Report Writing.pptx total description how to write
- 1. Report Writing Sections of a Report A report is structured according to the following sections: • Title page • Executive summary • Table of contents • Introduction • Discussion • Conclusion • Recommendations • Bibliography • Appendices
- 2. 1. Title Page • The title page is the face of a report. It should be clear and proper both in terms of content and formatting so that the reader may form a good idea of what is the report about. • There are four basic components that should be present in the title page: • It should have a clear title. • It should have date of submission. • It should have the detail of the person who has prepared the report, that is, addresser’s name. • It should have the addressee’s name.
- 3. PRELIMINARY REPORT BAKERY PREPARED FOR MANAGING COMMITTEE HAYATCHI ENTERPRISES PREPARED By INCUBE-RESEARCH JANUARY 25, 2012
- 4. 2.Executive Summary The next section is executive summary, also known as Abstract. This section provides the gist of the whole report. Findings, objectives and recommendations in the report are put in a nutshell in this section. There are six points that are to be considered for structuring the executive summary: • You should be clear about your aims and objectives. Identify them by keeping in view the environment (business/organizational/academia) and the person by whom you have been assigned the task of composing the report. • The design and methodology comes next. • The findings of the report that you have found after carrying out the analysis should be provided. • The conclusion should cover all the important points covered in the main body. • A set of recommendations is outlined on the basis of conclusion. • Limitations of the report may also be given at the end. As the findings of any report cannot be considered absolute, the limitations may be identified so that other people know the areas where they may work further in future.
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- 6. Points to Consider while composing Executive Summary • It is always written in the end when the report is complete in all respects. • It should be written in a manner that grabs reader’s attention. • Keep in mind the nature of the target audience. The language used to compose the executive summary may be modified according to the audience’s background and level of knowledge. • The central idea or theme must be presented in the executive summary. • It should clearly define your main aim and purpose of writing the report. • Prepare a mind map/business planso that you are able to compose the report in an orderly manner and within the given time limit.
- 7. 3.Table of Contents • The Table of Contents is a sequential list of the report’s organizational structure. It is important because it gives reference to the scope of the report and provides references with page numbers. Level of headings • First degree of heading is written using whole numbers; for example, 1.Introductionto Economics • The second degree of heading is written using one decimal place: 1.1Debit and Credit • The third degree indicates sub-sub-section and is written as follows: 1.1.1 Expenditure and Finances
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- 9. 4.Introduction Introduction gives the big picture of the overall report. It builds up the context and sets the scenario in which the study/analysis will be carried for the target reader. The subject mattershould be explained in a clear and explicit manner in the Introduction.For example, in a report about the behavioral problems of teenagers of Rawalpindi, the general behavioral problems of these teenagersshould be your subject matter. The problem description follows; the main problem/issue to be investigated/explored must be stated clearly in a concise manner in this subsection. For the investigation of the main problem, you set
- 10. Cont. some aims and objectives. These aims and objectives are your research questions whose answers you will try to find through analysis. However, in the introductory section, you indicate the probable answers and your expected results. Defining the scope of your report comes next. It gives the reader a clear idea of areas your study covers; it makes your study specific and the reader is able to limit his perception in a certain area. Report preview follows scope. This heading informs readers about what is coming ahead in the report. The last heading in the introduction part is Limitations. It indicates the boundaries within which the study shall be carried out; it also mentions the time constraints and specifies the sample.
- 11. Example • This is a Report on the rise ofcomputer gaming addiction among teenagers. Introduction Purpose The purpose of this report is to investigate the reasons behind the rise in computer gaming addiction among teenagers. The report will also recommend preventive measures for computer gaming addiction. Background A recent study on game technology (Tan, 2010) shows that nearly 75% of teenagers in Singapore play computer games regularly and the majority of them show signs of addiction. The rise in computer gaming addiction among teenagers is a growing concern and the Ministry of Media Development (MDD) would like to find out the reasons behind this trend. The report was commissioned by the Director of Corporate Communications, Ms Julie Sim, on 31 May 2010.
- 12. Cont... Method of Investigation Questionnaires were issued to 100 teenagers from 25 educational institutions on 25 June 2010. Three teenagers who were former addicts were also interviewed to get more in-depth views. References were also made to books and newspaper articles. Scope Besides respondents’ profile, this report looks into four possible reasons for the rise in gaming addiction among teenagers: boredom, stress, societal influence and addictive game features.
- 13. 5.Discussion •This section goes into the detail of the process through which you have collected your data. When you structure this section, provide all the details of your results and findings. The discussion section varies according to the type of report 1. Status Report •In the discussion part of a Status Report, discuss the problems that were encountered while conducting the study. 2. Trip report •Record your observation and course of action when you are required to compose a trip report in which a survey has been conducted.
- 14. Cont... 3. Lab report •After performing an experiment in lab, state all findings and overall learning in detail here. 4. Proposal •When composing a proposal report, discuss in detail all the feasible solutions of the problem that are going to be investigated in the study.
- 15. Cont... • The overall design of research, the methodology, and tools should be discussed in detail in this section, as it was just touched upon in the Introduction section. In the end, provide recommendations on the basis of findings. • Moving on to the second part of Discussion section, reflections and insight on the subject matter can now be included along with the problem that was investigated. However, opinion as a writer of the report should be well- informed, logical and should show in-depth understanding of the solution and problem that was posed in the study. • Lucid and comprehensive prose style should be observed while composing this section. • If findings include any generalizations, be cautious to support them with facts and statistics of the findings.
- 16. Characteristics of Discussion Section The following features must be present in your write-up of Discussion section: • Critical thinking about a problem • Creative solutions of the problem • In-depth understanding of the problem Findings The findings section can be composed by answering the following two questions:
- 17. Conclusion • Conclusions are logical deductions based on the data in the findings section. They are a comprehensive summary of the findings and sum up the main points of the report along with highlighting the significant elements. They relate to the objectives and end with a statement which will lead to the recommendations section.
- 18. Example • This report has identified five types of scanners currently available. Some are primarily used for professional purposes such as the drum scanner; others are used more broadly in the workplace and home such as flatbed scanners and, to a lesser extent, sheet fed scanners. • Specialized scanners are currently being incorporated into other types of technologies such as digital cameras, printers and photocopiers
- 19. Recommendations • Recommendations are useful for researchers who want to work in the same area as the author. Thus, the author should ensure to give only those recommendations that can be implemented by researchers in a practical way. Purely imaginative recommendations are just a waste of space. Moreover, they should be based on the findings. For instance, what more could be done in the same area may be stated from a certain point of view. Do not give general recommendations; it only shows you want to fill space. Rather, suggest topics for further research so that others may benefit from them.
- 20. How to write Recommendations? • Brief – write concisely; any reason for recommendation should only be given if necessary. • Clear – do not be ambiguous as to how the suggestion should be implemented. • Precise – vague recommendations usually result from insufficient research/analysis.
- 21. Bibliography or Work Cited Keep in mind the following points while composing bibliography: • All the sources of information are included in the report. • Use the standard format: APA/MLA or whichever style the work demands • Ensure that all the work cited in the body of the report is listed in the reference list.
- 22. Appendices • An appendix contains material which is too detailed, technical, or complex to include in the body of the report. That is why it is placed at the very end of your report. Specifications, questionnaires and Long complex tables of figures are usually included in the report as appendices.