Report writing
Definition of Report Writing Aspect Explanation Meaning Writing a document that gives information about a topic or event Purpose To inform, analyze, record or recommend Style Formal, clear and well-structured Used by Students, teachers, employees, managers, researchers, journalists
Main Features of a Good Report Feature Details Clarity The language should be simple and easy to understand Structure A proper format with headings and sections Objectivity Facts should be presented without personal opinions Accuracy Correct data and reliable sources must be used Brevity Keep it short and to the point
Types of Reports Type of Report Purpose Informational Report Provides facts without giving opinions or suggestions Analytical Report Analyzes a situation and gives recommendations Progress Report Shows the progress of a task or project Research Report Presents the findings of a research study Incident Report Describes an unusual event or accident Business Report Gives information to help in business decisions Academic Report Used in schools/universities to present project or research work
Basic Structure of a Report Section Description Title Page Title of the report, your name, date and organization (if any) Table of Contents A list of all sections and page numbers (for long reports) Introduction Tells what the report is about and why it was written Main Body The detailed content, facts, data, analysis and findings Conclusion Summary of the report main points Recommendations Suggestions based on the findings (if required) References List of sources used Appendix Extra information like charts, graphs or questionnaires
Steps to Write a Report Step What to Do 1. Understand Purpose Know why you are writing the report 2. Collect Information Research facts, data or results from reliable sources 3. Plan Structure Decide headings and order of sections 4. Write Draft Begin writing using clear, formal language 5. Edit and Proofread Check spelling, grammar and formatting 6. Final Copy Make a clean final version of the report
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Do’s and Don’ts in Report Writing Do’s Don’ts Use short paragraphs and headings Do not use slang or casual language Stick to the point Do not include unnecessary details Use bullet points, tables or charts Do not copy content without credit Check grammar and spelling Do not make assumptions without evidence
Why is Report Writing Important? Reason How it Helps For school or college Shows your understanding of a subject For business Helps in decision making and progress tracking For research Records and shares scientific or social findings For communication Passes clear, formal messages across departments or institutions
Example of a Simple Report Topic Sample Report Brief Description Report on School Cleanliness Describes cleanliness condition, problems and suggestions Weekly Progress Report Shows work completed, problems faced and next week plan Market Research Report Provides data on consumer preferences for a product
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