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WHAT IS A REPORT?

• The word ‘report’ is derived from the Latin ‘reportare’ which means to carry back

• Re=back + portare=to carry

• A report is a description of an event carried back to someone who was not present on the scene

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• A formal report presents in an organized form the information that has been requested by an authorized person.

Philip and Reynolds

• A business report is an orderly, and objective communication of factual information that serves some business purpose.

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Report is:

• Formal statement of facts

• Presented in conventional form

• For specific audience

• Procedure and significance

• Conclusions of writer

• Includes recommendations

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DEFINITION OF A REPORT

• “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 being drawn from them , the recommendations that are being made.” -John Mitchell

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Prerequisites

Background • What led to the study?

Purpose • Why are you doing the study?• What decisions will be made based on the

study?

Objectives • To give information• To make a decision• To keep record

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QUALITIES OF A REPORT

1. Precision2. Accuracy of facts3. Relevance4. Reader orientation5. Objectivity6. Simple and unambiguous language7. Clarity8. Brevity9. Grammatical accuracy10. Coherence

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WRITTEN REPORT1.Informative• Routine

1.Progresss 2.Laboratory

3.Inventory4.Inspection5.Confidential

2.InterpretiveAnalyticalSurveyFeasibilitySpecial Report

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LABORATORY REPORTS

1. Heading

2. Experiment no

3. Date

4. Statement of objects

5. Apparatus used

6. Method or procedure followed

7. Observations

8. Conclusions

9. signature

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INSPECTION REPORTS

• Incorporates the result of the inspection of a piece of equipment to ascertain whether it is functioning properly or requires any repairs or replacement

• Indicates the result of inspection of a product as a part of quality control

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INVESTIGATIVE

• What will you do ?

• Why did you do it ?

• How did you do it ?

• What did you find out ?

• What do the findings mean ?

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FEASIBILITY

• Process begins with NEED

• Description of problem or situation

• Solution / Alternatives

• Effectiveness of alternatives

• Organized by alternative solutions

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ANALYTICAL

• Brief and to the point

• Including an abstract or statement of objectives

• Compressed procedure

• Background statement is omitted

• Supporting documents attached

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PROGRESS

• During the course of the project

• Prepared at fixed times: monthly, quarterly

• Short and to the point

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The Report Writing Process

• 5 steps:

– Preparing to write

– Organizing the information

– Writing the words (draft)

– Editing the information

– Revising the text

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Preparing to Write

• Define your purpose and scope

• Determine your audience

• Collect your data

• Organize the material

• Make an outline

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Determining the audience

• Kinds of audience

• Knowledge on the subject

• Background, training and experience

• Consider the people who are farthest in knowledge

• Place yourself in your reader’s place

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Collecting data

• Methods:• Personal observation• Telephonic interview• Personal interview• Questionnaires

• Sources • Internal records• Library

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Personal observation

• You conducted an experiment

• Performed a job

• Eye-witness to an event

• Careful observation

• Accurate recording traits

• Keep a note-book and a pencil ready

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Research

• Primary:

Interviews, surveys, questionnaires, observation, unpublished documents

• Secondary:

Published material, catalogues,handbooks, brochures, college website, etc

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Generating Your Own Sources

• Once you have exhausted library and Internet sources, pamphlets and catalogues, you will want to generate some of your own sources – in other words, conduct primary research

• Conduct and experiment, survey a group of people, or interview an expert

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Conducting an Interview

• An interview can be especially helpful for a project because it allows you to ask questions precisely geared to your topic

• You can conduct an interview in person, over the telephone, or online using email

• A personal interview is preferable if you can arrange it, because you can see the person’s expressions and gestures as well as hear his or her tone and words

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• Few guidelines for interviews:

- Call or write for an appointment.

- Tell the person exactly• why you are calling• what you want to discuss• how long you expect the interview to take

- Be true to your words

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– Prepare a list of open-ended questions to ask – perhaps ten or twelve for a one-hour interview.

– Plan on doing some research for these questions to

discover background on the issues.

– Give your subject time to consider your questions. Don’t rush into silences with more questions.

– Pay attention to your subject’s answers so that you can ask appropriate follow-up questions and pick up on unexpected but worthwhile points

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– Take care in interpreting answers

– Keep thorough notes. Take notes during an in-person or telephone interview, or tape-record the interview

– Verify quotations with the interviewee

– Send a thank-you note immediately after an interview.

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Organizing the Information

• Create an outline – even a very basic one – of your report

• Start with listing headings for your major topics and any subheadings that arise

• Keep the audience in mind• Reject the material which is not required• Principles of organization

– Logical ordering– Coordinating – Subordinating– Numbering

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ENVIRONMENTAL POLLUTION1. Introduction

1.1 Definition1.2 Causes of pollution

1.2.1 Population growth1.2.2 Increased productivity

2. Types2.1 Air pollution2.2 Water pollution2.3 Thermal pollution2.4 Land pollution

3. Suggestions for reducing pollution3.1 Publicity about its hazards3.2 Advisory services3.3 Collective effort

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Writing is a simple process(But no one said it was easy)

Prewrite

Write

Rewrite

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Prewrite

• Gather your data and writing materials

• Write a preliminary summary

• Organize your data– What defines the issue?– What describes what was done?– What shows the results, the impact?

• Make notes on what you want to say

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Write

• Try writing your Report in this order:– The Report Specifics

• The contact person(s)• The cooperators• The funding sources• The year and title(?)

– Report Statement• Issue• What was done

– The Report Summary

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Rewrite

• Rewrite for content remembering to:– Shorten– Simplify– Show results

• Proofread for grammar and spelling errors• Have another person check it over as well• Send it off!

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PHRASING

• The words , sentences or phrases that are used should have parallel grammatical construction.

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EXAMPLE 1

1. Advantages of nationalization1.1 Mobilization of national resources1.2 Promotes agricultural development1.3 Encouragement of new classes of entrepreneurs1.4 Channelizing people’s energy towards productive purposes

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EXAMPLE 2

1. Advantages of nationalization1.1 Mobilization of national resources1.2 Promotion of agricultural development1.3 Encouragement of new classes of entrepreneurs1.4 Channelization of people’s energy towards productive purposes