Report Writing

  Report Writing

• A report is a methodical, organised document that defines and analyses a certain issue or a problem. The main purpose of a report is to provide information to its readers.
•  Reports are used in different professions and there are various types of reports varying according to the purpose. Reports are well researched, planned and organized documents that are written for a specific audience.
•  It is a concise document based on research that typically analyses a situation and sometimes makes recommendations for future action.
•  It is a factual paper which is clear and well-structured.
• There are various types of reports like Business reports, expense reports, audit reports, closure reports, progress reports, justification reports, compliance reports, annual reports, technical reports and feasibility reports.

Technical Reports

• Engineers spend a great deal of time writing technical reports to explain project information to various audiences. Engineers perform technical writing to communicate pertinent information that is needed by upper management to make intelligent decisions that will affect a company’s future.
• The main purpose of technical report is to present a solution to a problem in order to rectify it. Technical reports provide a record of an individual’s developing expertise and are a legal record of work and decision making.
• Engineers spend one third to half of working hours in technical writing such as proposals regulations manuals procedures and requests progress reports
• In a nut shell Engineers write technical reports to communicate technical information and conclusions about projects to customers, managers, legal authority figures, and other engineers.

Process of writing a business report

A technical report follows a specific layout and format

a) Front Cover

b) Title page

c) Summary or Abstract

d)Table of Contents

e) List of Figures and Tables( optional )

f) Introduction

g) Methods, Assumptions, and Procedures

h) Discussion

i) Conclusions and Recommendations

j) References and appendices

a) Front Cover

• A cover and label are used if the report is over 10 pages long.
• The cover (front and back) provides physical protection for the
• printed report. Plastic spiral bindings and thick, card-stock paper is recommended.
• A label is placed on the cover to identify:
• Report title and subtitle (if a subtitle is appropriate)
• Author’s name
• Date of submission

b) Title page

• The title page provides descriptive information that is used by organisations that provide access to information resources 
• A title page duplicates the information found on the front cover (if one is used).
• The title of the report
• The authors' name
• Name of the Dept, company
• The date of submission.

c) Summary or Abstract

•  The Summary is usually written at the end of report writing. It provides a brief overview of the substance of the report.
• It is a stand-alone document generally used by busy managers who might not have time to read the full report. That’s why it is usually referred to as the Executive Summary in the workplace.
• The Summary is not an introduction to the topic. It should focus on what you did, how you did it, and the main outcomes and significance of your work.

The Summary:

1. states the topic of the report

2. focuses on the results or outcome of the project, the findings of

3. briefly outlines your approach to the task (if applicable) your investigation: or the key aspects of your design

4. States the significance or implications of the results.

The Summary does NOT:

Provide background information on the topic

1. Explain the motivation for the project
2. Refer to figures, tables or references contained in the report.
3. Summary or Abstract

d) Table of contents

• The Contents covers the sections and subsections of the report and their corresponding page numbers.
•  It shows the structural relationship between the sections and subsections.
•  A reader looking for specific information will be able to locate the appropriate section easily from the table of contents.
• Sections are numbered using the decimal point system. Section numbers appear on the left margin, page numbers on the right.

e) Introduction

• The Introduction persuades the reader to read the main body of the report.
•  This page focuses on the subject, purpose, and scope of the report.
• The technical background necessary to understand the problem may be included in the Introduction.
•  In longer reports this may be summarised in the Introduction and presented in detail in a separate section.
• Subject defines the topic and associated terminology, may include theory, historical background and its significance
• Purpose indicates the reason for the investigation
• Scope indicates the extent and limits of the investigation

f) Methods, Assumptions, and Procedures

•  The methods, assumptions, and procedures used in the investigation are described so the reader can follow the procedures of the investigation.
• Information in this section includes 

1. System of measurement
2. Types of equipment used and accuracy
3. Test methods used

e)Methods

• How did you discover the problem?
• What measuring tools were used?
• What measurement system was used?

Assumptions

• What do you think, but cannot substantiate as fact?

Procedures

• How did you gain a better understanding of the problem?

f)Discussion

The discussion section describes the methods and procedures to identify and deal with the problem as a result of your research, identifies the degree of accuracy related to your findings and gives the reader your view of the significance of your findings.

• How have you identified the problem through your research?
• How accurate are your findings?
• What is the significance of the results of your research?

g)Conclusions and recommendations

• The Conclusions and Recommendations may be combined or in long reports, presented in separate sections.
• The Conclusions section summarises the key points of discussion, the essential features of the design or the significant outcomes of investigation. 
• It needs to be:
• Be Written to relate directly to the aims of the project as stated in the Introduction
• Indicate the extent to which the aims have been achieved
• Summarise the key findings, outcomes or information in your report
• Acknowledge limitations and make recommendations for future work (where applicable)
• Highlight the significance or usefulness of your work

i) Recommendations

• The recommendations section presents the preferred plan of action.
• Normally several courses of action are open, each with advantages, disadvantages, costs, limitations, and ramifications.
• These should have been previously discussed and conclusions drawn based on the criteria being applied.
• Recommendations should 
• Be specific, definite, and clearly stated,
• Be strong and advocate action,
• Satisfy the requirements established in the introduction,
• Follow logically from the conclusions, and
• Be presented in a logical order, e.g. importance, chronologically, functionally.

j) References and appendices

• References
• All information, methods, data, diagrams and maps are acknowledged using one of the referencing styles recommended for engineering.
• Appendices
•  If the main text is clear of detailed statistics, maps, explanations of technical terms or experimental data, it will be kept as short and as readable as possible.
• By using appendices the needs of the different types of readers and their priorities can be catered. Experts may feel patronised by too much explanation in the main text and non-experts left confused by lack of information – but appendices can satisfy both.
•  An engineer may be frustrated by technical information interwoven with details of costing but both technical and financial readers will be happy to find costing in the appendix.
• Appendices contain material that is too detailed to include in the main report, such as long mathematical derivations or calculations, detailed technical drawings, or tables of raw data.
• The content should be summarised and referred to at the appropriate point in the body of the report.
• The conventions for appendices are as follows:
1. Each appendix must be labeled with a number (or letter) and title
2. The appendix numbers and titles must be listed on the Contents
3. page under the heading Appendices (if more than one) or Appendix (if only one)
4. Each appendix must be referred to by number (or letter) at the relevant point in the text.

Language in Report writing

• The passive is considered as formal in report writing.
• Avoid using overly complicated language
•  Avoid using unnecessary jargon and lengthy sentences.
• Ensure that your abbreviations are standardised.
• Avoid the use of subjective language. For example, what does the term "beautiful" mean to you? What will it mean to your reader?

Layout

•  Most reports have a progressive numbering system.
• The most common system is the decimal notation system.
• The main sections are given single numbers -1, 2, 3 and so on.
• Sub-sections are given a decimal number - 1.1, 1.2, 1.3 and so on.
• Sub-sections can be further divided into - 1.11, 1.12, 1.13 and so on.

An example structure would look as follows

1. Introduction
1.1 ———————
1.1.1 ———————
1.1.2 ———————
1.2 ———————
1.2.1 ———————
1.2.2 ———————

2. Methodology
2.1 ———————
2.11 ———————
2.12———————

• Leave wide margins for binding and feedback comments
• Construct short and concise Paragraphs.
• Headings are highlighted in bold or underlined.
• All diagrams and illustrations need to be relabelled and numbered.
• All standard units, measurements and technical terminology are listed in a glossary of terms at the back of the report.

Checklist

i. Title page

• Does this contain the:

Title?

Author’s name?

Module or course details?

ii. Acknowledgements

• Acknowledge all the sources.

iii. Contents

• Listing of all the main sections in sequence?
• Have you included a list of illustrations?

iv. Abstract or summary

• This include

 The Purpose or aim?

 The methods used?

 The conclusions reached?

 The recommendations made?

v. Introduction

• This includes:

 The terms of reference?

 The limits of the report?

 An outline of the method?

 A brief background to the subject matter?

vi. Methodology

• This includes:

 The form of the enquiry?

 The way you collected your data?

vii. Reports and findings

 Are your diagrams clear and simple?

 Are they clearly labeled?

 Do they relate closely to the text?

viii. Discussion

 Have you identified key issues?

 Have you suggested explanations for your findings?

 Have you outlined any problems encountered?

 Have you presented a balanced view?

ix. Conclusions and recommendations

 Have all of your main ideas used?

 Have you avoided any new information?

 Are any recommendations clear and concise?

x. References

 Have all the references listed alphabetically?

 Have all the necessary information included?

 Are your references accurate?

xi. Appendices

 Have you only included supporting information?

 Does the reader need to read these sections?

xii. Writing style

 Have you used clear and concise language?

 Are your sentences short and jargon free/

 Are your paragraphs tightly focused?

 Have you used the active or the passive voice?

xiii. Layout

 Have you clearly labeled each section?

 Is your labeling consistent throughout the report?

 Have you left sufficient margin space for binding/feedback?

 Are your headings clear?

 Have you checked your spelling?

Letter Writing-Business Letters

Business letters

• A letter written for business purpose is a business letter. Business Letters are used by organizations to communicate professionally with customers, other companies, clients, shareholders, investors etc.
• Enquiry letters, offer letter, order letter, cover letter, notices, terminations of employment are some of the business letters.
• Business letter uses formal language and a specific format. Companies use it to convey important information and messages.
• An individual can also use it while writing an application for a job, cover letters or any formal document.
• Business Letters are used by organizations to communicate professionally with customers, other companies, clients, shareholders, investors etc.

Parts of business letter

There are 12 Parts of Business Letter
a) The Heading or Letterhead
b) Date
c) Reference
d) The Inside Address
e) Subject
f) Greeting
g) Body Paragraphs
h) Complimentary Close
i) Signature and Writer’s Identification
j) Enclosures
k) Copy Circulation
l) PostScript

a)The heading or letterhead

• It usually contains the name and the address of the business or an organization.
• It can also have an email address, contact number, fax number, trademark or logo of the business.

 b)Date

• We write the date on the right-hand side corner of the letter below the heading.
• Full Calendar Date as mentioned below                  

                    May 31,2009
                    31May 2009

c)Reference

• It shows the department of the organization sending the letter.
• The letter-number can also be used as a reference.

d)The inside address

• It includes the name, address, postal code and job title of the recipient. It must be mentioned after the reference.
• Inside address is written on the left-hand side of the sheet.

e)Subject

• It is a brief statement mentioning the reason for writing the letter.
• It should be clear, brief, simple and easy to understand.

f)The Greeting

• It contains the words to greet the recipient.
• It is also known as the salutation. The type of salutation depends upon the relationship with the recipient.

It generally includes words like

• Dear Sir,
• Dear Mr ,
• Dear Madam,
• Dear Mrs ,
• Dear Ms ,
• Dear Sirs,
• Dear Gentlemen
• Sir

g)The body paragraphs

• This is the main part of the letter.
• It contains the actual message of the sender.
• The main body of the letter must be clear and simple to understand. The body of the letter is basically divided into three main categories.

 Opening part

• The first paragraph of the letter writing must state the introduction of the writer.
• It also contains the previous correspondence if any.

Main part

• This paragraph states the main idea or the reason for writing.
• It must be clear, concise, complete and to the point.

Concluding part

• It is the conclusion of the business letter.
• It shows the suggestions or the need of the action.
• The closing of the letter shows the expectation of the sender from the recipient.
• Always end your letter by courteous words like thanking you, warm regards, looking forward to hear from your side

h)The complimentary close

• It is a humble way of ending a letter. It is written in accordance with the salutation.
• The most generally used complimentary closures are

                    Yours faithfully,
                    Yours sincerely,
                    Yours truly,
                    Thanks and regards.

 

i)Signature and writer’s identification

• It includes the signature, name and designation of the sender.
• It can also include other details like contact number, address etc.
• The signature is handwritten just above the name of the sender.

j)Enclosures:

•  Enclosures show the documents attached to the letter.
•   The documents can be anything like
• Cheque,
• Draft, Bills,
• Receipts,
• Invoices, etc.

k)Copy Circulation

• It is needed when the copies of the letter are sent to many persons.
• It is denoted as C.C.

l)PostScript

• The sender can mention it when he wants to add something other than the message in the body of the letter.
• It is written as P.S.

How to Write Business Letter

All Business letters follow a fixed format which is broadly classified into four categories.

a)Beginning the Letter

i) Know the format

There are some business standards that need to be followed.

• A common font to type a business letter needs to be used along with indentation, paragraphs, margins etc.
• The text must be typed in black color only.
• Choose the appropriate format

ii)Choose the right kind of Paper

• Print a letter in a letter-sized paper.
• The standard size of the paper is A4.

iii) Include information about the Company

• The name and the address of the company.
• Use a letterhead of the company for any business use.

iv)Include the date

• Full Calendar Date as mentioned below   

        31May 2009

        May 31,2009

v)Add the Recipient’s Information

• Type the name, address and job title of the recipient

vi)Choose a Salutation

• It is a way of showing respect towards the recipient.
• Use ‘To Whom It May Concern’ if he doesn’t know the person addressed.

b)Composing the Body

i.Use the Right Tone

• The tone of the letter needs to be formal, clear and polite.
• Do not use fancy, lengthy, and big words.
• Be persuasive in the letter.

ii.Use of Personal Pronoun

• Use personal pronouns in a business letter.
• If writing on behalf of the organization use ‘we’ instead of ‘I’.

iii.Write Precisely and Clearly

• Be precise, clear, brief, and easy to understand.

iv.Use the Active Voice

• Always write your letter in an active voice.

v.Be Courteous

• Write the letter in a polite and respectful way.
• Use courteous words.

vi.Useful Phrases for opening

• I wish to draw your attention to the …………………
• This is in reference to your letter of [date] concerning…………….
• I wish to inform you that…………..
• I would like to bring to your kind notice that……………….
• I would like to ………………..
• It’s indeed with …………………..
• This is with reference to your letter or advertisement ……………
• Further to our telephone conversation of [date]…………..
• I am writing to inform you that…………………..
• I am writing to confirm our telephone conversation of [date]……………
• I am writing to express my dissatisfaction with……………..
• I would be grateful if you could forward me a [price list, catalogue]……………. Please note that………………
• I am contacting you regarding…………….
• Please find enclosed…………………
• I am writing to complain……………

vii.Use Additional Pages

• If the matter is not fitting in one page of the letterhead, use the second page.
• Include the page number on the second and subsequent pages.

c)Closing the Letter

i.Choose a Closing

One must use a proper closing in a business letter.

Use a comma (,) after it.

• Yours faithfully,
• Yours sincerely,
• Yours Truly,
• Thanks and Regards.

ii. Sign the Letter

• Sign the letter in ink.
• If sending a printed copy, always affix the scanned signature.

iii.Make Note of Enclosure

• properly enclose a list of attached documents with the letter
• Use the abbreviation of the enclosure i.e. Encl. or Enc.

iv.Use of C.C.

• For persons other than the recipient, include their name on the letter by typing C.C.

Finalizing the Letter

a)Edit and Review

• After writing the letter, try to look for errors.
• Check for spellings, punctuations, grammatical errors.

b)Don’t Staple the Letter

• Use a paperclip on the top of the left corner if there are many pages.
• The use of staple doesn’t look nice for a business letter.

c)Posting of the Letter

• Use clear and correct spelling for mentioning the name and address of the recipient.