REPORT

WRITING
NAHIDA SULTANA CHAITY
Assistant Professor of 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 :
•your opinion or personality should not be there, keep it impersonal,
avoid using “I”
•2.Thorough research :
• it should be clear, you should know what you write and reader should get the idea of
your hard work
•3. Structure :
• logical arrangement
•4.Clear writing style
•write concisely and formatively, content of the report should be easily
accessible to the readers
l
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 By content
1. Information only reports
•Provides basic info/only contents and data
•May be short or long, but most of the time short and are submitted regularly
•Xmp : newspaper, academic result, monthly budget, sales report, management report,
official, progress/stuff report, proposal report, ACR,
2. Research reports
•Required at universities
• researches sub, assesses materials and reports on those findings
•Xmp : report on product dev. which company might be looking at

3. Case study analysis reports

•Real life report in a confined and controlled environment
•Analyze the given case in terms of key theoretical principles
•Hypothetical research report where all the info is given in a story which has to be used
as the basis of 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 section comes

⚫ Discussion comes before
after the conclusion
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
 •Title page

Structure
•(Copyright notice)
•(Transmittal letter)
•(Preface)
•(Acknowledgements)
•Table of contents
• (List of illustrations)
• abstract/executive summary

•2. Main body

•Introduction
•Discussion/
•description
•Conclusion
•(Recommendations)

•3. Back matter

•References

•Bibliography
 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/description ⚫Recommend-a
⚫ Conclusion
tions
 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 about ⚫ Substance of the report

⚫ Only the report’s scope,

its’ extent of coverage ⚫ Method of analysis,
findings, conclusions
⚫ Shorter than ex. Sum. and recomm.

⚫ For short report ⚫ Longer than abstract

⚫ For long 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

DOCUMENTA
-TION
Citation at the end
References/works
cited page
 IN TEXT CITATION

Direct Summary/
quotation paraphrase

In text
citation
Why would I quote,
rather than summarize?
⚫ 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.
In Your Own Voice
⚫ 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.
Why Use Your Own Voice?
⚫ 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…
⚫ You use direct quotations

⚫ You use arguable information that is not your opinion

⚫ You use information that is not common knowledge

⚫ The opinions and assertions of others

⚫ Any information you did not generate yourself

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.
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).
Not Common Knowledge
⚫ “Apple sold over 450,000 iPads in 2011 alone” (iPad
Mania).
Information You Didn’t Generate
⚫ According to a recent poll, “only 45% of Americans
believe in evolution” (Poll: Majority Reject Evolution).
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…
⚫ It is information most readers are likely to
know (Common Knowledge)

⚫ Information and documents are widely

available

⚫ Using well-known quotations/Idioms

⚫ You gathered the material yourself

Common Knowledge
⚫ Osama bin Laden, the terrorist responsible for
masterminding the 9/11 attacks on the United
States, was killed in 2011.
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 . . ..”
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.”
Self-Gathered Material
⚫ Over two-thirds of the people I surveyed thought that Kim
Jong Un was the president of North Korea. 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 & to
info. In the original which he is indebted for
source
⚫ General
⚫ Particular
⚫ may contains works
recommended for further
study
Index
⚫ An extended table of contents

⚫ Used in extra long reports where the table of

contents isn’t sufficient enough