Structure of a Report
Dr Shagufta Parween
Department of English
Chaitnaya Bharathi Institute of Technology
DESIGN ELEMENTS/ STRUCTURE/ PARTS/
ESSENTIAL COMPONENTS
REPORT
Prefatory Main Back
Material Elements Matter
(Front Matter) (Body) (Concluding
Body)
Prefatory Material
Cover
Frontispiece
Title page
Copyright Notice
Forwarding Letter
Preface
Acknowledgement
Table of Contents
List of Illustrations
Abstract ( Summary or Executive summary)
COVER
•Printed cover that goes over the report creating an
effect similar to a booklet or pamphlet
•Protects the manuscript and is first thing which is
visible to the reader
• Critical component of a report and can create or
destroy the impression
•Gives basic details
•Must include – title, subtitle, number or
classification (if any), authority, company
name/logo, author, date
COVER
A Report RNC//812
on
Quality Management in Service Industries
Submitted To
Department of Science and Technology
Government of India
Submitted By
Amit Jain
2017A3PS287
Indian Institute of Technology Roorkee, Roorkee
April, 2017
Frontispiece - Latin frontispicium (façade)
✓An illustration preceding the title page
✓Mostly required in a bound report material.
✓It serves as a window display of the whole
report (subject, time period etc.)
✓It is aimed at creating curiosity
✓Showcases the contents of the report
graphically
✓Most used are photographs, map, drawing,
illustration or a collage
Title page
The title of the report
For whom
By whom
The name of the organization
The date
Title page
A REPORT ON
Quality Health Management in Hospitals -- A Case
Study
Prepared for
Director
Centre for Science
New Delhi
By
Sarita Ramesh
20017A8SPS184
Indian Institute of Technology Roorkee, Roorkee
April, 2017
Copyright Notice
•@ Amit Jain, 2017
•All rights reserved, No part of this report may be
reproduced in any form or by any means without written
permission from the author (or publisher).
Forwarding letter
Also called Covering Letter or Letter of Transmittal
▪A form of personal communication from the writer to the
reader
▪Transmits report to the reader
▪Statement of submittal
▪Statement of authorization
▪Statement of subject, purpose, and scope
▪Statement of acknowledgement
▪Limitations
▪Ends with the hope that this would be satisfactory
Forwarding letter
TARA SANJIVINI HOSPITAL, Ranchi
05April, 2017
Dr Nilesh Mathur
Chief Medical Officer
Tara Sanjivini Hospital
Ranchi- 431768
Dear Sir
It is indeed a great privilege to submit the report on the effect of
education and socio-economic status on maternal health care among
the residents of Roorkee.
I am grateful to my colleagues and friends for their support and
encouragement during the course of my study. I am also thankful to
my students who helped me a lot in data collection by containing
120 people on campus
Preface
The background of the work
Important points
Significance of the study
Organization of sections
Acknowledgements
Written in first person but not as direct or informal as
the forwarding letter
Acknowledgements
•Divide the people into different categories
• Make at least two or three paragraphs
•Use varied expression to acknowledge the
support.
•Always state the reason for
acknowledgement
•Avoid metaphorical language
•Avoid clichés
Table of Contents
Table of Contents
Preface ii
Acknowledgements iii
Abstract iv
1. Introduction 1
2. Causes of Smoking 2
3. Effects of Smoking 10
4. Techniques of Quit Smoking 20
5. Conclusions 34
6. Recommendations 37
Appendix A 38
Bibliography 40
List of Illustrations
List of Illustrations
Tables
Table I – Smokers in India 4
Table II –Women Smokers 8
Table III–Steps taken in various states 33
Figures
Figure 1 – 6
Figure 2 – 10
Figure 3 – 39
Figure 4 – 40
Abstract
➢Abstract (2-5%), concentrated form of the
report
➢Abstract is a clear, concise, and condensed
record of the main purpose and important
results of the study
➢Main focus of the study
➢Shorter than the summary
Executive Summary
The entire report in a nut shell.
Summary (5-10%)
Identify topic sentences indifferent paragraphs.
Maintain coherence between topic sentence and
subordinate ones.
Mention objectives, findings , methodology and
recommendations.
The features of Abstract andSummary
Abstract Summary
1. Concise condensation of the 1.Whole report in a nutshell.
purposes
2. About the Report and its significance 2. Highlights most important features
3. Rhetorical language 3. Conclusions and Recommendations
4. No equations, figures, tables. 4. Presentation logic, table and equation
5. Qualitative description, 5. Self-contained, circulated
independently circulated independently
6. About 2-5% of the report 6. Approx. 5-10% the size of the whole
report.
Main Elements / Body of the Report
1.Introduction
2. Methodology
2. Discussion/Description / Analysis / Findings
3. Findings
4. Conclusions
5. Recommendations
Introduction
➢Report preview
➢Background of the matter
➢Statement of the problem (hypothesis)
➢Aims and Objectives
➢Scope of the problem
➢Limitations
➢Definition of terms
Methodology
❑Summarizes the methods of data collection
❑Procedures for investigating the
situation/problem
❑Criteria of survey
Data Collection
❑Qualitative Data
❑Quantitative Data
Sources
❑Primary Sources: first-hand
research
❑Secondary Sources: information
or data provided by someone else
Sources of Data Collection
➢Interviews
➢Surveys
➢Focus Groups
➢Questionnaires
➢Books
➢Internet
➢Newspaper articles
➢Company’s reports
➢Government records
➢Audio
➢Video
➢Diaries
➢Letters
➢Pamphlets
Discussion (Main part of the report)
✓Well-structured
✓Discuss your data analysis
✓Data presentation - organized
✓Analysis - clearly written
✓Facts and Findings and research problem
✓Describe topics; analyze data and draw inferences
✓State the findings and describe how such things
happened
✓Divided into sections and sub-sections with headings
and sub-headings
Conclusion
✓Brings the discussion to a close.
✓Presents a summary of discussions and findings,
results
✓Conveys the significance and meaning of the
report
✓Answer s the problem statements.
✓Draws the logical inferences and judgments based
on the analysis
✓Discusses implications of the conclusion presented
Recommendation/s – Suggestions from your side
❑Tentative
❑Based on results and conclusions
❑May present several ways to solve a problem or
improve a situation
❑Indicate the need and nature for further research in
the concerned area
Back Matter (Concluding Body of the Report)
❑Appendices
❑List of References / Bibliography
❑Glossary
❑Index
Appendices
❑Separate from the main body of the report
❑Provides additional details, supportive
documents
❑Properly numbered as; A, B, C and labelled
References / Bibliography
❑Mentioning of the sources used in the report
❑Proper entries and formatting, style should be
observed
❑Alphabetical in order, can be annotated
References - A list of references contains only the
works you have cited
Bibliography - It is comprehensive as it lists as it lists
all the material you have consulted, whether you have
actually referred to and cited the work or not
Glossary
❑ It is an alphabetical list of technical or
otherwise specialized terms
❑ If the terms are more than 10, it should be
included in glossary
❑If the number of term is less, then it can be
included in introduction or in footnotes
Index
❑In extremely long and detailed reports only
❑Easy for quick cross referencing by name,
subject or both to the content of your report
❑It is the last element of the report
❑Arranged in alphabetical order
