University of Education Lahore

Department of English
Course Title: Advanced Academic Reading and Writing
Programme: BBA

Course Code: ENGL2116

Instructor Name: Samina Ali Asghar

Report Writing
 Learning Outcomes

 Definition of a report.

 Purpose of a report.

 Principles or characteristics of a good business report.

 Importance of Report.

 Types of report.
 Definition of Report

 The word report is derived from Latin; ‘-re’ meaning ‘back’ and
‘porto’ meaning ‘to carry’.
 In English the word is used both as verb and noun. It means:
 To give an account of, often at regular intervals; give information
about something seen or done, etc.., to recount.
 To give a formal statement or official account of; announce
formally the result of an investigation, etc.
 To present or return (something referred for study, action, etc.)
with the conclusions reached or recommendations made.
 A formal or official presentation of facts or of some proceedings,
and investigations.
 A spoken or written account of something heard, seen, or done,
studied etc., especially one that is published or broadcast.
 Report

 According to C. A. Brown, "A report is a communication from

someone who has some information to someone who wants someone
to use that information"
 According to Ramond V. A. Lesikar, “A business report is an orderly,
objective communication of factual information that serves some
business purpose"
 Report

 A good report must be an orderly arrangement of some factual

information that is objective in nature and serves some purpose.

 Report is an administrative necessity.
 They are written for a specific readership and probably intended to
be kept as a record.
 Purpose of Report

 To present a record of accomplished work

 To record research findings
 To document schedules, timetables, and milestones (a report on a
long term plan)
 To document current status (an inspection report)
 To present information to a large number of people(annual report)
 To recommend actions that can be considered in solving certain
problems (recommendation reports)
 Characteristics of a Report

Precision
In a good report, the report writer is very clear about the exact
and definite purpose of writing the report. Precision gives a kind of
unity to report and make it a valuable document.
Accuracy of facts
Information contained in a report must be based on accurate
facts. Since decisions are taken on the basis of report information,
any inaccurate information or statistics will lead to wrong decision.
It will hamper to achieve the organizational goal.
 Characteristics of Report

Relevance
The facts presented in a report should not be only accurate but
also be relevant. Irrelevant facts make a report confusing and
likely to be misleading to make proper decision.
Reader Orientation
While drafting any report, it is necessary to keep in mind about
the person who is going to read it. That's why a good report is
always reader oriented. Readers knowledge and level of
understanding should be considered by the writer of report.
 Characteristics of a Report
Objectivity of recommendations
Recommendations on report usually make effect on the
readers’ mind. So if recommendations are made at the end of a
report, they must be impartial and objective. They should come
as logical conclusion for investigation and analysis.
Simple Language
This is just another essential feature of a good report. A
good report is written in a simple language avoiding vague and
unclear words. The language of the report should not be
influenced by the writer's emotion or goal. The message of a
good report should be self-explanatory.
 Characteristics of a Report

Grammatical Accuracy
A good report is free from errors. Any faulty construction of a
sentence may make its meaning different to the reader's mind. And
sometimes it may become confusing or ambiguous.
Clarity
Clarity depends on proper arrangement of facts. A good report is
absolutely clear. Reporter should make his purpose clear, define his
sources, state his findings and finally make necessary recommendation. To
be an effective communication through report, A report must be clear to
understand for making communication success.
 Characteristics of a Report

Conciseness
A good report should be concise but it does not mean that a
report can never be long. Rather it means that a good report or
a business report is one that transmits maximum information with
minimum words. It avoids unnecessary detail and includes
everything which is significant and necessary to present proper
information.
Logical Sequence
The points in a report shall be arranged with a logical sequence,
step by step and not in a haphazard manner. A planning is necessary
before a report is prepared.
 Characteristics of a Report

Acts as Permanent Record

A report serves as a permanent record relating to certain business matter.
It is useful for future reference and guidance.
Time Consuming and Costly Activity
Report writing is a time consuming, lengthy and costly activity as it
involves collection of facts, drawing conclusion and making
recommendations.
Readability
The keynote of a report is readability. The style of presentation and the
diction (use of words) shall be such that the readers find it attractive and he is
compelled to read the report from the beginning to the end.’ Then only a report
serves its purpose. A report on the same subject matter can be written
differently for different classes of readers.
 Characteristics of a Report
Approach
There are two types of approaches: (a) Person—When a report is written
based on personal enquiry or observations, the approach shall be personal and
the sentences shall be in the first person and in direct speech, (b) Impersonal—
When a report is prepared as a source of information and when it is merely
factual (e.g. a report on a meeting), the approach shall be impersonal and the
sentences shall be in the third person and in indirect speech.
Attractive Presentation
Presentation of a report is also a factor which should be considered for a
good report. A good report provides a catchy and smart look and creates
attention of the reader. Structure, content, language, typing and presentation
style of a good report should be attractive to make a clear impression in the
 Importance of Report Writing

1. REPORT AS A MEANS OF INTERNAL

COMMUNICATION

 A report acts as an effective means of communication within the

organization.
 It provides feedback to employees.
 It is prepared for the information and guidance of others
connected with the matter / problem.
 Importance of Report Writing

2. REPORT FACILITATES DECISION MAKING AND

PLANNING.

 Report provide reliable data which can be used in the planning and
decision making process.
 It acts as a treasure house of reliable information for long term
planning and decision making.
 Importance of Report Writing

3. REPORT DISCLOSES UNKNOWN INFORMATION.

 Reports provide information, which may not be known previously.
 The committee members collect data, draw conclusions and
provide information which will be new to all concerned parties.
 Even new business opportunities are visible through unknown
information available in the reports.
 Importance of Report Writing

4. REPORT GIVES INFORMATION TO EMPLOYEES.

 Reports are available to managers and departments for internal

use.
 They are widely used by the departments for guidance.
 Reports provide a feedback to employees and are useful for their
self-improvement.
 Types of Report

Types of Report:

 Formal
 Informal
 Informal Reports

 The informal report functions to inform, analyze, and recommend.

 It usually takes the form of a memo, letter or a very short
international document like a monthly financial report, monthly
activities report, research and development report, etc.
 This report differs from the formal report in length and formality.
 Informal Reports

 It is written according to organization style and rules, but usually

does not include the preliminary (front) and supplemental (back)
material.
 The informal report is usually more controversial in tone and
typically deals with everyday problems and issues addressed to a
narrow readership inside the organization.
 Types of Informal Reports

 Field trip reports

 Progress and status reports
 Periodic reports
 Feasibility reports
 Troubleshooting reports
 Financial Report
 Review Report
 Field Trip Reports
 frequently used in business and industry to record the results of on-
site inspections.
 scope and significance will determine whether they take the form of
an informal or formal report.
 may contain information on:
i. observations on safety conditions,
ii. equipment damages,
iii. production operations or
iv. even employee morale,
 can address the entire range or focus on one or two aspects.
 Field Trip Reports

Components/Elements for field trip report:

 Purpose of inspection/visit.
 Identity of site or facility.
 Description of investigation/observation.
 Results/findings.
 Conclusions and recommendations.
 Field Trip Reports

 A brief description of the purpose of the investigation is necessary.

 A description of the investigation is crucial.
 The results of your inspection follows the investigative
description.
 List and record your observations clearly, objectively, and
concretely.
 The conclusion and recommendations are purpose for writing this
report.
 Progress Reports

 give accounts of work that is currently being done but is not yet
completed.
 communicate project problems, thus reducing the rippling effects
those problems can have on scheduling, costs, and other
operational factors.
 enable you to check on yourself so that you can better estimate
what remains to be done and what resources, especially time you
have to do it.
 Progress Reports

Format for progress reports:

 Summary overview of the whole project.
 Work already completed.
 Work currently underway.
 Work remaining to be done.
 Final recommendations,
 Status Reports

 describe what is being accomplished in the present and with

existing conditions in general.

 just another type of progress report.

 emphasis is laid on the existing conditions.

 Status Reports

Format for status reports:

 Summary overview of the whole project.
 Present conditions described in detail.
 Work completed and remaining.
 Final recommendations.
 Periodic Reports

 allows management to keep track of ongoing operations on a

periodic or regular basis.
 can be filed daily, weekly, monthly, quarterly, yearly etc.
 may even take the form of an elaborate and often costly formal
report.
 can take almost any form depending on the project and the
frequency of reports required.
 are routine.
 Feasibility Reports

 decisions have to be made every day, an investigation to decide

on the most appropriate decision is called feasibility study and the
report that conveys the study is called feasibility report.
 probably the most difficult type of report to write because it
requires you to make decisions.
 Focus of feasibility reports should be the recommendations.
 Feasibility Reports

components/elements in a feasibility report:

 Introduction
 Proposed actions
 Conclusion
 Final recommendations.
 Feasibility Reports

The introduction of a feasibility report should include:

 Background and purpose of the report
 Statement of the problem
 Extent of the study
 Criteria used in the study
 Feasibility Reports

 The middle section should consist of a detailed discussion of the

single action or several alternative actions under consideration.
 An effective feasibility report discusses all of the possible factors
that might influence a decision on the best action.
 Your report should conclude with one or two paragraphs
summarizing your conclusions and recommendations.
 Troubleshooting Reports

 used by technicians to convey information regarding the analysis

and correction of problems found in industrial products.
 The purpose of troubleshooting reports is:
To analyze the problems.
To locate the defect.
To correct the defect.
 Troubleshooting Reports

Components/elements in troubleshooting reports:

 Introduction
 Body
 Conclusion
 Final recommendations
 Financial Report
Type of report which is used to provide a detailed description of all
the financial activities of some person, business, market or an
organization in the form of a statement, is known as Financial Report
Review Report
Review Reports are used to present a review on the studied literature
or subject matter. Such reports are used with an intent to make a detailed
content more specific for the readers of your draft so that they may not
have to scan the details of a text. Generally, the audience for this is high-
tech but may be modified to be read by the low-tech audience, if
necessary.
 Formal Reports

 Can be intended for company distribution but are more commonly

intended for distribution outside the company.
 Is a distinct type of report because of its size and scope of
undertaking, its importance, and its formal tone.
 Can be used for any reporting purpose as long as the size of the
formal report is warranted.
 Formal Reports

 Have title pages and table of contents

 Have type of preface in the form of a cover memorandum or a

letter of transmittal depending on whether the letter is intended for

interoffice distribution or for circulation outside the company.

 Can have appendices or bibliographies.

 Types of Formal Report

They can be categorized as:

 Informational reports

 Analytical reports

 Recommendation reports
 Informational Reports

 Informational reports present results so readers can

understand a particular problem or situation.
• Informational reports might:
A. Present information on the status of current research or
of a project.
B. Present an update of the operation in your division.
C. Explain how your organization or division does
something.
D. Present the results of a questionnaire or research.
 Analytical Reports

 This type goes a step beyond presenting results. Analytical

reports present results, analyze those results, and draw
conclusions based on those results.
• These reports attempt to describe why or how something
happened and then to explain what it means.
• Like informational reports, analytical reports can be formal or
informal..
• Explain the potential results of a particular course of action.
• Suggest which option, action, or procedure is the best.
 Recommendation Reports

 This type advocate a particular course of action. This usually present the
results and conclusions that support the recommendations.
• This type is identical to analytical report.
• For example, your analytical report suggests using treatment X is more
efficient than treatments Y and Z. However, that does not mean that you
will use treatment X as cost and other considerations might recommend
treatment Y.
• What should we do about a problem?
• Should we or can we do something?
• Should we change the method or technology we use to do something?
Difference Between Formal and Informal
Report
 Formal and Informal Reports

Formal Reports Informal Reports

Formal reports are often used in Informal reports are used for shorter
academic papers or to provide a documents, such as memos and
lengthy overview of a major change newsletters.
or development within a business.

Formal reports are more detailed. Informal reports are less detailed.
Formal reports have a set structure: an Informal reports can be structured in
introduction, body and conclusion. any way.
 Formal and Informal Reports

Formal Report Informal Report

Formal reports have a formal tone and Most informal reports use first- or
use third-person narrative. second person narrative. Although
some informal reports use a
professional tone, it is not required in
many cases.
Formal reports analyze a specific Informal reports are often very brief
topic in great detail. and only include the most relevant
information
 Formal and Informal Reports
Formal Reports Informal Reports
Formal reports also provide evidence Since informal reports are brief,
to back up the information in the evidence to back up the information
report. is not included in this type of report.

Formal reports usually include ____

citations for the sources used to
generate the report.
Charts, graphs and statistical _____
information are also common
components of formal reports
 References

Turner, K., Ireland, L., Krenus, B., & Pointon, L. (2011). Essential
academic skills. Oxford University Press.

Grellet, F.(1996). Writing for Advanced Learners of English. Cambridge.

Thanks