REPORT there are several key elements and structures

report writing, there are several key elements and structures to keep in mind. Here's a general guide that you can follow:

1. Title Page:

Title of the Report
Subtitle (if applicable)
Name of the Author
Date of Submission
2. Abstract/Executive Summary:

A brief summary of the report's key points and findings.
Usually around 150-250 words.
Include the purpose, methods, results, and conclusion.
3. Table of Contents:

A list of sections and subsections with corresponding page numbers.
4. Introduction:

Background information on the topic.
Clear statement of the problem or purpose of the report.
Objectives or goals of the report.
5. Literature Review (if applicable):

Review of relevant literature or existing research on the topic.
6. Methodology:

Explanation of the methods and procedures used in the research or analysis.
Include details on data collection, tools used, and any relevant procedures.
7. Findings/Results:

Presentation of the main results, often using tables, graphs, or charts.
Interpretation and analysis of the findings.
8. Discussion:

Interpretation of the results in the context of the report's objectives.
Comparison with existing literature.
Limitations and potential areas for further research.
9. Recommendations (if applicable):

Suggestions for actions or changes based on the findings.
Clear and actionable recommendations.
10. Conclusion:

Summarize the key points.
Restate the main findings and their significance.
Provide closure to the report.
11. References:

List of all sources cited in the report.
Follow a specific citation style (APA, MLA, Chicago, etc.).
12. Appendices (if applicable):

Additional supporting material, such as raw data, detailed charts, or supplementary information.
Tips for Report Writing:

Use clear and concise language.
Structure your report logically.
Keep the audience in mind.
Revise and proofread for clarity, coherence, and correctness.
Remember that the structure and requirements may vary depending on the type of report and the audience. Always check any specific guidelines provided to you.

1. REPORT
WRITING

2. WHAT IS A REPORT?
“A report is a statement of the results of
an investigation or of any matter on which
definite information is required”.
(Oxford English Dictionary)
Reports are a highly structured form of
writing.

3. REPORT WRITING
Reportwritingisanessentialskillfor
professionalsinalmosteveryfield;
accountantsteachers,graphicdesigners,
informationscientists.
Areportaimstoinform,asclearlyand
succinctlyaspossible.
Itshouldbeeasytoreadandprofessional
initspresentation.

4. WHY DO WE WRITE
REPORTS?
To present the findings and results.
To keep records.
To tell about failures and successes.
To tell the progress of the
project/research.

5. TYPES OF REPORTS
According to use:
external
internal
According to period:
routine
special
According to levels of management:
Reports to Top Management
Reports to Functional Management
Reports to Junior Level Management
Functional Reports

6. Corporate Reports:
Statutory report
Directors’ report
Auditors’ report
Non-statutory report
Other Reports:
Review
Cost-Audit
Interim
Oral

7. A Report differs from an Essay
in that A report:
AReportdiffersfromanEssayinthatAreport:
Presentinformation,notanargument.
Ismeanttobescannedquicklybythereader.
Usesnumberedheadingsandsub-headings.
Usesgraphicswherepossible(tables,graphs,illustrations).
Mayneedabstract(sometimescalledanexecutivesummary).
Doesnotalwaysneedreferencesandbibliography.
Isoftenfollowedbyrecommendationsand/orappendices.
AreportissimilartoAnEssayinthatbothneed:
Formalstyle,introduction,bodyandconclusion
Analyticalthinking,carefulproof-readingandneatpresentation.

8. GOOD REPORT….
Meets the needs of the readers.
Answers the questions.
Is at the right level for readers.
Presents clear logical structure.

9. REPORT STRUCTURE
❖Letter of transmittal
A Salutation
The purpose of the letter
The main finding of the report
Any Important Considerations
An Acknowledgement of any Significant help
An Expression of pleasure or gratitude
❖Title page
title
writer
organization
date
person/group who commissioned the report

10. ❖Table of content
accurate, clear layout section
numbering system and indentation
complete page numbers
list of illustrations if applicable
❖List of abbreviations and/or glossary
arranged alphabetically

11. ❖Executive summary/abstract
appropriate length
complete summary of key information
informative, not descriptive, in form
impersonal tone
connected prose
❖Introduction
relating topic to wider field
necessary background information
purpose of report
scope of report
explanation of arrangement of report sections

12. ❖Body
➢A Report of Primary Research would include:
Literature review
Method
Findings of results
Discussion
A report of secondary research
Information organized under appropriate topics
with sub heading
Analysis / Discussion of the source of reporting.

13. Conclusions/summary
Summarize what has been discovered
Repeat the question
Give the answer
Outline the findings of the research
Do not introduce new information in the
conclusion.
Analysis of the advantages and
disadvantages of various courses of
action..

14. ❖Recommendations
based on the conclusions
practical
specific
well organized, with the most important first
❖Bibliography
texts consulted but not referred to directly in the
report
❖Appendices
placed at end of a report if included
arranged in the order referred to in the report

15. REPORT WRITING PROCESS
Objective
Planning
Collectin-
g
Info
Organ
ization
Info
Audie
-nce
Struct-
ure
Finishi-
ng

16. THE OBJECTIVE
It defines the scope of your investigation.
Identifies the purpose…
To inform?
To convince?

17. PLANNING YOUR REPORT
How much time do you have to write the
report?.
How can your work be divided up into the
various stages?
Set yourself deadlines for the various
stages.

18. COLLECTING INFORMATION
❖What is the information you need ?
❖Where do you find it ?
Survey
Organizations
Online
Google Publications
❖How much do you need ?

19. ORGANIZING
INFORMATION
Discriminate between relevant and
irrelevant information.
Sort/organize information under main
ideas/details.
The computer program, Inspiration, can
help in organization .

20. THE AUDIENCE
Often 3 different audiences
❖The casual reader/big boss who wants the
main message as painlessly as possible.
❖The interested reader who wants more
detail but doesn’t want to grapple with all
the gory technical details.
❖The guru who wants the whole story.

21. WHAT TO DO?
❖To address all 3 audiences effectively,
Include an abstract for the big boss
A main body for the interested non-
specialist
A technical appendix for the guru
Thus, a structure emerges!

22. FINISHING THE REPORT
❖Writing style
❖Structure alone is not enough for clarity –
you must also write clear sentences.
❖Rules:
Write complete short sentences.
Avoid jargon and cliché, strive for
simplicity.
One theme per paragraph.

23. WHO IS THE REPORTER?
All reports should be written in the third person i.e., as an
objective observer!
Avoid using terms such as ``I did this experiment and ..".
Instead substitute terms, such as ``The experiment was
performed ...''.
Some friendly help…
The view of an objective and completely fresh reader can
be of great benefit.
This person may also be able to pick up spelling or
grammatical errors which you yourself are unaware of.

24. FINISHING TOUCHES
➢Type◦
❖Don’t use too many styles
❖Avoid All Caps
Difficult to Read
❖Double Space
❖Number Placement
Bottom Center

25. ❖Paper
High Quality
20# Weight
White/Off-White
8 ½ x 11
❖Margins
Top & Sides -1”
Bottom -1 ½”
Left & Right 1.25”

26. Questions?