Report Writing

MODULE I
1.​ Report writing
2.​Social Internship Report
3.​Project Report
4.​Research paper writing

→ Report
A report is a formal communication written for a specific
purpose , it includes a description of procedures followed for
collection and analysis of data , their significance , their
conclusions drawn from them and recommendations if required.

→ Difference between a technical report and an other kind of

report

Technical Report Other Writings

1.​ Objectives ( Writer is not 1.​ Subjectives ( writer
present ) present in the writing )
2.​well - defined audience 2. Varied audience , Self
expression and imagination
3.​based on facts and 3. flexible language
investigation
4.​Language to be concise 4. Language need not to be
concise
5.​ Can be written on 5. can be choose base
 demand

→ Technical report writing and introduction

Reports are an indispensable part of academic and professional

work. They are important as they are tangible products of any
project or study , many problems are solved and decisions are
taken based on reported recommendations and conclusions.
Reports put an investigation analysis and recommendation
together in an organic manner and can be used as permanent
record as well as legal instruments. Reports must be precise
based on facts , relevant , reader oriented , objective , easy to
understand, well formatted and well illustrated. There are
various category of report such as —
1.​ Informative and Analytical ​ Report
2.​Periodic and Special
3.​Oral and Individual
They can be prepared in manuscript or preprinted format.
Identifying the scope and purpose , knowing the audience ,
identifying the source of information, organizing the material ,
interpreting the data collected and drawing and outline are the
previewing steps that lead to the preparation of an effective and
convincing report. The structure of a report can be broken down
into prefatory , main text and supplementary information
segments are optional and some are mandatory . Once we
understand the characteristics, category , format and structure
of reports we choose the most appropriate time of report based
on the purpose of hand . Using the material prepared during the
previewing step the first graph of the report is prepared . This
graph is then edited and refined to create the end product which
is high quality technical , business or professional report.

→ Technical Writing
Technical Writing is a type of formal writing that is essential for
day to day communication in all professions. It includes all
forms of business and corporate communication such as
proposals reports manual , business matters , journal articles ,
research papers etc. In any field of technical writing must
achieve its main purpose of conveying the intended message
unambiguously. The elements of effective writing into adaptivity
, clarity and economy of words.

→Analyzing and Understanding the target audience

Before deciding on the language , the tone of a document is very
essential to communicate the message. The language used for
T.W must be simple , clear and appropriate. The writer must
adapt a fun and impersonal tone. However , while being precise
and bias free , the writer must be able to get free of monotonous
uses and hold the reader's interest .

→ Essentials of Effective Writing

1.​ Unity of thought : Content of writing should have unity of

thought. Unity is the idea that many paths combine together
or all ideas are connected together. Writing has unity when
the support the sentences all work together to support the
topic sentences and all paragraphs work together to
support the statement of the project. Paragraphs that lack
unity are often confusing to the reader.

2.​Coherence : Coherence refers to the overall unity of ideas

and clarity of writing structure . Coherence consists of
linking together , the key element that makes each sentence
structured . It works as a macro level clarity of the paper /
project

3.​ Relevance : Relevance of any sentence , context or idea is

essential that determines the significance, importance and
usefulness of information , ideas or action in relation to a
 specific goal or context. Relevance of something to the
context to know why it matters or how it is important.

→ SQ3R Reading Technique

'S' for 'surveying' in order to find a solution we need to get an
overview of a text before finding out answers for the given
questions . Survey of a text may be made by reviewing the
following points :

1.​ Reading the title , context , heading and sub - headings

2.​Reading the chapter summaries.

3.​Looking at the illustration

4.​Making a note of highlighted words , sections etc.

5.​ Reading the introduction and conclusion

Surveying a text is less or more equal to scanning the text in

depth. Surveying also helps to judge our back - ground
knowledge.

→ Questioning

Many times we pause questions to ourselves to clarify. Such

questions enable us not only to get a clear picture of the given
information but also enable us to find the details. While reading
a text, we should ask questions in its contexts.

→ R1 = Reading : Once we survey and questioned we should read

the text focusing on the main points we may have to slow down
our reading speed in case of certain dense or complicated text.
Making notes while reading maybe helpful to understand and
interprete a text.
→ R2 = Recall : Just as we retain some information regarding
place , people , or product by recalling the detail when we come
across then earlier , we need to recall and supporting points once
we finished reading . At this point we may try to recall the
supporting points for each main parts and recite them allowed in
our own words.

→ R3 = Review : After completing questioning , reading and

recalling we can move on to the last stage namely review of
'SQ3R Technique ". At this stage we need to test ourselves by
covering the key points whether we remember them or not if we
are successful in this attempt. We can check correctness by
refering to the text otherwise we can re-read this steps enable us
to review a text.

→ Self development and Assessment

S W O C { S - strengths
W - weakness
O - opportunities
C - challenges
→ How the use SWOC analysis : SWOC analysis is used to
evaluate strength , weakness , opportunities and challenges
involved in a business venture and identify the external and
internal , favourable and unfavourable vectors , for achieving
those objectives.

1.​ Strength : Strength are fishers which benefit a company . It

is the characteristics of the business , company or project
that give an advantage over other players in the market .
Two major factors contribute to strength are ability and
resource.
 2.​Weakness : Weakness are the traits that are existent and
create obstacles in our pursuit of accompressing our goals
and objectives . When factors do not meet , the expected
standards. They become weak. Weaknesses are usually
controllable. It is important that they are identified,
analyzed and finally eliminated.

3.​Opportunities : Opportunities are the ways which provide

growth projects for an organization. They are often external
and can be identified and worked upon. The organizations
should be open to

4.​ Challenges : Challenges may arise due to economic, social ,

technical or political factors. Challenges generally arise due
to external factors. When they combine with weakness ,
they increase the vulnerability.

Communication : An Overview

Communication is a Latin origin word. It has been derived from

“ communicare” which means to share . Communication is the
sum total of all the things that a person does when he / she wants
to create an understanding in the mind of another. It involves a
systematic and continuous process of telling , listening and
understanding.

Importance of communication

Importance of communication is unanimously felt in the present

global market. It assumes added importance with the growth and
complexities of importance with the growth and complexities of
business operations and competitors from outside world.

Process of communication :
Sender → Sender keeps a message → Sender encodes the
message → Sender transmits the message →Reciever receives the
message →Receiver decodes the message →Receiver sends
feedback.

Public Speaking

Presentation skills :

Criteria Average Good Excellent

Hesitates , Confident , Confident ,
(i) Body lack of persuasive , persuasive
language persuasive but lack of and move
quality movement freely
(ii) Eye Contact Look at the Look at the Pick up the
slides and slides , at the main points
explains audience and from the
make a sense slides , look
ofinvolvement at the
audience
make a sense
of
involvement ,
takes up the
feedback of
audience.
(iii) Knowledge Remain in Try to dive Possess
the surface deep into the indepth
level matter but knowledge
sometimes gets and focus on
confused. further
studies.
(iv) Oral Read the Speak to the Highlight the
Communication slides audience points
 spontaneously explained in
details and
make the
session
inter-active

MODULE II
Concept of report

A report is a formal communication written for a specific

purpose , it includes a description of procedures for collection
and analysis of data , their significance , and the conclusion
drawn from the recommendations.

Significance of report

(i) Update progress and help in planning

(ii) Elevates men and materials
(iii) Reveals gap in thinking
(iv) Creates awareness
(v) Spreads communication
(vi) Helps in decision making
(vii) Establishes harmony

Objectives of report

A report is written to —--

(i) Present a record of an accomplished work.

(ii) Record and experiment
(iii) Record of research findings or technical specifications.
(iv) Document’s current status
(v) Record and clarify complex information for future reference
(vi) Present information to a large no. of people.
(vii) Present organised information on a particular topic
(viii) Recommended actions that can considered in solving
certain problems.

Categories of report

1.​ Memo report : Reports in the form of memos.

2.​Progress Reports : Reports on the progress and status of a

project

3.​Periodic Reports : Reports for keeping records , made

routinely regular intervals.

4.​Project Reports : Project Reports are prepared after

completion project. Entire procedure of the project is
recorded on the report.

5.​ Social Internship report : Social Reports are prepared after

completion of a project . Entire procedure of the project is
recorded on the report.

Genreral Characteristics

1.​ Clarity and Precision : The language used is clear ,

umnambigous , and concise. Technical terms and concots
are explained when necessary. Sentences are
straightforward to ensure

2.​Formal Tone : The tone is professional and objectives ,

avoiding personal opinions unless specially required.
3.​Structured Format : Organisedinto distinct sections such as
Title , Abstract , Introduction, Methodology , Results ,
Conclusion , and References.
 4.​Purpose Oriented : Focuses on solving a specific problem ,
presenting results , or making recommendations. The
report aligns with the intended audience’s need and goals.

MODULE III
●​ DRAFTING A REPORT

In order to draft a report , a research scholar should list few

points and review the points minutely. The points which are
essential for drafting a report are :

i. Purpose and scope : Purpose refers to the objectives of the

study , while scope refers to the depth or extent or coverage.

ii. Audience : The audience for a technical report or any piece of

writing for that matter is intended or potential reader. It is
important to analyse the audience in terms of characteristics
explained in the following sections :
a)​Background he audience
b)​Needs and interests of the audience
c)​Other demographic characteristics of the audience

iii) Sources of information :

To accomplish the objectives of a report , we require facts and
ideas . Sources of information can be termed as data which may
be primarily or secondary.

iv) Organising the material :

Depending upon the topic , purpose and audience ,a researcher /
research scholar can organise the material in the following ways
:

a)​Order of occurrence.
b)​Order of importance.
c)​Combination of orders.

v) Interpretation of information :
Once the data is organised , the findings can be presented .
Although interpreting a data is a mental activity , the following
points should be kept in mind :

a)​Present the fact as they are

b)​Only analyze comparable data
c)​Interprete only the available data

vi) Making an outline : It is extremely important to develop an

outline prior to commencing work on bthe report . The
formatting of a report should be carried out only after
completion of the outline.
 MODULE IV

Structure of the Report

Prefatory Main text Supplementar Optional

parts y part elements
1.​ Cover 1.​ Introduction. 1.​ Appendix 1.​ Copyrig
page ht notice
2.​Title 2. Discussion 2. 2. Index
page Bibliography
3.​Ackn 4.​Methodolgy 3. Glossary 3. Summary
owled
geme
nt

5.​ Table 5. Analysis

of
conte
nts
6.​Abstr 6.
act Recommendations
7.​ Conclusion
PREFATORY PARTS

1.​ Cover Page : The cover page of the report not only given it
an elegant appearance but also protects it from damage. It
serves as a quick reference to the readers to know the topic
,and the author of the report . The classification of the
report and report number , of applicable may also be
mentioned on the coverpage of the report. The classification
of the report and report number ,,of applicable may also be
mentioned on the coverpage of the report.

2.​Title page : The title page is the first right hand page of
report . The page is more or less similar to the coverpage .
Except that, it contains he following information.

(i) Name and designation of the intended audience

(ii) Name and designation of the approving authority , if any

3.​Acknowledgement: It is the list of persons who we like to

thank for their advice , support or assistance of any kind. It
is not only customary but also necessary to acknowledge
even the smallest help recommended by people. While
writing the acknowledgement, a research scholar should
show his gratitude to his people who helped him/her in the
preparation of the report.

4.​Table of contents : Table of contents , generally titled imply

contents helps the reader to locate specific topic easily and
quickly. However contents need not to be included in short
report . This table is actually the report outline . The
 content page is especially helpful to the reader who wish to
read only a few selected topics of the report.

5.​ Abstract : An abstract gives he essence of a report . The

length of an abstract is generally 2-5% of the report . The
length and leadership of the report decides whether an
abstract is to be included . If the report is less that 10 pages,
it does not require an abstract on exclusively summary.

MAIN TEXT

Introduction
The function of an introduction is to put the whole report is
perspective to provide a smooth , sound opening for it . It
presents the subject or problem to the reader and gets their
attention. A good introduction must finish the readers with
sufficient material conserhing the investigation and problem to
lead them to an easy comprehension of the rest of the report. It
should also give the reader a general overview of the report .In
otherwords , the introduction is a section where a broad ,
general to view of the report , rather than a specific and
analytical one can be presented.

Discussion
The discussion section is the longest part of a report . It gives a
clear picture of the field study / laboratory work / library work
visiting which the report was prepared. Sufficient information of
the field visit and data can be incorporated in the discussion
section of the report.
Methodolgy

Data collection is of two types :

1.​ Primary data
2.​Secondary data
Methodology is the set of methods that are followed at the time
of preparation of a report . A research scholars needs to collect
data (inform) systematically by following certain ru;es and
regulation proposed by concern authority. Data can be divided
into primary and secondary data. The instructions would
forwarded by the supervisor and the instruction proposed by
authorities are also term as methods.

Objectives
Every research work start with certain objectives. Through the
objectives the researcher wants to focus the issues that are to be
adress through the report . Objectives are to be choosen
scientifically and judiciously . The objectives should be fullfill the
research and this should be established in the recommendation
of the report.

Findings
Findings of the report should incorporated without
manipulation . The research ethics should be followed at the
time of preparation of the report. The data which are collected
during field work/laboratory work / library work should be
incorporated as it is in the findings.

Analysis
Findings of the report should be analysed judiciously. Minute
observation of the findings helps to prepare / analyse the data .
Beston analysis of the report the recommendation is proposed.
Recommendation
Usually research report contains recommendatory part which
specifies a course of action to be taken. This part is based on
researcher interpretation derived from the findings and analysis
of report. The recommendation of a report should be written in
discenoting order of their importance. They should also be
framed in a simple, easy and direct language.

Conclusion
A researcher or research scholar summaries the entire report in
conclusion. Conclusion is also known as chapterwise summary.
It gives details of the viewpoints that has been included ,
chapterwise . In conclusion a research scholar may give his/her
judgement based on in depth study of the subject matter .
Conclusion of a report is incorporated ust after recommendation
so that readers can get a clear picture of the summary.

SUPPLEMENTARY PARTS

Bibliography
All the published and unpublished sources of information used
in preparing a report should be listed in bibliography. Rules of
Bibliography mary vary . Researcher should follow the rules f
Bibliography confirmed by the concerned authority. Though
each organization usually has its own standard format for
documenting sources , the most common format of bibliography
is followed the latest edition of American Association (APA).

Glossary
The glossary is the list of technical or special terms used in
report or technical paper. It is usually included at the end of
report. It explains the uses of technical terms of a particular
field. A glossary also act as a dictionary for some selected words ,
that are often confused, misused or wrongly spelt.
 ETHICS IN RESEARCH / REPORT PREPARATION

1.​ Plagyrism : A research paper should be free from

plagyrism. Plagyrism is presenting words or ideas from
another source as one's own. Without consent from the
original author.

2.​Utility: Utility of research paper should be properly

justified. The paper should be prepared and presented with
a scope of future reference.

3.​Core : A research paper must be prepared and presented

carefully. Preparation of a data in a research paper isn’t a
casual exchange of information rather it should be carefully
planned and presented message.

4.​Alrights : It concerns individuals basic needs and welfare a

researcher should exercise his/her ethical right during
preparation of a report. He/she should provide information
honestly and carefully.

5.​ Justice : The contents of researcher paper should be

justified . Equal importance should be given to each topic to
establish their credibility. Unnecessary details of a research
paper should be avoided.

REEARCH PAPER: PREPARATION

Research : Research is an essential ingredient of all the fields of

study as well as all professions whether an academician or a
working professional. One has to be involve in research to
become better equipped in the choosen field. Research can be
performed individually on one’s moral initiative or as a member
of a research project team.
Any systematic investigation towards increasing the sum of
knowledge can be termed as ‘Research’ . Sometimes one may
undertake research work that is a replica of some previous study
in order to test the reported findings or the relevants of such
findings under different circumstances.

CHARACTERISTICS RESEARCH PAPER

1.​ A Research paper is the most important form of expository

discourse. It may be written on any topic or
subject/scientific, technical , social , cultural etc.

2.​A research paper contains a high concentration of certain

writing technique’s such as definition classification and
interpretation.

3.​It is objective in nature and presentation of information

should be accurate, concise and direct.

4.​A research paper should contain almost all the formal

elements that a technical report includes.

5.​ Every research paper is a unified composition arising out of

the study of a particular subject and organising and
analysing the same.

COMPIONENTS OF A RESEARCH PAPER

A research paper is a piece of written communication organised

to meet the needs of a standard , valid publication . It is therefore
highly structured with distinguished and clearly evident
component parts which are listed below.
(i) Title
(ii) Authors , authors affiliation and address
(iii) Abstract
(iv) Introduction
(v) Materials and methods
(vi) Result
(vii) Discussion
(viii) Conclusion

TITLE : The title of a research paper should be defined in fewest

possible words. It should be clear , short and informative. An
effective title —-
(a)​ Is a clean information of the content of the paper
(b)​ Is neither too short not too long
(c)​ Contains specific not general terms
(d)​ Avoid the use of common abbreviation

ABSTRACT : Characteristics of an abstract are as follows

(a)​ It should be concise and should not exceed 3% of the total

length of the paper
(b)​ It should not contain any unfamiliar abbreviation
(c)​ It should be self contained.

INTRODUCTION : The guideline of an introduction of a research

paper is —

(a)​ The research scholar should present the nature and

scope of the problem investigate
(b)​ Revised the pertinent literature to orient the reader.
(c)​ Method of investigation and the reasons for the choice of
a particular method should be clearly written in the
introduction.
(d)​ Result of the investigation and possible conclusion
should be mentioned in the introduction.
MATERIALS AND METHODS: The main purpose of this section
is to describe the experimental design , experimental technique ,
theoretical derivation and to provide enough details so that a
competent worker can repeat the experiment.

RESULT : Result section is the core of a research paper . Every

detail should be included in the result section. There are three
ways of presenting result in a research paper :
(a)​ Text
(b)​ Tabular form
(c)​ Illustration form

(vii) DISCUSSION: The main function of this section is to

interpret data and to highlight the significant features of data. It
should also mention the limitations if any. This section should be
interpreted. The data depicted in the figures and tables.

AUDIENCE ANALYSIS

a)​The number of audience should be estimated before

presentation
b)​The expectations and preferences of the audience should be
considered.
c)​General attitude and interest of the audience towards the
topic should be taken into consideration
d)​Possible objections and questions of the audience should be
anticipated
e)​Knowledge of the audience over the subject matter should
be considered.
f)​ General concept and specific details of the topic of
presentation should be viewed properly.
LISTENING COMPREHENSION/ LISTENING SKILLS

The Listening Process

There are six stages of the listening process.

a)​Receiving
b)​Interpreting
c)​Remembering
d)​Evaluating
e)​Responding
f)​ Acting

1.​ Receiving is physically hearing a message and taking a note

of it. The efficiency of this stage is affected by various
external factors such as noise , poor hearing and lack of
attention.

2.​We infer the speaker’s meaning based on our own

experiences. We may need to consider whether the
speaker’s frame of reference , similar or different to ours
and how this will affect our understanding of the speaker’s
meaning.

3.​Remembering: Listener’s stores the message for future

reference and make a mental note of the key points that are
mentioned.

4.​Evaluating : Listener's consider the points mentioned and

evaluate their importance. They need to separate fact from
opinion.

5.​ Responding : In a one-to-one or group situation we give

verbal feedback or nodes , or sound of agreement . In a
larger audience , initial reaction to a message may be
agreement or disagreement.
 6.​Acting : On most occasions , communication is an end in
itself . Perhaps , an upgrade or progress report very often
action is vital. How to take action on every points is
altogether a different program.

GOOD LISTENING

The most important ingredient of good communication is good

listening.
The individual who has successfully mastered the art of good
listening has a wider perspective and is able to view the world in
a more comprehensive manner. Listening accurately with good
will develops in the listener and increases a sense of competence.
The following are the elements of good listening –

GOOD LISTENING POSITIVE FEATURES

1.​ Wider perspective Comprehensive approach
2.​Increase sense of Sense of accomplishment
competence
3.​Increase sense of Sense of self confidence
mastery
4.​Greater objectivity and Objectives viewing of facts
open mindedness
5.​ Decrease defensiveness Opening up to new ideas

SOFT SKILLS

●​ Soft skills is a buzzed word around the world

●​ It is an umbrella term for various skills
●​ Soft skills are people skills
Soft skills as behavioural skills :

(i) Self awareness

(ii) Self confidence
(iii) Flexibility
(iv) Perseverance

Soft skills as people skills :

(i) Communication skills

(ii) Interpersonal skills
(iii) Management skills
(iv) Leadership
(v) Team dynamics

Deterrants Behavioural Patterns

1.​ Lack of interest Unable to concentrate
2.​Ego , Basic connection Unable to accept the speaker
block or his view point
3.​Involve with self Unable to listen
4.​Lack of self confidence Indulge in self pitty
5.​ Preconceived ideas or Result in closed mind
notions
6.​Personal stress in life Not in a position to show
empathy
 Effective listeners Ineffective listeners
1.​ Listen actively. 1.​ Listen passively.
2.​Take careful and 2. Take no notes or ineffective
complete notes. notes.
3.​Make frequent eye 3. Make little or no eye
contact with the speaker. contact.
4.​Stay focussed on the 4. Allow their mind to wander
speaker and the content. and are easily distracted.
5.​ Look for opportunities to 5. Assume they know
learn . everything.

MCQs (1 Mark Each)

1. Which of the following is NOT a characteristic of technical

writing?
A. Clarity
B. Subjectivity
C. Precision
D. Relevance

Answer: B

2. What does "SWOC" stand for in analysis?

A. Strengths, Weaknesses, Opportunities, Challenges

B. Strengths, Will, Opportunities, Choices
C. Strategy, Weakness, Objectives, Challenges
D. Strength, Weakness, Options, Circumstances

Answer: A
3. Which stage of the SQ3R technique involves reviewing the
text?
A. Survey
B. Questio
C. Recall
D. Review

Answer: D

4. In report writing, the "Methodology" section includes:

A. Findings of the study
B. Rules and processes for data collection
C. A summary of the report
D. Recommendations

Answer: B

5. What is the primary purpose of the "Abstract" in a technical

report?
A. To introduce the topic in detail
B. To summarize the report concisely
C. To provide an outline of the methodology
D. To list references

Answer: B