REPORT WRITING

PRESENTING BY:
RAJEEV RAGESH SREELEKSHMI RENU CHARULATHA DHANYA SUNAY PRAVEEN KRISHNA.SALIM VARUN DECKER SARATH GANESH NEEMA

PRINCIPLES OF REPORT WRITING

Principle of purpose:

every report should have clear and specific purpose. Principle of organisation: elements should be properly planned and well organsied in right sequence. Principle of clarity: simple language should be used. Principle of brevity: it should be brief. Since it is easy to prepare and analyze short reports. It should highlight relevant points.

 Principle of scheduling:

It should be scheduled in such a way that sufficient time should be used for preparation. Taking a huge time gap may render the report obsolete and useless. Principle of cost: cost of a report should always be less than its intended benefits.

ESSENTIALS OF A GOOD BISINESS REPORT

Preparation of a report is not easy. It demands skills of a special kind .

 Accuracy :

Information presented in the business reports should be accurate. Clarity : The business report should be clear & completely understandable. Consistency : The business report should be consistent with the purpose of writing.

 Objectivity :

There should be objectivity in observation , collection of related facts & writing of reports. Completeness : The report should be complete in all respects. Brevity : The reports should briefly reflect the essential point.

 Simplicity :

A report should be simple. Appearance : The arrangement , organization, format, layout & make-up of a report should be pleasing & as far as possible, eye-catching. Reliability : Reports should be reliable.

 Logical content :

The content of the report must be presented in a logical manner. The facts must be reported in an unbiased manner. Timelines : To be useful & purposive , reports should reach the readers well in time.

CONSIDERATIONS IN REPORT WRITING

1.Addressed to specific reader :A report is addressed to a person or a group and this fact is indicated in the beginning of a report. In writing a report the author is responsible to the person or group for whom it is being written. 2.Proper form :A report has to be in a report from implying a title page , a table of contents , appendices etc. 3.Distanctive outward appearance: a report should be printed for computer typed with an attractive cover. It is a first impression should be favorable. 4. Heading and sub headings: The report should have an organized structure with many headings and sub headings for the reader.

5.formal language: the general style followed in a good report is formal. Slangs and colloquial language should not be used in a report. 6.Objective elements: primary purpose of a report is a present facts. when researcher makes a recommendations. Any personal opinion and personal prejudices should be avoided. 7.Sence of completion: A report should hardly leave any one answered questions.

8.Clear and concise language: the language of a good report should be clear and concise. Wordy reports make half the length w 9. mechanically corrected: A report should be mechanically corrected. Any mechanical fault in terms of spelling mistakes, grammatically errors, the improper sentence structure, wrong punctuation or misuse of words spoils the report.

PURPOSES OF BUSINESS REPORT

It presents factual information.
It records facts and results of investigation. It provides useful information. It makes recommendation for future use.

IMPORTANCE OF REPORTS
CONVEY OF INFORMATION.
REVIEW AND EVALUATE OPERATIONS. DECISION-MAKING. BETTER CO-ORDINATION. TOOL FOR MEASURING PERFORMANCE. HELP IN MAKING DESIRABLE CHANGES. HELP IN MEASURING THE EFFECTIVENESS.

COMMONLY USED REPORTS

PROGRESS REPORT.
TECHNICAL REPORT. DIRECTORS REPORT. AUDITORS REPORT. CONFIDENTIAL REPORT. MARKET REPORT. PRESS REPORT.

FUNCTIONAL AREAS OF REPORTS

A . Informational Functions
1. 2. 3. 4. 5.

The functioning of organisational process. Implementation of policies. Legal, procedural and regulatory provisions. The working of the office and field staff. Creating data for future reference.

B. Analytical Functions
1. Helpful in decision making. 2. Playing a persuasive role.

TYPES OF REPORTS

TYPES OF REPRTS
FOMAL REPORTS

INFORMAL REPORTS
STATUTORY REPORTS NON STATUTORY REPORTS INFORMATIONAL REPORTS ANALYTICAL REPORTS

INFORMAL REPORTS
SHORT REPORTS

PROGRESS REPORTS
STAFF REPORTS JUSTIFICATION REPORTS

MEANING
A short report informs the reader about a specific

subject to help her make a decision. Usually no longer than 10 pages, a short report consists of facts and sometimes an analysis of the facts, as well as recommendations. The information is arranged in a memo format with both first- and second-level headings. Readers of these reports expect the information to be written clearly, concisely and completely.

STEPS
1)PLANNING:

Here we analyzing the task assigned to identify the objective; strategy to accomplish it.
2)RESEARCH: Collecting data/information from all available source.

CON..
3)DRAFTING:

Ensure all relevant aspects are

covered. 4)EDITING: a)clear & concise b)no error of grammar, spelling & punctuation c)well structured, use of heading & sub heading 5)CONCLUSION.,RECOMMENDATION (only if required)

TRAPS TO AVOID WHILE WRITING REPORT

 Lack of objectivity

Hasty generalizations
Either-or scenario False cause effect relationship Begging the question.