REPORT

WRITING
NAHIDA SULTANA CHAITY
Lecturer in English
Dept of Humanities
CUET
Objectives of this lecture
Make you understand

what a report is
its kinds
its structure
steps of report writing
What is Report?
Re=back portare=to carry
Report = a carried back description of an event.
For example,
Making list of absent students
Preparing examination result a piece of info
Writing down the readings taken from a
measurement instrument

Definition : Reports are messages that present a

collection of data thoughtfully adapted to the needs
of the readers
Characteristics of report
A formal statement of facts as a result of careful
investigation, sound thinking, logical organization,
for a special purpose and special audience
Fact base writing, not narrative work/outburst of
powerful feelings or emotions to unburden one’s
heart
Presented in a conventional structured form
Includes the procedures of collecting data and
significance of those data
Features of a well-written report

1. Objectivity : 2.Thorough
your opinion or personality research :
should not be it should be clear, you should know
there, keep it impersonal, what you write and reader should
avoid using “I” get the idea of your hard work

4.Clear writing
3. Structure : style
logical arrangement write concisely and formatively,
content of the report should be
easily accessible to the readers
 REPORT

WRITTEN VERBAL

FORMAL INFORMAL

INFORMA
L

INTERPRETIVE

ROUTINE
D
 Classification of Reports
Reports may take different forms varying in length,
content, format, visual design, function etc.

By length • Short or long report

**By content** • Information only, research,

case study analysis report
• Simple memo/minute format or
By format more formally structured
• Travel, progress, lab, feasibility
By function and recommendation report

• Periodic(routine) or special-
By frequency
project report
Formats of report
Two : inductive (from general to particular)

deductive (from particular to general)

Their difference lies simply lies in how the basic
sections are structured in a report

If you are confused with which format to be

chosen for your assignment, ask to the teacher.

Inductive format is the preferable one

 Two formats
INDUCTIVE DEDUCTIVE
For the detailed study For the readers who just
readers want the basic—what is
the report about, what is
its conclusion and what is
the recommendation (if
any)
Discussion comes
Discussion section comes
before conclusion after the conclusion
 INDUCTIVE DEDUCTIVE
STRUCTURE STRUCTURE

 Title page  Title page

 Table of contents  Table of contents
 Executive summary  Executive summary
 Introduction  Introduction
 Discussion  Conclusion
 Conclusion  (Recommendations)
 (Recommendations)  Discussion
 references  References
 Structure
1. Front 2. Main 3. Back
matter body matter
•(Cover)
•References
•(Frontispiece) •Introduction
•Title page
•(Copyright notice) •Bibliography
•Discussion/
•(Transmittal letter) •description
•(Preface) •Appendices
•(Acknowledgements •Conclusion
•Table of contents •Glossary
• (List of illustrations) •(Recommendations)
• abstract/executive
•index
summary
 1. Front matter
Essential elements Optional elements
Title page Cover
Frontispiece
Table of contents Copyright notice
Transmittal letter
Abstract/Executive Preface
summary Acknowledgements
List of illustrations
 2. Main body
Essential elements
Optional elements

Introduction

Discussion/descriptio Recommen
n
d-ations
Conclusion
 3. Back matter
Essential elements Optional elements
Bibliography

References Appendices

Glossary

index
Cover
Outfit of report (Spiral binding/paper
sheet/file folder)
Protects manuscript from damage
Gives report a neat appearance
Some organizations have covers with their
name and address printed on them
May mention the report’s type
(confidential/secret/..)
Inside of front cover and inside + outside of
back cover are left blank
Frontispiece
A sort of window display that ignites the
curiosity of the reader

Photographs, maps, artistic drawings

 Title page
• Report no
• Company’s name and address if needed
• Short, to the point title (sub-title if any)
• Author’s name, designation
• Name, designation of the recipient for whom
the report is written
• course no (course name if necessary)
• date of submission

 Be careful about setting the items on the pg

symmetrically because proper grouping and
spacing are essential to make the pg attractive
 1 inch margin on all sides
Copyright notice
If a report is published, copyright notice is
given on inside of the title pg like:
1992 Ram Varma

Sometimes the following note is added:

All rights reserved. No part of this report

may be reproduced in any form or by any
means without permission from the
publisher.
Transmittal/forwarding letter
• Background history

• Imp dates
It introduces the report
• Title
with its recipient
• Subject matter
Precedes the title pg
• Purpose

• Writer’s availability
statement
Preface
A preface is often included in reports or books by
the author to explain the motivation for writing
the piece or address the audience in any other way. 

A preface is not mandatory, but when included is

put in the front matter

Writer introduces and offers the report to the

reader briefly
Acknowledgements
To give credit

Diligent mention of the names of the

persons or organizations that have helped
writer making the report
Table of contents
Function : to give the reader an overview of the report
to help them locate a particular topic easily
Contents are compiled from headings to sub-heading
Most imp part : pg number (readers should not feel
frustrated)
Margin : 1.5” on left, 1” on right+top+bottom
Write ‘Table of Contents’ on the top centre in capitals &
underscore
Pg numbering : up to executive summary-roman
numerals and from executive summary onwards-Arabic
numerals
List of illustrations
Helps the reader to locate photographs, graphs,
drawings, figures, charts in the report
Immediately after t.o.c if there are a large number
of tables and figures.
Same layout as t.o.c
If it is very large, divide it into two parts, namely
1. list of tables
1.1
1.2
2.list of figures
2.1
2.2
Abstract/Executive summary
A synopsis which enables the busy reader to
gather important info. quickly without
having to go through the whole report
Abstract Ex. summary
What the report is Substance of the
about report

Only the report’s

scope, its’ extent of Method of analysis,
coverage findings, conclusions
and recomm.
Shorter than ex. Sum.
Longer than abstract
For short report

Introduction
Sets the scene and prepares the reader for what to
follow
States gradually what is going to be discussed in
the later parts

• Historical or technical background

• Scope of study
• Methods of collecting data and their sources
• Authorization for the report
Discussion/Description
Describes the main business of the report

Describes data in organized form

Includes Analysis, findings, results

Fills most of the report

Several sections grouped under different

headings and sub-headings
Conclusion
Remarks at the end

Brings the discussion to a close

Judgments formed on the basis of data

analysis

Must be supported by what has gone

before, nothing new be included
Recommendations
Suggests the future course of action

They should be based on the findings and

conclusion of the study.

The busy executive may sometimes read only

this part and take decisions

List recommendations in descending order of

importance
References
Not only customary but also essential to give credit
to the works you have used or quoted in your
report. This is done by citing such works in the
text and listing them in alphabetical order at
the end of the report.

Documentation=parenthetical source citing+

supplying a references page

Two kinds of references writing style : MLA & APA

 DOCUMENTATION
Parenthetical
citing
In-text citation

DOCUMENTATION
Citation at the
end
References/works
cited page
 IN TEXT CITATION
Summary/
Direct
paraphras
quotation
e

In text
citation
Direct quotation
When language is especially vivid or expressive.

When exact wording is needed for technical accuracy.

When it is important to let the debaters of an issue

explain their positions in their own words.

When the words of an important authority lend

weight to an argument.
Summary/Paraphrase
Sometimes, a quote is not the best way to
get information into your paper.

In these cases, you’ll want to put things in

your own voice through summary and
paraphrase.
You can control the length and structure of
the information.

You can make complicated information

clear to your audience.

You can tailor the information to fit your

purpose.

Don’t want excessive quoting.

Cite When…
1. You use direct quotations

2. You use arguable information that is not your

opinion

3. You use information that is not common knowledge

4. The opinions and assertions of others

5. Any information you did not generate yourself

1. Direct Quotation
According to Joe Smith of The New York Times, “Lil’
Wayne is a no-talent hack riding the coattails of more
successful rappers” (35).
This is where the
sandwich comes in
A sandwich has three layers…

Bread

Meat

Bread
The Quote Sandwich
Also has Three Layers
Bread: Introduction of the quote.
Who said it?
What are his credentials?
Where was the information published?

Meat: The quote itself.

In quotation marks.
Appropriate citation at the end.

Bread: Explanation.
What the quote means, if it is difficult to understand.
How the quote relates to your paper and/or how it
supports/refutes your argument.
So Here’s a Better Version
Barack Obama was elected President of the
United States on November 3, 2008. James
Smith, a popular political author, comments on
the history-making event in his book The Dawn
of the Obama Era. He claims, “The election of
Barack Obama represents a breakthrough in the
struggle of the African American in society” (14).
Smith is right; when Barack Obama took office
on January 20, 2009, he tore down a wall that
had long stood between African Americans and
political success.
Breaking it Down
 Bread:
◦ James Smith, a popular political author, commented on
the history-making event in his book The Dawn of the
Obama Era.

 Meat:
◦ He claims, “The election of Barack Obama represents a
breakthrough in the struggle of the African American in
society” (14).
 Note the introduction (He claims . . .) and the citation.

 Bread:
◦ Smith is right; when Barack Obama took office on
January 20, 2009, he tore down a wall that had long
stood between African Americans and political success.
2. Arguable Statements
Some critics even believe that Justin Beiber is not a
real artist; he is merely a YouTube sensation taken too
far (Johnson 22).
3. Not Common Knowledge
Apple sold over 450,000 iPads in 2011 alone (“iPad
Mania”).
4. Information You Didn’t Generate
According to a recent poll, only 45% of Americans
believe in evolution (“Poll: Majority Reject Evolution).
5. Opinions and Assertions of Others
Bill Maher, for example, believes that Tim Tebow is
completely inept as a quarterback.
Note that we have no parenthetical citation here. This is
because we have a signal phrase but no page number.
(The information came from a video.)

His critics claim that Tim Tebow is completely inept as

a quarterback (Maher).
No Need to Cite When…
1. It is information most readers are likely to
know (Common Knowledge)

2. Information and documents are widely

available

3. Using well-known quotations/Idioms

4. You gathered the material yourself

1. Common Knowledge
Osama bin Laden, the terrorist responsible
for masterminding the 9/11 attacks on the
United States, was killed in 2011.
2. Information and Documents Widely
Available
The preamble to the Constitution begins with,
“We the people of the United States, in order to
form a more perfect union . . ..”
3.Using Well-Known Quotations
When Neil Armstrong first stepped foot on the
moon, he said, “That’s one small step for man, one
giant leap for mankind.”
4. Self-Gathered Material
Over two-thirds of the people I surveyed thought that
Kim Jong Un was the president of China. The
remaining third thought he was the kid from Up.
A Good Estimate
To Properly
Document Sources:

Rules for MLA and APA are quite similar.

For MLA.
1. Source is introduced with signal phrase that
names author (in-text citations)

2. Cited material is followed by page number in

parentheses

3. Works Cited page at end of paper gives all

information about each source.
Think about books
Signal Phrase Text (parenthetical Citation)

Plus Works Cited Entry

Signal Phrases
The signal phrase introduces material
from another source.

It alerts the audience that the upcoming

ideas are not yours, but those of your
source.

A good signal phrase includes:

 Author’s name
 Credentials
 Often, the source it came from
 A good signal verb
For example
Joe Smith, a popular columnist for The New
York Times, discusses the issue in his recent
article “The Health Care Debate.” Smith
claims…

Author’s Name
Credentials
Source
Signal Verb
DON’T use just his first name

Joe thinks…

He isn’t your friend, so give him the

professional courtesy of referring to him
formally
Signal Verbs
Avoid overusing “says” or “according to.”

Vary your verbs for precision and to

avoid monotony.

Admits; agrees; argues; believes; claims;

compares; contends; declares; denies;
insists; notes; points out; reasons;
reports; suggests; thinks
MLA Example
Legal scholar Jay Kesan points out that
the law holds employers liable for
employees’ actions such as violations of
copyright laws, the distribution of
offensive material, and illegal disclosure
of confidential information (312).

Plus entry in Works Cited page.

For APA
The rules are almost the same.

Add two things:

1. Year of publication in signal phrase

2. “p.” in parenthetical citation

Use “pp.” for multiple pages (pp. 8-9)
APA Example
Yanovski and Yanovski (2002) explained
that sibutramine suppresses appetite by
blocking the reuptake of the
neurotransmitters serotonin and
norepinephrine in the brain (p. 594).
Bibliography
A serially numbered list of
published/unpublished works which
are consulted before or during the
preparation of the report
Reference vs bibliography
reference bibliography

Points out specific Lists the works which

location of an idea or the author has read &
info. In the original to which he is indebted
source for

Particular General

 may contains works

recommended for
further study
 Reference vs. Footnotes
Reference Footnotes
 APA/MLA order Author’s name in natural
order
Index
An extended table of contents

Used in extra long reports where the table

of contents isn’t sufficient enough
Steps of making report
1. Defining purpose & scope
2. Determining audience
3. Collecting data (evaluating +note making)
4. Organizing material
5. Making an outline