Professional Documents
Culture Documents
Writing Reports
Writing Reports
Writing Reports
Report has been defined as a document in which a given problem is examined for the purpose
of conveying information, reporting, findings, putting forward ideas and sometimes, making
recommendations. it is an account or a statement which describes an opinion, situation etc
which is the outcome of observation. Reports are very important for providing information,
planning and control, decision making and performance evaluation.
Typical structure:
• Title, author, date
• Contents
• Introduction and Terms of Reference (or aims/scope for report)
• Executive Summary
• Background/history/situation
• Implications/issues/opportunities/threats
• Options with implications
• Recommendations and actions with values and costs
• Appendices
General Guidelines
• Map out your structure before you begin researching and writing your report
• Ensure the purpose, aims and scope of the report is clearly explained in your terms of
reference
• The executive summary should be very concise, summarizing the main
recommendations and findings. Provide interpretation of situations and options. Show
the important hard facts and figures. Your recommendations should include implications,
with values and costs where applicable. Unless yours is a highly complex study, limit
the executive summary to less than two sides of standard business paper
• The body of the report should be divided into logical sections. The content must be very
concise. Use hard facts and figures, evidence and justification. Use efficient language -
big reports with too many words are not impressive. The best reports are simple and
quick to read because the writer has properly interpreted the data and developed viable
recommendations
• Do not cram lots of detail, diagrams, figures, evidence, references etc., into the main
body of the report. Index and attach these references as appendices at the end of the
report
• Where you state figures or evidence you must always identify the source
• Show figures in columns. Try to support important figures with a graph
• If it's appropriate to acknowledge contributors then do so in the introduction or a b
separate section at the end
Standard Format of Report Writing
Format - Formal Report
A short formal report is basically a five-section composition, suitable for important
inquiries that are to be reported.
The basic features of a report are given below.
• The report starts with ' From ' , ' To ' , and ' Date ' .
• The report should have a title or main subject.
• The first part of the report consists of the introduction. It outlines what the writer
was asked to do, by whom , and by what date he has to submit his report.
• The second part shows the steps taken by the writer to carry out those
instructions.
• This may include visiting places, interviewing people, doing a short survey.
• The third part consists of the findings that form the core of the report. All the
information is logically presented, using suitable sub-headings.
• The fourth part is the conclusion when the writer makes the main deductions from
the findings.
• The fifth part consists the recommendations and suggestions of the writer.
• The last part includes the writer's name and designation. They are written on the
left hand corner of the page.
your school has adopted a small town nearby for its Literacy Project. You are in charge
of the group of students who have been given the duty of teaching ten people. After 2
months, your Principal asks you to write a report about the project entrusted to you and
its progress.
From
ABC
To
The Principal
XYZ School
Date: July 2, 2010.
Subject: Literacy Project Report
Sir,
You had asked me to submit a short report on the progress made so far in the literacy
project. Below are my findings and recommendations for the same.
We started the project on April 30. We have been conducting teaching classes regularly
for about three hours daily. On an average 58 people attended our classes. This
included adults as well as children. Initially, adults were a little hesitant and reluctant to
learn but gradually they overcame their inhibitions and now they express their thoughts
and opinions freely. Most of the people are sincere in their efforts to learn and have
expressed their gratitude for giving them such an opportunity.
The numbers are increasing day by day. At the end of the period of two months I will
send you a detailed evaluation done by me and my team.
(Signature)
ABC
Supervisor
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