USE OF GRAPHICS IN

REPORTS
“ A picture tells a thousand
words”
Graphic: A diagram,
drawing or
other pictorial presentation
Why Use graphic Aids in
reports”
They save time and add interest
They Strengthen clarity of
message
They improve the physical
appearance of report.
They help in analysis of data.
TECHNIQUES OF PREPARING
TABLES
 Numbering all the tables
 Labeling each table
 Use caption head
 Subject of the line(horizontal) columns
 Use footnotes
 Sufficient space between columns
 Each chart should include the
following:
 Figure number: Charts should be numbered in a
series separate from tables. The number allows for
easy reference from the text. If there are many
figures, a list f them should be included after the
table of contents.

 Title: The title should indicate the contents of the

chart. The figure number and title may be placed
at the top or bottom of the chart.
 Explanatory Legends: Enough explanation
should be put on the chart to guide the reader
without reference to the accompanying test. Such
explanations should include labels for axes, scale
numbers, a key to the different quantities being
graphed, and so on.

 Source and footnotes: Any secondary source for

the data should be acknowledged. If footnotes are
needed to explain items, they should also be used.
•TABLES
•BAR CHARTS
•LINE CHARTS
•PIE CHARTS
•PICTOGRAMS
Table: is any systematic
arrangement of
quantitative information in
rows
Tableand columns
1: personal information of
employees employees
Bar charts: is chart with
rectangular bars with the
Segmented/component bar
charts
Best used to show the
movements or changes of
continuous series of data over
time, such as changes in prices,
weekly sales etc.
 GUIDELINES FOR
CONSTRUCTING LINE CHARTS

Time is plotted on horizontal

axis(X)
Values of series are plotted on the
vertical axis(Y)
Comparison can be made by
making use of color or form.
Begin the vertical axis at zero.
•

•
Pie chart: presents the way
PIE CHARTS
Cut pie chart clockwise
Cut the parts in descending order
Different colours are used to
emphasis and contrast the
relationship among the parts.
Histogram
A histogram is a column graph of
a frequency distribution into which
the variable has been divided
(usually adjacent and of equal
width) where the heights of the
bars are proportional to the
number of observations in that
interval.
While drawing
histogram:
The variable is shown on X axis
and frequency is determined on Y
axis.
Class interval distance as its width
and frequency distance as its
height
If class size is the same, then
each rectangle will be of the same
width.
both width and the length are
Histograms
Pictogram: is a bar chart

Inpictograms same size figures

should be used to represent
amounts and relationships clearly.
PICTOGRAMS
Refrences
wikipedia.com
www.citehr.com
Book of business communication
by ( chaturvedi and
chaturvedi)
Book of business communication
by
(Hay and lesikar)
 Thank
you