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Report Writing

by KLS IMER.
by

Mileend MG

on 13 November 2014

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Transcript of Report Writing

.
Importance of Writing
Social
SOCIAL
An oral report is a face-to-face communication of an impression or observation.
It is comparatively
informal and time
saving.
On the basis of Frequency of Issue
Routine reports
Parts of Reports
WRITING
Styles of Reports
Way to
Content`s

Oral Reports
SPECIAL QUIZ.....!!!
1. What are the five 'W's and one 'H' of Report Writing?
2.• Because many readers will not read the whole document, so when writing in the workplace you should

a.
not worry about proofreading material in the middle of the document.
b.
get to your main point quickly.

c.
save the best for last.
d.
write long documents so your reader will at least read something.

e.
none of the above.
3. When sending a Report in e-mail to a person, you

a.
you can always be sure who will read it.
b.
you might not know who will read it.
c.
you know that what you write will not be misconstrued.

d.
you

can guarantee that it will not be forwarded.
e.
you

can guarantee that the information it contains will
be kept confidential.
4. Which is the most secure way of communication in an organization?

a.
e-mail.

b.
hard-copy reports.
c.
memos attached to e-mails.
d.
archived digital files.

e.
a and c.
Wait.....................
The End!!
Credit for Sources:

Prof- Shailaja H
Sathya S Debasish
Bhagaban Das
Google.com
Presentation
on

By: Satish, Vadiraj, Shivraj, Shravan, Mileend.
Reporting is the backbone of Communication.
Reports information is needed for reviewing and
evaluating progress, for planning future course
of action and for taking decisions. Reports
provide feedback to the managers......

* Meaning and Defination of Report
* Purpose of a Report
* Requirements for Report
* Characteristics of a Good Report
* Generally Accepted Principles
of Effective Report Writing
* Types of Reports
* Parts of Reports
* Styles of Reports
* Stages of Report Preparation
* Tips on Report Preparation

Definition of Report
According to
The British Association for commercial
and Industrial Education.

“Report is a document in which a given
problem is examined for the purpose
of conveying information and findings,
putting forward ideas first and sometimes
making recommendations”

To write a good report you should know
To
give information about a company’s activities,progress, plans and problems.
To
record events for future reference in decision making.
To
recommend specific action.
To
present facts to the management to help decide the direction the business should choose.
To
justify and persuade readers about the need for action in controversial situations.
Purpose of a Report
Requirements for Report
1. Clarity
2. Conciseness
3. Continuity
4. Objectivity
Report Clarity must be met from the reader's point of view.
Reports should have more matter with fewer words.
Reports should tell a complete story as logically and interestingly as possible.
Continuity
Objectivity
Technical reports should be objective and reader's expect you to evaluate the data honestly.
Characteristics of a Good Report
Types of Reports
On the basis of Communication Media
Written Reports
A written report is relatively more accurate and precise. It tends to be more formal and can be referred to again and again.
On the basis of the Format and Procedures Adopted.
Informal Reports
An informal report is usually in the form of person-to person communication. It is usually written in form of a letter.
Formal Reports
A formal report is presented in a prescribed form. It is prepared in accordance with an established procedure and is submitted to a prescribed authority.
On the basis of Function
1
Routine Reports
2
Special Reports
These reports are prepared and presented in the usual routine of business. For example, branch managers of banks submit regular reports to the Head
Office on the
amount of
business
transacted
during the
period.
Special Reports
A special report is prepared and presented in connection with specific situation or occasions, but are not prepared at regular intervals.
List of
figures
& tables
Body of the Reports
Introduction
Title page
Title Block
Table of
Contents
Procedure
Conclusions
Signature,
place,
and date
Use of Illustrations
Letter style Report
Schematic style Report
Stages of Report Preparation
1
. Gathering the Data.
2
. Analyzing and Sorting the result.
3
. Outlining the Report.
4
. Writing the rough draft.
5
. Revising the rough draft.
Bibliography
Reference
Recommendations
Appendix
Acknowledgment
Terms &
Reference
Generally Accepted Principles
of Effective Report Writing
The purpose of reports and their subject matter vary widely, but there are certain generally accepted principles of report writing that can be applied to most types of Report.
Confidentiality
Contents page
Terms
of Reference
Sources
of
information
Title
Identification of Report Writer,
report user and date
Summary
of
recommendations
Report
summaries
Implications
for
management
Completeness
Sections
Appendices
Tips On Report
Preparation
1- General
considerations
2- Paper
3- Headings
4- Tables
5- Graphs &
Drawings
The five 'W's and One 'H' are:
Prior to commencing work on a report, a few queries should be raised by the report -
writer and satisfactorily answered. This enables the writer to produce a highly focused report. The queries are central on the five W's and the one H.
WHY, WHAT, WHO, WHEN, WHERE

AND

HOW
2.• Because many readers will not read the whole document, when writing in the workplace you should

a.
not worry about proofreading material in the middle of the document.
b.

get to your main point quickly.

c.
save the best for last.
d.
write long documents so your reader will at least read something.

e.
none of the above.
3. When sending a Report in e-mail to a person, you

a.
can always be sure who will read it.
b.

might not know who will read it.
c.
know that what you write will not be misconstrued.

d.
can guarantee that it will not be forwarded.
e.
can guarantee that the information it contains will
be kept confidential.
4. Which is the most secure way of communication in an organization?

a.
e-mail.

b.
hard-copy reports.

c.
memos attached to e-mails.
d.
archived digital files.

e.
a and c.
5. The part of the letter that follows the date is

a.
Letter Address
b.
Return Address
c.
Salutation
d.
Complimentary Close
5. The part of the letter that follows the date is

a.
Letter Address
b.
Return Address
c.
Salutation
d.
Complimentary Close
Full transcript