Report Writing

Rajni Nair
Reports

• Information carried back to a superior

Types :
• Formal/Informal
• Oral/ Written
• Solicited / Unsolicited
• Long ( Book Report)/ Short
Documents prepared in response to a request,
query or formal instruction are called as solicited
documents.
Eg ; Application Letter in response to an
advertisement
Documents prepared at an individuals free will are
called as unsolicited documents
Eg; Proposal applying for loan to start a company
Essentials of a report from the exam point
of view

• Cover letter – Just few lines saying report is ready for perusal
• Main Report :
Introduction : Should address the following :
Why is the report being written
Who gave the authority
When
Group Members
Problem Statement
Objective
Methodology and benefits
Procedure:
List of things the committee did to collect information relevant to the report
4-6 points
Eg: Meetings, Discussions, Surveys, Literature Survey etc.
Findings:
Should consist of a list of things the committee discovered as part of their
exploration
6-8 points
Recommendations:
List of recommendations for every finding
6-8 points
Sample Report:
Usha Mittal Institute of Technology
SNDT Women’s University

Ref: UMIT/Admin/12A-15 25 October 2016

The Principal
Usha Mittal Institute of Technology
Mumbai -49
Subject : Report on Improving attendance
Respected Sir,
The report of the committee appointed by your esteemed self to look at measures to
improve attendance in UMIT is ready for your perusal. Eagerly awaiting your advise and
suggestions.
Thanking you,
Yours truly
Dr. Aniket Lohar
HOD Information Technology
Encl : Report
 Report on Improving Attendance in Usha Mittal Institute of Technology

Report of the committee appointed by the Principal on 25 September

2016 to suggest measures to improve attendance in Usha Mittal Institute
of Technology

• Procedure:

• The committee held meeting every two days to collate information

collected by respective teams
• Attendance record was collected from respective class advisors
• An online survey was conducted
• Informal interviews were conducted with subject teachers and CRs and
Srs
• A discussion on means to improve attendance was conducted with the
chairpersons of all the councils of UMIT
• Findings:
1. The study of the attendance record revealed that most of the students
cut the lectured during the 8-10 or the 3-5 slot.
2. Lectures before and after the UTs and before and after submissions
saw maximum defaulters.
3. Maximum defaulters were also found during monsoon because of
commuting related problems and during festivals.
4. Many students suffered from medical problems and was one of the
prime reasons for them cutting lectures.
5. The online survey revealed that many students were unhappy with the
infrastructure available and the quality of teaching.
6. The college timings and the duration of lectures was another reason of
discontent among the students.
7. Most students felt a lot of pressure because of the submissions and
tests and hence cut lectures for self study
8. The percentage of students who cut lectures for no reason was really
low
Recommendations:
The committee would like to suggest the following measures to improve the
attendance
1. The quality of lectures should be improved and teachers with poor
feedback must be sent for training immediately.
2. The infrastructure, especially that of labs and classrooms should be
upgraded on an immediate basis.
3. Open book tests should be conducted instead of Unit Tests.
4. The duration of lectures should be reduced to 1 hour.
5. Extra curricular activities like fests should be conducted only on weekends.
6. Regular feedback should be taken from students.
7. The HODs should monitor the quality of papers, lectures and other
facilities available.
8. A counselor should for the college.
Chairperson
Aniket Lohar