Report Writing
Introduction
A report is
a statement in which the writer gives information to some individual or
organization. It is an assigned communication for a purpose and for a specific
receiver/reader. A report may be defined as a formal statement describing a
state of affairs or what has happened. It contains a detailed description of a
problem or a situation, findings of an investigation, recommendations or action
taken. It generally includes conclusions and suggestions for future course of
action. A report is expected to be written in an informative and clear manner.
A good business report must be an orderly arrangement of
some factual information that is objective in nature and serves some business
purpose. It is designed to give a complete picture of what has taken place at a
distance from the reader who does not know about it and gathers knowledge about
it from what the writer presents in the report.
A report has
several parts, which enable the writer to layout all the complex information in
an easy-to-read form. Not all reports require all the parts.
1) Title – a report must always have a title indicating the subject of
the study, the period and the location of the study. A long report has a full
title page, which gives the title, the name of the person who assigned the
report and the name/s of the person/committee who prepared it, with month and
year of submission.
- the
title page normally includes:
1.
The complete title
2.
The name of the person to whom the report is submitted
3.
The name of the writers and co-workers
4.
Organization publishing the report and
5.
Date of submittal
In a short report, the title appears at the top of the
first page, before the text of the report, as follows:
Report
of committee appointed to investigate the decline
in
sale of cycles in Tamil Nadu between January and June, 2005
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In an individual letter form report, the title is in the
form of subject line, indicating only the topic, for example:
Subject: Decline in Sale of Cycles in Tamil Nadu
between January and June 2005.
Thus, the title page shows the
title or subjects of the report, which the report is for, the name of the
writer and date of submission.
2) Terms of reference – this is the first section of the report
and is numbered. It gives details of the assignment and the purpose and scope
of the study. Details of assignment include who assigned the report, on what
date and how the appointment was made. In the case of a committee, the names of
the members of the committee are included. It also states what the assignment
is, what the date for submitting the report is, and whether the report is
expected to make recommendations. For example:
The committee was appointed by the
following resolution adopted at the meeting of the Board of Directors, held on
8 July 2005.
3) Title block – all formal reports must have a title block
giving the name of the report, authors and location where the work was
performed, the date, and distribution list for the report. The title of the
report should be descriptive. Ex, “Comparison of experimental and theoretical
ion-exchange resin mass transfer properties” is much more descriptive than “ion
exchange”.
4) Abstract – the purpose of the abstract is to
immediately acquaint the reader with the actual content of the report. The abstract
in short paragraph summarizes the main purpose and method of the investigation
as well as the principal facts and conclusions reported. Abstract should:
- Introduce the subject matter to the reader
- State what was done
- Briefly state the major results. A discussion of results is rarely included in the abstract
5) Summary – abstract tells the reader if the report falls within the
reader’s range of interest, the summary tells the readers of the report’s
entire contents in brief form. The summary should be comprehensive, and in that
it should cover all phases of the investigation, but it should not go into
minor details in any particular phase. Specifically summary should:
- State what was done and what the report covers
- State how the results were obtained
- Be specific and give quantitative information
- Present logical conclusion
The summary
is not a duplication of text from other section. It is a brief, precise,
factual, and explicit description the objective or rational for the work,
background, purpose of the work and other key points, results, and the intended
applications of the results. The summary should be on a separate page of the
report.
6) Table of contents – it is given after the title page. It is
the list of chapters by number, with the page number on which the chapter
begins. It is like the table of contents in any book. A table of contents
should appear in every formal report. Include each major subsection and its
page number.
7) Lists of figures and tables – after the tables of contents, a list of
all tables and figures including sketches, graphs, and photographs are given
separately
8) Body of the report – this is where information is presented,
explanations provide and questions answered. It deals with what, how, where and
why? Each section and sub-section should have a title/heading, and be numbered.
9) Findings – presentation of findings is the main part
of the report. The collected facts and information have to be organized into a
presentable form, with headings and sub-headings. The mass of collected
information is analyzed and divided for easy and readable presentation and the
units are joined by a numbering system.
10) Use of illustrations – a report becomes much more readable, clear
and effective if the findings are explained with relevant illustrative data
like diagrams, graphs, charts, plans or maps. There are several advantages in
using illustrations.
- They clarify and support the verbal analysis
- They can present a large amount of complex data in a compact form and with precision
- Comparison of data can be seen at a glance in a graph or chart
- Pictorial representation is more attractive and interesting to most people
11) Conclusions – the conclusions are a
series of numbered statements that answer the questions. Conclusions include
only pertinent information and are based solely on data within the report. This
section should not contain any supporting data or any of the reasoning leading
to the conclusions. That information is properly presented in the discussion
section.
12) Recommendations – this are
proposals for action suggested by the report writer to the appointing
authority. Recommendations are a logical extension of the conclusions.
- Conclusions will imply that certain actions should or should not, be taken. Recommendations are a brief, explicit summary of these action items. These should provide practical and viable proposal and may offer solutions to problems investigated in the report.
- Recommendation should be written in the same order as the problems are stated in the findings, as far as possible. They may numbered, and must be in the same grammatical form.
13) Acknowledgement – it can be written
in one paragraph or a few short paragraphs; it is a list of names of person who
helped the writer of the report with information, references and discussion. When
an acknowledgement of contribution is warranted, it is included in a paragraph
on the back of the title page.
14) Appendix – appendix is
supplementary material given at the end of the report. This may be a
copy of a questionnaire used or plans of buildings, maps or other material
which is referred to in the body of the e report, but need not appear in the
body. If there is more than one appendix, they are numbered. There are some
following things which can be included in it;
- Involved mathematical derivations
- An example of an analysis described in the report
- Symbol list
15) Bibliography – it is the list of books and articles used
by the report writer. It is arranged in alphabetical order of the surname of
the author.
16) References – references are citation of work related to
points brought out in the report and are given as sources of additional
information for the reader.
17) Signature, place, and date – a committee report must be signed by all
members of the committee. The signatures are on the right. The place and date
are on the left. The date is the day of submission of the report.
Types of Reports
Reports can
be classified into different categories on the basis of the media of
communication, formats adopted, frequency of issue as well as on the basis of
their functions.
On
the Basis of Communication Media
- Oral reports – an oral report is face-to-face communication of an impression or observation. It is comparatively informal and time saving. It is simple and easy to present. But the receiver has to listen to every word of it.
- Written reports – a written report is relatively more accurate and precise. It tends to be more formal and can be referred to again and again. It provides a permanent record.
On
the Basis of the Format and Procedure Adopted
- Informal reports – an informal report is usually in the form of person-to-person communication. It may range from a few lines to several pages of detailed information. It is usually in written in form of a letter.
- Formal reports – a formal report is presented in a prescribed form. It is prepared in accordance with an established procedure and is submitted to a prescribed authority.
- Informational reports – an informational report presents the data collected or facts observed in an organized form. It presents the situation as it is and it should be. Ex, a report containing only the data on deposits and advances of branches during the year is an informational report.
- Interpretative reports – such a report not only contains facts but also interpretation or evaluation of data. It include4s report’s conclusions and may also contain recommendations for action. In the above example, if reasons for unsatisfactory position of deposits and advances and suggestions for improvement in future are added, the report will become interpretative informational report.
On
the Basis of Frequency of issue
Routine reports
These
reports are prepared and presented in the usual routine of business. They may
be submitted annually, semi-annually, quarterly, monthly, weekly or even daily.
Routine reports are usually forms in which blanks have to be filled in or
multiple choice statements are to be ticked. Reports forms must be prepared
carefully to ensure that the management gets complete information. The types of
routine reports are as follow:
1) Progress report – it gives information about the progress of
a project or a task which is in the process of being completed, such as
construction of a building or manufacture of products or implementation of
scheme.
2) Inspection report – it is submitted as soon as an inspection
is carried out. It is necessary for detecting any irregularities or deviations
from standard practice. Audits and inspection of work and system may be done by
surprise check in order to ensure that they work properly at all times. Printed
forms and guidelines for checking may be provided by the authorities;
otherwise, experts in the field, like engineers, auditors, etc., use their own
guidelines and formats for inspection reports.
3) Performance appraisal report – it is meant for assessing and recording
the performance of an employee. Performance appraisal helps the superiors to
assess performance of individual employees. It also helps employees to get
feedback on their performance. On the basis of these reports, decisions about
promotions and other benefits are taken.
4) Periodical report – it is prepared at regular intervals on the
working of a section or department. The information required is of a routine
nature and can be easily tabulated.
Special reports
A special report is prepared
and presented in connection with specific situation or occasions, but are not
prepared at regular intervals.
1) First Information Report (F.I.R) – it is required when there is a disaster
like fire, building collapse, robbery or accident in an organization. It is
prepared by a responsible person on-the-spot or the person in charge, for
submission to a higher authority, ex., the branch manager prepares it for
submission to Regional Office or Head Office.
2) Investigation report – an investigation is made when there is a
problem and the management needs to find out the causes of the problem, and
needs suggestions for solving it. Ex, falling sales, declining deposits in a
bank, scores of customers complaints, and losses in a branch.
3) Feasibility or survey report – it is required when an organization
intends to launch a new products in the market, introduce a new service or make
any major changes that may affect the company’s customers. A survey may be made by an individual or by a
committee, depending on the size of the survey to be made. If damage to a piece
of machinery is to be surveyed for the purpose of estimating the loss, an
engineer can do it alone.
4) Project report – it is written after a proposal takes
shape. It describes the proposal as projected into the future, it showing the
cash flow and expected result. It is used for planning and also for convincing
others.
Drafting
Business Report
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Report on Eco-Homes Project
1. Title of Business
Report
Title: Eco-Homes Project Initiative Objective: Compile data and analysis for development for housing project Eco-Homes at location and address of the project. Report by: Dr. Larry Marshall, CEO EcoVision Projects, Empire Construction and Infrastructure Group. Key Contents: A Detailed plan, proposition, execution schedule and analysis of the project idea of an eco-friendly settlement put forth by Dr. Jason Smith, New Projects Department, Empire Construction and Infrastructure Group (mother company). Reporting and Analysis Time: 1 month Project Implementation Time: 17 months Assumptions: The time frame and execution is framed, taking into consideration the seasonal elements of climate and other turnover ratios, experienced in the previous financial year. 2. Letter of transmittal Attached, letter of transmittal, conveying the idea by Dr Smith, consisting of the core features of report. 3. Table of Contents - Summary and Synopsis of the Project - Introduction - Discussion and Details - Conclusion - Recommendations 4. Summary and Synopsis The Eco-Homes Project Initiative is an underway project which has been conceived by the Empire Group. The basic ideology of the initiative is eco-friendly living. The Empire group intends to build a mega residential complex which is spread over 35 acres of land, and house around about 150 households, which are self-sufficient in several ways. The complex thrives on the basis of inbuilt agricultural center, animal husbandry center, building gardens, fuel cell and bio-gas-propane generators of electricity, massive solar panels which provide heat to the homes and also electricity. The complex will span over the 35 acre premise and will consist of 3 core residential centers 15 solar panel driven green houses, 2 orchards, 5 gardens, 3 pastures and 3 animal husbandry centers cum dairies and a staff of 33 people. 5. Discussion and Details Some common points, details and conclusions that were drawn in the meeting of project engineers, company architects, cost accountants and the CFA's go as follows. - The project will bring a substantial revenue if all 150 houses are sold off at a price of amount per house hold. The project will be a highly big commercial success as it is not just situated in the city but, once the customer buys the housing facility his usual bills that include, electricity and water bill will be cut down to half. The only con that is foreseen is that the sale value is huge. - There are 5 phases of the project, namely, the basic foundation phase, housing complex 1 phase, followed by 2 and 3, with the last phase being the development of all the support and infrastructure facility. It is estimated that every phase would go on for 3 months plus a backup of 2 months has been provided. - The sales for real estate would begin with the completion of housing complex 1, followed by complex 2 and 3. By the end of complex 3, the real estate market rates would have increased by 7.8%. This price escalation however is not included in any of the calculations. - The cost sheets showing cost projections for the project have been attached. - A 5 year maintenance, free of cost has been provided for the complex. An operation cost of about $500 per 2 months is to be paid by every household to keep the operations going. 6. Conclusion The project team recommends that this project should be taken up and executed as fast as possible as the real estate market is and the eco-friendly products have been consistently showing positive rises in the past 5 years. 7. Recommendation In order to reduce operational cost of $500 for every two months, which is incurred by the residents, the project team recommends more research and development. It a selling point that can be put forth to boost sales. |
Report
on Worker’s Unrest at Pyramid Plastic Works Factory,
Wadala,
Mumbai
1. Terms of Reference
To report on the worker’s
unrest and make recommendations to remedy the situation. The report was
assigned by Board of Directors at its meeting held on 2 December, 2016.
2. Procedure
A.
The
works manager of the factory, Mr. D. C. Mehta, was met twice, and detailed
discussions were held, once alone, and the second time in the presence of
this Assistant, Mr. A. J. Guha.
B.
Two
meetings were held, one with the foreman alone, and one with the foreman in
the presence of the Assistant Works Manager.
C.
Twenty
workers, chosen at random, were interviewed personally, and their views
ascertained.
3. Findings
A. Extent of Unrest: The discontent and apathy, and the
unrest that followed were observed among the workers in the month of
September for the first time. To begin with, there were only signs of
occasional out busts of ill temper or lack of interest in work. These were
followed by group meetings and discussions of workers. Finally at the end of
the October a meeting of all the workers was held and a memorandum was
presented to the Works Manager. A report was sent by the Works Manager to the
Works Manager General Manager, but the worker’s representation was not sent.
B. Cause of Unrest: Resentment was felt by workers at the at
the insistence of the new Works Manager on punctuality and greater efficiency
while conditions in the factory have become to uncomfortable for efficient
functioning. Complaints were made by workers at:
1. There was no suitable bus service
available from the Railway station to the factory. Even a slight delay in
starting the machines was ticked off by the Works Manager.
2. There was not enough room in the canteen;
workers’ strength has been doubled during the last two years.
3. Machine were kept too close to each other
and workers were unable to operate them with ease as they used to, before
additional machines were installed.
4. Conclusions
The complaints made by the
workers seemed just.
5. Recommendations
1.
A
bus service should be operated between the factory and the station, to be run
four times daily to coincide with the two shifts.
2.
The
store-room adjacent to the canteen should be cleaned up and handed over to
the canteen for additional space.
3.
The
Works Manager should be advised to keep some of the machines in the crowded
parts of the factory unused, so as to prevent hazardous occupation of workers
at the machines, until the machines are moved to new premises. Work should be
suitably rescheduled.
4.
The
contractor should be advised to hasten the construction work so that the
extension of the factory is completed within two months.
5.
The
Works Manager should be advised to take a more humane view of the problem
until the extensions are completed and conditions are made more comfortable.
18
December, 2016
James Mason
Secretary
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Report
of Sub-committee on Decline in the Circulation of the Company’s Magazine
“The
Indian Woman”
To the Board of Director
Popular Magazines Pvt. Ltd.
1.Terms of Reference
The sub-committee was
appointed by the following resolution of the Board passed at the meeting held
on 8 February 2016.
“Resolved that a
sub-committee consisting of Marketing Executives, Mr. B.C Dalal, convener,
editor of “The Indian Woman” Dr. Neena Gulzar, and Finance Officer Mr. P.T.
Ahuja be, and is hereby, appointed to investigate the causes of the decline
in the circulation of “The Indian Woman” and to report with recommendations
in a month’s time”.
2. Procedure
vii.
The
company’s budgeting policy was reviewed in consultation with Mr. Murthy of
the Finance department.
3. Findings
From the investigation, the
sub-committee arrived at the following conclusions:
The decline in the circulation became
sharp in May 2016 although there had been a gradual decline over the six
months before that. The fall by over 30% in January 2017 coincided with the
arrival of a new woman’s magazine, “Eve’s Era”, on the market. While our two
competitors, “Women Today” and “High Fashion” were able to withstand the
impact, our magazine failed to retain its share of the market. This is
largely due to the fact that the quality of our magazine had already begun to
deteriorate.
The deterioration in quality was traced
to the decision to make no increase in the expenditure o paper and to
purchase paper in bulk for all the company’s publications. The woman’s
magazine editor had always been given freedom to select the paper in view of
the sophisticated readership of the magazine and the need for good
reproduction of photographs, drawing and various other illustrations. The
magazine suffered an immediate set-back when it was allotted the ordinary
paper.
As a result of using the ordinary paper,
the photograph and illustrations became poor in reproduction. This caused
reputed photographers, artist and illustrators to refuse to contribute to our
magazine. Reputed writers who used to write regularly for our magazine were
attracted by competing periodicals. Hence, there was a general fall in the
quality of the magazine.
4. Recommendations
Sd-
A.G Dalal, Convener
Date: 12 March, 2016 Neena Gulzar
Place: Mumbai P.T. Ahuja
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Report
of Sub-committee on the choice of a suitable
site for a branch factory in Maharashtra
To the Directors
Crystal Glass Works
1. Term of Reference
The sub-committee was appointed by
Resolution No. 845 adopted at a meeting of the Board of Directors, held on 10
January 2016. The sub-committee, consisting of Mr. Pea, convener, Mr. Que and
Mr. Are, was authorized to choose a suitable site for a branch factory of
producing glassware in Maharashtra and to report in two months.
2. Procedure
The sub-committee held three meetings, on
13 and 29 January and 28 February.
The members of the sub-committee visited
Mumbai, Pune and Nagpur between 20 January and 10 February, and saw several
sites available for industrial units.
The members also met the Government and
Municipal authorities to enquire about permission, licences, water and power
connection.
3. Findings
The sub-committee felt that Mumbai is the
most suitable city for a glass works factory, owing to the local market as
well as export facilities.
Other conditions are
described below:
A.
Raw
materials: all the components for the manufacture of glass are available in
Mumbai since there are several other glassware factories. Fine sand is
regularly supplied by specialized agents, from the banks of the Narmada, the
Tapi, and the Godavari rivers.
B.
Staff
and Workers: supervisory staff, and skilled and unskilled labour are
available. The salaries and wages are higher than in the other cities but the
quality of the work is of a high standard. Highly qualified technicians and
designers receive very high salaries in Mumbai, but the expense of such staff
will be compensated for by the market.
C.
Power
and Water: the Government authorities have agreed to give electricity and
water connections and to supply the required quantities of power and water.
D.
Scope
for Expansion: the company’s market can be extended to foreign countries
through the Export Promotion Council as well as the consulates in Mumbai.
E.
Site:
there are three suitable sites of 4, 5 and 6 acres at Vikhroli, Borivli and
and Mulund respectively. All are available on a 99 tears lease. Details of
the 3 sites are in Appendix I.
4. Recommendation
The sub-committee recommends that:
1. One of the sites is
chosen in consultation with the company’s Architects.
2. Negotiation be started
immediately to acquire the selected site.
3. The Secretary be
authorized to invite tenders for the construction of the factory and to apply
to the Government of India for licence to import the required machines.
Date: 5 March, 2016,
N. O. Pea
Place: Surat O.
P. Que
P. Q. Are
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