REPORT WRITING - 2010

8/7/2019 REPORT WRITING - 2010

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REPORT WRITINGREPORT WRITING



Organization of the Report:Organization of the Report:

Part IPart I ±± A brief introduction of A brief introduction of

the report.the report.

Part IIPart II ±± The reportThe report

Part IIIPart III--

Attachments/ReferenceAttachments/Reference

MaterialMaterial



PARTPART ±± II

The cover The cover

The title pageThe title page

AuthorizationAuthorization AcknowledgementsAcknowledgements

Table of contentsTable of contents

ExecutiveExecutiveSummary/Synopsis/AbstractSummary/Synopsis/Abstract



COVERCOVER

The title of the report (refer The title of the report (refer

to statement of theto statement of the

problem/purpose)problem/purpose) Author (s)Author (s)

The name of theThe name of the

organization to which theorganization to which the

report is relatedreport is related



A ReportA Report

onon(Title in Capital Letters)(Title in Capital Letters)

ByBy

( Name of the Student)( Name of the Student)Enroll. No.Enroll. No.

(Name of the ORGANIZATION )(Name of the ORGANIZATION )



TitleTitle

Should be carefully arrived atShould be carefully arrived at

should be precise andshould be precise andcomprehensivecomprehensive

Should convey what the project isShould convey what the project isaboutabout

To which organization does itTo which organization does itrelate to. An example of a title isrelate to. An example of a title is

given below:given below: ³An Analysis of the Sales of ABC ³An Analysis of the Sales of ABC

2929--inch TVs in Hyderabad duringinch TVs in Hyderabad duringthe year 2002the year 2002--2003 and2003 and

Recommendations thereof´Recommendations thereof´



Title PageTitle Page

The titleThe title

The organization for The organization for

which the report iswhich the report ispreparedprepared

The author (s)The author (s)

Date of submission of Date of submission of

reportreport



A ReportA Report

onon

(Title in Capital Letters)(Title in Capital Letters)

ByBy

(( Name & Enroll. No of the Student)Name & Enroll. No of the Student)

((Name of the ORGANIZATION for whom it was written )Name of the ORGANIZATION for whom it was written )

A Report submitted in partialA Report submitted in partial fulfilmentof fulfilmentof the requirements of the requirements of

MBA Programme of the ICFAI University, DehradunMBA Programme of the ICFAI University, Dehradun

Distribution list:Distribution list:

Date of Submission:Date of Submission:



AuthorizationAuthorization

Indicates the person or theIndicates the person or the

department which authorized thedepartment which authorized the

making of the reportmaking of the report

Includes the form of authorizationIncludes the form of authorization

e.g.e.g.

³The report is submitted as partial³The report is submitted as partialfulfillment of the requirement of fulfillment of the requirement of

MBA Program of ICFAI BusinessMBA Program of ICFAI Business

School´School´

Or Or



³³The report as authorized byThe report as authorized by

Mr. A B Singh, Vice PresidentMr. A B Singh, Vice President

(Sales), ABC Electronics vide(Sales), ABC Electronics vide

Letter Number __________Letter Number __________

dater ____________.´dater ____________.´

When a report is authorizedWhen a report is authorized

orallyorally -- authorization has toauthorization has tobe worded suitablybe worded suitably



AcknowledgementsAcknowledgements

Here the author acknowledges theHere the author acknowledges the

contributions of those who helpedcontributions of those who helped

him/her in making the reporthim/her in making the report

Made to the sources of Made to the sources of information, publishers who haveinformation, publishers who have

been the source, persons whobeen the source, persons who

guided and anyone else whoguided and anyone else who

contributedcontributed



Table of ContentsTable of Contents

This part indicates the pages inThis part indicates the pages inwhich each part is containedwhich each part is contained

Two parts of Numbering StyleTwo parts of Numbering Style

11stst

-- till Abstract in lower casetill Abstract in lower caseRomanRoman

2nd2nd -- Introduction and after, inIntroduction and after, inArabicArabic

Sub headings of a topic to beSub headings of a topic to be

in decimal number systemin decimal number system

Illustrations to be separatelyIllustrations to be separately

listedlisted



Executive Summary/Abstract/Executive Summary/Abstract/

SynopsisSynopsis

This summarizes the report.This summarizes the report. Should contain all major Should contain all major

conclusions and recommendationsconclusions and recommendations

it is a report in miniatureit is a report in miniature

Since a summary, the length to beSince a summary, the length to bemuch lesser than the reportmuch lesser than the report

A rough guide, the synopsisA rough guide, the synopsisexpected to be about one tenth of expected to be about one tenth of

the originalthe original Therefore, the language usedTherefore, the language used --

precise and conciseprecise and concise

To master this, practice preciseTo master this, practice precise

writingwriting



Executive SummaryExecutive Summary

A document containing the gistA document containing the gist

of the project reportof the project report

The reader (normally, senior The reader (normally, senior

manager) gets an idea aboutmanager) gets an idea about

-- the purpose of the report,the purpose of the report,--

-- broad findings andbroad findings and

recommendations by therecommendations by the

author author



In most cases, managersIn most cases, managers

prefer the executive summaryprefer the executive summary

to the complete reportto the complete report

Managers are not concernedManagers are not concerned

or much interested inor much interested in

technical detailstechnical details



Technical jargons and details notTechnical jargons and details not

to be includedto be included

Managers interested in the broadManagers interested in the broad

substance of the report and thesubstance of the report and the

findings and recommendationsfindings and recommendations



Executive SummaryExecutive Summary

-- two partstwo parts

Background:Background:

the project is discussed at lengththe project is discussed at length

puts the report in a correctputs the report in a correctperspectiveperspective

highlights the factors necessitatinghighlights the factors necessitating

the projectthe project

The problem/purpose statement isThe problem/purpose statement is

clearly enunciatedclearly enunciated



Major findings:Major findings:

Major findings, interpretationsMajor findings, interpretationsfully discussedfully discussed

Recommendations to beRecommendations to beincludedincluded

Executive summary veryExecutive summary veryimportantimportant

Invariably listed in the table of Invariably listed in the table of contentscontents



AbstractAbstract

A technical summaryA technical summary Normally read by personsNormally read by persons

familiar with the reportfamiliar with the report

Technical terminology can beTechnical terminology can beusedused

May be read before, during or May be read before, during or

after report is readafter report is read Sometimes, only the abstractSometimes, only the abstract

is read than the report proper is read than the report proper

Can be a part of the report

Can be a part of the report



PART IIPART II

Contains the main body of theContains the main body of the

report. These are discussed inreport. These are discussed in

the succeeding paragraphsthe succeeding paragraphs



IntroductionIntroduction

The purpose is to prepare the reader The purpose is to prepare the reader

for what follows in the report.for what follows in the report.

Introduction normally comprises theIntroduction normally comprises the

following:following:-- The backgroundThe background

-- The circumstance necessitatingThe circumstance necessitating

the reportthe report

-- The purpose of the reportThe purpose of the report

-- The broad layout of the reportThe broad layout of the report





Avoid including too muchAvoid including too much

data in paragraph formdata in paragraph form

Make use of tables andMake use of tables and

attachments in the form of attachments in the form of

appendices, annexure, etc.appendices, annexure, etc.



PART IIIPART III

Attachments/ ReferenceAttachments/ Reference

MaterialsMaterials

--Appendices and annexuresAppendices and annexuresnormal attachmentsnormal attachments

-- Customary to attach anyCustomary to attach any

references from whichreferences from whichinformation has beeninformation has been

accessedaccessed

-- These are discussedThese are discussed



BibliographyBibliography

It is customary to list outIt is customary to list out

references at the end.references at the end.

Normally, a separate appendixNormally, a separate appendixis attached for this purpose.is attached for this purpose.

Two methods of Two methods of

acknowledging sources:acknowledging sources:

i. Author i. Author--date referencedate reference

within the text andwithin the text and

iiF

ootnotesiiF

ootnotes



Author Author--Date ReferenceDate Reference

The source / reference is mentionedThe source / reference is mentionedwithin brackets.within brackets.

The sequence of reference is:The sequence of reference is:

-- the author¶s surnamethe author¶s surname

-- year of publicationyear of publication

-- page referencepage reference

More than one author (less than four)More than one author (less than four)

author¶s surnames mentionedauthor¶s surnames mentionedMore than four authorsMore than four authors -- surname of surname of

one author, followed by µet al¶one author, followed by µet al¶

mentionedmentioned



REFERENCEREFERENCE

-- Some examplesSome examples ::

((Prasad 2002), (Prasad 2002, pp, 82Prasad 2002), (Prasad 2002, pp, 82--88), (Prasad, Murthy and Shantha,88), (Prasad, Murthy and Shantha,2001, 952001, 95--102)102)

(Prasad et al 2002, (pp 99(Prasad et al 2002, (pp 99--103)103)

In case there is no specific author In case there is no specific author and it is a publication then theand it is a publication then thepublisher becomes the author publisher becomes the author

For example: (Government of India,For example: (Government of India,Ministry of Finance 2002) could beMinistry of Finance 2002) could bethe way to refer such sourcesthe way to refer such sources



FootnotesFootnotes

References generally made atReferences generally made atthe end / foot of the pagethe end / foot of the page

Each text, intended to beEach text, intended to beacknowledged, is numberedacknowledged, is numbered(as a superscript), serially as(as a superscript), serially asthey appear on each pagethey appear on each page

Are conventional explanatoryAre conventional explanatory

procedures, used only whenprocedures, used only whenmaterial clearly needsmaterial clearly needsamplification or amplification or acknowledgementacknowledgement



Footnotes commonlyFootnotes commonly

used to:used to:

Validate a point of statement or Validate a point of statement or

argumentargument

Explain, supplement or amplifyExplain, supplement or amplify

material included in the main bodymaterial included in the main body Provide a cross reference to other Provide a cross reference to other

sectionssections

Acknowledge a direct or indirectAcknowledge a direct or indirect

quotationquotation

Provide reader with sufficientProvide reader with sufficient

information to enable him toinformation to enable him to

consult sources independentlyconsult sources independently



Information in footnotesInformation in footnotes

Sources of informationSources of informationusually the name of theusually the name of the

author author

Title of the sourceTitle of the source

Exact page (s) of theExact page (s) of the

source of referencesource of reference

Date of publicationDate of publication

Publisher and place of Publisher and place of

publication (optional)publication (optional)



Format of footnotesFormat of footnotes

Those occupying more thanThose occupying more thanone line are single spacedone line are single spacedand only the first line isand only the first line is

indentedindented

Footnotes are usuallyFootnotes are usually

numbered consecutivelynumbered consecutivelythroughout a chapter or thethroughout a chapter or theentire assignmententire assignment



Points to remember:Points to remember:

Footnotes to be conciseF

ootnotes to be concise Clarity and readability never to beClarity and readability never to be

sacrificed for brevitysacrificed for brevity

All footnotes singleAll footnotes single--spaced butspaced but

separated by a double spaceseparated by a double space

All footnotes, regardless of their All footnotes, regardless of their

length, are terminated by a fulllength, are terminated by a full

stopstop

The same bottom margin shouldThe same bottom margin should

be maintained on each page of thebe maintained on each page of the

typescript regardless of thetypescript regardless of the

number of footnotesnumber of footnotes



Reference to BooksReference to Books

Format for References :Format for References :

Name (s) of author (s)/ editorsName (s) of author (s)/ editorswith initials, title of work in full,with initials, title of work in full,

underlined or in italics,underlined or in italics,publishers, edition in brackets (if publishers, edition in brackets (if this is not the first edition), placethis is not the first edition), placeand year of publication inand year of publication inbrackets, pages referred tobrackets, pages referred to

Example: Handy C, UnderstandingExample: Handy C, UnderstandingOrganization, Penguin (1999), UK,Organization, Penguin (1999), UK,pg59pg59



References to ArticlesReferences to Articles

Reference should be in theReference should be in the

following format:following format:

Name (s) of author (s), title of Name (s) of author (s), title of

article (between single quotationarticle (between single quotationmarks), title of periodical (in italicsmarks), title of periodical (in italics

or underlined), volume number,or underlined), volume number,

and part number, year of and part number, year of

publication in brackets, pages topublication in brackets, pages toreferred toreferred to

Example: Anon, µHotExample: Anon, µHot--filamentfilament

noise¶, Electronics Dissertation,noise¶, Electronics Dissertation,

Vol.15, No.10 (October 1999), pg67Vol.15, No.10 (October 1999), pg67



References to ChaptersReferences to Chapters

in Edited Collectionsin Edited Collections

Format for References :Format for References :

-- single quotation markssingle quotation marks

-- title of collection, underlinedtitle of collection, underlinedor in italicsor in italics

-- editors (ed.) or (eds.) followededitors (ed.) or (eds.) followed

byby

-- place and year of publicationplace and year of publication

in brackets, pages referred toin brackets, pages referred to



References to InternetReferences to Internet

ResourcesResources

The principles same as anyThe principles same as any

other form of referencingother form of referencing

Author/title of item location)Author/title of item location)e.g. web site) and date of e.g. web site) and date of

posting and/or date accessedposting and/or date accessed

in bracketsin brackets

Example:Example:

http://www.videocon.com/mar http://www.videocon.com/mar

keting (January2005)keting (January2005)



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