Report Writing in English – Preparation and Planning, Format, Types, Samples / Examples, Presentation | Class 8th to 12th

20/01/202407/04/2021 by Mir Afzal

These will help keep the report organized and can be listed in the table of contents so they can be found quickly.

There are also some writing styles to consider:

1. Keep it simple. Do not try to impress, rather try to communicate. Keep the sentences short and to the point. Do not go into a lot of details unless it is needed. Make sure every word needs to be there that contributes to the purpose of the report.
2. Use active voice rather than passive where possible. Active voice makes the writing move smoothly and easily. For example: “Bad customer service reduces regular business” is more concise and direct than “Regular business is reduced by bad customer service.”
3. Good grammar and punctuation are also important. Read the report aloud and have someone proofread it for you.
4. Remember that the computer cannot catch all the mistakes, especially with words like “red / read” or “there / their.” You may even want to wait for some time after you write it to come back and look at it with fresh eyes.
5. Make the Right Impact Reports should be well organized and easy to follow. To achieve this, follow a structured format. How a report is presented to the reader makes not only a lasting impact but also makes the writer seem credible and the information contained in the report reliable. A finishing touch that can make a great impact on the reader is how you package the report. Always print the final report on good quality paper. You may also consider placing the report in a binder or a folder.

Questions About Report writing Answered

Question 1.

What is report writing in Class 12?

Report writing in Class 12 is a crucial component of the creative writing skills section. It involves composing a report that can be either descriptive or analytical, depending on the given verbal inputs. Students are required to answer a report writing question within a word limit of 120-150 words. They are provided with two options to choose from, and they must attempt only one of them. This question holds a weightage of 5 Marks, with each aspect being assessed individually. The evaluation criteria for report writing include the format, which accounts for 1 mark, the organization of ideas which also holds 1 mark, the content, which carries 2 marks, and the accuracy of spelling and grammar, proportionately assigned 1 mark. Report writing in Class 12 thus presents an opportunity for students to demonstrate their writing skills and effectively convey information in a structured manner.

Question 2.

What are some report writing topics for CBSE?

Report writing is an essential skill for CBSE students, and there are numerous topics that can be explored. Here are some report writing topics for CBSE students:

1. School Annual Day Celebrations: Describing the name of the event, who conducted it, the venue, date, and time. Highlighting the various activities, such as cultural performances, prize distribution, speeches, and the overall quality of the event.

2. Field Trip Report: Documenting a recent field trip, including the purpose, destination, date, and time. Detailing the places visited, activities undertaken, and the educational value derived from the trip.

3. Science Exhibition: Providing information about a science exhibition conducted in school, including the name of the event, organizing committee, venue, date, and time. Describing the different projects, experiments, and innovations showcased, as well as evaluating their impact and overall quality.

4. Community Service Campaign: Reporting on a social work initiative undertaken by the school or a specific group of students. Highlighting the cause, activities conducted, benefitted community, date, and time. Assessing the significance and impact of the campaign in addressing the issue at hand.

5. Inter-School Sports Tournament: Describing an inter-school sports event, mentioning the name of the tournament, organizing committee, participating schools, venue, date, and time. Detailing the different sports activities, matches played, winners, and the level of competition displayed. Evaluating the organization and management of the tournament.

6. Book Fair Review: Documenting a book fair held in school or in the local community, including the name, organizers, venue, date, and time. Explaining the variety of books available, their relevance, and the overall arrangement of the fair. Offering an assessment of the fair’s success in promoting reading habits among students.

Remember, while writing a report, it is crucial to include factual information, provide a clear structure, and offer an objective evaluation of the activities or events being reported on.

Question 3.

What are the suggested value points for a report on various activities in an adopted village?

The suggested value points for a report on various activities in an adopted village, as provided by the CBSE sample paper 2021-22, include the following aspects:

1. Description of the event and occasion: The report should mention the name of the event or activity, along with providing details about the occasion. Additionally, it should specify the entity or organization responsible for conducting the event.

2. Location: The report should include information about where the activity took place, such as the name of the adopted village or any specific venue within the village.

3. Date and time: It is important to mention the specific date and time of the event or activity in the report.

4. Activities conducted: The report should provide a detailed account of the various teaching and social work activities that were organized during the event. This could include specifics about the nature of the activities, the beneficiaries, and any significant outcomes or impacts.

5. Quality assessment: An essential component of the report is to provide an evaluative commentary on the quality of the activities organized. This could involve assessing factors such as the effectiveness of the teaching methods used, the level of community engagement, and the overall impact of the social work efforts.

By addressing these suggested value points, the report will provide a comprehensive overview of the diverse activities undertaken in an adopted village and offer insights into their significance and outcomes.

Question 4.

What are some tips for writing a report effectively?

To write a report effectively, there are several tips to consider. First and foremost, it is crucial to use language that is appropriate for the intended audience. Avoid complex vocabulary when addressing children, as it may hinder comprehension.

Organizing your report into paragraphs is also essential. This helps to structure your ideas and present information in a clear manner. Furthermore, practicing with previous year question papers can be highly beneficial. It allows you to familiarize yourself with the format and style of report writing.

Reading as many report samples as possible is another helpful tip. This provides insight into how reports are typically written and gives you a sense of the expected style and tone. Additionally, when approaching a report question, read it at least twice. By doing so, you can identify and highlight the key information necessary to form a comprehensive response. It is crucial to understand the question fully and read between the lines.

Before you begin writing, it is advisable to plan your report. Make a list of all the important points on a rough sheet of paper, such as the last sheet of your answer booklet. This ensures that you don’t forget any relevant information while writing and helps maintain a logical sequence of ideas.

Presentation plays a vital role in the effectiveness of a report. Double-check for grammatical accuracy and spelling errors, as they can impact your overall marks. Leaving enough space between paragraphs to create a neat appearance is important. Underlining the main points is also recommended, but it’s best to do so after completing the exam. Use a pencil and a ruler for underlining.

Lastly, when writing your report, try to keep your sentences concise. Using shorter sentences reduces the likelihood of grammatical errors and helps maintain clarity throughout your writing.

By following these tips, you can enhance your report writing skills and effectively convey your thoughts and ideas in a well-structured manner.

Question 5.

How are marks allocated for a report writing question in an exam?

Marks for a report writing question in an exam are allocated according to the CBSE Marking scheme for the year 2022-23. The question typically carries 5 marks, which are divided as follows:

1. Format (Heading and Reporter’s name) – This criteria carries 1 mark. It is important to include an appropriate heading and mention the name of the reporter in the format.

2. Organization of ideas – 1 mark is allocated to the organization of ideas in the report. This entails structuring the report in a logical manner, with a clear introduction, body paragraphs, and a conclusion.

3. Content – 2 marks are awarded on the basis of the content provided in the report. It is crucial to provide relevant and accurate information related to the topic.

4. Spelling and grammar – 1 mark is dedicated to evaluating the spelling and grammar in the report. Attention should be given to proper spelling, punctuation, and grammar usage to ensure clarity and coherence.

In total, the report writing question is worth 5 marks. Students should focus on all aspects mentioned above to maximize their chances of scoring well on this type of question.

Question 6.

What are the instructions for answering a report writing question in an exam?

When answering a report writing question in an exam, there are several instructions that you should follow:

1. Adapt your language to your audience: It is important to use language that is suitable for the audience you are addressing. For instance, when writing for children, it is advisable to avoid complex vocabulary.

2. Organize your writing into paragraphs: To ensure clarity and structure in your report, it is essential to write in paragraphs. This helps to break down your ideas and makes it easier for the reader to follow along.

3. Familiarize yourself with previous year question papers: Practicing previous year question papers can provide valuable insights into the types of questions that may be asked and the format expected for a report.

4. Read samples to understand the writing style: Reading samples of well-written reports can give you a better understanding of how they are typically structured and what makes them effective.

5. Carefully analyze the question: Before starting to write, read the question prompt at least twice and highlight the important information. Make sure to grasp the question’s requirements and look for any hidden clues or additional points that need to be addressed.

6. Plan your answer before writing: To ensure a well-organized and coherent report, take a moment to jot down a list of your main points on the rough sheet provided. This will help you keep track of your ideas and maintain a logical sequence of information.

7. Focus on presentation: Presentation matters when it comes to writing a report. Pay attention to formatting, spacing, and overall neatness to make your report visually appealing and easy to read.

8. Check for grammar and spelling errors: Grammatical accuracy and proper spelling are crucial in any written work. Take the time to double-check your report for any mistakes before submitting it, as these errors can affect your overall marks.

9. Leave adequate space between paragraphs: To enhance readability and give your report a clean appearance, make sure to leave enough space between paragraphs.

10. Underline key points after completing your exam: Underlining important points can help bring attention to key ideas in your report. However, it is advisable to do this after finishing your exam. Use a pencil and a ruler to ensure neatness.

11. Keep sentences concise: Writing in small and concise sentences can help minimize the chances of grammatical inaccuracies. Avoid long and complex sentence structures that may increase the risk of making errors.

Question 7.

What are the components of a magazine report?

A magazine report typically consists of several key components that contribute to its structure and overall content. These components include:

1. Heading: The heading of a magazine report provides a brief description of the subject matter or topic being discussed. It helps readers quickly ascertain what the report is about.

2. Byline: The byline of a magazine report includes the name and designation of the person who has written the report. It helps establish the author’s credibility and expertise on the topic.

3. Date and Place: The date and place of reporting are mentioned in a magazine report, providing readers with specific information about when and where the event or incident took place.

4. Opening Paragraph: The opening paragraph serves as an introduction to the report, expanding on the heading and capturing the reader’s attention. It provides a concise overview of the main points to be discussed.

5. Account of the Event: The main body of the magazine report details the event or incident being reported. This section typically involves a comprehensive chronological account of what transpired, presenting the facts and relevant information in a logical sequence.

6. Witness Remarks: In a magazine report, witness remarks or statements from individuals involved or present during the event are often included. These comments provide firsthand accounts and perspectives that add depth and authenticity to the report.

7. Conclusion: The concluding paragraph summarizes the key findings or outcomes of the event and may also mention any actions taken or planned as a result. It wraps up the report by offering a final perspective or recommendation related to the topic at hand.

By incorporating these components effectively, a magazine report can provide readers with a well-rounded and informative account of a specific event or incident.

Question 8.

What are the differences between a newspaper report and a magazine report?

Newspaper reports and magazine reports differ in various aspects, including their format and content. Firstly, in a newspaper report, the headline serves as a descriptive title that accurately represents the contents of the report. In contrast, a magazine report typically has a heading that fulfills a similar purpose.

Secondly, the author’s attribution in a newspaper report is included in the byline, which consists of the writer’s name and their designation. Similarly, a magazine report also includes the writer’s name along with their designation in the byline.

Furthermore, the place and date of reporting are usually mentioned separately in a newspaper report. However, in a magazine report, the date and place of reporting are generally not mentioned separately.

Moreover, the opening paragraph of a newspaper report expands upon the headline and should be concise. On the other hand, a magazine report’s opening paragraph provides an overview of the report but may have more flexibility in terms of length.

Additionally, both newspaper and magazine reports present an account of the event along with witness remarks. This chronologically-organized sequence of the event and its related information is common to both types of reports.

However, the concluding paragraph in a newspaper report typically provides information on the actions taken or to be taken. In contrast, a magazine report’s conclusion focuses on summarizing the report and may offer additional insights or perspectives.

It is worth noting that the language used in both newspaper and magazine reports should be appropriate for the intended audience. Moreover, presentation, organization of ideas, content, spelling, and grammar are critical considerations for writing both types of reports.

Overall, while there are similarities in format and content, the specific differences between a newspaper report and a magazine report lie in the structure, the inclusion of certain details, and the focus of the conclusion.

Question 9.

What is the format of a magazine report?

The format of a magazine report typically includes several key components:

1. Headline: A descriptive title that captures the essence of the report’s content and grabs the reader’s attention.

2. Byline: The name and designation of the person responsible for writing the report. Personal details should generally be avoided in the report.

3. Place and Date: Usually not separate in a magazine report, but it is mentioned to provide context and reference.

4. Opening Paragraph: Provides a succinct and concise overview of the report, expanding on the headline and setting the stage for the subsequent details.

5. Account of the Event in Detail: This section is typically presented in two parts. Firstly, a comprehensive account of the event is provided, following a chronological sequence if possible. Secondly, any witness remarks or statements related to the event are included to provide additional perspectives.

6. Concluding Paragraph: The final paragraph wraps up the report by highlighting any actions that have been taken or are planned to address the event or situation discussed in the report.

Overall, the format of a magazine report ensures a structured approach to presenting information in a clear and organized manner, allowing readers to easily understand the content and its implications.

Question 10.

What should be included in the concluding paragraph of a newspaper report?

The concluding paragraph of a newspaper report plays a crucial role in providing a comprehensive closure to the events described. It should encompass several key elements that ensure the reader is informed about the outcome or resolution of the situation being reported. Firstly, it should include a summary of any actions that have been taken or are planned to be implemented as a result of the reported incident or event. These measures or steps signify the proactive response taken by the relevant parties involved. Furthermore, the concluding paragraph should emphasize the significance and impact of the events on the community or relevant individuals. By doing so, it offers a sense of completeness to the report and highlights the importance of understanding the consequences of the described incidents. In essence, the concluding paragraph of a newspaper report should seamlessly combine a summary of actions taken, an emphasis on the events’ significance, and their impact on the community or relevant parties to provide a well-rounded and conclusive closure to the report.

Question 11.

What should be included in the account of the event in a newspaper report?

In crafting a newspaper report on an event, there are two vital components that should be included. First and foremost, it is crucial to provide a comprehensive and accurate account of the event itself, presenting the details in a clear, chronological sequence. This includes reporting on what transpired from the beginning to the end, highlighting key moments and developments as they unfolded. By presenting a complete picture of the event, readers will gain a thorough understanding of the situation.

Equally important is the inclusion of witness remarks. These statements provide firsthand perspectives and add depth to the report. Including quotes or paraphrases from witnesses helps to further contextualize the event and offers a range of viewpoints. By incorporating witness remarks, readers can gain insight into how individuals experienced the event, their emotions, and any relevant details they can contribute.

Additionally, the report should strive to provide a detailed description of the event, capturing the atmosphere, surroundings, and any pertinent details as observed by both the reporter and witnesses. Descriptive language can help paint a vivid picture, allowing the readers to visualize the scene and better comprehend the event.

Ultimately, a comprehensive newspaper report should encompass a complete chronological account of the event, incorporating witness remarks and providing a detailed description. By fulfilling these criteria, the report will inform readers accurately and allow them to fully grasp and engage with the event being reported.

Question 12.

What is the purpose of the opening paragraph in a newspaper report?

The purpose of the opening paragraph in a newspaper report is to captivate the reader’s interest and quickly provide them with an overview of the report. It serves as a bridge between the headline and the main body of the article, offering a concise summary of the key points and setting the tone for the rest of the report. A successful opening paragraph should be engaging, compelling the reader to continue delving into the details of the report.

Question 13.

What are the components of a newspaper report?

A newspaper report consists of several components that help convey information in a concise and organized manner. These components include:

1. Headline: A descriptive title that summarizes the main content of the report.

2. Byline: The name and designation of the person responsible for writing the report. Personal details are generally omitted.

3. Place and Date: The location and date of the event or incident being reported. This information may not be explicitly mentioned in all newspaper reports.

4. Opening Paragraph: A brief introduction that expands upon the headline and provides an overview of the report. It should be concise and capture the reader’s attention.

5. Account of the Event: This section presents a detailed account of the event or incident, typically organized chronologically. It describes what happened, who was involved, and any significant details or developments.

6. Witness Remarks: In many cases, newspaper reports include statements or quotes from witnesses or individuals directly involved in the event. These remarks add credibility and provide different perspectives.

7. Concluding Paragraph: The final paragraph of the report summarizes the actions that have been taken or will be taken based on the event. It may include information on investigations, legal proceedings, or any follow-up actions.

By including these components, a newspaper report ensures that readers receive a comprehensive and factual understanding of the event or incident being reported.

Question 14.

What is the format of a newspaper report?

The format of a newspaper report typically consists of several key elements. Firstly, there is the headline, which serves as a descriptive title that conveys the main theme of the report. This is followed by the byline, which includes the name and designation of the writer responsible for the report. Unlike magazine reports, newspaper reports also mention the place and date of reporting separately.

The opening paragraph of a newspaper report provides a concise overview of the report, expanding on the information presented in the headline. It sets the context for the reader and grabs their attention. The report then continues with a detailed account of the event, generally divided into two parts. The first part presents a chronological sequence of what occurred, while the second part includes any witness remarks or key statements related to the event.

A concluding paragraph is also included in a newspaper report. This section provides information on any actions that have been or will be taken in response to the event. It could involve discussing measures to address the situation, highlighting further investigations, or providing updates on any ongoing developments.

In terms of writing style, it is crucial to use appropriate language suitable for the intended audience. Structuring the report with paragraphs aids readability and understanding. Prior preparation, such as practicing with previous year question papers and reading samples, is beneficial to familiarize oneself with the necessary writing style. Effective planning before writing ensures a clear and organized sequence of ideas. Additionally, attentiveness to presentation, grammatical accuracy, and spelling is essential. Underlining main points and breaking down sentences into smaller ones can help minimize grammatical errors. Leaving adequate space between paragraphs enhances the overall appearance of the report.

In summary, a newspaper report format includes a headline, byline, place and date of reporting, opening paragraph, detailed account of the event, and a concluding paragraph. Language suitable for the audience, paragraph structuring, prior practice, and attention to presentation, grammar, and spelling are key to writing an effective report.

Question 15.

What are the traits of a well-written report?

A well-written report must exhibit several essential traits. Firstly, it should strictly adhere to the specifications outlined in the report brief, ensuring that all required elements are included. Additionally, it should demonstrate a thorough analysis of relevant information, showcasing a comprehensive understanding of the subject matter.

Moreover, the report should present its material in a logical and coherent order, allowing readers to easily follow the flow of ideas and arguments. This involves organizing the content in a structured manner, so that each section builds upon the previous one, leading to a clear and concise conclusion.

Furthermore, the report should be presented in a consistent manner, aligning with the instructions provided in the report brief. This includes standardizing elements such as formatting, citation style, and overall presentation, ensuring a professional and polished appearance.

Lastly, a well-written report must draw appropriate conclusions that are supported by the evidence and analysis presented throughout the report. These conclusions should be logical and objective, providing a summary of the findings in a way that demonstrates a careful consideration of the available information.

Question 16.

What are some report writing examples for class 12?

Sure! Here are some report writing examples for class 12:

1. Report on the Impact of Social Media on Teenagers’ Mental Health and Well-being

This report examines the influence of social media on teenagers, focusing on its effect on mental health indicators such as self-esteem, body image, and social interactions. It also discusses the potential risks and benefits of social media usage among this age group.

1. Report on the Causes and Consequences of Air Pollution in Urban Areas

This report investigates the reasons behind air pollution in urban areas, analyzing the sources of pollutants, their environmental impacts, and the health effects on the community. It also suggests possible measures or policies to mitigate air pollution.

1. Report on the Importance of Integrating Physical Fitness Activities into School Curriculum

This report explores the significance of incorporating physical fitness activities into the school curriculum, highlighting the potential benefits on students’ overall well-being, academic performance, and long-term health. It also discusses effective strategies for implementing physical fitness programs in schools.

1. Report on the Scope and Implications of Cyberbullying in the Digital Age

This report delves into the issue of cyberbullying, discussing its prevalence, different forms, and the psychological effects on victims. It also provides recommendations on how to raise awareness, address cyberbullying incidents, and create a safe online environment for young individuals.

1. Report on the Impact of Climate Change on Agricultural Practices and Food Security

This report examines the impact of climate change on agricultural systems, analyzing its effects on crop yields, water resources, and food security. It also discusses adaptation strategies, technological innovations, and policy measures to mitigate the negative consequences of climate change on agriculture and enhance food security.

1. Report on the Potential of Renewable Energy Sources for Sustainable Development

This report investigates the advantages and feasibility of utilizing renewable energy sources, such as solar, wind, and hydroelectric power, in promoting sustainable development. It explores the environmental and economic benefits, technologies, and policy frameworks associated with renewable energy adoption.

1. Report on the Importance of Water Conservation in Addressing Global Water Scarcity

This report emphasizes the urgency of water conservation in the face of global water scarcity, discussing current challenges, sustainable water management practices, and innovative technologies. It also highlights the role of individuals, communities, and governments in conserving water resources.

1. Report on Promoting Gender Equality in Leadership Positions

This report explores the importance of promoting women’s participation and representation in leadership positions, examining the challenges faced by women in various sectors and the benefits of gender diversity. It provides insights and recommendations for promoting equal opportunities and inclusivity in leadership roles.

1. Report on the Integration of Technology in Education for Enhanced Learning Outcomes

This report analyzes the impact of technology on education, highlighting its potential to enhance teaching and learning processes. It discusses the benefits, challenges, and best practices for integrating technology in the classroom, as well as the role of educators and policymakers in ensuring effective implementation.

1. Report on Student Mental Health: Understanding Stressors and Promoting Well-being

This report investigates the factors contributing to stress among students, analyzing the impact on their mental health and academic performance. It explores strategies for managing stress effectively, including support systems, intervention programs, and mental health awareness campaigns in educational settings.

PARTIALLY ANSWERED QUESTIONS About Format of Report Writing

Question 1.

What is the format of report writing?

Sub-Questions

What are the specific formats for magazine reports and newspaper reports?

The specific formats for magazine reports and newspaper reports may include headings, bylines, opening paragraphs, accounts of the event in detail, and concluding paragraphs. Magazine reports may also include additional elements such as images, captions, sidebars, or pull quotes to enhance the visual appeal. Newspaper reports often follow a specific structure called the “inverted pyramid,” where the most important information is presented first, followed by supporting details in descending order of significance.

How should the report be presented consistently according to the instructions of the report brief?

The report should be presented consistently according to the instructions of the report brief. This means following any specified formatting guidelines, such as font size, margins, line spacing, and referencing style. Additionally, the report should maintain a consistent tone and writing style throughout, adhering to the requirements outlined in the report brief.

How should the material be structured in a report?

The material in a report should be structured in a logical and coherent order. This typically involves organizing the report into sections such as an introduction, methodology, findings, discussion, conclusion, and recommendations. The sections should flow smoothly, with clear headings and subheadings to guide the reader through the report.

What are the specifications of a report brief?

The specifications of a report brief refer to the specific instructions or guidelines provided for the report. These instructions may include details such as the purpose of the report, the target audience, the required format, the length or word count, the deadline, and any specific sections or headings that need to be included.

What traits should a well-written report possess?

A well-written report should possess the traits of adherence to the specifications of the report brief, analysis of relevant information, structuring material in a logical and coherent order, presentation in a consistent manner according to the instructions of the report brief, and making appropriate conclusions that are supported by the evidence and analysis of the report.

Format of Report Writing

“The format of report writing encompasses several key components that ensure a well-structured and informative document. These components include the findings, discussion, conclusion, recommendations, references, bibliography, and appendices.

Findings: The findings section presents the factual information discovered during the research or investigation. It is essential to provide only the facts without any interpretation by the report writer. To enhance clarity, tables, graphs, or diagrams can be utilized in this section. The findings should be directly relevant to the issues and problems identified in the Terms of Reference. Moreover, it is crucial to arrange the findings in a logical order with appropriate headings and sub-headings.

Discussion: In some cases, the report may require an analysis, interpretation, and evaluation of the findings. The discussion section aims to bring together different aspects of the findings and may reference relevant theories. This section allows for a deeper understanding of the information presented.

Conclusion: The conclusion section presents the inferences drawn from the previous sections. It includes brief statements summarizing the key findings of the report, with a more detailed explanation provided in the Findings and/or Discussion sections. The major conclusions should be presented first and directly relate to the objectives outlined in the Terms of Reference or Introduction.

Recommendations: While optional, the recommendations section provides an opportunity for the report writer to propose suggestions or solutions to the identified problems. This section may include the writer’s opinions on necessary changes, actions to be taken, and who should be responsible for implementing them. It is essential to specify what needs to be done, when it should be done, and how it should be done.

References: The references section is not included in the word count and serves as a list of sources used and referred to in the report. It is important to follow the APA referencing style when listing the sources.

Bibliography: The bibliography section, though not always required, lists sources that were consulted during the research but were not directly cited in the report. This section provides additional resources for readers interested in further exploration of the topic. The bibliography is not included in the word count.

Appendices: Also not always required, the appendices section allows for the inclusion of relevant additional information. This may consist of interview questions, surveys, a glossary, or other pertinent materials. It is important to note that appendices are not included in the word count and should be clearly labeled.”

By including the details from Their article while maintaining the voice and tone of Your article, the passage now offers a more thorough explanation of the format of report writing. It covers the key components outlined in Your article while incorporating the specific traits and guidelines mentioned in Their article, ensuring a more comprehensive understanding of the report writing process.

---

General Template of a Report

---

To:

TITLE

INTRODUCTION / TERMS IF REFERENCE

This section briefly states the purpose and scope of the report. This includes who requested the report, the main issues or problems to be identified, the reason for undertaking the report and the due date of the report.

This section addresses three questions:

i. Why the report was written?

ii. Who it was written for?

iii. What the scope of the report is?

Procedure

In this section the writer explains the procedures used or the processes involved. For example, visits to places/sites, interviews with people and so on.

Findings /Discussion

This is the main part of the report because it gives facts and evidence collected by following the procedures.

Findings:

• What was found during the research or investigation.
• Gives the facts only – no interpretation by the writer of the report.
• Tables, graphs or diagrams can be used.
• Must be relevant to the issues and
• problems identified in the Terms of Reference.
• Arranged in a logical order with headings and sub-headings.

Discussion:

You may also be required to analyse, interpret and evaluate the findings. The discussion draws together different parts of the findings and may refer to findings of theories.

Conclusion

The inferences drawn from what is mentioned in the previous section are presented here.

• Brief statements of the key findings of the report (full explanation is given in the Findings and/or Discussion).
• Arranged so the major conclusions come first.
• Should relate directly to the objectives set out in the Terms of Reference or Introduction.

Recommendations

This section is optional. If the writer has been asked to make suggestions or recommendations, they will be presented here. It includes the opinions of the writer of the report about possible changes, or solutions to the problems, including who should take action, what should be done, when and how it should be done.

Name:

Designation:

Date:

References

• Not part of the word count
• A list of the sources that are used in and referred to in the report.
• Use APA referencing style.

Bibliography

• Not always required
• Lists any sources that were read for the research but were not cited in the report.
• Bibliography is not included in the word count.

Appendices

• Not always required
• Additional relevant information. May
• include interview questions, surveys, glossary etc.
• Appendices are not included in the word count).

---

1. SAMPLE STATUS REPORT

On a Civil Engineering Project

To:

The Chief Executive Engineer

BBMP Head Office

Hudson Circle, Bengaluru-02

Title: Status of construction of the flyover at West of Chord Road, Rajajinagara.

Terms of Reference:

On July 22, 2019, Larsen & Turbo, a construction company, entered into a contract with BBMP to construct a two way flyover at West of Chord Road, Rajajinagara, Ist Block signal toat a cost of 17 crores. The construction was to begin on 1st December, 2019 and be completed by October, 2020. It was agreed that the Government would be provided interim progress reports on 15th January, 15th July and 15th December, 2020.

Work completed to date:

The construction company has completed the following jobs:

1. Survey and planning completed on 31st October.

2. The foundation work started on 15th November.

3. Pillar work completed on 15th July.

Work in progress:

Insertion of the cables began on 2nd August and the work has been going on as per the schedule.

Work to be completed:

The company has assured that they would complete the following works by 31st October:

a) Assembling the Slabs.

b) Concreting the road.

Anticipated problems:

As a result of the nationwide lorry strike which is a week old, the construction company anticipates problems in procuring steel in time. But efforts are being made to use their lorries overtime and get the work done in time.But for this problem, there does not seem to be any other hitch in getting the work completed on schedule.

Name:

Designation:

Date:

---

2. SAMPLE EVENT REPORT

Such a report is about an event that takes place in a college or any other place. It begins with a dramatic note and is followed by the details of the programme or the event. It should have a proper beginning and a conclusion. The sentences should be clear and short. The details should be specific. The report should be divided into suitable paragraphs.

Inauguration of Sports Activities:

It was a memorable day in the annals of our college. Santhosh Dravid, the most popular cricket player of our country as well as the world, had arrived as the chief guest to inaugurate the sports activities of the college for the present year. All of us were excited to receive such a star of cricket. We had taken interest in decorating the entrance as well as the auditorium. Some of us had exhibited a collage of pictures marking the milestones of his cricket career.
The guest arrived at 10 am and he was ceremoniously welcomed by the Physical Instructor, the Sports Secretary and a few office bearers of the Association. Hundreds of us were there, indeed, to cheer him and click pictures. He was taken to the Principal’s chamber for a cup of tea. He was happy to see the creative collage of his cricket career.

The function began at 10.30 am. The programme was anchored by Ms. Meena, Joint Secretary for Sports. It began with an invocation followed by lighting the lamp as a token of inauguration. Our Physical Instructor, Ramanna introduced the guest highlighting his unique achievements, his awards and his contribution to the world of cricket. He also welcomed the guest as well as the audience. The Principal honoured him with a bouquet, a shawl, a fruit bowl and a memento.

Then the chief guest rose to speak. The auditorium was silent to listen to every word of the cricketing hero. He mentioned a few major events of his life that led him to play cricket and learn it.

He thanked his cricket coach for his invaluable guidance and motivation. He explained that there were quite a number of ups and downs in his career before he could reach the peak. He ended his talk with a suggestion that we should do well in the field of our passion. He made it clear that we should not worry about the hurdles and face them with confidence. Hard work is the only way to success, he said. He sat down to a thunderous applause.

The vote of thanks was proposed by the Sports Secretary. Later all of us thronged him for photos. It was a memorable day for us and we shared our photos as well as the message with our friends.

---

3. SAMPLE SURVEY REPORT

MUSIC ACADEMY

To: Shankar Das, Chairman

REPORT ON DECLINING ATTENDANCE

1. TERMS OF REFERENCE

In July you asked us to investigate the reasons for the fall in attendance the the concerts and to submit a report with recommendations by December.

2. PROCEDURE

a) The attendance figures of the previous year were obtained.

b) Members of the academy and some others were interviewed.

c) A questionnaire was sent to all the current members and also those who discontinued membership in the last 12 months.

3. FINDINGS

a) The attendance figures in the previous year were as follows:

First Quarter 3000

Second Quarter 2400

Third Quarter 1900

Fourth Quarter 1300

• Majority of the members are of the opinion that the quality of music has deteriorated and that they miss the maestros of the previous era.
• Most of the artistes who performed in the last two years actually experimented on stage in the name of innovation.
• Lack of discretion in the choice of programmes.
• Inadequate communication. Members were not informed about the last minute changes in concert schedules and also about the change in artistes sometimes.

4. CONCLUSIONS

Attendance at concerts shows a noticeable decline because of dissatisfaction with the quality of music and administrative lapses in sending communication to the members and the general public. Failure to redress them may lead to a further decline in

membership and might gradually erode the reputation of the Academy.

5. RECOMMENDATIONS

1. The organising committee should be objective in their selection of programmes and artistes and should set aside personal preferences.

2. There should be a wide range of programmes.

3. Members should be informed of the concerts for a whole quarter and changes in them, if any, should be notified in the press immediately. This should also be followed by personal communication.

4. There should be a campaign for enrolling life members.

5. A number of schemes should be planned to attract membership.

6. The programmes should be given wider publicity.

Sunil Kumar

Madan Mohan

Sangeetha Biswas

Members, Reporting Committee.

Date:

Appendix: Questionnaire

---

Exercises

1. Imagine that you have been asked to conduct a survey as the Student Welfare Officer of your institution about the use of the library and reading room facilities and submit a report to him/her with your recommendations.

Consider the following points:

• Do students read magazines of general interest or sports / Film magazines?
• What types of books are generally issued out, text books or reference books?
• How many students refer to dictionaries, encyclopaedia or other books kept for reference only?
• Do students prefer CDs to books?
• Wherever available, do students use the internet facility more than the reference section in the library?

2. The Department of Student Welfare is concerned about the deteriorating food habits of students in the city. Imagine that you have been asked to conduct a survey and present a report.

You may use the following hints:

• Preference for junk food among youth
• Fast food consumption- as a fashion statement/ increased availability
• Irregular food timings
• Effects of these food habits lead to early onset of lifestyle-related diseases
• Solutions to the issue could be achieved through awareness, availability of healthy food on campuses

3. Your college conducted an intercollegiate youth fest in the month of October.

Write an event report for the college magazine using the following hints.

Inaugurals – various competitions – participation by various colleges – festive atmosphere – prize distribution – valedictory.

4. You are an officer working for PWD. You have been entrusted with the task of construction of a public library.

Write a status report to The Chief Engineer by using the following hints.

Survey and planning is complete – foundation work started delay due to heavy rains – work likely to be completed by

December 2019.