REPORT WRITING

Introductions

A report is a short, sharp, concise document which is written for a particular

purpose and audience.

A report is a methodical, well-organised document that defines and analyzes a

certain issue or a problem. The main purpose of a report is to provide
information to its readers. Reports are used in different professions, and there
are various types of reports varying according to the purpose.

Formal or Informal Reports:

Formal reports are carefully structured; they stress objectivity and organization, contain
much detail, and are written in a style that tends to eliminate such elements as personal
pronouns. Informal reports are usually short messages with natural, casual use of language.
The internal memorandum can generally be described as an informal report.
Short or Long Reports:
This is a confusing classification. A one-page memorandum is obviously short, and a twenty
page report is clearly long. But where is the dividing line? Bear in mind that as a report
becomes longer (or what you determine as long), it takes on more characteristics of formal
reports.
Informational or Analytical Reports:
Informational reports (annual reports, monthly financial reports, and reports on personnel
absenteeism) carry objective information from one area of an organization to another.
Analytical reports (scientific research, feasibility reports, and real-estate appraisals) present
attempts to solve problems.
Vertical or Lateral Reports:
This classification refers to the direction a report travels. Reports that more upward or
downward the hierarchy are referred to as vertical reports; such reports contribute to
management control. Lateral reports, on the other hand, assist in coordination in the
organization. A report traveling between units of the same organization level (production and
finance departments) is lateral.
Internal or External Reports:
Internal reports travel within the organization. External reports, such as annual reports of
companies, are prepared for distribution outside the organization.

Periodic Reports:
Periodic reports are issued on regularly scheduled dates. They are generally upward
directed and serve management control. Preprinted forms and computer-generated data
contribute to uniformity of periodic reports.
Types of reports:
Progress Report

A written document that explains how much progress is being made on something you have
previously planned:

Tour Report

Tour report is normally prepared by a business traveller immediately after a business trip. Its
primary purpose is to document contacts made and lessons learned, and to summarize
overall observations and conclusions; all in a format that can be shared with others in the
organization.

A trip report can be a useful document for many people in an organization. For example, even when only one,
two, or three people might have been able to take a particular trip, a well prepared trip report can benefit
many others in the organization.

The ideal trip report will be a one to three page document written in point-form style. To make it easy to follow,
it should be sub-divided into three or four sub-sections such as: Introduction, Main Issues, Key Contacts, and
Observations and/or Conclusions. In the Key Contacts section, be sure to provide contact details on each
contact made including, full name, title, phone number, e-maill address, etc.

Lab Report

A laboratory report provides a formal record of an experiment. The discussion of objectives,

procedures, and results should be specific enough that interested readerscould replicate the
experiment.FormatAlthough most laboratory reports will include the following sections,
some experiments will require a different format. Tailor your report so that it adequately
explicates your specific experiment.

Abstract: a brief informational synopsis of your experiment, typically under 200 words.
Strive to use informational or declarative rather than descriptive prose. (See Genre Handout,
“Abstracts.”)

Introduction: identifies the experiment to be undertaken. Explains its objectives and

significance, and provides the background necessary to understand it. When appropriate, the
background should indicate theoretical predictions

.Procedures (or Methods): the procedures section should provide readers with enough
information thatthey could replicate your experiment if they so desired. Select the level of
detail appropriately.

Results and Discussion (sometimes presented as separate sections): conveys results relevant
to the goals of the experiment. Analyzes the results and discuss their implications.
Acknowledges possible sources of error. Considers presenting information visually with
graphs and tables; provide figure captions.
Conclusions: this section places specific results into the context of the experiment as a
whole. (If your laboratory report is short, the Discussion section may serve as a sufficient
conclusion.) Evaluates the results in light of the objectives stated in the introduction.

Appendices: this is the place to include data too extensive or tangential to the main body of
the report, but necessary as procedural or analytical evidence.

Accident Report

An incident report is a formal recording of the facts related to an incident. The report usually
relates to an accident or injury that has occurred on the worksite, but it can also pertain to
any unusual worksite occurrences, especially near misses.
Incident reports should be completed as soon as possible following the incident or injury.
The report might only be used or circulated internally (within the company). If the incident is
severe enough, however, it will likely need to be sent to insurers, regulatory bodies, or even
the police.
Any incident that involves worker safety should be recorded, no matter how insignificant it
may seem. An investigation of what happened should be undertaken as soon as possible after
the incident occurs and after any injured persons have been taken care of. The report that is
generated as a result should provide a full account of what took place.
In addition to a description of the incident, the report should include:
 The location of the incident
 A list of witnesses to the incident or injury
 The severity of the injury
 A description of the immediate measures taken in response to the incident
 Any anomalies that might have contributed to the incident
Photo or video documentation of the event or its aftermath can also be included in an
incident report.

Feasibility Report

feasibility report is a document that assesses potential solutions to the business problem or opportunity, and
determines which of these are viable for further analysis.

Conducting a feasibility study is one of the key activities within the project initiation
phase. It aims to analyze and justify the project in terms of technical feasibility, business
viability and cost-effectiveness. The study serves as a way to prove the project’s reasonability
and justify the need for launch. Once the study is done, a feasibility study report (FSR)
should be developed to summarize the activity and state if the particular project is realistic
and practical. Let’s find out what FSR means, why it’s important and how to write it.
The following list provides an outline of the key sections to be included in report content:
  Executive Summary – a description of the problem/opportunity highlighted in the
study, the purpose of the report, and the importance of the research for your target
audience
 Background – a more detailed description of the feasibility study, who it was carried
out, and whether it was implemented elsewhere
 Analysis – an examination and evaluation method employed in the conducting your
feasibility study
 Alternatives and Options – an overview of any alternative proposals or options and
their features  in comparison to the main proposal of the study
 Cost-Benefit Evaluation – a rigorous analysis method that was implemented to
examine and evaluate the main proposal for cost-benefit effectiveness and to
demonstrate the tech feasibility, economic practicality, social desirability, and eco
soundness of the proposal.
 Conclusion – a summary of the work done and your own conclusions regarding your
analysis
 Recommendations – a series of recommendations practices and follow-up actions
based on your conclusions

A formal report generally consists of

         Title page
         Executive summary
         Introduction
         Method / methodology
         Results / findings
         Discussion
         Conclusions
         Recommendations
         Appendices
         Bibliography
Title page: Title page should contain the title of the report, name of the author, name of the
course (if it is written by a student) or company.
Executive summary: Executive summary is the summary of the whole report in a logical
order. This should highlight the purpose, research methods, findings, conclusions, and
recommendations. An executive summary should be written in the past tense and should not
be longer than 1 page. Though this section is included in the first part of the report, it is
easier to write this part, after completing the rest of the report.
Introduction: The introduction should contain the main problem, its importance and the
goals of the research. The background and context of the report are also included in this
part.
Method/Methodology: This is the section where you explain the methods used in your
research. If it is a scientific research, you can describe the experimental procedures.
Results\Findings: This section presents the results or findings of your project/research. You
can also present data using visual methods such as tables, graphs, etc. However, do not
interpret the findings here.
Discussion: In this section, you can explain what the above results mean. You can also
analyze, interpret and evaluate data, note trends, and compare results with theory.
Generally, this is referred to as the most important part of the report.
Conclusions: This is a brief summary of findings. Conclusion should not be confused with
Results/Findings section as the conclusion is a simplification of the problem that can
reasonably be deduced from the findings.
Recommendations: In recommendation section, suitable changes, solutions should be
provided.
Appendices: This contains attachments relevant to the report. For example, surveys,
questionnaires, etc.

Layout or structure of Report writing

1. Rough draft
2. Fair Draft

Title Page:
What are the important elements of a Title page
1. Title of the Report in a larger font than other elements
2. Logo (optional)
3. Submitted by
 4. Submitted to
5. Date of submission
Rough Draft:
There are two important elements (aspects) in a Rough Draft
1. Design of a Title page ( Rough)
2. Contents

Fair Draft:
There are two important elements (aspects) in a Rough Draft
1. Design of a Title page ( Fair Draft)
2. Narration of the Report ( Presenting the information pertaining to the report )

ROUGH DRAFT

SUBMITTD BY
 The Chief Engineer
L G Polymers Ltd, Vijayawada, Andhra Pradesh 520004

SUBMITTED TO
The General Manager, L G Polymers Ltd, Visakapatnam, Andhra Pradesh

Date of Submission: 28th May 2020

CONTENTS

1. INTRODUCTION
2. DETAILS OF INFRASTRUCTURAL FACILITIES
3. WHERE
4. WHEN
5. WHO
6. WHAT
7. REPAIRS AND PREAUTINARY MEASURES REQUIRED
8. RECOMMENDATIONS
9. CONCLUSION

FAIR DRAFT
 SUBMITTD BY

The Chief Engineer

L G Polymers Ltd, Vijayawada
Andhra Pradesh 520004

SUBMITTED TO
The General Manager
L G Polymers Ltd, Visakapatnam
Andhra Pradesh

Date of Submission: 28th May 2020

Introduction:

The purpose or the aim of the report is to bring in or to learn the causative factors for the
occurrence of the accident and to avert any such repetition what so ever it may be.
Details of the infrastructural facilities:

It is very much indispensible to or learn whether adequate infrastructural facilities are

available even during the time of the accident. It is also important to check whether there is
any lapse in the process of installation or is there any customer indifference from any
technician side to meet the eventualities (happenings) or situation.

The gas filling unit of the factory is very much adjacent to the welding workshop unit.
However, there are exhaust fans and fire extinguishers equipping the unit. People work in
shifts even double shift by a single person is allowed with due monetary (money) benefits.

Where the accident occurred :

The accident occurred in gas filling unit of the factory. It is learnt that exhaustion, stress,
strain and indifference on the part of a worker situation gave way to this sorrowful fate of a
few workers and management. Management has to incur loss of working hours there by
showing an impact on production rates.

When:

It is specifically during the peak time when the gas filling is going on. The explosion of a
single tank resulted in chlorine gas to leak.

Who:

It is the in-charge supervisor and worker personnel responsible for not showing any special
attention and alert which is an all time feature.

What:

Re-induction for a second shift of work for the same worker exercises natural pressure and
this leads to relaxation of a personnel working. Hence, required attention is not paid in
dangerous and highly volatile situations. Checks on a regular basis are required.

Repairs and precautionary measures required:

The gas filling unit needs quick attendance of repairs not to obstruct or hinder the continuity
of work as it is an important unit of the factory in its work allotment and assignment. Another
machinery have to be installed quickly fixed with a high resonant alarm, to rise siren during
any kind of problem and to avert (avoid) any crisis.

The personnel if possible should not be allowed to work continuously on two shifts
irrespective of their private problems or gains.

Recommendations:

Instructions should be passed to supervisors concerned to maintain strict vigilance and to

have alacrity, educating the workers upon the loss of life and property which should be taken
up periodically. Trained personnel have to be inducted in such sensitive areas. Recurrent
checks are to be ensured.

Conclusion:

The significance of the report is in furnishing the details of the cause of the accident, affected
site, affected personnel and property. It also suggests measures to tackle such crisis and to
avoid it in any form.

ROUGH DRAFT
 SUBMITTD BY

The Chief Engineer

L G Ltd, Vijayawada, Andhra Pradesh 520004

SUBMITTED TO
The General Manager, L G Ltd, Visakapatnam, Andhra Pradesh

Date of Submission: 30th May 2020

CONTENTS

I. Need Analysis
II. Activity Analysis
Location
Physical Infrastructure
Man Power
Land
Water
Fuel &Power
Waste product disposal
Market, Communications & Transport facilities
Economic worthiness
III. Conclusion and Recommendations
 SUBMITTD BY

The Chief Engineer

L G Ltd, Vijayawada
Andhra Pradesh 520004

SUBMITTED TO
The General Manager
L G Ltd, Visakapatnam
Andhra Pradesh

Date of Submission: 30th May 2020

I. Need Analysis:

It is essential to conduct a survey of the need for the goods or services of the project among
the consumers and end-users. Any domestic or industrial user relies on the uninterrupted and
stable power supply. The frequent fluctuations in the voltage of power supplied results in
damage to electrical appliances. It incurs a heavy loss to industrial and domestic sectors.
Hence the need for an economical, efficient , dependable stabilizer is considerable. So, This
report presents feasibility of setting up a small scale voltage stabilizers manufacturing unit at
Nizmpet.

A survey of domestic appliances reads that the frequent break down of power supply, voltage
fluctuations, using stabilizers of are of poor quality, hence damage of electrical appliances.
There is a welcome gesture in the market for a dependable stabilizer of affordable price.

II.Activity analysis:

1.Location is suitable being close to twin cities. Its climatic conditions are viable, no rigorous
conditions prevail. It is quite feasible for all kinds of people to accommodate themselves in
work spot.

2.Physical infrastructure available:

Required machinery can be procured from Electrical Equipment corporation which is close
by. Power supply would be adequate and no risk of new outlays are to be proposed. A high
tension passage of power is there along with the line of the location. Even the Electrical
components can be designed and manufactured at the unit, not compromising with the quality
in consultation and corroboration with sister concerns at vicinity.

3.Man power:

The area being buzzling with industrial sector activity it forms the nerve center for the skilled
, semi-skilled, un-skilled personnel. There is no scarcity or dearth of this factor. Technical
expertise and opinion also can be mustered from near by technical institutes.

4.Land:

Land is adequately available to meet the structural development and is accommodative.

5.Water:

There is already an established overhead tank to see to the needs of folk over there and this
suffices industrial needs also. The availability of ground water table is good for sinking bore
wells to meet the extra needs of industry.
6.Fuel & Power:

Adequate supply is ensured. Resources and resourceful personalities are available.

7.Waste Product Disposal:

It can create no problem as the waste can be and disposed in eco-friendly manner. Road
network can be suitably designed.

8. Market, Communication and Transport facilities:

Well laid road and railway network close to the unit, can solve the problems of transport of
raw material and finished goods and marketing. The communication facilities are already
linked up to the area, consumers of the product and markets are close by. This ensures
business viability.

9. Economic Worthiness:

Sources, supplies, processing costs of raw materials, of training of labour, of land, buildings
and distribution of finished products and the profits after the tax deduction as showed proves
to be positive.

Total financial outlay – Rs 50 lakhs

Cost of land, construction - Rs 10 lakhs

Machinery and equipment - Rs 15 lakhs

Expenses on personne, technical office and supporting staff Rs 20 lakhs

Miscellaneous – advertisement, marketing etc., Rs 5 lakhs

Total - Rs 50 lakhs

30% i.e., Rs 15 lakhs – investment by partners

70% i.e., Rs 35 lakhs – may be obtained as loan from small scale industrial development
corporation, state financial corporation and private banking sectors.

III.Conclusion and Recommendations:

As the present and future demand for quality stabilizers is soaring, the consumption is sure,
hence the invested amount can be recoverd in a short period of 5 years leaving 2 years to be
gestation (preparatory) period. Later with sizeable profits the company can open for share-
holders.

A detailed report plan at the earliest, and a quick approach to financial agencies is
recommended for exploration as to foreclose (face) competition in the field t avoid stiffer
competition and future cost escalation (increasing).
http://langsolutions.blogspot.com/2016/02/types-of-report-writing.html

http://www.writing.eng.vt.edu/workbooks/laboratory.html.
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