Report Writing MBA

Report Writing

Definition of Report

•A report is a piece of factual writing , based on evidence containing organized information on a particular topic.

Objectives•To inform

•To record

•To recommend

•To justify/ persuade

•To present facts

Why write reports?

•To present a record of accomplished work

•To record research findings or technical specifications

•To document current status

•To present information to a large number of people

•To provide the foundation for decision to be made and

action to be taken.

•To present specific conclusions regarding the problem’s

existence and solution.

Characteristics of a report

•Precision

•Relevance

•Reader-orientation

•Factual details

•Objective

•Unambiguous

Types of Reports

• Informative vs. Analytical Reports

•Periodic vs. Special Reports

•Short vs. Long Reports

• Informal vs. Formal Reports

Formats of Report

•Memo Format

• Letter Format

•Pre- printed Format

•Manuscript Format

Structure of the report• Prefatory Parts

• Main Body

• Supplementary Parts

Prefatory Parts• Cover Page

• Frontispiece

• Title Page

• Certificate

•Acknowledgements

• Letter of Transmittal

• Table of Contents

• List of Illustrations

•Abstract/ Executive Summary

Cover Page

•Title of the Report

•Name and designation of the person who prepared the

report

•Name of the Organization

•Year

Sample

Growth of Medical Facilities in India (1999-2012)

Prepared by Anuj Oberoi

Medical Council of India April 2013

Title Page•First right hand page of the report

•Title of the report

•Name and designation of the intended audience

•Name and designation of the writer

•Name of the Organisation

•Year

Frontispiece

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• Generally appears in long reports.• Includes maps, organization

chart, a photograph of equipment, and layout of the plant.• Adds interest or importance

to prominent features.• Ignites the curiosity of the

reader.• Is a sort of window display.

Examples of Frontispiece:

Sample Growth of Medical Facilities in India(1999- 2012)

Prepared for Dr. Gautam Chaudhary Director Medical Council of India

by Anuj Oberoi Secretary

Medical Council of India April 2013

Certificate

•Statement testifying the original work

•Place

•Date

•Signature of the supervisor

Sample(Authorization Certificate)

This is to certify that SIP Report entitled____________________________ prepared by Mr./Ms._____________ in partial fulfillment of the program__________at____________ is original and has not been submitted by him/her in any other institute for the award of the MBA degree.

Date Signature

Name

Designation

Letter of Transmittal

•Conveys the report to the reader

• It may include-

1. Objective

2. Scope

3. Methodology

4. Important results

5. Significance of the study

Acknowledgements• List of Persons to be thanked (publishers, guide etc.)

•Be specific in acknowledging the nature of help

•Vary the expression

Table of Contents•Presents outline of the report

•Shows the structure of the document and lets the reader navigate through the sections

• Lists all the sections and subsections along with page numbers

ContentsAcknowledgements ii

Executive Summary iv

1. Introduction 1

2. Growth of Medical Facilities - An Overview 2

3. Hospitals 5

4. Dispensaries 8

5. Conclusions 10

6. Recommendations 11

References 13

List of Illustrations

• Include all illustrations (graphs, maps, drawings)

•Exclude tables

•Give titles and page numbers

Abstract vs. Executive Summary

•Abstract

1.Essence of the report(objective, main finding, significance)

2.2- 5 percent of the report

3.Meant for specialists

4.Information is qualitative

5.Does not include illustrations

•Summary

1.Entire report in a nutshell

2.5- 10 percent of the report

3.Meant for all readers

4.Information is qualitative and quantitative

5.May include illustrations

Abstract vs. Executive Summary

Main Body

• Introduction

•Methodology

•Discussion

•Conclusion

•Recommendation

Introduction

•Background of the report

•Purpose, objective and scope of the report

•Methods of gathering data

•Basic principles or theories involved

To write objectives..

Ex.The objective of the study was to-(a)investigate the need for a new Marketing Executive;(b)We analysed the functions of this new position,(c)Assessing an appropriate remuneration package.

•The objectives of the study are as follows-(a)To investigate the need for a new Marketing

Executive(b)To analyse the functions of this new position(c)To determine an appropriate remuneration

package

Discussion

•Presents data and information

•Analyses and interprets data

•Uses tables and charts to evaluate facts

Conclusion

•Brings discussion to a close

•Highlights logical inferences drawn

• Includes judgments formed on the basis of analysis

•Can be narrative/ or tabular

Recommendation• Include action to be taken.

•Supported by conclusion

•Aimed towards accomplishing the purpose of the report.

Supplementary Parts

•Appendices

•References/ works cited/ Bibliography

•Glossary

• Index

References/ Works cited/ Bibliography

• Acknowledge and give credit to the source

• Give readers the information to identify and consult the sources

• Give the readers the opportunity to check the sources for accuracy

How to write references?

•Name of the author/s

•Name of the book

•Edition (if mentioned)

•Place of Publication

•Name of Publisher

•Date of publication

•Medium of publication

Basic format-Harvard & APA (books)

• RAMAN,M.(2007) Technical Communications: Principles and Practice. 2nd ed. New Delhi: Oxford University Press.

• Raman,M. (2007). Technical communication:Principles and practice. 2nd ed. New Delhi: Oxford University Press.

Report EditingA checklist to use while editing a report looks at 7 areas

1.The purpose

•Have you clarified your purpose?

•Have you identified your readers' needs and characteristics?

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Report Editing continued

2. Information

•Have you included the main points?

•Are these points supported by evidence?

• Is the information relevant to the purpose?

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Report Editing continued3. Accuracy

•Are there spelling mistakes?

•Do the figures add up?

•Are the references correct, in the text and at the end?

•Are all sources of information listed in the References section?

•Are abbreviations consistent?

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Report Editing continued

4. Images•Are images clear?

5. Format• Is the report easy to follow?•Are headings and numbering clear?•Are the arguments followed through?• Is it logical/easy to follow?• Is the font and style consistent for the different levels,

body, tables and graphics?

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Report Editing continued6. Language

• Is it clear, direct, easy to read?• Will the readers understand it?• Will its tone help you achieve the purpose?• Can unnecessary words/phrases be deleted?• Is the grammar/punctuation correct?• Is there any repetition?

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Report Editing Continued7. Presentation

• Does it highlight important points?

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Assignment•Prepare a report on any contemporary “Business News”

of your choice•The report should cover all the structural components

stated for report writing•You are required to work in a group of 3 members•The report would comprise of 20-25 pages•The assessment would be done on how meticulously

have you followed the format of the structure of the report, which was discussed in the class•This assignment comprises of 10 marks•The submission of the softcopy (mail

to:[email protected]) are to be done on 7th September’15 by 5.30 p.m. Submit your hardcopy in the next session (10th September, 2015, Thursday)

Exercise on referencing:

• Include the following web-article in your reference list:

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Exercise on referencing (Cont…):

• Using Harvard style:• AMOS, J. (2014) Why India’s Mars mission is so cheap

– and thrilling. [Online] BBC. Available from: http://www.bbc.com/news/science-environment-29341850 [Accessed 30/09/2014]

• Using APA style:• Amos, J. (2014) Why India’s Mars mission is so cheap

– and thrilling. BBC. Retrieved September 30, 2014, from: http://www.bbc.com/news/science-environment-29341850

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Exercise on referencing (Cont…):

• Include the following web-article in your reference list:

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Exercise on referencing (Cont…):

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• Using Harvard style:• Doctor, V. (2014) Scotland & the Empire. The

Economic Times (Mumbai), 14th Sept. Available from: http://epaperbeta.timesofindia.com [Accessed 30/09/2014]

• Using APA style:• Doctor, V. (2014, September 14). Scotland & the

Empire. The Economic Times (Mumbai). Retrieved September 30, 2014, from: http://epaperbeta.timesofindia.com/Article.aspx?eid=31818&articlexml=Scotland-the-Empire-14092014024006

Exercise on referencing (Cont…):

• Research article “Living in a Global World: Influence of Consumer Global Orientation on Attitudes Toward Global Brands from Developed Versus Emerging Countries” by X. Guo, published in Journal Of International Marketing, volume 21, issue 1 on pages 1 to 22 in 2013. The digital object identifier of this article is: 10.1509/jim.12.0065

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Exercise on referencing (Cont…):

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• Using Harvard style:• GUO, X. (2013) Living in a global world: Influence of

consumer global orientation on attitudes toward global brands from developed versus emerging countries. Journal Of International Marketing, 21(1), pp. 1-22.

• Using APA style:• Guo, X. (2013). Living in a Global World: Influence of

Consumer Global orientation on attitudes toward global brands from developed versus emerging countries. Journal Of International Marketing, 21(1), 1-22. doi:10.1509/jim.12.0065

Exercise on referencing (Cont…):

•Article titled: Effects of Brand Local and Nonlocal Origin on Consumer Attitudes in Developing Countries •Authored by: Batra, R., Ramaswamy, V., Alden, D.

L., Steenkamp, J. M. and Ramachander, S. S. • Published in 2000 in Journal Of Consumer

Psychology, volume 9, issue 2, on pages 83-95.

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Exercise on referencing (Cont…):

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• Using Harvard style:• BATRA, R. et al. (2000) Effects of brand local and

nonlocal origin on consumer attitudes in developing countries. Journal Of Consumer Psychology, 9(2), pp. 83-95.

• Using APA style:• Batra, R., Ramaswamy, V., Alden, D. L., Steenkamp, J.

M., & Ramachander, S. S. (2000). Effects of brand local and nonlocal origin on consumer attitudes in developing countries. Journal Of Consumer Psychology, 9(2), 83-95.