REPORT REPORT WRITINGWRITINGREPORT REPORT

WRITINGWRITING

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Presented by:

Avneet kaur 097 Davinderpal kaur 268

Jagjit singh 288

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Report is a document written for a specific group of readers which presents facts, ideas, conclusions and sometimes suggestions/recommendations.

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PURPOSE

• Identify the information

• Decide the research methodology

• Approach to analysis, interpretation and recommendations

• Presentation of the report

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Types of Research Report Types of Research Report II

• Any research report contains:– descriptions on methodology, – results obtained,– and recommendations made.

• The basic orientation of a research report depends on its audience. Before writing the report– the researcher must know his or her audience; – he/she may have to make assumptions about

the composition, background and interests of the target readers.

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Types of Research Report Types of Research Report IIII

• Two types of reports:-– Technical Report: suitable for a target

audience of• researchers, research managers.

– Popular Report: suitable for:• a more general audience, interested mainly in the

research findings as it is non-technical in nature.

– The writing style is designed to facilitate easy and rapid reading and understanding of the research findings and recommendations.

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REPORT PREPARATION AND PRESENTATION REPORT PREPARATION AND PRESENTATION PROCESSPROCESS

Pre-report Writing Activities

Report Writing

Activities

PostReportWriting

Problem Definition,Research Designand Methodology

DataAnalysis

Interpretation ofResearchfindings

ReportPreparation

OralPresentattion

Reading of theReport by the

client

RESEARCHFOLLOW-UP

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The first step in the process The first step in the process

involvesinvolves....• the interpretation of the results of data

analysis in light of:– the marketing research problem investigated,– and the research design and methodology

followed.

• The research report is a means of communication that can be understood, believed, trusted by everyone who are likely to be affected by the research, and acted upon by the decision maker.

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Before writing the Before writing the report…report…

• the researcher should discuss: the major findings, conclusions.– necessary to ensure that the report

meets the client's needs and is ultimately accepted.

• The entire marketing research project:– should be summarized in a single

written report or in several reports addressed to different readers.

– should present the findings in such a way that they can be used directly as input into decision making.

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Oral PresentationOral Presentation

• Generally, an oral presentation supplements the written report.

• The client should be given adequate time to read the report. – If necessary, the researcher should

assist the client in understanding the report, implementing the findings, undertaking further research, and evaluating the research process in retrospect.

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• Should be carefully prepared keeping the audience in mind.

• A good presentation does not mean a lengthy presentation.

• Carefully selected visual aids such as graphs, tables, charts, maps etc. help presentation.

• During oral presentation, people may seek clarification. – The speaker must be patient and should not

show signs of anger or frustration. He or she should be natural, establish eye contact with the audience, and interact with them.

– Body language and descriptive gestures are also quite useful.

Steps to Report Writing1

1. Define the problem2. Gather the necessary information3. Analyze the information4. Organize the information5. Write the report

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ELEMENTS OF

WRITING

Page Layout

Punctuation/

Grammar

FormattingStructureStructure

REPORT STRUCTURE

1. Part one• Cover• Title page• Authorization• Acknowledgements• Table of illustrations• Executive

summary/synopsis/abstract

2. Part two• Introduction

• Main text• Conclusions &

recommendations

3. Part three• Attachments

• Glossary• References

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PART ONEPART ONEPART ONEPART ONE

A BRIEF INTRODUCTION OF A BRIEF INTRODUCTION OF THE REPORTTHE REPORT

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COVER

It contains the following

• Title of the report

• Author (person who has written)

• The name of the organization related to the report

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TITLEIt should be precise and comprehensive. It consists of

• The title, example: “ Study of motivation and stress levels among teachers of mentally challenged students.”

• The organization for which the report is prepared• The author• Date of submission

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AUTHORISATIONThis indicates the person or the department which authorize the making of the report.

Acknowledgements: All sources of information should be acknowledged.

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A REPORT

ON

(TITLE OF THE PROJECT IN CAPS)

By

(The name of the student)

(Name of the organization/department)

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A REPORT

ON

AN ANALYSIS OF WATER PROBLEMS AT SANGHVI AREA, PUNE.

By

Anahita Sharma

A report submitted in partial fulfillment of the requirement of MBA program of IBS Pune

March 2009 20

CORRECTINCORRECT

Main text (data collection, surveys, analysis of data, results, interpretations

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EXECUTIVE SUMMARY/ ABSTRACT/SYNOPSIS

• Gist of project report• Enables reader to understand purpose,

broad findings and recommendations of report

• It should not exceed two pages• It consists of background and major

findings

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PART TWOPART TWOPART TWOPART TWO

THE REPORTTHE REPORT

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INTRODUCTIONIntroduction prepares the reader to read the entire report. It states.

• The background

• Necessity of report

• The purpose of the report

• The broad layout of the report

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MAIN TEXT/BODYThis part includes the following:

• Factors• Interpretation/analysis• Conclusions/recommendations

Avoid too much data in paragraphs, tables and attachments should be in the form of appendices, annexure etc.

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PART THREEPART THREEPART THREEPART THREE

ATTACHMENTS/REFERENCEATTACHMENTS/REFERENCE MATERIALSMATERIALS

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There are two methods to acknowledge• Author –date reference: author’s surname, year, title of

work in italics or underlined , publishers, place, page reference.

• More than four authors then mention one author followed by ‘et al’

• For journal article: name of author, year of publication in bracket, title of article in single quotes, title of periodical (italics/underline), volume number, part no,, pages.

• Footnotes are references made at the end of the page

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How To Write References/ Bibliography

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POINTS TO REMEMBER• Contents should not be in upper case• Place tables and figures directly supporting the

interpretation immediately after their mention in text.

• Do number and label all tables• Never split tables and figures• Do use decimal classification or Arabic numerals

avoid roman numbering for tables, sections subsections etc.

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POINTS TO REMEMBER• Roman numbering in lower case should be used

only for numbering all pages before and including table of contents

• Use consistent numbering don’t mix style• Page layout 1 inch space at the right and 1.5 at the

left• Interline spacing should be 1.5• Font size should not be less than 12 (use times

new roman)

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WHY DO REPORTS SOMETIMES FAILS ?

Over all message is not clear.Report is badly structured.Report is too long. Inappropriate language for intended

audience.Report is boring, does not engage the

reader.Report is full of grammatical and spelling

errors.

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THE END

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