2019 Report Writing
2019 Report Writing
2019 Report Writing
The word ‘report’ has been derived from the Latin word ‘reportare’ which means ‘to carry
back’. A report is a document that presents information in an organized format for a specific
audience and purpose.
In "Contemporary Business Reports," Kuiper and Clippinger define business reports as
"organized, objective presentations of observations, experiences, or facts used in the
decision-making process."
TYPES OF REPORTS
Reports may be classified in different ways. Reports are often classified by criteria such as: Who
initiates them (Source), how often they are needed (Frequency), where are they being sent
(Target Audience), How much detail they contain (Length), and whether they are designed to
simply educate or to present a decision and require action (Intent)
a. Internal Report: Designed for use within the organization. Many internal reports (under 10
pages) are written in memo format.
b. External Report: Sent to people outside the organization. External reports are in letter
format (if they are less than 5 pages) or manuscript format (if they exceed 5 pages).
b. Analytical Report
The analytical report comprises stages in which there is a proper identification of the
problem, analysis and subsequent interpretation. Recommendations or suggestions are then
incorporated in the report, depending upon what is required by the report writer. Example:
Trouble-shooting reports, feasibility and justification reports.
REPORT PLANNING
9. Bibliography, References or Works Cited: The references that were used either
to prepare the report or to support the argument and ideas in the report are listed
on a separate “Bibliography,” References” or “Works Cited” page after the
endnotes section. It includes any research sources, such as websites, books or
interviews that were used during the research or referenced directly in the text of
the report.
10. Appendix: Appendices are included at the end of the report. It is a set of all those
materials that are supplementary to the report such as formulae, computations , questionnaire,
statistical tables, etc.
11. Glossary: It is useful to provide an alphabetical list of technical terms with a brief,
clear description of each term. You can also include in this section explanations of
the acronyms, abbreviations or standard units used in your report.
A glossary is required if there are more than five technical terms in a report. If there
are less than five technical terms then they can be explained using foot notes.
12. Index: All topics covered in the report are listed in an alphabetical order in the
index. It helps to escort the reader to locate the place where a particular topic is
discussed. Index is needed only in long extensive reports
1. Prefatory parts
a. Cover
b. Title Fly
c. Title page
d. Letter of Authorization
e. Letter of acceptance
f. Letter of transmittal
g. Table of contents
h. List of illustrations
Discussed in the
i. Executive Summary or Abstract beginning of the
chapter
• Introduction
• Main findings
• Conclusions and Recommendations
2. Main Text
(a) Introduction
• Objective or Introducing the theme
• Review of related literature
• Methodology Discussed in the
beginning of the
(b) Body of the Report chapter
• Statistical analysis
• Testing of hypothesis
• Findings
(c) Results
• Conclusions
• Recommendations
3. Supplementary Parts
• Bibliography Discussed in the
• Appendix beginning of the
chapter
• Glossary
• Index
PREFATORY PARTS: These are placed before the main text and provide preliminary information
to the readers.
a. Cover: It provides first contact with the report to the reader. The first impression of the report
is usually formed on the basis of the report cover. Many companies have standard covers of
for reports, made of heavy paper and imprinted with the company’s name and logo. The cover
keeps the report safe; provides information about the -title, writer, company’s name, date of
submission, etc.; and in the aesthetic sense increases the value of a report.
b. Title Fly: Title fly is a plain sheet of paper which mentions only the title of the report
c. Title page: It includes (1) title of the report; (2) the name, title and address of the person
or organization that authorized the report; (3) the name, title and address of the person or
organization that prepared the report; (4) the date of submission of the report
d. Letter of Authorization: It is a document requesting that a report be prepared and
typically specifies the problem, scope, time and money restrictions, special instructions
and due date.
e. Letter of acceptance: It acknowledges the assignment to conduct the study and to
prepare the report. This document is rarely included in reports.
f. Letter of transmittal: It is a brief business letter, which conveys what is being sent, why
they received it and who is it from. In a book, it is called Preface. Its style is less formal
than the rest of the report.
g. Table of contents
h. List of illustrations
Discussed in the
i. Executive Summary or Abstract beginning of the
chapter
• Introduction
• Main findings
• Conclusions and Recommendations