Report Writing | Business Correspondence and Reporting (Old Scheme) - CA Foundation PDF Download

 Page 1


1. To enable learners to understand the concept of report writing.
2. Familiarize the students with the various formats of report writing.
3. Use appropriate language and style for varied reports.
w Identify types of reports.
w Understand diering formats for varied types of reports.
w Use appropriate language and style.
w Organise content logically and systematically.
w State ndings, report events, objectively.
w Practice writing dierent types of reports.
9
CHAPTER
REPORT WRITING 
GOALS
LEARNING OBJECTIVES
 INTRODUCTION
A report is an account given of a particular event, issue, subject, especially in the form of an ocial 
document, after thorough investigation or consideration by an appointed person or body. It is written 
for a dened purpose and for a specic audience. Information and evidence is objectively and in a clear and 
concise manner. 
Types of Reports
1. Newspaper report
2. Magazine report
3. Ocial reports for various organisations
Format of various reports
Newspaper Reports: These are accounts of current events and happenings
Title/Headline
By (name of author)
Place, date (date is not always mentioned)
Body of report.
Page 2


1. To enable learners to understand the concept of report writing.
2. Familiarize the students with the various formats of report writing.
3. Use appropriate language and style for varied reports.
w Identify types of reports.
w Understand diering formats for varied types of reports.
w Use appropriate language and style.
w Organise content logically and systematically.
w State ndings, report events, objectively.
w Practice writing dierent types of reports.
9
CHAPTER
REPORT WRITING 
GOALS
LEARNING OBJECTIVES
 INTRODUCTION
A report is an account given of a particular event, issue, subject, especially in the form of an ocial 
document, after thorough investigation or consideration by an appointed person or body. It is written 
for a dened purpose and for a specic audience. Information and evidence is objectively and in a clear and 
concise manner. 
Types of Reports
1. Newspaper report
2. Magazine report
3. Ocial reports for various organisations
Format of various reports
Newspaper Reports: These are accounts of current events and happenings
Title/Headline
By (name of author)
Place, date (date is not always mentioned)
Body of report.
9.2
REPORT WRITING 
Magazine Reports: These are written to give account of specic events that have taken place, for example, 
India International Fashion Week, School Annual Day etc.
Title/ Heading
By (name of author)
Body of report.
Formal/ Ocial Reports: These are complex documents often of important projects and proposals, eg. 
results of studies and experiments, proposals for launching a new product etc.
Format -1
Heading
To:
From:
Date:
Subject:
Introduction:
Give details of the task and the reasons for it
Main Body:
Information, resources and material used,
Description of task
Results
Conclusion
Your evaluation and suggestions.
Format-2
1. Title page-include 
a) To: name of person report being submitted to 
b) From: name and department
c) Date of submission
d) Acknowledgements: A list of people and organizations that helped you in collecting data, research 
and in other aspects of getting the report ready.
2. Table of contents: a clear list of all sections and subsections of the report.
3. Summary: A summary of the major points, conclusions, and recommendations should be written to 
give a general idea of the report.
4. Introduction:  Explain the problem and make clear to the reader why the report has been written.
5. Findings: Give details of the information collected, material used, methods utilized, and results arrived 
at.
Page 3


1. To enable learners to understand the concept of report writing.
2. Familiarize the students with the various formats of report writing.
3. Use appropriate language and style for varied reports.
w Identify types of reports.
w Understand diering formats for varied types of reports.
w Use appropriate language and style.
w Organise content logically and systematically.
w State ndings, report events, objectively.
w Practice writing dierent types of reports.
9
CHAPTER
REPORT WRITING 
GOALS
LEARNING OBJECTIVES
 INTRODUCTION
A report is an account given of a particular event, issue, subject, especially in the form of an ocial 
document, after thorough investigation or consideration by an appointed person or body. It is written 
for a dened purpose and for a specic audience. Information and evidence is objectively and in a clear and 
concise manner. 
Types of Reports
1. Newspaper report
2. Magazine report
3. Ocial reports for various organisations
Format of various reports
Newspaper Reports: These are accounts of current events and happenings
Title/Headline
By (name of author)
Place, date (date is not always mentioned)
Body of report.
9.2
REPORT WRITING 
Magazine Reports: These are written to give account of specic events that have taken place, for example, 
India International Fashion Week, School Annual Day etc.
Title/ Heading
By (name of author)
Body of report.
Formal/ Ocial Reports: These are complex documents often of important projects and proposals, eg. 
results of studies and experiments, proposals for launching a new product etc.
Format -1
Heading
To:
From:
Date:
Subject:
Introduction:
Give details of the task and the reasons for it
Main Body:
Information, resources and material used,
Description of task
Results
Conclusion
Your evaluation and suggestions.
Format-2
1. Title page-include 
a) To: name of person report being submitted to 
b) From: name and department
c) Date of submission
d) Acknowledgements: A list of people and organizations that helped you in collecting data, research 
and in other aspects of getting the report ready.
2. Table of contents: a clear list of all sections and subsections of the report.
3. Summary: A summary of the major points, conclusions, and recommendations should be written to 
give a general idea of the report.
4. Introduction:  Explain the problem and make clear to the reader why the report has been written.
5. Findings: Give details of the information collected, material used, methods utilized, and results arrived 
at.
9.3
BUSINESS CORRESPONDENCE AND REPORTING
6. Conclusions: Include implications and inferences of your ndings based on the facts described in your 
main body. The importance of the study is discussed in this section.
7. Recommendations: Give suggestions and proposals based on information and data collected.
8. Bibliography/References: Give a list of all the sources you have referred within your text.
Ocial report writing as such does not have a specic, xed format. Many organizations have their own 
formats and styles that are used by their employees. Moreover, there are dierences in types of ocial 
reports, for example, company annual reports, audit reports, nancial reports etc.
Points to remember: 
1. All reports are objective. There is no place for your personal opinions, perceptions, emotions 
and feelings in a report. Your suggestions and recommendations are based on facts, data and not 
subjective views.
2. Keep in mind the target audience and structure your report accordingly.
3. Personal pronouns in rst and second person (I, me, we, us, you,) are generally not used in a report. 
4. Passive voice is preferably used in writing newspaper and magazine reports. Active voice can be used 
in ocial reports.
5. Past tense is mostly made use of in report writing since we are reporting happenings, which have 
already taken place.
6. The language should be clear, concise and to the point. Long winding sentences, vague information 
and irrelevant material must not be included. 
7. T echnical jargon and subject specic terminology is best avoided since all people cannot understand 
it. If including such terminology is necessary, add a glossary for it.
8. Information should be organized logically and coherently. Many reports are written in the 
chronological order, i.e., following the sequence in which the event occurred. A poorly structured 
report makes no sense to the reader.
9. Your report should not have any grammar and syntax errors. It is a good idea to get it proof read for 
accuracy.  
Page 4


1. To enable learners to understand the concept of report writing.
2. Familiarize the students with the various formats of report writing.
3. Use appropriate language and style for varied reports.
w Identify types of reports.
w Understand diering formats for varied types of reports.
w Use appropriate language and style.
w Organise content logically and systematically.
w State ndings, report events, objectively.
w Practice writing dierent types of reports.
9
CHAPTER
REPORT WRITING 
GOALS
LEARNING OBJECTIVES
 INTRODUCTION
A report is an account given of a particular event, issue, subject, especially in the form of an ocial 
document, after thorough investigation or consideration by an appointed person or body. It is written 
for a dened purpose and for a specic audience. Information and evidence is objectively and in a clear and 
concise manner. 
Types of Reports
1. Newspaper report
2. Magazine report
3. Ocial reports for various organisations
Format of various reports
Newspaper Reports: These are accounts of current events and happenings
Title/Headline
By (name of author)
Place, date (date is not always mentioned)
Body of report.
9.2
REPORT WRITING 
Magazine Reports: These are written to give account of specic events that have taken place, for example, 
India International Fashion Week, School Annual Day etc.
Title/ Heading
By (name of author)
Body of report.
Formal/ Ocial Reports: These are complex documents often of important projects and proposals, eg. 
results of studies and experiments, proposals for launching a new product etc.
Format -1
Heading
To:
From:
Date:
Subject:
Introduction:
Give details of the task and the reasons for it
Main Body:
Information, resources and material used,
Description of task
Results
Conclusion
Your evaluation and suggestions.
Format-2
1. Title page-include 
a) To: name of person report being submitted to 
b) From: name and department
c) Date of submission
d) Acknowledgements: A list of people and organizations that helped you in collecting data, research 
and in other aspects of getting the report ready.
2. Table of contents: a clear list of all sections and subsections of the report.
3. Summary: A summary of the major points, conclusions, and recommendations should be written to 
give a general idea of the report.
4. Introduction:  Explain the problem and make clear to the reader why the report has been written.
5. Findings: Give details of the information collected, material used, methods utilized, and results arrived 
at.
9.3
BUSINESS CORRESPONDENCE AND REPORTING
6. Conclusions: Include implications and inferences of your ndings based on the facts described in your 
main body. The importance of the study is discussed in this section.
7. Recommendations: Give suggestions and proposals based on information and data collected.
8. Bibliography/References: Give a list of all the sources you have referred within your text.
Ocial report writing as such does not have a specic, xed format. Many organizations have their own 
formats and styles that are used by their employees. Moreover, there are dierences in types of ocial 
reports, for example, company annual reports, audit reports, nancial reports etc.
Points to remember: 
1. All reports are objective. There is no place for your personal opinions, perceptions, emotions 
and feelings in a report. Your suggestions and recommendations are based on facts, data and not 
subjective views.
2. Keep in mind the target audience and structure your report accordingly.
3. Personal pronouns in rst and second person (I, me, we, us, you,) are generally not used in a report. 
4. Passive voice is preferably used in writing newspaper and magazine reports. Active voice can be used 
in ocial reports.
5. Past tense is mostly made use of in report writing since we are reporting happenings, which have 
already taken place.
6. The language should be clear, concise and to the point. Long winding sentences, vague information 
and irrelevant material must not be included. 
7. T echnical jargon and subject specic terminology is best avoided since all people cannot understand 
it. If including such terminology is necessary, add a glossary for it.
8. Information should be organized logically and coherently. Many reports are written in the 
chronological order, i.e., following the sequence in which the event occurred. A poorly structured 
report makes no sense to the reader.
9. Your report should not have any grammar and syntax errors. It is a good idea to get it proof read for 
accuracy.  
9.4
REPORT WRITING 
Flow chart below explains the sequence involved in Report Writing
Steps in Report Writing:
All reports need to be clear, concise and well structured. A well-written report requires planning and 
preparation. The essential stages of successful report writing are described below. 
Step 1- Understand the purpose of the report 
It is the important that you understand the purpose and requirements of your report. Keep in mind who the 
report is for, and why it is being written. Be sure that you understand all the instructions or requirements. 
Step 2- Gather and select information
Gathering information is a time consuming and onerous task. You have to choose appropriate sources, read 
them and select only relevant information. Ensure that your sources are authentic and reliable.
Page 5


1. To enable learners to understand the concept of report writing.
2. Familiarize the students with the various formats of report writing.
3. Use appropriate language and style for varied reports.
w Identify types of reports.
w Understand diering formats for varied types of reports.
w Use appropriate language and style.
w Organise content logically and systematically.
w State ndings, report events, objectively.
w Practice writing dierent types of reports.
9
CHAPTER
REPORT WRITING 
GOALS
LEARNING OBJECTIVES
 INTRODUCTION
A report is an account given of a particular event, issue, subject, especially in the form of an ocial 
document, after thorough investigation or consideration by an appointed person or body. It is written 
for a dened purpose and for a specic audience. Information and evidence is objectively and in a clear and 
concise manner. 
Types of Reports
1. Newspaper report
2. Magazine report
3. Ocial reports for various organisations
Format of various reports
Newspaper Reports: These are accounts of current events and happenings
Title/Headline
By (name of author)
Place, date (date is not always mentioned)
Body of report.
9.2
REPORT WRITING 
Magazine Reports: These are written to give account of specic events that have taken place, for example, 
India International Fashion Week, School Annual Day etc.
Title/ Heading
By (name of author)
Body of report.
Formal/ Ocial Reports: These are complex documents often of important projects and proposals, eg. 
results of studies and experiments, proposals for launching a new product etc.
Format -1
Heading
To:
From:
Date:
Subject:
Introduction:
Give details of the task and the reasons for it
Main Body:
Information, resources and material used,
Description of task
Results
Conclusion
Your evaluation and suggestions.
Format-2
1. Title page-include 
a) To: name of person report being submitted to 
b) From: name and department
c) Date of submission
d) Acknowledgements: A list of people and organizations that helped you in collecting data, research 
and in other aspects of getting the report ready.
2. Table of contents: a clear list of all sections and subsections of the report.
3. Summary: A summary of the major points, conclusions, and recommendations should be written to 
give a general idea of the report.
4. Introduction:  Explain the problem and make clear to the reader why the report has been written.
5. Findings: Give details of the information collected, material used, methods utilized, and results arrived 
at.
9.3
BUSINESS CORRESPONDENCE AND REPORTING
6. Conclusions: Include implications and inferences of your ndings based on the facts described in your 
main body. The importance of the study is discussed in this section.
7. Recommendations: Give suggestions and proposals based on information and data collected.
8. Bibliography/References: Give a list of all the sources you have referred within your text.
Ocial report writing as such does not have a specic, xed format. Many organizations have their own 
formats and styles that are used by their employees. Moreover, there are dierences in types of ocial 
reports, for example, company annual reports, audit reports, nancial reports etc.
Points to remember: 
1. All reports are objective. There is no place for your personal opinions, perceptions, emotions 
and feelings in a report. Your suggestions and recommendations are based on facts, data and not 
subjective views.
2. Keep in mind the target audience and structure your report accordingly.
3. Personal pronouns in rst and second person (I, me, we, us, you,) are generally not used in a report. 
4. Passive voice is preferably used in writing newspaper and magazine reports. Active voice can be used 
in ocial reports.
5. Past tense is mostly made use of in report writing since we are reporting happenings, which have 
already taken place.
6. The language should be clear, concise and to the point. Long winding sentences, vague information 
and irrelevant material must not be included. 
7. T echnical jargon and subject specic terminology is best avoided since all people cannot understand 
it. If including such terminology is necessary, add a glossary for it.
8. Information should be organized logically and coherently. Many reports are written in the 
chronological order, i.e., following the sequence in which the event occurred. A poorly structured 
report makes no sense to the reader.
9. Your report should not have any grammar and syntax errors. It is a good idea to get it proof read for 
accuracy.  
9.4
REPORT WRITING 
Flow chart below explains the sequence involved in Report Writing
Steps in Report Writing:
All reports need to be clear, concise and well structured. A well-written report requires planning and 
preparation. The essential stages of successful report writing are described below. 
Step 1- Understand the purpose of the report 
It is the important that you understand the purpose and requirements of your report. Keep in mind who the 
report is for, and why it is being written. Be sure that you understand all the instructions or requirements. 
Step 2- Gather and select information
Gathering information is a time consuming and onerous task. You have to choose appropriate sources, read 
them and select only relevant information. Ensure that your sources are authentic and reliable.
9.5
BUSINESS CORRESPONDENCE AND REPORTING
Step 3- Organize your content
A great deal of information is collected during the research period. Sort out and select the content relevant 
to your report. Group together the points that are related. They can be put together under sections or 
chapters. Thereafter, decide the sequence in which they have to be presented. Choose an order that is 
logical and easy to follow.
Step 4- Analyze your material
Prior to writing your rst draft for the report, analyze the material you have gathered critically. Look through 
carefully at the material, thinking about aws and limitations in evidence gathered, conicting data, 
veriable conclusions that can be drawn from it. 
Step 5- Write the report 
After your material has been organized into appropriate sections and headings you can write the rst draft 
of your report. Some people write the summary and contents page at the end when they know exactly what 
will be included. Write clearly and concisely. Avoid irrelevant, lengthy and confusing explanations or content.
Step 6-Review and redraft
Take a break before you review your rst draft. It is essential to get an appropriate perspective on the draft. 
You may rewrite or reorganize certain sections after the review. Assess, without any bias, the report from the 
perspective of a reader in terms of clarity, simplicity and relevance. 
Step 7: Presentation
Once you are ready with your nal draft, check the presentation of the report. Make sure that the wording 
of each chapter/section/subheading is clear and accurate. Ensure proper sequencing in numbering of 
chapters, sections and appendices. Verify that you have mentioned all your sources and references. Check 
your report for errors of spelling or grammar. Errors in presentation or expression create a poor impression 
and can make the report dicult to read. 
Sample Reports
Newspaper Reports
Sample 1
Daughter of Gardener Tops Board Exam`
By Riya Sharma
Bhubneshwar, May 12: Suman Nayak, the daughter of a municipal gardener, Om Nayak, has topped the 
Odisha Board Senior Secondary Examination with 98.8% marks. Her success has been lauded by the sta 
members of her school ‘The Government Senior Secondary School, Malkaganj’ , the Odisha Education board 
and the State Education Minister.
When the news was conveyed to Suman by her classmates, she did not believe them. It was only when 
the school principal called her that the reality sunk in. Suman’s father, Om Nayak, is overjoyed at the 
news. He said, “Suman was always a bright student. I have made all eorts to provide her with the best 
education despite my meager means” . He hopes that she will be able to continue her education in spite 
of his nancial constraints.
Suman attributes her success to her parentsnd teachers. She said that the school teachers had provided 
her with all possible help by giving her extra time and attention along with books and moral support. Her 
perseverance, dedication and hard work are spoken highly of by her teachers.