Report Writing 3l105b
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BUSINESS COMMUNICATIO N REPORT WRITING Presented By: 025 Anil Gupta 026 Tanvi Jindal 027 Anshul Jain 028 Vipul Singhal (Group Leader) 029 Vineet Kumar 030 Ishita Dhingra
Overview
Report and its Importance Report Writing Classification of Reports Styles of Report Writing Tips For Effective Report Writing Who writes and reads Reports Purpose of Report Writing Steps involved in Report Writing Essentials of a Good Report Parts of Formal Reports Three Levels of Reports Some Principles of Report Writing Presentation of a Report Various Examples of Reports
What is a Report?
Management tool for effective decision making.
Detailed examination of a situation or problem, of action taken, or of the findings of an investigation.
Written in a clear, informative way.
Often drawing conclusions, making recommendations.
Orderly
and
objective
communication
information that serves a business purpose.
of
factual
Report Writing
Importance of Report writing: Report writing is central to:
Decision making
Progress reporting
Root cause analysis
Problem solving
MIS
Report writing can be done by an individual or by a team.
Writing a Report Assembling material
Planning the Report
Editing the Report
Drafting the Report
Classification of Reports
REPORTS
Informational Report
Analytical Report
Informational Report
Intended to explain something or educate readers.
Focus
on
data
and
facts
without
analysis
or
recommendations.
Informational Reports include those for monitoring and controlling
operations,
progress
reports
and
compliance reports.
E.g.
Annual
Report
prepared
by
the
company
secretary for presentation at Annual General Meeting.
Classification of Reports
Analytical Report
Designed to convince audience that the conclusions and recommendations developed are valid.
Body of the report presents all the facts and ends by presenting a decision or a solution to a problem.
E.g. Technical Reports
Classification of Reports
Styles of Report Writing Report Writing styles
Letter style Report
Schematic Report
Letter Style vs Schematic Style Report Letter
Style
of
Report
Schematic Report
Covering mainly one topic
Is used to make requests,
related topics.
Used
for
detailed
communi-cation.
Is generally requested by senior management.
information.
Deals with a number of
Is presented in a particular format.
Styles of Report Writing
Tips For Effective Report Writing While writing a Report, some useful tips are as under:
Simple words and Short Paragraphs
Avoid adverb and adjectives
Avoid emphatic words like very, highly, extremely
Be specific and precise
Never exaggerate
Write to inform and not to impress
Who Writes And Reads Reports
Generally subordinate to superior.
In specific , it depends on purpose of writing it.
Because of constraints, managers delegate this duty to their subordinates.
E.g. -- a sales manager forecasts sales on the basis of field representative ‘s report.
Purpose of Report Writing 1. Informing
2. Analyzing
3. Recommendin g
Informing
Facts and events surrounding a particular situation.
No attempt is made to analyze or interpret the data or to draw conclusions or recommend a course of action.
Main interest lies in providing all relevant information, objectively and accurately.
Purpose of Report Writing
Analyzing
Data in itself is meaningless, so should be played with to serve the purpose.
Interpret data as per the requirement of problem.
It
involves
going
understanding
it
into
and
depth
coming
out
solutions.
Purpose of Report Writing
of
problem,
with
some
Recommending
Endorsing a specific course of action
After interpretation , suggesting a plan of attack
Recommendation should be based on problem in question and data gathered and analyzed.
Purpose of Report Writing
Steps Involved in Report Writing
Planning
Data gathering
Organizing
Analyzing
Drafting
Planning Define the purpose of report ---
Determine why issue is important
What use of report will be made?
Decide purpose of report and know constraints.
Define the audience for report--
Whether it is for internal or external reader.
Level of interest and knowledge of reader. Steps Involved in Report Writing
Gathering Information
Determine what data would be required.
Know what data is available with you.
Trace the sources from where remaining data can be obtained.
Collect the data actually.
Steps Involved in Report Writing
Organizing the Data
Compiling data in a systematic and logical form.
Organizing data according to problem.
It involves classifying data, tabulating them, using graphs and other pictorials.
Steps Involved in Report Writing
Analyzing Data
Each bit of data individually and then in conjunction with other data.
It brings out---
Findings
Alternative solutions and sometimes probable solution as well
Conclusion. Steps Involved in Report Writing
Drafting the Report
Consider needs of reader and nature of problem.
Determine length, formality and format of report.
Make sure that report is complete, objective and credible.
Proofread to ensure it reflects highest standards of accuracy, thinking and care. Steps Involved in Report Writing
Essentials of a Good Report Meet the needs of the readers and answer the questions in their minds.
At the right level for the readers- some readers have an indepth knowledge of the subject; others may be decisionmakers without specialized technical knowledge.
Have a clear, logical structure- with clear signposting to show where the ideas are leading.
Not to make assumptions about the readers’ understanding. All writers need to apply the “so what” test and need to explain why something is a good idea.
Give a good first impression. Presentation is very important.
Parts of Formal Reports
A Report is divided in three sections: Preliminary Section
Body of the Report
Supplementary Section
Preliminary Section A) Title page
Typically contains the title of the report; the writer’s name, title & department; and the date of submission.
Should indicate the purpose and content of the report.
B) Letter and Memo of Transmittal
It introduces report to the reader. Its like Preface or Foreword.
It may include personal comments or suggestions and any item worthy of discussion.
Should be concise and subjective. Parts of Formal Reports
Preliminary Section (cont.) C) Table of Contents
Lists all major sections and the page on which each begins.
An aid in quickly locating specific information in the report
Usually for reports of more than five pages.
Sometimes also contains list of illustrations.
Parts of Formal Reports
Body of the Report A) Introduction
General Information about the problem and main issues involved in it.
Statement of problem which clearly identifies the specific problem that was investigated.
Purpose of the study that why the study was conducted. It should convince the reader that the problem was important and need to be studied.
Scope of the research which can include resources, time, or geographic boundaries.
Writer can define the unfamiliar to the reader. If there are many than glossary should be included in the supplementary section.
Parts of Formal Reports
Body of the Report (cont.) B) Procedures or Methodology
It includes the steps taken in conducting the study.
It allows readers to determine whether all aspects of the problem were investigated adequately.
C) Findings
They are results discovered during the research.
Presented in a factual and objective manner without personal opinion or interpretations.
Present all findings- Positive and Negative.
D) Analysis
It is the writer’s interpretation of the qualitative and quantitative assessments of the findings.
Analysis assists reader in determining which relationships are important.
Parts of Formal Reports
Body of the Report (cont.)
E) Conclusions
These are drawn from the findings of the study.
Summary of the content of the Analysis Section.
No new data should be presented in this section.
A study may have one or more conclusions.
F) Recommendations
It is the writer’s suggestion to the reader as to the actions that should be taken to solve the problem.
These should develop logically from the findings, analysis and conclusions of the study.
Parts of Formal Reports
Supplementary Section A) Glossary
Alphabetic list of used in the report with brief definition of each.
Used only when numerous unfamiliar are included in the text.
B) Appendix
Related information excluded from the body to improve its readability.
All appendixes should be referred to in the body of the report.
Some examples are: questionnaires, computer printouts, follow-up letters, working papers, intricate tables and ing material.
Parts of Formal Reports
Levels of Reports There are three levels of reports that means a Report can provide:
Information Only: Sales report and Quarterly reports
Information plus Analysis: Annual Reports, Audit Reports and Make-good or pay-back reports
Information plus Analysis plus a Recommendation: Feasibility reports, Justification reports and Problem-solving reports.
Principles of Drafting a Report 1.
Principle of Purpose: Must have a specific and sound purpose.
2.
Principle of Organization: Should be properly planned and well-organized.
3.
Principle of Clarity: Written in Simple Language.
Principles of Drafting a Report (cont.) 4.
Principle of Brevity: Should be brief enough.
5.
Principle of Scheduling: Without undue burden on staff and with sufficient time for their preparation.
6.
Principle of Cost: Cost should be less than the benefits.
Presentation of a Report
After the collection of data for the report comes the stage of presentation of the data in the report. This stage is one of the most important stage in report writing and presentation thereof as however good the data may be if it is not presented correctly and the hardwork put in collecting the data may go in vain.
Factors to be considered in Presenting a Report
Errors in interpreting the data
Not being too elaborative
Congestion of data must be avoided
The report must look good
Presentation of Reports
Errors in Interpreting the Data
Adding colors to the facts
Drawing unnecessary conclusions
Interpreting the lack of evidence as a proof of the contrary
Comparing the non-comparable data
Drawing illogical cause-effect conclusion
Relying on unreliable and unrepresentative sources
Oversimplification of the problem Presentation of Reports
Remedial Steps
Maintain
a
judicious
attitude
(Without
bias
prejudice)
Consult others
Test your interpretations. For this, the two tests are: i. The experience test ii. The negative test
Presentation of Reports
or
Not being too elaborative
Focus on the subject matter
Attention span of the audience must be kept in mind
Not too lengthy
Unnecessary details and explanations must be avoided
Presentation of Reports
Congestion must be avoided
Data to be arranged in paragraphs, paragraphs to be evenly placed.
Paragraphs must be duly identified.
Consecutive lines/paragraphs must be properly spaced.
Font size of the words must be adequate for the readers to read.
Presentation of Reports
Looking Good
Use pleasant colored background
Different color font for titles, headings and body text.
Font size for titles, headings and body text must be different.
Appropriate diagrams must be used at proper place
Presentation of Reports
Various Examples of Reports
Annual Reports
Audit Reports
Feasibility Reports
Sales Reports
Progress Reports
Directors Reports
Case Studies
Annual Report
An annual report lists the achievements and failures of an organization.
It is a progress report in which every department is ed for.
Various Examples of Reports
Audit Report
There are two types of auditor: the external auditor and the internal auditor.
External auditors are independent of the companies on which they report. They are required to report to the shareholders at general meetings on whether the final statements of a company give a 'true and fair view' of the state of the company's affairs.
Internal auditors are concerned with the segregation of duties and the internal control of the business for which they are employed. Various Examples of Reports
Feasibility Reports
These discuss the practicality, and possibly the suitability and compatibility of a given project, both in physical and economic .
They also discuss the desirability of the proposed project from the viewpoint of those who would be affected by it.
Report writers must come to a conclusion, and must recommend that some action is taken or is not taken and/or that some choice is adopted or is rejected. Various Examples of Reports
Sales Report
It is a salesperson's detailed record of sales calls and results for a given period; typically, a sales report will include information such as the sales volume per product or product line, the number of existing and new s called upon, and the expenses incurred in making the calls.
Various Examples of Reports
Progress Report
You write a progress report to inform a supervisor, associate, or customer about progress you've made on a project over a certain period of time.
The project can be the design, construction, or repair of something, the study or research of a problem or question, or the gathering of information on a technical subject.
You write progress reports when it takes well over three or four months to complete a project. Various Examples of Reports
Directors Report
Financial Report prepared for company directors.
The report is typically prepared on a quarterly and annual basis.
It includes detailed items such as the ant's financial
analyses
and
recommendations.
The report is usually unaudited.
Various Examples of Reports
management
Case Studies
Case study refers to the collection and presentation of detailed information about a particular participant or small group, frequently including the s of subjects themselves.
A form of qualitative descriptive research, the case study looks intensely at an individual or small participant pool, drawing conclusions only about that participant or group and only in that specific context.
Researchers
do
not
focus
on
the
discovery
of
a
universal,
generalizable truth, nor do they typically look for cause-effect relationships; instead, emphasis is placed on exploration and description.
Various Examples of Reports
BUSINESS COMMUNICATIO N REPORT WRITING Presented By: 025 Anil Gupta 026 Tanvi Jindal 027 Anshul Jain 028 Vipul Singhal (Group Leader) 029 Vineet Kumar 030 Ishita Dhingra
Overview
Report and its Importance Report Writing Classification of Reports Styles of Report Writing Tips For Effective Report Writing Who writes and reads Reports Purpose of Report Writing Steps involved in Report Writing Essentials of a Good Report Parts of Formal Reports Three Levels of Reports Some Principles of Report Writing Presentation of a Report Various Examples of Reports
What is a Report?
Management tool for effective decision making.
Detailed examination of a situation or problem, of action taken, or of the findings of an investigation.
Written in a clear, informative way.
Often drawing conclusions, making recommendations.
Orderly
and
objective
communication
information that serves a business purpose.
of
factual
Report Writing
Importance of Report writing: Report writing is central to:
Decision making
Progress reporting
Root cause analysis
Problem solving
MIS
Report writing can be done by an individual or by a team.
Writing a Report Assembling material
Planning the Report
Editing the Report
Drafting the Report
Classification of Reports
REPORTS
Informational Report
Analytical Report
Informational Report
Intended to explain something or educate readers.
Focus
on
data
and
facts
without
analysis
or
recommendations.
Informational Reports include those for monitoring and controlling
operations,
progress
reports
and
compliance reports.
E.g.
Annual
Report
prepared
by
the
company
secretary for presentation at Annual General Meeting.
Classification of Reports
Analytical Report
Designed to convince audience that the conclusions and recommendations developed are valid.
Body of the report presents all the facts and ends by presenting a decision or a solution to a problem.
E.g. Technical Reports
Classification of Reports
Styles of Report Writing Report Writing styles
Letter style Report
Schematic Report
Letter Style vs Schematic Style Report Letter
Style
of
Report
Schematic Report
Covering mainly one topic
Is used to make requests,
related topics.
Used
for
detailed
communi-cation.
Is generally requested by senior management.
information.
Deals with a number of
Is presented in a particular format.
Styles of Report Writing
Tips For Effective Report Writing While writing a Report, some useful tips are as under:
Simple words and Short Paragraphs
Avoid adverb and adjectives
Avoid emphatic words like very, highly, extremely
Be specific and precise
Never exaggerate
Write to inform and not to impress
Who Writes And Reads Reports
Generally subordinate to superior.
In specific , it depends on purpose of writing it.
Because of constraints, managers delegate this duty to their subordinates.
E.g. -- a sales manager forecasts sales on the basis of field representative ‘s report.
Purpose of Report Writing 1. Informing
2. Analyzing
3. Recommendin g
Informing
Facts and events surrounding a particular situation.
No attempt is made to analyze or interpret the data or to draw conclusions or recommend a course of action.
Main interest lies in providing all relevant information, objectively and accurately.
Purpose of Report Writing
Analyzing
Data in itself is meaningless, so should be played with to serve the purpose.
Interpret data as per the requirement of problem.
It
involves
going
understanding
it
into
and
depth
coming
out
solutions.
Purpose of Report Writing
of
problem,
with
some
Recommending
Endorsing a specific course of action
After interpretation , suggesting a plan of attack
Recommendation should be based on problem in question and data gathered and analyzed.
Purpose of Report Writing
Steps Involved in Report Writing
Planning
Data gathering
Organizing
Analyzing
Drafting
Planning Define the purpose of report ---
Determine why issue is important
What use of report will be made?
Decide purpose of report and know constraints.
Define the audience for report--
Whether it is for internal or external reader.
Level of interest and knowledge of reader. Steps Involved in Report Writing
Gathering Information
Determine what data would be required.
Know what data is available with you.
Trace the sources from where remaining data can be obtained.
Collect the data actually.
Steps Involved in Report Writing
Organizing the Data
Compiling data in a systematic and logical form.
Organizing data according to problem.
It involves classifying data, tabulating them, using graphs and other pictorials.
Steps Involved in Report Writing
Analyzing Data
Each bit of data individually and then in conjunction with other data.
It brings out---
Findings
Alternative solutions and sometimes probable solution as well
Conclusion. Steps Involved in Report Writing
Drafting the Report
Consider needs of reader and nature of problem.
Determine length, formality and format of report.
Make sure that report is complete, objective and credible.
Proofread to ensure it reflects highest standards of accuracy, thinking and care. Steps Involved in Report Writing
Essentials of a Good Report Meet the needs of the readers and answer the questions in their minds.
At the right level for the readers- some readers have an indepth knowledge of the subject; others may be decisionmakers without specialized technical knowledge.
Have a clear, logical structure- with clear signposting to show where the ideas are leading.
Not to make assumptions about the readers’ understanding. All writers need to apply the “so what” test and need to explain why something is a good idea.
Give a good first impression. Presentation is very important.
Parts of Formal Reports
A Report is divided in three sections: Preliminary Section
Body of the Report
Supplementary Section
Preliminary Section A) Title page
Typically contains the title of the report; the writer’s name, title & department; and the date of submission.
Should indicate the purpose and content of the report.
B) Letter and Memo of Transmittal
It introduces report to the reader. Its like Preface or Foreword.
It may include personal comments or suggestions and any item worthy of discussion.
Should be concise and subjective. Parts of Formal Reports
Preliminary Section (cont.) C) Table of Contents
Lists all major sections and the page on which each begins.
An aid in quickly locating specific information in the report
Usually for reports of more than five pages.
Sometimes also contains list of illustrations.
Parts of Formal Reports
Body of the Report A) Introduction
General Information about the problem and main issues involved in it.
Statement of problem which clearly identifies the specific problem that was investigated.
Purpose of the study that why the study was conducted. It should convince the reader that the problem was important and need to be studied.
Scope of the research which can include resources, time, or geographic boundaries.
Writer can define the unfamiliar to the reader. If there are many than glossary should be included in the supplementary section.
Parts of Formal Reports
Body of the Report (cont.) B) Procedures or Methodology
It includes the steps taken in conducting the study.
It allows readers to determine whether all aspects of the problem were investigated adequately.
C) Findings
They are results discovered during the research.
Presented in a factual and objective manner without personal opinion or interpretations.
Present all findings- Positive and Negative.
D) Analysis
It is the writer’s interpretation of the qualitative and quantitative assessments of the findings.
Analysis assists reader in determining which relationships are important.
Parts of Formal Reports
Body of the Report (cont.)
E) Conclusions
These are drawn from the findings of the study.
Summary of the content of the Analysis Section.
No new data should be presented in this section.
A study may have one or more conclusions.
F) Recommendations
It is the writer’s suggestion to the reader as to the actions that should be taken to solve the problem.
These should develop logically from the findings, analysis and conclusions of the study.
Parts of Formal Reports
Supplementary Section A) Glossary
Alphabetic list of used in the report with brief definition of each.
Used only when numerous unfamiliar are included in the text.
B) Appendix
Related information excluded from the body to improve its readability.
All appendixes should be referred to in the body of the report.
Some examples are: questionnaires, computer printouts, follow-up letters, working papers, intricate tables and ing material.
Parts of Formal Reports
Levels of Reports There are three levels of reports that means a Report can provide:
Information Only: Sales report and Quarterly reports
Information plus Analysis: Annual Reports, Audit Reports and Make-good or pay-back reports
Information plus Analysis plus a Recommendation: Feasibility reports, Justification reports and Problem-solving reports.
Principles of Drafting a Report 1.
Principle of Purpose: Must have a specific and sound purpose.
2.
Principle of Organization: Should be properly planned and well-organized.
3.
Principle of Clarity: Written in Simple Language.
Principles of Drafting a Report (cont.) 4.
Principle of Brevity: Should be brief enough.
5.
Principle of Scheduling: Without undue burden on staff and with sufficient time for their preparation.
6.
Principle of Cost: Cost should be less than the benefits.
Presentation of a Report
After the collection of data for the report comes the stage of presentation of the data in the report. This stage is one of the most important stage in report writing and presentation thereof as however good the data may be if it is not presented correctly and the hardwork put in collecting the data may go in vain.
Factors to be considered in Presenting a Report
Errors in interpreting the data
Not being too elaborative
Congestion of data must be avoided
The report must look good
Presentation of Reports
Errors in Interpreting the Data
Adding colors to the facts
Drawing unnecessary conclusions
Interpreting the lack of evidence as a proof of the contrary
Comparing the non-comparable data
Drawing illogical cause-effect conclusion
Relying on unreliable and unrepresentative sources
Oversimplification of the problem Presentation of Reports
Remedial Steps
Maintain
a
judicious
attitude
(Without
bias
prejudice)
Consult others
Test your interpretations. For this, the two tests are: i. The experience test ii. The negative test
Presentation of Reports
or
Not being too elaborative
Focus on the subject matter
Attention span of the audience must be kept in mind
Not too lengthy
Unnecessary details and explanations must be avoided
Presentation of Reports
Congestion must be avoided
Data to be arranged in paragraphs, paragraphs to be evenly placed.
Paragraphs must be duly identified.
Consecutive lines/paragraphs must be properly spaced.
Font size of the words must be adequate for the readers to read.
Presentation of Reports
Looking Good
Use pleasant colored background
Different color font for titles, headings and body text.
Font size for titles, headings and body text must be different.
Appropriate diagrams must be used at proper place
Presentation of Reports
Various Examples of Reports
Annual Reports
Audit Reports
Feasibility Reports
Sales Reports
Progress Reports
Directors Reports
Case Studies
Annual Report
An annual report lists the achievements and failures of an organization.
It is a progress report in which every department is ed for.
Various Examples of Reports
Audit Report
There are two types of auditor: the external auditor and the internal auditor.
External auditors are independent of the companies on which they report. They are required to report to the shareholders at general meetings on whether the final statements of a company give a 'true and fair view' of the state of the company's affairs.
Internal auditors are concerned with the segregation of duties and the internal control of the business for which they are employed. Various Examples of Reports
Feasibility Reports
These discuss the practicality, and possibly the suitability and compatibility of a given project, both in physical and economic .
They also discuss the desirability of the proposed project from the viewpoint of those who would be affected by it.
Report writers must come to a conclusion, and must recommend that some action is taken or is not taken and/or that some choice is adopted or is rejected. Various Examples of Reports
Sales Report
It is a salesperson's detailed record of sales calls and results for a given period; typically, a sales report will include information such as the sales volume per product or product line, the number of existing and new s called upon, and the expenses incurred in making the calls.
Various Examples of Reports
Progress Report
You write a progress report to inform a supervisor, associate, or customer about progress you've made on a project over a certain period of time.
The project can be the design, construction, or repair of something, the study or research of a problem or question, or the gathering of information on a technical subject.
You write progress reports when it takes well over three or four months to complete a project. Various Examples of Reports
Directors Report
Financial Report prepared for company directors.
The report is typically prepared on a quarterly and annual basis.
It includes detailed items such as the ant's financial
analyses
and
recommendations.
The report is usually unaudited.
Various Examples of Reports
management
Case Studies
Case study refers to the collection and presentation of detailed information about a particular participant or small group, frequently including the s of subjects themselves.
A form of qualitative descriptive research, the case study looks intensely at an individual or small participant pool, drawing conclusions only about that participant or group and only in that specific context.
Researchers
do
not
focus
on
the
discovery
of
a
universal,
generalizable truth, nor do they typically look for cause-effect relationships; instead, emphasis is placed on exploration and description.
Various Examples of Reports
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