Report Writing by Prof.Pravin Mulay

METHOD METHOD & &

STRUCTURESTRUCTURE

Prepared by:Prepared by:Prof: Pravin MulayProf: Pravin Mulay

Department of EnglishDepartment of EnglishBYK College of Commerce - NashikBYK College of Commerce - Nashik

REPORT WRITINGREPORT WRITING

REPORT WRITINGREPORT WRITING

REPORT - MEANINGREPORT - MEANING

KEY STAGES IN REPORT KEY STAGES IN REPORT WRITINGWRITING

PROOF READING / EDITINGPROOF READING / EDITING

WHAT IS A REPORT ?WHAT IS A REPORT ?

• Assessment of a situation or results Assessment of a situation or results from data analysisfrom data analysis

• precise, concise and succinct (to the precise, concise and succinct (to the point)point)

• tightly focusedtightly focused

REPORT WRITING - REPORT WRITING - MEANINGMEANING

1. PREPARATION1. PREPARATION

• Background readingBackground reading• Clear statement of aims and Clear statement of aims and

hypothesishypothesis• Establishing appropriate Establishing appropriate

methodologymethodology

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

2.2.PLANNINGPLANNINGOrganization of dataOrganization of data

• what kind of data ?what kind of data ?• where from ?where from ?• how much ?how much ?• how will it be analyzed ?how will it be analyzed ?• how will it be presented ?how will it be presented ?

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

2.2. WRITINGWRITINGA.A. Set the structureSet the structureB.B. Set an order for writingSet an order for writingC.C. How to write an executive How to write an executive

summarysummaryD.D. Make reading the report a Make reading the report a

pleasant taskpleasant task

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

AA. Set the structure which deals . Set the structure which deals with deals with material with deals with material logically e.g.logically e.g.

Title pageTitle pageThis should include a title This should include a title which indicates the central which indicates the central theme of the report.theme of the report.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

ContentsContentsAll sections of report listed in sequence with page All sections of report listed in sequence with page

referencesreferences

Executive summaryExecutive summaryThe purpose of an executive summary is to provide theThe purpose of an executive summary is to provide thebriefest possible statement of the subject matter of a briefest possible statement of the subject matter of a

longer longer document. It must cover all the essential points. It must document. It must cover all the essential points. It must

be be fully comprehensive when read independently of the full fully comprehensive when read independently of the full document. It is document. It is NOTNOT a list of extracts, highlights or notes a list of extracts, highlights or notes

on on the original the original

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

The executive summary must :The executive summary must :a)a) introduce the subject of the full report, its objectives, introduce the subject of the full report, its objectives,

methods, findings, and/or recommendationsmethods, findings, and/or recommendationsb)b) help the reader to determine whether the report is of help the reader to determine whether the report is of

any interestany interest

Introduction :Introduction :The introduction is where the reader is acquainted with The introduction is where the reader is acquainted with

the the purpose of the report and guided through the structure of purpose of the report and guided through the structure of

the the report. This may therefore include the statement of aims report. This may therefore include the statement of aims

andandobjectives unless these are dealt with in a separate objectives unless these are dealt with in a separate

section.section.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

Aims and objectives :Aims and objectives :

Clear statement of what the report is Clear statement of what the report is trying to achieve. This may involve a trying to achieve. This may involve a statement of the research question, issue, statement of the research question, issue, hypothesis, or problem being hypothesis, or problem being investigated. Note, it is something investigated. Note, it is something artificial to pose an hypothesis in human artificial to pose an hypothesis in human geography. Care should be taken to geography. Care should be taken to express the research aims in the most express the research aims in the most appropriate form.appropriate form.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

Background to study :Background to study :

Background to the location of Background to the location of the study area and to the the study area and to the issue/problem. This could also issue/problem. This could also include reference to the include reference to the theoretical context of the study.theoretical context of the study.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

Methodology:Methodology:

• Sources of evidence used.Sources of evidence used.• Description of how evidence Description of how evidence

was was collected and analyzed.collected and analyzed.• Discussion of the Discussion of the

limitations of the limitations of the sources and sources and methods of collection and methods of collection and analysis.analysis.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

Presentation of results :Presentation of results :

• A complete description of A complete description of the results the results presented in the presented in the form of words, tables, form of words, tables, diagrams, graphs and maps.diagrams, graphs and maps.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

Analysis and discussion of results :Analysis and discussion of results :

• The analysis of the results allows patterns The analysis of the results allows patterns or relationships to be identified. It may or relationships to be identified. It may involve basic statistical description.involve basic statistical description.

• This can be followed by an interpretation This can be followed by an interpretation and explanation of the results. This is and explanation of the results. This is often the most difficult part to write as it often the most difficult part to write as it requires creative thought and an ability to requires creative thought and an ability to relate the results to general theory.relate the results to general theory.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

Evaluation and conclusion :Evaluation and conclusion :

• This section is a summary of all the This section is a summary of all the major findings made at stages major findings made at stages throughout the report. No new evidence throughout the report. No new evidence should appear here. The conclusion should appear here. The conclusion considers the evidence presented in the considers the evidence presented in the main body, draws out the implications main body, draws out the implications and brings it to one overall conclusion and brings it to one overall conclusion or an ordered series of final conclusions.or an ordered series of final conclusions.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

Bibliography :Bibliography :

• All books and other sources All books and other sources used in the research should be used in the research should be listed giving details of author, listed giving details of author, date of publication, title of date of publication, title of document and publisher.document and publisher.

• The list should be arranged in The list should be arranged in alphabetical order of authors.alphabetical order of authors.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

Appendices :Appendices :

• This section is set aside for This section is set aside for supplementary evidence not supplementary evidence not essential to the main findings, essential to the main findings, but which provides useful back-but which provides useful back-up support for the main up support for the main arguments.arguments.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

B. Set an order for writing :B. Set an order for writing :

• The main body of the report should The main body of the report should be tackled first.be tackled first.

• The introduction, appendices, The introduction, appendices, contents page, title page and contents page, title page and bibliography should be written when bibliography should be written when this has been completed.this has been completed.

• The executive summary should be The executive summary should be written at the end.written at the end.

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

C. How to write an executive summary :C. How to write an executive summary :

i) i) read the whole documentread the whole documentii)ii) isolate and summarize its isolate and summarize its

central theme.central theme.iii)iii) read each section to identify read each section to identify

summarize the main findings or pointssummarize the main findings or pointsiv)iv) combine (ii) & (iii) into a set of major points combine (ii) & (iii) into a set of major points

because your aim is to convey the because your aim is to convey the overall overall impression of the full impression of the full document in as brief and document in as brief and as clear a way as as clear a way as possiblepossible

REPORT WRITING – KEY REPORT WRITING – KEY STAGESSTAGES

D. Make the reading of the report an easy D. Make the reading of the report an easy and pleasant task for the examiner :and pleasant task for the examiner :

a)a) correct use of grammar, punctuation, spelling and correct use of grammar, punctuation, spelling and vocabularyvocabulary

b)b) not using jargon, slang or colloquialismsnot using jargon, slang or colloquialismsc)c) writing in the third person and/or passive tense writing in the third person and/or passive tense

rather than using “I”, “We”, “You”, etc.rather than using “I”, “We”, “You”, etc.d)d) writing clearly and coherently to communicate, not writing clearly and coherently to communicate, not

to perplex or impress e.g. by keeping sentences short to perplex or impress e.g. by keeping sentences short and simpleand simple

e)e) writing precisely and avoiding ambiguitywriting precisely and avoiding ambiguity

[These are best achieved by a thorough understanding of [These are best achieved by a thorough understanding of the material to be conveyed.]the material to be conveyed.]

PROOF READING/EDITINGPROOF READING/EDITING

1.1. Initial readingInitial readingReading the report critically Reading the report critically from start to finish will give a from start to finish will give a feel of the overall structure and feel of the overall structure and impact of the document. It is impact of the document. It is best not to stop to make best not to stop to make corrections but to note pages corrections but to note pages that need attention and return that need attention and return to them later.to them later.

PROOF READING/EDITINGPROOF READING/EDITING

2.2. Subsequent readingsSubsequent readings : :

The report should be checked in detail for :The report should be checked in detail for :

• grammar and spelling errorsgrammar and spelling errors• whether the expression is appropriate and whether whether the expression is appropriate and whether

improvements could be made.improvements could be made.• whether the structure of the report is the most suitable whether the structure of the report is the most suitable

for the material, ideas and arguments being presented.for the material, ideas and arguments being presented.• sentence and paragraph structure [alignment]sentence and paragraph structure [alignment]• integration of maps and diagrams into textintegration of maps and diagrams into text• comprehensive bibliographycomprehensive bibliography• fulfill the stated aims and assessment objectivesfulfill the stated aims and assessment objectives• following the argument easilyfollowing the argument easily• make the argument more convincingmake the argument more convincing• convey the key points of the reportconvey the key points of the report

PROOF READING/EDITINGPROOF READING/EDITING

3.3. Layout and general appearance :Layout and general appearance :• Adequate headings, sub-headings and Adequate headings, sub-headings and

paragraph numbering make it easier to paragraph numbering make it easier to comprehend the report. comprehend the report.

• Over-ambitious or complicated Over-ambitious or complicated numbering systems should be avoided. numbering systems should be avoided.

• Too many sub-headings will fragment the Too many sub-headings will fragment the text and reduce the fluency of the text and reduce the fluency of the argument.argument.

• Layout is important i.e. the relationship Layout is important i.e. the relationship between the print (whether typed or hand between the print (whether typed or hand written) and space looks unattractive.written) and space looks unattractive.

PROOF READING/EDITINGPROOF READING/EDITING

• Adequate marginsAdequate margins• Double or 1.5 spaced linesDouble or 1.5 spaced lines• Headings that stand out Headings that stand out

clearly from the pageclearly from the page• Consistency with the use of :Consistency with the use of :

o upper case letters upper case letters o a) b) c)a) b) c)o underliningunderlining

• Check page numberingCheck page numbering

Let’s have a breakLet’s have a break