what is report & why write a report

WHAT IS REPORT &

WHY WRITE A REPORT.

Manoj Patel Asst. Professor

JHUNJHUNWALA BUSINESS SCHOOL

A Report is a logical presentation of facts & fictions, which is

designed to give a complete picture about what has taken place at a distance form the

reader.

BUT according to BACIE

The British Association for Commercial & Industrial Education has defined it as

“ A document in which a given problem is examined, for the

purpose of conveying information & findings, putting forward ideas

first, & sometimes making recommendations”.

How are reports different form

essays? Reports are findings and making

recommendations rather than a

criticizing a subject.

Essay : The maker concentrates upon

the opinions & criticism of the

interviewee, and leaves the rest for the

reader to justify.

KINDS OF REPORTS

Objective is either to present

information or to analyze a

particular situation

INFORMATION REPORT

ANALYTICAL REPORT

PRACTICAL REPORTS

INFORMATION REPORT

Presents reports of events, which

may be periodical, covering the past

& new information, allowing the

readers to stay current on the topic.

The purpose of this report is to

convey the data Clearly,

Concisely,& Correctly as far as

possible.

ANALYTICAL REPORT

Seeks to solve the problem, by

investigating events, Gathering &

Analyzing data

Followed by arriving at a decisions &

Making recommendations.

Business point of view : Teaches

better ways of financing & anticipates

the acts of competitors.

PRACTICAL REPORT

Gives an account of what

has happened in a test

situation.

A practical session or as

part of an experiment EXTENSIVE CASE STUDY

ELEMENTS FOR EFECTIVE

BUSINESS REPORT WRITTING

1. ACCURATE :

Effective n Professional : Through Facts, Examples, information, Guidelines, Format and layout

Interesting, Interactive : Lucid language.

The overall view must show proper Guidelines, Format, Structure, Headings, Layout, Tips and

Hints

2dn ELEMENT ……… 2. OBJECTIVITY

Distinction between Facts n Opinions : Materials should be free from personal feeling or opinions.

Reporting all Pertinent information: Must contain both positive and negative aspects.

FORMAT The format depends upon the

type and purpose of the report.

In general, there are two broad

types of format depends upon

whether the summary and/or

recommendations are placed

after the main body, or placed

before the main body.

THE FORMAT CHOSEN MIGHT BE

EITHER ONE OF THE TWO.

Format where the findings / recommendations follow the main body……1

Cover sheet

Title page

Abstract

Table of contents

Introduction

The body of the report

Conclusion (and recommendations if applicable)

References / Bibliography / Glossary (if needed)

Appendices

The 2nd Format may be

Letter of transmittal

Title page

Table of contents

Summary and/or recommendations

Body of report

Conclusions

Appendices

Bibliography

STEPS FOR WRITING

REPORTS…pg.1 1. Consider both your word count and your time frame

2. Analyze your topic carefully

2a. WHILE ANALYZING

Who are the audience

What do they want to know

What exactly is required to report

What is the purpose of the report [is it to

record, inform, instruct, analyze or to

persuade]

What is the scope of your report?

What aspects should the topic cover

What are the limits of the report?

What are the 3 limits of a

report?

Limits to the information [topic, which confines to place, time or group]

Number of words and the time available.

Limits on the resources available.

STEPS FOR WRITING

REPORTS…..2 Make an initial plan

Locate your information and take notes

Prepare the first draft

Evaluate your draft carefully

This Extended Formal Report are used by Companies

if needed to show to the public. The contents the Report

follows:

Title Page / Contents / Synopsis

Terms of reference

Procedure

Detailed findings

Conclusions

Recommendation

Appendices

Bibliography

Short Formal Report - for internal use

in companies.

Title Page

Terms of reference

Procedure

Findings

Conclusions