REPORT WRITING Report writing is the direct outcome of the giganticism and complexity of modern business organisation.

Before the Industrial Revolution in Europe, when departments and branches were unheard of, report writing was not required.The sole trader knew all about his sales and purchase personally. If he was fortunate enough to have a large establishment or shop,he gathered his assistants around him in the evening and asked them what business had been transacted during the day. His assistants would then submit an oral report to him.Today,however, Business is differently ordered and patterned. Rapid and cheap means of communication have brought into existence large business organization, with several departments and branches spread over the country and even overseas. It is not possible for the manager or director to rush around trying to find out what is happening in the organisation. The modern executive sits behind the desk - in an air condition office- and keep track of what is happening in the different departments and the distant units of his organisation by reading the detailed reports that are sent to him by his departmental heads and branch managers. The British Association for Commercial and Industrial Education has defined a report as : a document in which a given problem is examined for the purpose of conveying information, reporting findings, putting forward ideas and, sometimes, making recommendations. Simply put, a report is a communication from a person who has information to a person who wants to use the information.Such reports when purposefully written often provide the business executive with a workable basis for action. Since a report is designed to give a complete picture of what is taking place at a distance or away from the person who receives it, it must be detailed and comprehensive it must not leave out relevant information. A good report leaves no question unanswered in the mind of the person to whom it is addressed. If the directors or persons at the Head Office have to re-inquire about matters or ask for explanations then there is something wrong with the report that has been sent. HOW TO COLLECT DATA FOR A REPORT A technical report is possibly the longest document a student has ever written. It involves research and the material comes from sources outside the library. Since a report is for the most part factual, the report writer must collect his facts carefully and put them together. He can gather his information by A. Personal obsernations or visiting, B. Reading journals and studying statistical data, C. By writing letters and obtaining replies, D. Interviewing people who know, E. Issuing questionnaires.

KINDS OF REPORTS Apart from being classified as informative or recommendatory, reports may be categorized as : 1-Those that go up 2-Those that go down 3-Those that go out Reports may also be classified as : A) Statuary report. B) Non-statuary report.

REPORTS WRITTEN BY INDIVIDUALS A report written by an individual may be sent in the form of a letter. If, however, the reports is likely to be a long one with several subtitles and titles And sections then it should be written in the form of an impersonal statement with a covering letter. Reports by individuals must be written in the first person singular and they are of great use to the report writer himself as they enable him to give expression to his talent and ability. Reports by secretaries and experts come in this category. The report must be signed by the individual writing it.

COMMITTEE REPORTS Reports written by committees or sub- committees are more impersonal in tone and formal in phraseology. They usually contain phrases like the committee came to the conclusion or the committee was of the opinion. The report is signed by the chairman on behalf of the committee or by the members of the committee themselves, if they are not too many. While drafting such reports care should be taken to see that if any member of the committee has dissented from the general opinion of the committee a NOTE OF DISSENT, containing that members views, is attached to the report. As committees in the business world, which submit reports are not political bodies, no importance is attached to unanimity. Indeed a committee member who expresses dissent often gives the authorities a clearer picture. WHAT A REPORT USUALLY CONTAINS Short reports, which could be in the form of letters, have their contents arranged in the following manner : 1. The Authority 2. Terms of reference 3. Procedure 4. Findings and conclusions 5. Recommendations, if any. Detailed (longer) reports have the following arrangements : 1. A title page 2. Table of contents

3. 4. 5. 6. 7. 8. 9.

A synopsis or summary Introduction including authority and terms of reference. Procedure or investigation methods followed. Findings and conclusions Recommendations Acknowledgements and thanks to those who have helped. Appendixes.

PROPOSAL Since a report takes a great deal of time and money to write, it is normal practice to send a proposal before starting work on the report itself. The proposal sets out the nature of the study to be undertaken, the sources of data, procedure and methodology and the cost estimates. If the proposal is accepted, the work of preparation of the report is undertaken. PROGRESS REPORT A progress report is a report usually sent by an employee to his employer showing the advance or development in any project or work assigned to him. It could also take the form of a secretary or an outside expert reporting to the Board of Directors on the state of affairs in the company or the progress made in any particular department or venture. Progress Reports are usually written by individuals and are sent in the letter form. If progress reports are prepared at regular intervals, as is done in some organizations, they are known as periodic reports. Progress Reports are written and sent when it takes well over three or four months to complete a project or task. They re-assure the recipients that the writer of the report is on the job and making progress.

Employees Progress Report. THE FIREX COMPANY LIMITED Belasis Road, Mumbai 400008 10th November,2004 CONFIDENTIAL The Chairman The Board of Directors Firex Company Limited Mumbai-400008. Dear Sir, Sub : Half Yearly Report of Departmental and Staff Progress. It is a pleasure to submit to you the first half yearly report of the employees progress for the Share, General and Filing Department under my charge.The report covers the period from 1st May 2004 to 31st October 2004. Share Department The Share Department has been functioning efficiently under the charge of Shri L.P.Choksey. He has come to us with a abackground of twenty years service with the Fersana Company Limited.The staff of 10 members is sufficient to cope with the work and there has been no need ton pay overtime to anyone. It is strongly urged that permission be granted to confirm Shri Choksey in his services even before the expiry of his probation period. General Department The General Department which consist of 10 typist,5 stenographers and 20 general assistants has been functioning unwork to the individual members of the department. It is my consider opinion that the typist and stenographers be constituted into a separate pool under the charge of Kum . S. Shivdasani, who is the seniormost stenographer, and that she be Entrusted with the distribution of work in a pool and also assigning thetypists and stenos to the different officers who might require their services. Filing Department The Filing Department, with a staff of 5 members, is very inadequate To deal with the volume of work. It is also observed that Shri P. M.Xavier Of the department is used to shrik his duties and is frequently absent. It is suggested that his services may be terminated next month and that 3 additional clerks be recruited immediately to deal with the work in the department. Yours faithfully, P.M. Mishra Assistant Secretary

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PRATIK P. PAWAR 40 F.Y.B.Com (B & I) EFFECTIVE COMMUNICATION BIRLA COLLEGE SHYAM CHOITHANI

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FREDDY SAVIO DSOUZA 32 F.Y.B.Com (B & I) EFFECTIVE COMMUNICATION BIRLA COLLEGE SHYAM CHOITHANI

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Progress Report on a Branch office

THE BANK OF SAFTEY LTD. Poonal Branch, 7 Low Street, Poona. 4th April, 2004

The General Manager, The Bank of Safety Ltd., Head Office, Bruce Street, Kolkatta-4 Dear Sir, The Poonal Branch of our bank, of which I have the honour to be manager, was established in 1991. At that time Poonal was a small district town, boasting of a population of not more than 1,00,000 people. We attracted good business at that time as, on Low Street, we found ourselves in the center of the small business world of Poonal. In the last decade, however, Poonal has become a large town with a population of more than 7,00,000. The town itself has grown westwards in the direction of the Chemical factory set up by the state government. Low Street is no longer the centre of the business world and consequently our deposits have remained static over the last few years. West Street contains most of the business offices and is close to the staff quarters of the chemical factory. The Bank of Burmah has already started a branch on West Street and is, by all accounts, finding it difficult to cope with the heavy load work. It is already planning to shift to a larger and more spacious building. I would therefore suggest that we shift our bank to West Street as early as possible. Mr Dupal, a valued customer of our branch, is prepared to lease the ground floor of his new building on West Street to us at a moderate rate. Please let me know whether I should start negotiations with him for leasing the premises and on what terms and basis such negotiations should be carried on. Yours faithfully, Manager

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REMYA RADHAKRISHNAN : : 37 F.Y.B.Com (B & I) EFFECTIVE COMMUNICATION BIRLA COLLEGE SHYAM CHOITHANI

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NAIR VINITHA VIJAYAN 09 F.Y.B.Com (B & I) EFFECTIVE COMMUNICATION BIRLA COLLEGE SHYAM CHOITHANI

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SORNA SHANMUGAM 01 F.Y.B.Com (B & I) EFFECTIVE COMMUNICATION BIRLA COLLEGE SHYAM CHOITHANI

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PRIYANKA PANDEY 39 F.Y.B.Com (B & I) EFFECTIVE COMMUNICATION BIRLA COLLEGE SHYAM CHOITHANI

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REMYA S. NAIR 18 F.Y.B.Com (B & I) EFFECTIVE COMMUNICATION BIRLA COLLEGE SHYAM CHOITHANI

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SHRUTI . S . PANICKER 11 F.Y.B.Com (B & I) EFFECTIVE COMMUNICATION BIRLA COLLEGE SHYAM CHOITHANI

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