Presentation on Report Writing

Here is a presentation on basic information about Report Writing.

1. Government Engineering College, Bhavnagar

2. Assignment Communication Skills Presentation on Report Writing Name: Prachi Ashvin Patel Topic: Report Writing Semester: 1 Year: 2016-2017 Enrollment Number: 160210116034

3. What is a report? A report is a major form of business /professional /technical communication. A report can be a description of an event by a person who witnessed it to somebody else who was not actually present on the scene. A report is factual writing, is formal in nature and is written for a specific purpose or specific audience. Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

4. Objectives The purposes of writing reports vary widely. Following are some of the important purposes of reports: • To present a record of accomplished work (Project work). • To record research findings or technical specifications. (Details of a new product). • To document current status (An inspection report). • To record an experiment (Laboratory report). • To present information to a large number of people (Annual report). • To recommend actions useful in solving certain problems (recommendatory report). Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

5. Types of reports On the basis of purpose, frequency or mode of reporting, reports can be classified as follows: • Informative, Analytical (Purpose) • Periodic, Special (Frequency) • Oral, Written (Mode of presentation) Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

6. Periodic and Special Reports Periodic reports are either informational or analytical in their purpose. As they are prepared and presented at regular, prescribed intervals, they are called periodic or routine reports. Special reports are related to a single occasion or situation. A report on feasibility of opening a new branch, or the causes behind the recent fire incidents in a factory are special reports. Special reports deal with non-recurrent problems. Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

7. Oral and Written Reports Reports can be oral or written depending upon the mode of presentation. Oral Reports Immediate feedback is possible. Audience needs to comprehend quickly when these are presented. It cannot be referred to again and again. It has less professional value. Written Reports Immediate feedback is not possible. Audience can ponder over these reports and understand at their own pace. It can be edited, reviewed or stored. It has more professional value. Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

8. Importance of Reports A report is the only tangible product of a professional. Reports enable decision making and problem solving in organizations. Reports serve as a measure of the growth, progress, or success of an organization. Reports serve as a valuable repository of information. Reports reveal gaps in thinking. Reports develop certain skills in the writer. Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

9. Formats of Reports A report must have any of the following formats: Manuscript format Letter format Memo format Preprinted form Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

10. Manuscript format This is the most commonly used format for reports and is generally used for formal reports. Length of such reports can range from a few pages to several hundred pages. It can be used for all types of reports. Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

11. Memo format A report sent to somebody within the organization will be in a memo format. The analysis, conclusions and recommendations are included in the main text part of the memorandum. Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

12. Letter format When you send short reports of a few pages to outsiders, you can opt for a letter format. These reports may include headings, illustrations and footnotes. Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

13. Printed form Reports containing routine matter and which are periodical in nature may be written in a form prescribed by the organization. All we have to do in a preprinted form is to fill in the blanks. Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

14. Structure of Reports Various elements combine together to structure a report. There are nineteen elements in structure of a report. Some of them maybe included in all the reports while others maybe included only when the report gets published. One needs to keep in mind the following parameters while selecting the structure elements: Usefulness Terms of reference Existing practice Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

15. Elements of Structure of a Report Prefatory parts: Cover Title page Certificate Acknowledgements Contents List of illustrations Abstract Main text: Introduction Discussion Conclusions Recommendations Supplementary parts: Appendix References Glossary Optional elements: Frontispiece Letter of transmittal Copyright notice Preface Summary Index Source: Oxford Technical Communication by Meenakshi Raman & Sangeeta Sharma

16. Format of a Report Source: meritnation.com

17. Thank you.