of speech, emotive words, and short
forms and contractions should be avoided.
Accuracy
Accuracy is also an essential characteristic of an effective report. Avoid
beating around the bush and be very clear about what the intentions, as
well as the audience, are.
--Report in the Form of Letters
• When there is no need for a report to include many tables, figures, or
any kind of stiff and bulky material, the natural form to use is often a
letter. The form for a report is more or less the same as that of a
business letter, except for the fact that it is much longer. In a letter
report of two or three pages, it may be desirable to use Internal
headings.
Structure
The main body of a report varies depending on the topic of the report. In general, the
main body of a report can be said to consist of the following:
• Introduction
• criticism (if any)
• Discussion or Description
• Conclusion
• Recommendations
INTRODUCTION: In the beginning itself, the writer would identify
himself/herself or give a brief self-introduction. If he/she is writing on
behalf of a committee, he/she should give an introduction to it.
DISCUSSION OR DESCRIPTION: The data or information collected
has to be presented objectively and in an organised form. The outcome
of whatever has been investigated or carefully studied should be clearly
mentioned. If any event has to be described, it should be done
objectively and without bias. The significance of the data collected
needs to be discussed, analysed and explained.
CRITICISM IF ANY: This should be presented without bias, or
emotional involvement and should be constructive criticism as far as
possible.
CONCLUSIONS: These are the logical inferences drawn and
judgements formed on the basis of analysis of data or the findings of the
investigation made. Conclusions can be called convictions arrived at
on the basis of evidence. Every statement should grow out of facts
given elsewhere. Conclusions should be numbered if there are more
than one.
RECOMMENDATIONS: This refers to actions that are called for on
the basis of the conclusions or the future course of action that is
suggested by the writer. Usually, the recommendations grow out of the
conclusions and could also be numbered. Writing recommendations is a
matter of Judgement and their importance should not be ignored.
Organizing the Material Depending
The order of occurrence
• chronological order
• The order of importance
• When the matter/data collected for the report is not of uniform value, we may have to organize the
information in descending or ascending order of importance.
• A combination of orders
• significance to the problem at hand,
1. Assuming that you are the President of the Science Club of Various Colleges in your district; write a report to be submitted to the
Director, Department of Science and Technology of your state. Describe the activities of your clubs and request him to construct a
permanent building at the headquarters of your district for the purpose of holding annual industrial and engineering exhibitions.
2. Write a report to the Minister of Rural Development of your State, highlighting water scarcity conditions In Mummer in your
district. Also suggest remedial measure to be taken.
3. Imagine that you are the Head of the Workshop of an Engineering College. Write a factual and detailed report to be submitted to
the Director, Technical Education Department of your State, highlighting the work done in the workshop for the past few years
and also seeking financial assistance for the further expansion and modernisation of the workshop.
4. Imagine that you are the Secretary of the Dramatic Society of your college, write a report to be submitted to the Director of your
college, on the various activities of your society during the past academic year.
5. Imagine that you have watched the T.V. Programmes telecast by Doordarshan completely for one month. Prepare a report,
containing your criticism and suggestions, to be sent to the Director, Doordarshan, New Delhi.
6. The Management of "High Grade Builders" has asked you to submit a report on the problems faced by its branch unit Madras
resulting in poor performance. As their chief construction Engineer prepare a report of your findings suggesting short and long-
term measures for improving the performance.
7. Imagine that you are the President of the Dakshina Karnataka Anti-Pollution Action Committee. The committee, in its last
meeting, resolved to fight against all sorts of noise pollution. As the first step, draft a letter to the R.T.O., Mangalore, listing all
types of noise pollution caused by public and private vehicles and suggesting suitable measures to remove noise pollution.
CATEGORIES OF REPORTS
• Informative, analytical (purpose)
• Periodic, special (frequency)
• Oral, written (mode of presentation)
• Long, short (length)
• Formal, informal (approach)
• Individual, group (target audience)
