Report structure showing accurate method of forming report

How can be make a detailed report

1. The Structure of Technical ReportsThe Structure of Technical Reports

2. OverviewOverview
•Report: Definition & Types
•Parts of Structure
•Front Matters
•Main Body
•Back Matters
•Planning and Preparation
•Report Style

3. Report: Definition Report: Definition
•“A technical report is a written statement of the
facts of a situation, project, process or test; how
these facts were ascertained; their significance;
the conclusions that have been drawn from
them; the recommendations that are being
made” (John Mitchell)
•“A report is a communication from someone who
has information, to someone who wants to use
that information” (C.A. Brown)

4. The Essential Contents of a ReportThe Essential Contents of a Report
•A report is a formal statement of facts or
information or an account of something.
•It has a conventional form.
•It is written for a specific audience.
•It throws light on the procedure of collecting
data and significance of such data.
•It contains the conclusions drawn by the writer.
•It includes recommendations. (Optional)

5. ReportsReports
Oral
Written
Informal
Formal
Informational
Interpretive Routine

6. Types of ReportsTypes of Reports
•The Most Common Types:
•1.Accident/Incident Reports—What happened,
how did it happen, when did it happen, why did it
happen, who was involved?
•2.Feasibility Reports—Can we do it, should we
do it?
•3.Inventory Reports—What’s in storage, what’s
been sold, what needs to be ordered?
•4. Staff Utilization Reports—Is labour sufficient
and efficiently used?

7. Contd…Contd…
•5.Progress/Activity Reports--(weekly, monthly, quarterly) What’s
our status?
6. Travel Reports—Where did I go, what did I learn, whom did I
meet, and so on?
•7.Lab Reports—How did we do it?
•8. Performance Appraisal Reports—How’s an employee doing
on the job?
•9.Study Reports—What’s wrong?
•10.Justification Reports Here’s why we need material(or will
pursue this action) on this date.

8. Parts of StructureParts of Structure
Front Matter Main Body Back Matter
Cover Introduction Appendices
Frontispiece Discussion or Description List of References
Title Page Conclusions
Copyright Notice Recommendations Bibliography
Forwarding Letter Glossary
Preface Index
Acknowledgements
Table of Contents
List of Illustrations
Abstract and Summary

9. Front Matters of Report: CoverFront Matters of Report: Cover
•Protects the manuscript from damage &
gives it a neat appearance.
•It contains:
• The title of the report
•Report Number, if any.
•The Date of submission
•The classification of report(Secret,Top
Secret etc.)

11. FrontispieceFrontispiece
•Generally appears in bound reports
•It’s a sort of window-display.
•Mostly photographs, maps or artistic
drawings.

12. Title PageTitle Page
•The First right-hand Page that contains the
following in addition to the info given on the
cover page:
•Sub-title
•Name of the Author(s)
•Name of the Authority
•Contract, Project or Job N.
•Approvals

14. Other ElementsOther Elements
•Copyright Notice
•Forwarding Letter—(1) Introductory
(2) Covering
Preface
Acknowledgements
Table of Contents
List of Illustrations
Abstract and Summary

15. MAIN BODY : IntroductionMAIN BODY : Introduction
•Provides a better starting point
•Tells what the report is about
•What works have been done already
•What grounds are covered under the present study
It includes:
•Historical & Technical Background
•Method of Collecting Data and Their Source
•Authorization and Terms of Reference
•Organisation of Material
•Definition of Special/ Technical Terms/ Symbols

16. MAIN BODYMAIN BODY :Discussion or Description :Discussion or Description
•Presents the data in organised form
•Discusses their significance
•Analyses them
•Arrives at results

17. CONCLUSIONS:
•The body of the logical inferences drawn
•Presents the findings of the investigations

18. RECOMMENDATIONS:
•It refers to the future course of action
•Included only when asked by the authority

19. BACK MATTERS: AppendicesBACK MATTERS: Appendices
(Materials needed to support the main body)
Generally includes:
•Questionnaires
•Statistical Data
•Detailed Calculations
•Correspondences
•Specimens
•Sample Documents etc.

20. BACK MATTERS: List of ReferencesBACK MATTERS: List of References
•Publication Details of works cited/quoted in the report with
exact location—editions/ page nos.
•Ex: Jha, Pashupati, Cross and Creation, Prestige, New Delhi,
First Edition,2003, pp. 34-38.

21. BIBLIOGRAPHY:
•Serially numbered books, journals,
published/unpublished works arranged
alphabetically.
•Ex. Book with one author:
Ghosh, Amitav. 1996. The Calcutta
Chromosome. Picador, N. Delhi.
•Book with more than 2 authors: Kaushik, V. et.
al.1978. Value-Based Education, OUP, London.

22. BACK MATTERS:BACK MATTERS:
Glossary Glossary
•An alphabetical list of Technical words and
their explanations
INDEX
•A quick guide to the material in the report
•Enables readers to locate Topics/ Sub-
topics easily
•Arranged alphabetically and cross-
referenced.

23. Report Writing: Planning & Report Writing: Planning &
Preparation Preparation
•Define the Purpose and Scope
•Determine the Audience
•Collect the Data
•Organize the Material
•Making an Outline
•Rough-Draft Typing

24. Report StyleReport Style
•Clarity
•Concisenesss
•Continuity
•Objectivity

25. Writing NaturallyWriting Naturally
•Natural, and not an "Official Style”
•Not to “impress” the readers with your
vocabulary
• Use words to convey your exact meaning

26. ……
•Avoid long, complicated terms if shorter
and more familiar ones are available
•Your readers will be interested in what you
have to say and not in how eloquently you
say it

27. Guiding the ReaderGuiding the Reader
•Tell readers what you plan to tell them in
Introduction
•about the main text
•Summary of Results or Conclusions

28. Get to the point directlyGet to the point directly
•Technical reports are not mystery novels
•Omit information that does not directly
relate to the conclusions

29. •Emphasizing Major Ideas
•Separating Fact from Opinion
•Data Presentation
•Figures
•Numerals
•Spellings
•Avoid trade names, use generic names