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‡ Report is a communication from someone

who has the information to someone who
wants to use that information ± C.A. Brown

‡ A report is a document which describes an

opinion, situation etc. through observation,
inquiry, collection of data etc.
  

‡ Report writing may have various objectives:

- to suggest remedial actions for problems.

- to explain the results of a market survey or a
project etc.
- to inform about a department¶s, company¶s or
individual¶s progress.
- to tell the facts of an event for future reference.
- to argue a course of action.
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‡ Monitor business operations (operating
reports, plans).
‡ Bring about new policies and procedures
(internal reports, promotion policy).
‡ Comply with statutory requirements
(director¶s report, auditor¶s report).
‡ Help in decision making (performance
reports, research reports).
‡ Helps in organisational control and taking
corrective action (activity reports).
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‡ Title page showing the heading
‡ Contents along with chapter heading and
page numbers
‡ Preface and acknowledgements
‡ List of tables
‡ List of graphs and diagrams
‡ Abbreviations
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(A) Summary
‡ Introduction
‡ Main Findings
‡ Conclusions & Recommendations

(B) Introduction
‡ Introducing the theme
‡ Review of related literature
‡ Methodology

(C) Results
‡ Statistical Analysis
‡ Testing of hypothesis
‡ Conclusion
‡ Recommendations
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‡ Annexures
‡ Bibliography
‡ Questionnaire
‡ Indexing
‡ Mathematical Derivations
‡ Appendices
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‡ Useful for those who do not have the time
to read the entire text.

‡ Should include objectives, methodology, a

brief summary of the findings of the study
along with conclusion and
recommendations.
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‡ Discussion of the background of the project.

‡ Explanation of the nature of the problem

and its history in terms of existing literature
to give a total picture of the topic presented,
and to tell readers what research has been
carried on the problem in order to identify
research gap.

‡ Intro. must point out the contribution new

results are making to the topic.
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‡ Objective, significance & limitations of study
‡ Samples & sample size used along with the
justification for the same
‡ Data collection process
‡ Techniques for data analysis
‡ Formulation of hypothesis
‡ Details of pilot studies if any, and their
outcome
‡ Method for testing hypothesis
‡ Verification of data collected

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‡ Inferences derived from statistical analysis.
‡ Reports may be descriptive or explanatory:
± Descriptive: Author has to describe the
findings, which should be arranged in a way so
that the readers can understand them.
Possible interpretations & implications are also
suggested in the report.
± Explanatory: Could be prepared according to
any of the three models (a) Hypothesis Testing
(b) Focused argument (c) Structural Model
    

‡ Report begins by stating hypothesis.

‡ Describes methods used and presents

data.

‡ Judges the validity of the hypothesis in the

light of research results.

‡ Concluding section may offer review and

reassessment of hypothesis and theory.

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‡ Contains a central issue.

‡ Is like a legal brief in that it examines the

evidence to prove or support a proposition.

‡ Line of argument is extremely important.

‡ Offers a precise presentation.

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‡ Presents quantitative data in a logical
manner, and considers implementation
aspects.

‡ Is first concerned with structural aspects

like the number of personnel and their
positions, goals, environment etc., and then
with other aspects of the system.

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‡ Develop patient, deep and alert thinking
which can result in clear writing of the
report.
‡ Divide narrations into paragraphs, adding
informative headlines wherever necessary.
The paragraphs should be linked to one
another.
‡ Use present tense and active voice.
‡ Minimize technical language or jargon ±
use the C¶s of effective communication.

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‡ Use visual aids.
‡ Report should be unbiased and objective
and supported by facts. All references
should be acknowledged.
‡ Report should not disclose the identity of
the respondents.
‡ Rough drafts should be prepared, and then
revised at least twice before presenting the
final report.
‡ Avoid vague, ambiguous expressions.
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‡ Size of paper ± 8 ½ x 11´
‡ Margins ± Top & Bottom 1´, Left & Right ½´
‡ Double spaced typing
‡ Serial numbering of footnotes. Typing of
footnotes should be in single spacing, and
each footnote should be separated from the
other in double space.
‡ Headings & subheadings should be given.
‡ Avoid first and second persons in reports.
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‡ Presentation should be formal.

‡ Report must put special emphasis on

conclusions.

‡ Report must be neither too long nor too

short.



 
 
‡ Clarity: Ensure that the statement is
unambiguous, and includes formal
proposition and specifications for testing
them.
‡ Importance of problem: The solution to the
problem should be of interest to most
people, and the problem should not be
trivial or meaningless.
‡ Documentation : Should show in detail the
evolution of the research problem from
previous research findings.



 
 
‡ Appropriateness of method: The method
selected should be the most appropriate and
the best method for solving the problem.
‡ Adequacy of sample: Sample should not be
too small or biased, and results should be
projectable.
‡ Replicability: The report should be replicable
in detail from the information given.



 
 
‡ Solution orientation: Definitive solution to
the problem should be found in the report.
‡ Accuracy: There should be no errors of
calculation, logic or fact.
‡ Bias: Positive precautions should be taken
against bias in procedures.
‡ Usefulness: The report should be useful for
all future work in this area.