Professional Documents
Culture Documents
What Is A Report?: Reports
What Is A Report?: Reports
1. What is a report?
2. Characteristics of a report-
3. Significance of a report-
4. Types of reports –
Oral written
Informal formal
Informational interpretive
routine special
5. Elements of structure-
Prefatory parts:
a. Cover page
b. Title page
c. Certificate
d. Preface
e. Acknowledgement
f. Table of contents
g. List of illustrations
h. Abstract or summary
a. Introduction
b. Discussion
c. Conclusion
d. Recommendation
Supplementary parts:
a. Appendix/appendices
b. References/ Bibliography
c. Glossary
Optional Elements:
Prefatory Parts:
a. Cover page - It protects the manuscript from damage and gives
the report a neat appearance. Some organizations have their
name and address printed on them. The cover gives the first
impression and you should not crowd it with information.
b. Title page- It covers the title, name of the author. Name of the
authority for whom the report was written, project no. or report
number, approvals. Proper grouping of items, and spacing are
essential to make the title page look attractive. A sample is shown
below-
A Report
On
Installing a new production plant
Prepared
For
The Managing Director
By
B. L. Rai
Assistant engineer(production)
Approved by
Sri MS Khan
Production Manager
12 March 2011
c. Certificate-certain reports require a certificate vouching the original contribution of the report
writer. Generally the certificate contains the statement testifying the original work, place, date
and signature of the supervisor or guide.
CERTIFICATE
This is to certify that the project entitled------------------ embodies the original
work done by--------------- under my supervision.
Place:
Date: Signature
d. Preface- This introduces the report and not the subject matter to the reader. The contents are:
Factors that led you to the report- the need for this study and report
Organization of your report- what do the various sections contain
Highlights- Important observations and findings.
Significance- how your report will enable the reader in further study or research.
e. Acknowledgement- mention the names of persons and organizations that helped you in the
production of the report. Clearly indicate that permission has been taken for the reproduction of
copyright material, if any.
f. Table of contents- If the report is long, the table of contents is essential. Its function is to give
the reader an overall view of the report and help him locate a particular topic easily. While
preparing the table of contents bear in mind the following points about its layout:
Leave a 1,50” margin on the left and a 1” margin on the right, top and bottom.
Write Table of contents on the top centre in capitals and underline.
Leave 3 or 4 spaces and then type the first heading.
Leave 2 spaces between headings and 1 space between sub-headings
TABLE OF CONTENTS
Acknowledgement ii
Abstract iv
1. Introduction 1
2. Actual air pollution episodes 6
3. Effects in general 9
3.1 Physical
3.2 Chemical
3.3 Biological
g. List of illustrations- A separate list of illustrations is given if there are a large number of tables
and figures.
h. Abstract or summary- An abstract tells in concentrated form what the report is about whereas,
a summary presents the report in a nutshell without any illustrations and explanations.
Main Text:
a. Introduction- The main function of the report is to say what the report is about, what work has
already been done on the subject and what new grounds have been covered in the present
study. It includes the following information-
Technical background
Scope of study, specifying its limitations and qualifications
Methods of collecting data and their sources.
Organisation of the material
b. Discussion- this is the most voluminous part of the report. Here the information and data are
analysed and interpreted.
c. Conclusion- In this section of the report you bring together all the essential points developed in
the discussion. The function of this section is to bring the discussion to a close and to signal to
the reader that he has reached the end.
Supplementary Parts-
a. Appendix- This section of your report is used for information which has some relevance to
the report but cannot be easily fitted into the text. Avoid lengthy and numerous appendices
as they reveal the writer’s poor organization.
b. Bibliography- It is an alphabetical list of the sources- books, interviews, magazines etc. It
helps the reader to identify and consult the sources and also to check for accuracy. It includes
author, title and publication.
Eg. Miller, G Wayne. King Of Hearts: The True Story Of The Maverick Who Pioneered Open
Heart Surgery. New York: Times, 2000.
c. Glossary- This is a list of technical words used in the report and their explanations
2. write a report on the canteen of your college. Include information on the kinds of food served, prices,
physical arrangements for serving and dining, flow of traffic etc.
3. prepare a report on the spending habits of the students studying in your college.