Professional Communication and Ethics
Unit 1: Report Writing
Faculty Name : Dr. Arpita Palchoudhury, Mrs. Anupama Shenoy, Mrs. Nisha
Narwani, Miss Mansi Jawale
Index - Unit -1, Report Writing)
Lecture 5- Report Writing: Structure and
3
Layout of a Report
Lecture 6- Report Writing: Memo, Letter
25
and Survey Report
2
Lecture 5, Unit 1, Structure and Layout of a report
Structure and Layout
of a report
Elements of Structure
Lecture 4, Structure and
4
Layout
Front Matter
Lecture 4, Structure and
5 Layout
[Link]
A cover is usually made of white or some A Report
soft, neutral-coloured card. It protects On
the manuscript from damage and gives ROBOTICS
the report a neat appearance.
Ramrao Adik Instititue
OfTechnology,
Nerul, Navi Mumbai
24/07/2020
Lecture 4, Structure and
6 Layout
[Link]
It is sort of window display that ignites
the curiosity of the reader.
The forms often used for the purpose
are:
•Photographs
•Maps
•Any artistic design
•Any pictorial presentation related to
the topic of the report
Lecture 4, Structure and
7 Layout
[Link] Page
A Report
Title page contains following details: On
[Link] of the report ROBOTICS
[Link], if any By
[Link] of the author Name
[Link] of the authority for whom the report
was written
[Link] of the organization
[Link] of submission
A report submitted in the partial fulfilment of the
[Link](Optional) requirement of the subject Professional Communication &
[Link] List(Optional) Ethics, Sem-V, RAIT, D Y Patil University.
Submitted to Department of EXTC
Name of the Teacher RAIT, Navi Mumbai
24/07/2020
Lecture 4, Structure and
8 Layout
[Link] Notice(Optional)
If a report is published, copyright notice
is given on the inside of the title page as:
@ 2020 Ram Gopal Shewde
All rights are reserved. No part of this
report may be reproduced in any form
or by any means without permission in
writing from the publisher.
Lecture 4, Structure and
9 Layout
[Link] Letter (Optional)
There are two type of ‘Forwarding
Letters’:
[Link]
[Link]
Both are written for the primary recipient.
•Covering letter serves as the record of the
transmission of the report and it is not bound
with the report.
•Introductory letter performs almost the
same function which a preface or an
introduction does for a book.
Lecture 4, Structure and
10 Layout
6. Preface
The preface introduces the report (not
the subject matter of the report) and
offers it to the reader.
The preface reveals what the report is all
about.
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11 Layout
7. Acknowledgements
Acknowledgement is written to express
gratitude towards those who have helped
you directly and indirectly in the
development of the report.
Mention diligently the names of the persons
and organizations that have helped you in
production of the report.
Lecture 4, Structure and
12 Layout
8. Table of Contents
If the report is more than ten pages ,the table
of content is essential.
The contents are compiled from the headings TABLE OF CONTENTS
and sub-headings of the report.
Preface ii
While preparing the table of contents bear in Acknowledgement iii
Summary iv
the mind following points about its layout.
1. Leave a 1,50” margin on the left and a 1” [Link] 1
margin on the right , the top, and the bottom.
2. Types of Robotics 5
2. Write “Table of Contents” on the top centre 21. Type abc 7
in capitals and underscore. 2.2 Type xys 10
3. Leave three spaces and then type the first
[Link] 15
heading flush left.
[Link] two spaces between headings and 4. Mechanism 20
one space between subheadings.
5. Conclusion 25
6. Recommendations 26
Lecture 4, Structure and
13 Layout
9. List of illustration (Optional)
A separate list of illustrations is given
immediately after the table of the contents if
there are a large number of tables and
figures.
Its layout is the same as that of the table of
contents.
If the number of illustration is very large,
divide it into two parts, namely: List of tables
and list of figures
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14 Layout
10. Abstract or Summary
ABSTRACT SUMMARY
1. An abstract tells in concentrated form 1. A summary gives the substance of the
what the report is about and it is shorter report. Summary presents the report in
than summary. the nutshell , without any illustration
and explanations.
2. A reader who is interested in knowing only 2. If reader wants to know the method of
the extent of coverage will get satisfied the analysis, the significant findings, the
with the abstract. important conclusions and major
recommendations , he/she will need a
summary.
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15 Layout
Main Body of the Report
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16 Layout
1. Introduction
An introduction provides a better starting point to the reader who is not familiar
with the subject of a report.
The main function of the introduction is to say what the report is about, what work
has already been done on the subject and what new grounds are covered in the
present study.
The following information can be included in the introduction.
[Link] and technical background
[Link] of the study , specifying its limitations and qualifications.
[Link] of collecting data and their sources.
[Link] if the material.
[Link] of special terms and symbols, if their number is small.
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17 Layout
Discussion or Description
•This section describes the main business of the report.
•This section fill most of the report.
•This section is grouped under different headings and subheadings or chapters.
The main function of this section is:
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18 Layout
3. Conclusions and Recommendations
Conclusions- Conclusions embody the inference
and findings.
Recommendations-Function of recommendations is
to suggest the future course of the action
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Layout
Back Matter Elements
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20 Layout
1. Appendices
An appendix contains material which is
needed to support the main body of the
report but is too detailed/voluminous to be
included in the text.
If reader wishes to examine in detail the
supporting or related evidence and
documents he should be able to find it in the
appendix.
Following is generally included in the
appendix:
[Link]
[Link] Data
[Link] of forms
[Link] sheets used in the investigation
[Link] calculations
[Link] of questions
[Link] material etc.
Lecture 4, Structure and
21 Layout
List of References(APA style, MLA style)
It is not only customary but also essential to give credit to the works (published or
unpublished)which you have used or quoted in your report.
Journal Article
Grady, J. S., Her, M., Moreno, G., Perez, C., & Yelinek, J. (2019). Emotions in
storybooks: A comparison of storybooks that represent ethnic and racial groups in
the United States. Psychology of Popular Media Culture, 8(3), 207–217.
[Link]
Book reference
Jackson, L. M. (2019). The psychology of prejudice: From attitudes to social action (2nd
ed.). American Psychological Association. [Link]
Book reference MLA style
Utell, Janine. Engagements with Narrative. Routledge, 2016, p.7. Routledge
Engagements with Literature.
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Bibliography
A bibliography is serially numbered list of published and unpublished works which
are consulted before or during the preparation of the report.
Book
Allen, T. (1974). Vanishing wildlife of North America. Washington, D.C.: National
Geographic Society.
Website or webpage
Devitt, T. (2001, August 2). Lightning injures four at music festival. The Why? Files.
Retrieved January 23, 2002, from [Link]
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Layout
Glossary (Optional)
A glossary is a list of technical words
used in the report and their
explanations.
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Layout
Lecture 06
Memo Report, Letter
Report and Survey
Report
Types of Reports which we are going to consider are:
26
A. Memorandum Report
Memorandum Reports or Memos ( or memoranda) are written to formally communicate
within the organization and keep a record of this communication.
Memos are written by everyone from junior executives and engineers to Chief Executive
Officers.
In short, memos help in bridging the
communication gap among the various
sections of any organization and also serve
as permanent record of information.
27
Four Major Types of Memorandum Reports are:
28
Inter-Office Memo Reports
Inter-office memos flows into three types of
organizational communication:
Vertical
Horizontal
Diagonal
1)The President to Vice President (Vertical)
2)Vice President of one division to the Vice
President of other division (Horizontal)
1)The President to Employee (Diagonal)
Lecture 05-Memo Report,
29 Letter Report and Survey
Report
Inter-Office Memo Reports
Inter-office memos flows into three types of
organizational communication:
Vertical
Horizontal
Diagonal
1)The President to Vice President (Vertical)
2)Vice President of one division to the Vice
President of other division (Horizontal)
1)The President to Employee (Diagonal)
Lecture 05-Memo Report,
30 Letter Report and Survey
Report
Documentary Memo Reports
Lecture 05-Memo Report,
31 Letter Report and Survey
Report
Congratulatory Memo Reports
Lecture 05-Memo Report,
32 Letter Report and Survey
Report
Disciplinary Memo Reports
Lecture 05-Memo Report,
33 Letter Report and Survey
Report
Structure of a Memo Report 01
Lecture 05-Memo Report,
34 Letter Report and Survey
Report
Structure of a Memo Report 02
Lecture 05-Memo Report,
35 Letter Report and Survey
Report
Continued…
Lecture 05-Memo Report,
36 Letter Report and Survey
Report
B. Letter Report
Letter report are important written documents
that present technical / business information
as well as problems in the format of a business letter.
The only difference between business letter and letter report is in the organization of content
and in writing style.
Organizational pattern of letter report follows five steps:
[Link]
[Link] of Problem
[Link] of findings
[Link] of the report
[Link] and Recommendations
Lecture 05-Memo Report,
37 Letter Report and Survey
Report
Elements of a Letter Report
Letter report can be written in the full block form, modified block form and semi block form.
A letter report is written on the letter head of the organization.
[Link] address
[Link]
[Link] line
[Link] clause
[Link], Name, Designation
Lecture 05-Memo Report,
38 Letter Report and Survey
Report
Lecture 05-Memo Report,
39 Letter Report and Survey
Report
Lecture 05-Memo Report,
40 Letter Report and Survey
Report
Lecture 05-Memo Report,
41 Letter Report and Survey
Report
C. Survey Based Report
Lecture 05-Memo Report,
42 Letter Report and Survey
Report
Lecture 05-Memo Report,
43 Letter Report and Survey
Report
Lecture 05-Memo Report,
44 Letter Report and Survey
Report
Lecture 05-Memo Report,
45 Letter Report and Survey
Report
Lecture 05-Memo Report,
46 Letter Report and Survey
Report
References
Sharma,[Link] ,[Link] Correspondence and Report Writing, Third
Edition,Tata Mcgraw-Hill Publishing Company Limited. New Delhi, Pp138-147
Image Courtesy
[Link]
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Layout
Thank You
