Extra Notes: Report Writing

Table of Contents
1. Introduction
2. What is a report?
3. Types of reports
4. Points to remember before drafting a report
5. Steps in report writing
6. Language, tone and presentation
7. Sample reports
8. Practice Set: Report Writing Topics
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Introduction

Report is an organised account of a particular event, issue, situation or subject prepared after careful investigation, observation or consideration by an appointed person or body. A report is written for a defined purpose and for a specific audience; it presents information, evidence and findings in an objective, clear and concise manner so that readers can take informed decisions or draw conclusions.

What is a report?

• A report is an account of a particular event, issue or subject presented usually as an official or formal document.
• It is written for a defined purpose and addressed to a specific audience (for example, a principal, a committee, or readers of a newspaper).
• A report organises information and evidence objectively, using clear language and a logical structure.
• Reports are usually based on investigation, research, observation or analysis and end with conclusions and, where appropriate, recommendations.

Types of reports

Common types

• Newspaper reports - short, factual accounts of current events written for general readers.
• Magazine reports - descriptive or analytical accounts of events or features, often longer and more interpretative than newspaper reports.
• Formal / Official reports - structured documents prepared for organisations, institutions or government bodies on projects, studies, audits, investigations or proposals.
• Financial reports - specialised reports presenting numerical data, financial results and analysis (for example, quarterly or annual company reports).
• Academic and technical reports - present research findings, experiments or detailed studies, often with methodology, data and references.

Format of various reports

1. 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. 

2. Magazine Reports: These are written to give account of speci c events that have taken place, for example, India International Fashion Week, School Annual Day etc.
Title/ Heading
By (name of author)
Body of report. 

3. Formal/Official 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.
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. Official Report writing as such does not have a speci c, xls format. Many organizations have their own formats and styles that are used by their employees. Moreover, there are differences in types of Official reports, for example, company annual reports, audit reports, financial reports etc. What are the Points to remember before drafting a report.

Points to remember before drafting a report

• A report must be objective; avoid personal opinions, emotions and subjective statements. Recommendations should be supported by facts and data.
• Keep the intended audience in mind and tailor language, level of detail and structure to their needs.
• Avoid first and second person personal pronouns (I, me, we, us, you) in most formal reports; prefer impersonal constructions or passive voice where appropriate.
• Use clear, concise language; long and rambling sentences should be avoided. Each paragraph should express a single idea.
• Use past tense for reporting events that have already occurred; use present tense for general statements or currently valid facts.
• Avoid unnecessary technical jargon. If specialised terms are essential, provide a glossary or brief explanation.
• Organise information logically and coherently. Chronological order is commonly used when describing events.
• Check for grammar, spelling and punctuation errors; have the report proof-read if possible.

Flow chart below explains the sequence involved in Report Writing

Steps in report writing

All reports should be clear, concise and well structured. The following stages provide a practical sequence to prepare an effective report.

1. Understand the purpose of the report

   Be clear about why the report is required, who will read it and what decisions are expected to follow from it. Clarify any instructions or constraints before you begin.

2. Gather and select information

   Identify appropriate sources, collect relevant data, and ensure sources are authentic and reliable. Read and select only the material that is pertinent to the report's objectives.

3. Organise your content

   Sort the material you have gathered, group related points together, decide on logical sections or chapters and determine the sequence that makes the report easy to follow.

4. Analyse your material

   Critically examine the evidence: check for gaps, inconsistencies and limitations. Determine what conclusions are supported by the evidence and where uncertainty remains.

5. Write the report

   Prepare a first draft with clear headings, subheadings and paragraphs. Some writers draft the summary and table of contents after the main body is finalised so these reflect the completed report accurately.

6. Review and redraft

   Take a break before revising. Review the draft objectively for clarity, coherence and relevance. Reorganise, edit and tighten language as needed and check that conclusions follow from the findings.

7. Presentation

   Prepare the final copy with correct pagination, consistent headings, numbered chapters and appendices. Check formatting, list all references and proof-read carefully to remove spelling or grammatical errors.

Language, tone and presentation

• Use formal, neutral and precise language in reports intended for official or professional readers.
• Prefer short paragraphs and use headings and subheadings to guide the reader through the structure.
• Use tables, charts, diagrams and labelled figures to present complex data clearly. Always give figures a title and reference them in the text.
• Number pages and use a clear table of contents for longer reports.
• Place appendices and detailed data at the end; include only what is necessary in the main body.

Sample reports

Newspaper Report - Sample 1

Daughter of Gardener Tops Board Exam
By Riya Sharma

Bhubaneswar, 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 staff 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 could not believe it until the school principal called her. Suman's father, Om Nayak, is overjoyed at the news. He said, "Suman was always a bright student. I have made every effort to provide her with the best education despite my meagre means." He hopes that she will be able to continue her education in spite of financial constraints.

Suman attributes her success to her parents and teachers. She said that the school teachers had provided her with extra time, books and moral support. Her perseverance, dedication and hard work are spoken of highly by her teachers. When asked about her future plans, Suman said she wished to become a doctor, but she was unsure if she could pursue her dream because of financial problems. She hopes to secure a scholarship or government funding.

The Times Group has started an initiative to help Suman fulfil her aspirations. Anyone who wishes to contribute to Suman's education can send the amount by cheque to "Suman Nayak Education Fund", The Times of India, M.G. Road, Bhubaneswar.

Sample 2

Commercial tax department to train its officials and industry participants
TNN | May 6, 2017

Indore: With an aim to become well equipped with the new Goods and Services Tax (GST) and to address concerns of dealers, the commercial tax department started to train its officials and industry participants from Friday. The department has selected 25 locations in the state, covering 23 cities on different dates.

Manoj Choubey, deputy commissioner, commercial tax department, said, "Our aim is to be fully prepared to handle GST from July. We started a training session from Friday that will most likely extend till the end of the month across Madhya Pradesh."

Initially, the department will train all its officials and then conduct interactive training sessions for dealers. GST - to be implemented in the country from July 2017 - aims to provide a single tax structure across the country, simplify tax refunds and inter-state transfer of goods, and ensure merchant compliance.

According to the tax department, about 2,200 of its officials across the state will be trained by experts. In Indore, two locations have been set by the department to conduct training sessions. There are about 3 lakh dealers across the state registered with the commercial tax department, of which close to 50,000 are from Indore, tax experts said.

"We plan to conduct corporate training as well under the session. Training sessions will bring clarity and technical know-how about dealing with tax returns and other aspects under GST," Choubey said.

Industry participants have raised concerns about various norms under GST, stating that lack of clarity and training will lead to difficulties. This will be especially true for small units that are not tech-savvy and do not have internet access. They said small industries are not computer literate and will have to employ additional manpower to file returns every month.

(Source: The Times of India)

Magazine Report
Sample 1

St. Agnes Public School Celebrates Annual Day
By Manoj Upadhaya

St. Agnes School, Green Park, celebrated its annual day on May 2 with great fanfare. Mr. Arvind Kejriwal, the Chief Minister of Delhi, was the chief guest at the function. The programme began with the lighting of the lamp by the chief guest, followed by a welcome address and the presentation of the school annual report by the principal, Ms. Swati Mehra.

The primary wing presented a musical drama on the necessity of protecting the environment for future generations. The little children expressed themselves brilliantly, bringing out the perils of destroying our planet.

The middle school showcased the culture of India through folk dances. Each dance was preceded by audio-visual effects depicting the main cultural features of the region. The colourful dresses of the graceful Garba dancers, the vigour of Bhangra performers and the lilting music accompanying the Bihu and Hajgiri dances enthralled the audience.

The senior school pupils enacted a play depicting the dangers of internet and social media addiction for adults and children. The message was conveyed poignantly. The audience gave a loud and long round of applause for all participants. The grand finale was the speech by Mr. Arvind Kejriwal, who praised the performances and appreciated the thought-provoking themes chosen by the students. The programme concluded with a vote of thanks by Sagar Mehta, the school head boy.

Sample 2

Almost 900 H1N1 cases reported: WHO
Headlines Today

Geneva, May 4, 2009: Though the World Health Organisation's (WHO) alert level remains one short of a global pandemic, 18 countries have reported laboratory-confirmed cases. The number of suspected H1N1 flu cases across the globe has touched 898 with 20 confirmed deaths so far.

Colombia became the first South American country to report a case. US health officials are cautiously optimistic that the flu is not as dangerous as first feared. Mexico remains the worst affected with 506 cases and 19 deaths, though the country's Health Secretary feels the epidemic is declining. The WHO has not dropped the level five alert yet.

(Source: India Today)

Financial report 

 Sample

Nuvo Pharmaceuticals™ Announces 2017 First Quarter Results

Reports Q1 revenue of $7.0 million and net income of $2.2 million.

MISSISSAUGA, ON, May 10, 2017 /CNW/ - Nuvo Pharmaceuticals Inc. (Nuvo or the Company), a commercial healthcare company with a portfolio of commercial products and pharmaceutical manufacturing capabilities, today announced its financial and operational results for the first quarter ended March 31, 2017.

First quarter financial summary: Total revenue for the three months ended March 31, 2017 was $7.0 million compared to $7.8 million for the three months ended March 31, 2016. Adjusted EBITDA decreased to $2.3 million for the three months ended March 31, 2017 compared to $3.0 million for the same period in 2016. Net income from continuing operations was $2.2 million, or $0.19 per share, compared to $1.9 million, or $0.17 per share, for the comparable period in 2016. Cash and short-term investments increased to $18.6 million as at March 31, 2017 compared to $17.6 million as at December 31, 2016.

Notes: (1) The financial information reflects results from continuing operations with Nuvo's previously disclosed segment, Crescita, presented as a discontinued operation. (2) Adjusted EBITDA is a non-IFRS financial measure defined by the company.

Further details describe changes in revenue, operating expenses, R&D costs and general and administrative expenses, and explain the key factors affecting reported results.

Practice Set: Report Writing Topics 

Q-1 Your institute 'Global Business School' organized a seminar on 'Profitable Business Practices in the Next Decade'. Write a report on the seminar for your institute's monthly newsletter in about 150-200 words. (Hints: research how a seminar is conducted and what are profitable business practices).

Q-2 You are the Cultural Society President of your college. The Principal of your college, Mr. Subhash Kapoor, feels that in the increasingly westernised world, the students should not lose touch with their culture and values. He has asked you to suggest ways and means to familiarise the students with the great aspects of Indian culture. Prepare a report in 150-200 words for the principal suggesting the areas that could be covered and the ways and means they be introduced into college life. (Hints: select areas and methods that appeal to youngsters).

Q-3 You are Mr. Sunil Kaushik, the administrator of Gyan Jyoti Institute. Certain areas of the infrastructure of your institute need to be restructured and revamped. You have been asked to prepare a report on the matter for the managing committee of the institute, stating the specific buildings that need a facelift, and the areas that need attention (for example: furniture, auditorium, cafeteria). Use the formal report format.

Q-4 You are Reena Singh, a reporter of 'The Times of India'. Write a report on a fire in a slum cluster in Seelampuri in 150 to 200 words.

Q-5 You are sports reporter, Ajay Singh. Write a report on the one-day international match between Australia and India at Melbourne in 150 to 200 words.