REPORT WRITING

Prepared by

Dr . B. Neelambaram

Assistant Professor Department of English

V.R. Siddhartha Engineering College

(Autonomous)

Vijayawada – 7

What is report writing?

Report writing is the creation of a structured document that precisely describes, and examines an
event or occurrence. A report is a document that is short, sharp and specially written for a particular
audience and purpose.

Why is Report Writing Important?

Report Writing is important for its informative, analytical writings for long term and short term
utility. It shows one written and comprehensive skills.

Role of Report
Writing Report plays an important role in our life, business, commerce and trade. Actually it helps to
find out the root of a problem to solve that. By the way, It contains its importance for its own special
features. And such importance can be understood through the following discussion:

1. Decision Making Tool

2. Investigation Contd.

3. Evaluation

4. Quick Location

5. Development of Skill

6. Neutral Presentation of Facts

7. Professional Advancement 8. Proper Control

9. A Managerial Tool

10. Encountering Advance and Complex Situation

Types of Reports
Basically reports are divided into three types

 General Report: Meeting, Function, accidents, college events, Cultural organizations etc.
 Technical Report*
 Special Report : Between two countries EnquiryCommissions
 Structure of Report
I. Introduction

1. Background

2. Summary

3. Survey or investigation/Scope of study.

II. Body

1. Interviews

2. Field Investigations – (use graphics if required)

3. Survey of available data

4. Analysis

5. Observations

III. Conclusions

IV. Recommendations:

a. Short term- for specific time

b. Long-term – for future use

V. Appendix: Purpose & Scope; summing up complete report

*Structure of report may vary from report to report

Types of Technical Reports

 Feasibility Report: On the scope of setting up a Small Scale Industry
 Laboratory Report: Report on the experiment/ test conducted at a laboratory
 Project Report: An important and long assignment
 Progress Report: A report on the progress of work in a particular project.
 Status Report: On the state of things in the construction/execution of a
road/factory/building etc. Contd.
 Tour Report: Tour undertaken by a specialist or a marketing group to another factory or
sales unit.
 Special Report: It may include the report of theexpert committee on the possible areas
of technical co-operation or (Industrial accidents)

Characteristics of an Effective Reports

1. Density of Factual Information

2. Audience Orientation – to keep in view of receiver’s capabilities and requirements

3. Objectivity

4. Self-sufficiency (Confidence & courage)

5. Brevity (to bring in factual data)

6. Restraint (Containing nature) in style (Controlled style) – purpose of the report is to express not to
impress, gaining of conviction and confidence. Avoid emotionally loaded words as tremendous,
stupendous, excellent, revolutionary, shocking etc.

Ex: The Production rose tremendously(No) The production rose by 70% (Yes)

Elements of a formal Reports

 Title page
 Table of contents
 Executive Summary or Abstract
 Formal Introduction
 Division of Introductions
 Body: Method, Objectives, Results, Explanation etc,
 Conclusion(s)
 Recommendation(s)
 Reference
 Appendix

Structure of a Feasibility Report 

 Title Page (Rough Draft)
 Title Page (Fair Draft)
I. Need Analysis
II. II. Activity Analysis
 Location
 Physical Infrastructure
 Man Power
 Land
 Water Contd…
 Fuel &Power
 Waste product disposal
 Market
 Communications
 Transport facilities
 Economic worthiness
 Conclusion
 Recommendations

Structure of an Accident Report

Title Page (Rough Draft)

Title Page (Fair Draft)

 Contents  Introduction
 Aim/Purpose
 Infrastructure
 Where- the accident occurred
  When
 Who
 What
 How
 Recommendations
 Conclusions

Title Page

Rough Draft

Report on the establishing a small scale industry for manufacturing Voltage Stabilizers at kanuru,
Vijayawada

Submitted by

Engineer-in-Chief

BN
Submitted to

The Chairman

BN ELECTRICALPRIVATE LIMITED 17/12, New Auto Nagar Kanuru Vijayawada, AP. 31st May, 2020

______________________________________

Contents
1.Need Analysis

2. Activity Analysis

 Location
 Physical Infrastructure
 Man Power
 Land
 Water
 Fuel &Power
 Waste product disposal
 Market, Communications & Transport facilities
 Economic worthiness
 Conclusion & Recommendations

Title Page

Fair Draft

Report on the establishing a small scale industry for manufacturing Voltage Stabilizers at kanuru,
Vijayawada

Submitted by
 Engineer-in-Chief

BN
Submitted to

The Chairman BN ELECTRICALS PRIVATE LIMITED 17/12, Apparao St., New Auto Nagar Kanuru
Vijayawada, AP.

31st May, 2020

1.Need analysis: It is essential to conduct a survey of the need for the goods or services
of the projects among the consumers and end-user. Any domestic or industrial user
relies on the uninterrupted and stable power supply. The frequent fluctuation in the
voltage of power supply resulted in damage to electrical appliances. It increases in heavy
results in damage hence the need for an economical, efficient, dependable stabilizer is
considerable. The present report is an assignment from BN Enterprises for setting up a
small scale Industry to manufacture voltage stabilizer at New Autonagar, around 8Km
from Vijayawada.
2. Activity analysis:
a. Location: It is suitable being close to Capital city. It’s climatic conditions are viable, no
rigorous conditions prevail. It is quite feasible to all kinds of people to accommodate
themselves in workshops.
b. Physical Infrastructure: It is available. Machinery can be procured from Electrical
Equipment Corporation which are close by. Power supply would be adequate and no risk
of new outlays are to be proposed. A high tension passage of power is there along the
line of the location. Even the electrical component can be designed and manufacture at
the unit, not compromising with the quality in consultation and corroboration with sister
concern at vicinity.
c. Man Power: The area being buzzing with industrial sector activity it forms the nerve
centre for the skilled, semiskilled and unskilled personnel. There is no scarcity or dearth
of this factor. Technical expertise and opinion also can be mustered as gathered from
near by technical institutes.
d. Infrastructure like land: Land is adequately available to meet the structural
developments and is accommodative.
e. Water: There is already an established overhead tank to see the needs of folk over
there and this suffices industrial needs also. Also the availability of the ground water
table is good for sinking bore wells to meet the extra needs of the industry.
f. Fuel and Power: Adequate supply is ensured. Resources and resourceful personalities
are available.
g. Waste product disposal: It can create no problem as the waste can be treated and
disposed in an eco-friendly manner. Road network can be suitably designed.
h. Market, Communications & Transport facilities: Well laid roads and railway network
close to the unit, can solve the problems of transport of raw material and finished goods
and marketing. The Communication facilities are already linked up to the area customers
of the products and markets are close by. This ensures business viability.
i. Economic worthiness: Sources, supply, processing cost of raw material, of training of
labour of land, buildings and distribution of finished products and the profits after tax
deduction as showed proves to be positive Total financial outlay – Rs 5 Crores Cost of
land, construction – Rs. 1 Crores Machinery and Equipment – Rs.1.5 Crores Expenses on
personnel, technical office and supporting staff - Rs. 2 Crores Miscellaneous –
advertisement, marketing etc.,- Rs 50 Lakhs Total 5 Crores 30% i.e., 1.5 Crores –
investment by the partners. 70% (or balance) may be obtained as loan from collaborated
effects to small scale industrial Development Corporation. State Financial Corporation,
Private banking Sector.
Conclusions & Recommendations:
As the present and future demand for quality stabiliers is soaring, the consumption is
sure, hence the invested amount can be recovered in a short period of 5 years leaving 2
years to be gestation ( preparatory) period. Later with sizeable profits the company can
open for share-holders. A detail project plan at the earliest, and a quick approach to
financial agencies is recommended for exploration as to foreclose (face) competition in
the field to avoid stiffer competition and future cost escalation.