REPORT & PES
TY Presented
by :
Dr. Arun vidya K
Repor
toral report)
A report is a statement in which the writer (or speaker if it an
give information to some individual or organization
because it is his or her responsibility to do so. It is an assigned
communication for a purpose and for a specific receiver/reader.
A report may be defined as a formal
statement describing a state of affairs or what
has happened. It contains detailed description of
a problem or a situation, findings of an
investigation, recommendation or action taken.
A good report must be an orderly
arrangement of some factual information that
is objective in nature and serves some
purpose.
Purpose of
Report
1.Give information about a company’s activities, progress,
plans
and problems.
2. Record events for future reference in decision making.
3.Recommendation specific action.
4.Justify and persuade reader about the need for
action in controversial situations.
5.Present facts to the management to help decide
the direction the business should choose.
Features of
Reportor an account of somethings.
1.Information
2. Orderly presentation of facts about some activity.
3.Objective and unbiased presentation of facts.
4. Specific audience.
5.Often include recommendation.
6. Written by some specific purpose.
7. Submitted by a lower authority to height
authority.
Requirement of
Reports Clarity
Objectivity
Requiremen Conciseness
t of
reports
Continuity
RELEVANC OF
E REPORT
WRI TIN
G
REPORT AS A MEANS OF INTERNAL
COMMUNICATION
1. A report acts as an effective means of
communication within the organization.
2. It provides feedback to employees.
3. It
is prepared for the information and guidance
of others connected with the matter / problem.
REPORT FACILITATES DECISION
MAKING AND PLANNING
1.Report provide reliable data which can be used
in the planning and decision
making process.
2.It acts as a treasure house
of reliable information for
long term planning and
decision making.
TYPES OF ORT
REP
TYPES OF
REPORT
Reports can be classified into different categories on the basics of the
media of communication, formats adopter, frequency of issue as well as on
the basis of their functions.
On the Basis of Communication
Media
1.Oral Repots
An oral report is face-to-face communication of an
impression or observation. It is comparatively informal and time
saving. It is simple and easy to present. But the receiver has to listen
to every word of it.
2.Written Report
A written report id relatively more accurate and
precise. It tends to be more formal and can be referred
to again and again. It provides a permanent record and
cannot be denied at any time.
On the Basis of Format and Procedures
Adopter
1.Informal Reports
An informal report is usually in the from of person-to-person
communication. It may range from a few lines to several pages of detailed
information. It is usually written in form of a letter.
2. Formal Report
A formal report is presented in a prescribed form. It is prepared in
accordance with an established procedure and is submitted to a prescribed
authority.
On the Basis of
Function
1.Information Reports
An informational report presents the data collection or facts observed in
an organized form. It presents the situation as it is and not as it should be.
2.Interpretative Reports
Such a report is not only contains facts but also interpretation or
evaluation of data. It includes report’s conclusions and may also contain
recommendation for action.
3.Routine Reports
These reports are required to be prepared and submitted periodically
on matters required by the organization so as to help the management of
the organization to take decisions in the matters relating to day to day
affairs.
The Plan for Preparing a Formal Report
1. Identify the readers
2. Determine your purpose
3. Formulate specific questions
4. Conduct research to answer the questions
5. Draw valid conclusions (for analytical or recommendation
reports)
6. Decide on recommendations (for recommendations)
7. Write the report
FORMAT
OF
REPORT
FORMAT OF
REPORTA report has several parts which enable the writer(s) to layout all the
complex information in an easy-to-easy form. All report do not required all
the parts; but long report need to include all of them. The part form the
title to the signature are essential and must be include in reports.
1.Although, there is no set report writing format, however, there are
general sections that should be included.
2.Unlike essays, reports are written in sections with headings and sub-
headings, which are usually numbered.
3.There are numerous possible formats available for writing a report,
and it mostly depends on the context of topic
COMPONENTS OF A REPORT
Title Page
It should include the title, your name and the name
of the tutor to whom it is being submitted, date of submission,
your course/department. The logo of the organisation should
also be printed.
Acknowledgements
A list of people and organisations who have
helped you in the compilation of report and other related
work.
Contents
pageA clear, well-formatted list of all the sections and
sub-sections of the report. Page numbers should be
marked correctly.
Abstract
A summary of the major points, conclusions, and
recommendations should be written to give a general
overview of report.
Introduction
The first page of the report needs to have an
introduction. You will explain the problem and show
the reader why the report is being made.
Body
This is the main section of the report. There needs to be several sections, with
each having a subtitle. The various sections include Review of Literature, Materials
and Methods and Results. A discussion section can also be included at the end of
the
body to go over by findings and their significance.
Conclusion
A conclusion should draw out the implications of your findings, with
deductions based on the facts described in your main body. The significance
and relevance of study is discussed in this section.
Reference
This is a list giving the full details of all the sources to which you have
made reference within your text.
THANK
YOU
