University Institute of Engineering

Course Name- Professional Communication Skills

Course Code- 20PCT-154
Faculty Name- Ms. Sharman Kaur

REPORT WRITING DISCOVER . LEARN . EMPOWER

 Course Objectives
The Course aims to:

Stress on students awareness of interpersonal communication

1 skills and appropriate usage of verbal and non-verbal expression
in social and professional environment.

Prepare the student for discourse in English, using a number of

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communication strategies.
3 Introduce them to key concepts of Morality, Diversity & Inclusion
4 Provide foundations for the placement process of the student.

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 Course
Outcomes
On completion, the students are expected to

CO Title Level
Number
CO1 Evaluate facts to write research and short official,
Evaluate 
technical or social reports.
CO2 Create communication material for an organization
dedicated to a social cause and use
electronic/social media to share concepts and Create
ideas.
CO3 Analyse and summarize information, ideas and
opinions on a social issue using grammatically
correct English. Analyse

CO4 Perform effectively in the placement process.

Apply

CO5 Display moral values, ethics and sensitivity for

Apply
diversity and inclusion.
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 Report writing

What is a report?
A report is a specific form of
technical writing that is used to
identify and examine issues,
analyse events or findings and
provide information required for
decision making.

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 What does a well-written report
demonstrate?
A well written report demonstrates your ability to:
• understand the purpose for which the report is being written and
follow all the specifications.
• gather, evaluate and analyse relevant information.
• structure material in a logical and coherent order.
• present your report in a consistent manner according to the
instructions of the report brief.
• make appropriate conclusions that are supported by the evidence
and analysis of the report.
• make thoughtful and practical recommendations where required.
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 Types of reports
• Academic Reports – while studying
(Research paper, project report ,
training report etc.)
• Technical Reports -Organizations
(Proposal, project reports)
• Business Reports (Recommendation
report, Annual reports etc.)
• Formal and Informal Reports
• Long and short Reports
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 Formal and Informal reports

• Formal Reports: A formal report is one which is prepared in a

prescribed form and is presented according to an established
procedure, to a prescribed authority.

• Informal Reports: An informal report is usually in the form of a

person-to-person communication. It may range from a short
statement of facts on a single page to a more developed
presentation taking several pages.

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 Poll Question 1

Reports present conclusions based on:

1. Impression
2. Belief
3. Investigation
4. Intuition

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Let’s learn how to write a report
There are times when as a
business manager you are
required to write a detailed report
and also times when you need to
pass on concise information in a
summarized fashion.
These are known as short reports
and long reports. Both have
different formats.

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 Format of a short report
• From:
• To:
• Date:
• Title:
• Introduction:
• Methodology:
• Findings:
• Conclusion:
• Suggestions/recommendations:
• Name:
• Designation: Cdn.slidesharecdn.com
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 Short report
This report is in memo form generally submitted in organizations:
• The report starts with ‘From’, ‘To’ and ‘Date’.
• It states the name of the writer, the name of the person the report
is addressed to and the date of the report.
• The report must have a subject or title.
• The First section is the Introduction. It outlines what the writer
was asked to do, name of the person who ordered the report, date
by which the report has to be submitted.
• The Second section shows the steps taken by the writer. They
may include visits to places, interviews conducted, survey etc.
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 Short report(continued)
• The Third section consists of findings. The information can be
presented through tables and graphs.
• The Forth section is the conclusion of the report. The writer
summarizes the findings.
• The Fifth section contains the recommendations and
suggestions of the writer.
• The report ends with the writer’s name and designation written
on the left hand corner of the page.

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 Poll Question 2

What writing style is usually used in reports?

1. Objective and detached
2. Personal and critical
3. Emotive and judgemental
4. Subjective and detached

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 LONG REPORT
• A long report always has a title, introduction, body, and then
conclusion.
• It is always more than one page in length. It sometimes
contains a covering letter that mentions all the details that are
included in the long report.
• At the end of the long report, there is bibliography and
appendix.
• The tone in a long report is restrained and sombre in contrast to
a short report.

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 Format of a long report
•Title Page
•Table of Contents
•Acknowledgement
•Executive Summary
•Methodology
•Findings
•Conclusions
•Recommendations
•Bibliography/References
•Appendices

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 Letter of transmittal
Transmittal letters help call attention to the recipient of the
information, to ensure they read it and respond in a timely
manner.
Transmittal letter contains the following elements.
• A statement of title and purpose of report.
• A statement of who authorized the project and when
• A statement of method used in the project or of the principal
results, conclusion and recommendations.
• An acknowledgement of any assistance you received in
preparing the material.
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 Parts of long report
(Title page)
The title page should contain
details, including:
• Full title of the report;
• Name of the author.
• Purpose for which the report is
prepared.
• To whom it is submitted.
• Name of the institution for which
the report is prepared.
• Month and year of report.
• Logo of the organisation.
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Cover-pages.com
Table of contents
• Contains page numbers of the
titles and subtitles of different
sections of the report.
• Structure the content of the
report in a logical manner.
• Should also show the preface
material, a list of tables, figures
etc., references and appendices.

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 Acknowledgement

• Acknowledgements enable you

to thank all those who have
helped in carrying out the
research.
• Careful thought needs to be
given concerning those whose
help should be acknowledged
and in what order.
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 Executive summary
• It is a one – two page brief overview of
the report
• It is prepared for non-technical readers
like managers, who are not interested
in all the technical details.
• The specific problem to be solved
through the project is clearly discussed.
• The conclusion and recommendations
are discussed in a separate paragraph.

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 Methodology

Information is collected in two ways:

• Primary information is gathered and
recorded during your research through
experiments, questionnaires, surveys etc.
• Secondary information is gathered and
recorded by others in their reports,
newspapers, journals, magazines, internet
etc.
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 Body of the report
• Analysis and Findings: Information is compared and
contrasted .
• Discussion: A discussion of the findings and other important
issues relating to the project.
• Conclusion and Suggestions: A brief summary of what the
findings were and what the significance of the work is.
Suggestions for future work are also included here in some
cases.
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 Final section

• References: This is a list of the books,

reports, papers, Internet sources etc.
that were used to complete the project
and write the report.
• Appendices: Any materials such as
method, intermediate results,
questionnaires etc. can be put into an
appendix.
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 Applications
• A report provides consolidated, factual and an up-to-date
information about a particular matter or subject.
• A report acts as an effective means of communication within the
organization. It provides feedback to employees.
• Report provides reliable data which can be used in the planning
and decision making process.
• Certain reports relating to employees are useful while preparing
personnel policies such as promotion policy, training policy and
welfare facilities to employees.

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 Assessment Pattern
Students are assessed on the basis of the following
parameters:
• Hourly Tests - 2
• Assignments
• Surprise Test
• Quiz
• Student Engagement
• End Semester Exam

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 References
• https://www.scribd.com/doc/35917081/Report-Writing-Ppt
• www.uni-mysore.ac.in/.../ppt
/035_RESEARCH%20REPORT%20WRITING.ppt
• www.colorado.edu/MCEN/Measlab/Written_reports_F06.ppt
• documents.manchester.ac.uk/display.aspx?DocID=8584
• https://www.learngrammar.net/a/how-to-write-a-business-report
• https://edu.gcfglobal.org/en/business-communication/how-to-wri
te-a-powerful-business-report/1/

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 THANK YOU

For queries
Email: [email protected]