Report writing

VP Bhagat
Report writing
One of the most challenging communication
exercises that manager face at work place, is to
write reports.
Virtually every aspect of a manager's job involves
report writing.
Reports are fact of life in today's business
environment.
Report writing is mandatory for a manager.
Good organizations pride themselves for taking
logical and practical decisions based on sound
reports

Slide 2
Z1 portant consequences
enith, 3/3/2003
,t is , report ?
good business report has been defined as:
an orderly arrangement of factual information
that is objective in nature
that is functional and aims at solving
organizational problems
that is designed to give a complete picture of
what has taken place from a distance.
that is logical, clear and comprehensive
that helps the process of decision making
e,tures of , good business report
,.tu, (not im,gin,tive ,nd use of .on.rete
words )
Obje.tive (no bi,s And no .riti.ism )
Order / stru.tured in predetermined f,sion
Compreensive ( .on.ise ,nd .ompete )
Det,ied ( , reev,nt inform,tion in.uded )
Logi.,
Ce,r ( ,..ur,. ,nd .,rit )
Coerent (devoid of , .i.Fs )
%pe of Report
Reports depend upon te org,niz,tion's
business requirements, te .,n be .,ssified
,s:
Routine / Periodi. / Progress reports.
Inform,tion, reports.
Justifi.,tion reports wit re.ommend,tions.
Situ,tion, reports.
e,sibiit reports.
Rese,r. reports.
Business p,n / Propos,
ow to Be.ome , Good Report riter
1. Sound knowedge of Engis ,ngu,ge ,nd
gr,mmer.
2. Abiit to g,ter reev,nt inform,tion from te
v,st bod of d,t,.
3. Good judgement of f,.ts.
4. Abiit to write ,..ur,te, .on.ise, .e,r,
.orre.t ,nd simp.
5. Abiit to tink ogi., ,nd obje.tive.
6. Abiit to per.eive f,.ts in tot,it ,nd not in
iso,tion.
Guideines for riting Report
1. Deveop tinking
2. Divide n,rr,tions into p,r,gr,ps
3. Use present tense ,.tive voi.e
4. Minimize te.ni., ,ngu,ge or j,rgons
5. Use visu, ,ids
6. Obje.tivit
. iding te respondent's identifi.,tion
8. Roug dr,fts
9. Avoid v,gue expression
Report riting Pro.ess
1. %e subje.t m,tter soud be ,n,sed
ogi.,.
2. %e fin, out.ome is ,ssessed.
3. A roug dr,ft for te fin, out.ome is
prep,red.
4. Rewriting ,nd poising te roug dr,ft.
5. in, bibiogr,p be prep,red ,nd
6. riting te fin, dr,ft.