REPORT WRITING

WHAT IS A REPORT? 

A report is an orderly, objective message used to convey information from one organizational area to another from one institution to another or from one person to another in order to assist in decision- making or problem solving.

HOW TO WRITE QUALITY REPORT?

To write a perfect and good report, consider the following points of worth importance:

       1. Be comprehensive, to the point and precise.

       2. Avoid unnecessary details and repetition of ideas or words.       

       3. Try to convince the reader of your own view point.

       4. Your view point should be factual, natural and constructive.

       5. Do not use difficult or elaborate expressions.
       6. An unconvincing report wastes time both of the writer and reader.
       7. Neither be sensational nor casual but rational.
       8. Give certain suggestions and recommendations as well. 10. The suggestions should be logical, practicable and feasible.

TYPES OF REPORT:
There are many types of report but we shall discuss here only "INVESTIGATIVE" type of report.

1. INTRODUCTION: It includes the following 4 points: 

• Purpose of writing the report.

• Members of the investigation team (called personnel)

• Period covered in the report.

• Procedure adopted in compiling the report.

 2. DISCUSSION/ TEXT: It give detailed information about the topic.

 3. CONCLUSION: It sums up the discussion.

4. SUGGESTIONS/RECOMMENDATIONS: This is a vital part of a report. 

5. SIGNATURE: Reports written as a subordinate may-be ended with signature as:

• Yours truly,

•  Yours faithfully,

•  Yours obediently,

 

                                HOW TO START A REPORT

Step ONE:

Keep your eyes on the purposes of writing the report. Write down the main points that come to your mind. Add up the supportive points to each of the FOUR BASIC Units.

Step TWO:

Set the material in a logical and easily, comprehensible order. You can organize your points in any of the following order:

• Chronology (i.e. time or date).

• Comparison/contrast.

• Problem/ solution.

• Also chalk out a table of data.

THREE BEAUTIES OF EXPRESSION which cast a very good impression on the mind of the reader are:

•  STYLE

• BREVITY i.e. Shortness 

•  SIMPLICITY

STYLE: 

               In the haste of giving more and more information, the students forget to maintain the quality of expression. The manner of writing is full as important as the matter.

TO ACQUIRE BREVITY, see which words can be omitted without hurting your report. Use One Word Substitution and Antonyms for brevity. Read the following specimen extracts:

DON'T WRITE: In order to help the needy, the services which United Nations has rendered are, according to my opinion, really of much value.

RATTIER WRITE: I think that United Nations has rendered valuable services to help the needy. 

DON'T WRITE: Those who cannot read or write have shown active response to this campaign started for improving the rate of literacy in the rural areas.

RATHER WRITE: The illiterate have actively responded to this campaign for raising literacy rate in rural area. 

DON'T WRITE: Take all the analyses, which are of basic importance into consideration before you reach any decision.

RATHER WRITE: Consider all basic analyses before deciding anything. 

TO ACQUIRE SIMPLICITY:

          Avoid old-fashioned and bombastic words or expressions. For example:

DON'T WRITE: The consequences of the measures taken on the pert of the politicians have a very significant impact on the repute they have earned.

RATHER WRITE: The result of politician’s steps affect their good name.

DON'T- WRITE: These who play games as a recreation sometimes adopt that sport professionally. This is how sport introduce new faces.

RATHER WRITE: Amateur players sometimes become professional players and cause induction of new players. 

TABULATION OF DATA:
                   Tabulation of data, though "not compulsary", yet very impressive. Pick up three or four important aspects of data you gathered and put it in three or four columns.