Long reports and title page of any report

Structure of long report writing and how to make title page of any report

1. Long Reports & Title page of any report Report Writing

2. Presented by: Group No 08

3. What is Report? A report is an informational work such as writing, speech, television or film made with an intention of relaying information or recounting certain events in a widely presentable form. A special business report can be classified into two categories: Long Report (formal report) Short Report (informal report)

4. What is Long Report? A long report is simply an extension of shorter report. It involves the discussion of complex problems in greater depth and more detail. It contains: A few pages to several hundred pages. A mixture of informative and persuasive information. Third person pronoun instead of first or second person pronoun.

5. What is Short Report? A short report is a informal report which is usually submitted in the form of a letter or memorandum. It may ranges from short statements of facts presented on a single page to a longer presentation taking several pages.

6. Comparison b/w Long and Short Report Need for introductory elements. Dominance of order. Writing Style. Need for coherence plan. Personal Relation Degree of formality. Nature of Problem

7. Types of Long Report All the business reports, whether short or long, can be categorized by the extent of the contribution they make to the decision making process. They are: The I nformational Report The Interpretive Report The Problem-solving Report

8. Types of Long Report( cont ): The Informational Report: The informational report , which presents data without interpretation, is valuable and ever present. However, it has little application in decision making. An example is a weekly absenteeism report that indicates only who was absent, when, the employee’s department , number of absences to date

9. Types of Long Report( cont ): 2- The Interpretive Report: A step above the Informational report, the interpretive report adds meaning to the data. The facts presented in the informational report are examined and implications are drawn to the absenteeism report already described, the writer would add an explanation: which employees are absentee problems, whether some departments experience higher rates than others, and what cost in time, dollars, or materials is attributable to absenteeism.

10. Types of Long Report( cont ): The Problem-solving Report: The third level of decision making reports and the one that makes the most contribution to the decision making process is the problem-solving report . Because the problem- solving report not only informs with data and interprets the data, but also analyzes the problem situation, reviews alternatives, examines implications, draws conclusions, and makes recommendations, it is frequently referred to as an analytical report. The absenteeism report already described might; for example, include a recommendation that two employees be interviewed by their supervisors to determine the cause of their extreme absenteeism.

11. Elements of a Long Report: The basic structure of long report is mainly classified into three sections as below whose detail will be discussed in next slides:

12. Basic structure of Long Report: Front Section: Title Page: It includes title, name of author and receiver, and date. No page number on title page. Use 1 or 1-1/2 inch for all four margins of report. Page numbers are written on upper right corner. Letter Of Transmittal: It explains the purpose and content of the report and also highlights parts of the report that may be of special interest. Table Of Contents: It includes sections of report with corresponding page numbers. No page number is given to table of contents. Samples are shown in next slides:

13. Sample of Title page and Letter of Transmittal:

14. Sample of Table of contents:

15. Main Section: Although the form and content of the main section will vary with different kinds of report , the basic elements of this section are the following: Summary:- Concisely describes the content and scope of the writing. Introduction:- A paragraph introducing the topic and what you plan on writing about in the report . Discussion of Findings:- It discusses the details of your investigation, the facts on which you have based your conclusions or recommendations. It should be sub-divided, with numbered and descriptive sub-headings. Conclusions:- It is a concise interpretation of the facts that are covered in the body of the report. Recommendations:- Actions to be taken based on the conclusions of the report.

16. Samples of Summary and Introduction:

17. Sample of discussion of finding:

18. Sample of discussion of finding( cont ):

19. Sample of discussion of finding( cont )& conclusions and recommendations:

20. Back Section: Elements of this section are: References:- If you have referred in your report to any facts or figures that are not general knowledge or part of the organization’s internal operation, you should give the source in a reference. Appendixes:- Additional material that is useful but not essential to understanding the body of the report. The samples are given on next slides:

21. Sample of references and appendixes:

22. How to write…. Introductions:- The purpose of the introduction is to lead the reader into the topic of the report; its nature will depend on the gap between the topic and the reader's background knowledge. An introductory paragraph of a report should be written such that it clearly introduces the topic and captures readers’ attention. Beginning with the attention grabber, it should outline all those points or ideas which are to be discussed further. Providing the background information to the report it includes the following : Who authorized the report What the report is about Why it is being prepared Research methods Limitations (if relevant ) Scope of the report

23. Summaries and Abstract: The summary is a report in miniature, normally of not more than 200 words. It will state the main objectives of the work, and the principal results and conclusions; it will omit all inessential detail. A summary should not merely describe what the report is about; it should also give some information about the results. The principles of writing summary are Be brief Key in on main ideas Focus on important details Organize your ideas carefully Write clearly The format of abstract will depend on the work being abstracted.While preparing to draft an abstract, the following key process elements should be kept in mind. Reason for writing Problem Methodology Results Implications

24. Conclusions and Recommendations: Conclusions :- The Conclusion section indicates the writer’s sense of the meaning of all the fact findings . It should be a very short summing-up of the main findings from the results and the discussion . It summarizes, interprets, and synthesizes It should evaluate the significance of the report, and reemphasize the main points . It should communicate a feeling of finality and closure. It should be written in plain English for readers to easily understand it . Recommendations:- They are the writer's own ideas and are fully supported by the conclusions and research findings . Recommendations should be written in order of priority, and in plain English . Recommendations are always placed at the end of the report.

25. Title Page of any Report: General Format: First step to make the title page is to set top margin. Change the top margin to 1” or2“. Center the entire page by clicking on the center button in the toolbar. Use a big font for report title, around 22 or 24 size font in Times New Roman. If you have a subtitle, space down to the next line and type it in a slightly smaller font (maybe 18 font ).

26. Title page of any report( cont ): Return the size of the font to 12 and space down about 8 times . Here you type the name of person for which report was prepared for and his designation. Space down about 7 times and type 'By' on the first line, your name on the second line, and designation on the third line. Finally, space down 9 spaces and type in the date.

27. Figures:

28. References https:// www.cengage.com/bcomm/book_content/0324375530_lehman/model_documents/good_example_long_report.pdf http://www2.latech.edu/~ bmagee/303groups/word_project/title_page.html Technical communication by sharon j gerson

29. Thank You