Formal report writing and its charactristics, long and short report.pptx

Formal report writing and its characteristics, long and short report

1. Topic : Formal Report writing, Characteristics of an effective report, long and short report Presented by : Zamra Rafiq & Kinza shehzadi Supervisor : Sir Riaz Ahmad Raza

2. Formal report writing A formal report is a document that analyzes information , determines conclusions and offers recommendations to solve problems . Formal reports are the result of the gathering and analyzing of large amounts of data.

3. Formal Report: Formal report are too long. It is written for some complex situation. It contains of cover, content list, detail, summary, index, references results. It typically deals, with everyday problems and issues. The formal report is complex and used at an official level.

4. Characteristics of an effective report writing. The characteristics are : 1) Simplicity The language shall be as simple as possible so that a report is easily understandable. Jargons and technical words should be avoided. Even in a technical report there shall be restricted use of technical terms if it has to be presented to laymen

5. Clarity The language shall be lucid and straight , clearly expressing what is intended to be expressed. For that the report has to be written in correct form and following correct steps.

6. Brevity A report shall not be unnecessarily long so that the patience of the reader is not lost and there is no confusion of ideas. But , at the same time, a report must be complete. A report is not an essay.

7. Positivity As far as possible positive statements should me made instead of negative ones. For example, it is better to say what should be done and not what should not be done.

8. Readability The keynote of a report is readability. The styles of presentation and the diction (use of words) shall be such that the readers find it attractive and he is compelled to read the report from the beginning to the end. Then only a report serves its purpose. A report on the same subject matter can be written differently for different classes of readers.

9. Punctuation Punctuation have be carefully and correctly used otherwise the meaning of sentences may be misunderstood or misrepresented.

10. Logical Sequence The points in a report shall be arranged with a logical sequence, step by step and not in a haphazard manner. A planning is necessary before a report is prepared.

11. Proper Form A report must be in the proper form. Sometimes there are statutory forms to follow.

12. presentation A report needs an attractive presentation. It depends on the quality of typing or printing as well as quality of paper used. Big companies make very attractive and colorful Annual Reports.

13. Accuracy A report shall be accurate when facts are stated in it. It shall not be biased with personal feeling of the writer.

14. Long and short report A Long Report always has a title, introduction, body, and then conclusion. It is always more then one page in length. It sometimes contains a covering letter that mentions all the details that are included in the long report. At the end of the long report, there is bibliography and appendix. It is common to have a long report printed and bound with hard cover. The tone in a long report is restrained and somber in contrast to a short letter.

15. Short report A short report is also called informal report while a long report is sometimes referred to as formal report. A short report is often no more than a single page of statement containing facts and figures in the most concise manner. A short report is like a memorandum and does not need a cover. This styles of report is often casual and relaxed. The style of writing includes use of first person such as I and we in sharp contrast to long report where full names of people are used.

16. Any question ?

17. Quiz time How many characteristics are explained here define anyone point. A short report is also called---? 1) Formal report (2) Informal report Define formal report.