Report Writing
Class 24
Department of English and Foreign Languages
SRM Institute of Science and Technology
Objectives
▪ will able to present and analyse data in the proper format
▪ Can describe problems and suggestions
▪ Able to record events and happenings
▪ Analyse a situation or a solution
▪ Can equip understand to give feedbacks, suggestions and
recommendations
▪ Might be knowing to writing project and other reports
Report - Introduction
• Re + port
• Re – back port – to carry
• To carry back the required information to the people required in
the proper format
• A piece of writing that aims at presenting in a clear and compact
manner.
• Usually prepared for some formal or official for a specific purpose,
• With a structure to suit the purpose.
Criteria Types description Examples
Function Information Objectives presentation of data without Conference reports, seminar reports, trip
analysis or interpretation reports
Analytical Presentation of data with analysis and Project reports, feasibility reports, market
interpretation research reports
Periodicity Routine Presentation of routine information Daily production reports, monthly sales
reports, annual reports
Special Presentation of specific information
related to a single condition, situation, Inquiry reports, research reports, thesis,
problem or occasion dissertation
Accident reports, sales reports, joining
Communic Oral Face-to-face presentation of information reports, conference reports
ative
Form Written Presentation of information in written Project reports, progress reports, research
form reports
Nature, Formal Long reports with elaborate description annual reports, thesis, project reports,
scope and and discussion technical reports
length
Non-formal Short reports Laboratory reports, daily production reports,
trip reports
Plan and Structure of Reports
• Title page (Cover page)
• Abstract/summary
• Acknowledgements
• Table of contents
• Purpose
• Work done/methods
• Analysis/ discussion on results
• Findings/ conclusion
• Suggestions / recommendations
• Appendices/annexures
Title Page
• Title of the report
• Author’s name
• ID number (if necessary)
• Course name and number
• To whom to be submitted
• Department and university/college / address
• Date of submission
Abstract/summary
A brief overview
all the key features
what was done,
how it was done
the main outcomes of the work
Acknowledgements
An expression of gratitude
towards the people who have helped in carrying out of the study
and writing of the report
Table of contents/ Sections/ Subsections/
Page Nos
Introduction
• A background to the topic
• a statement regarding the purpose of the report,
• the technical background necessary to understand
the report
• a brief outline of its structure
Methods
• list of equipment and material used, • Aim/ purpose
• procedures followed, • Terms of reference
• sources of the material used, • Work done
• necessary preparations made • Findings
• problems encountered (particularly if • Suggestions /recommendations
they resulted in changes in • Note of dissent
procedure)
• conclusion
Discussion of results
A summary of the results of the investigation/experiments/study
along with supporting diagrams/graph/tables
All data
Tools used
Language and style : straight forward – easy to understand
Adopt a formal style
Conclusion
▪ statement specifying whether the purpose of the study has been
met
• the key finding/ significance of the findings
▪ and the major outcomes of the research
• Brief and to the point
• Evaluate the usefulness of the findings
• Other people may continue from where you have stopped
• Scope for further research
References
A list of all the sources (books, journals, websites etc.) database
in the suggested format of referencing.
Use proper formatting as required and suggested by different
forums
For eg: MLA: Modern Language Association
APA: American Psychological Association
For documenting the sources: Bibliography
Appendices/annexure
• Appendix – singular Appendices – Plural
• A supplementary document attached to the end of a writing (
extension of the document which cannot be included in the main
document. Mostly research related
• Annexure: is something attached such as document to a report (
a stand alone document) eg. legal documents
• Additional tables
• Questionnaires
• et cetera
• Which are not central to the report but play a useful role
Sample Report - Question
Thank you
