Report writing

REPORT WRITING

1. REPORT WRITING

2. Formats of report

3. FORMATS OF REPORT 1. Manuscript Format 2.Memo Format 3.Letter Format 4.Printed Format

4. 1. Manuscript Format Most commonly used format for reports . Used for reports that is formal. Length of such reports can range from a few pages to several hundred . Can be used for all types of reports – informational , analytical or routine.

5. Memo Format A memorandum report , commonly knows as memo report , is mainly used for internal communication , that is , it is send to somebody within organization . A memo report is a permanent record of the internal operations of an organization and is quite similar to letter report . .

6. About Memo Format It is written on the letter head of the organization . Inside address and salutation are not required . Analysis , conclusion and recommendation are included in the main text part of the memorandum

7. Letter Format …. The report that are short in nature contain few pages and mostly send to outsiders can opt for letter . The only difference between business letter and letter reports is in organization of content and in writing style . All part of business letter are used here except the inside address .the style of writing is factual , but it does have a personal touch .

8. Printed Format :.. Report containing routine matter and which are periodical in nature may be written in a form prescribed by the organization . All you need to do is to fill in the blanks in a preprinted form .

9. PARTS OF A REPORT Part Description Title Page Title, Author’s name, Date of submission Table of Contents List of sections, sub-sections, appendices, etc. Executive Summary Summary of entire report Introduction Purpose, Background, Methods of Investigation, Scope Findings Analysis of facts obtained Conclusions Deductions based on findings Recommendations Suggestions and advice based on conclusions Bibliography/References List of references Appendices Supplementary materials e.g. other supporting data

10. Elements of structure of report Prefatory Parts Main Text Supplementary Parts Optional Elements

11. Cover title page certificate acknowledgements contents list of illustration Prefatory Parts

12. About prefatory part Prefatory Parts  of a Formal Proposal. ... Although the length varies depending on the information you need to cover, most formal proposals consist of certain major components similar to those of formal  reports . These generally include the  prefatory , body and supplementary  parts

13. Main text Introduction Discussion Conclusion Recommendation

14. About main text The function of the introduction is to put the whole report in perpective and to provide a smooth , sound opening for it . It present the subject or problem to the reader and gets their attention . Include following information………. Background of the report Purpose and scope Authorization Method of gathering date General plan in developing the solution .

15. Supplementary part Appendix Reference Glossary

16. Apendix Using  appendices  in your  report . Information that is not essential to explain your findings, but that supports your analysis (especially repetitive or lengthy information), validates your conclusions or pursues a related point should be placed in an appendix.

17. Referance A  reference  is the bracketed or footnoted piece of information within the text of your writing that provides an acknowledgment that you are using someone else's ideas. There are several systems of referencing such as the Harvard or author-date system, footnotes or endnotes.

18. Optional element Frontispiece Copyright notice Summery Index