REPORT

WRITING

1
Presented by:

Avneet kaur 097

Davinderpal kaur 268
Jagjit singh 288

2
Report is a document written
for a specific group of readers
which presents facts, ideas,
conclusions and sometimes
suggestions/recommendations.

3
 PURPOSE

• Identify the information

• Decide the research methodology
• Approach to analysis, interpretation
and recommendations
• Presentation of the report

4
 Types of Research Report I
• Any research report contains:
– descriptions on methodology,
– results obtained,
– and recommendations made.
• The basic orientation of a research report depends
on its audience. Before writing the report
– the researcher must know his or her audience;
– he/she may have to make assumptions about the
composition, background and interests of the target
readers.

5
Types of Research Report II
• Two types of reports:-
– Technical Report: suitable for a target
audience of
• researchers, research managers.
– Popular Report: suitable for:
• a more general audience, interested mainly in the
research findings as it is non-technical in nature.
– The writing style is designed to facilitate easy
and rapid reading and understanding of the
research findings and recommendations.

6
REPORT PREPARATION AND PRESENTATION
PROCESS

Problem Definition, Data Pre-report

Research Design Analysis
and Methodology Writing
Activities

Interpretation of
Research
findings

Report
Report
Preparation Writing
Activities

Oral
Presentattion

Post
RESEARCH Reading of the
Report by the Report
FOLLOW-UP
client Writing

7
 The first step in the process
involves..
• the interpretation of the results of data
analysis in light of:
– the marketing research problem investigated,
– and the research design and methodology followed.
• The research report is a means of
communication that can be understood,
believed, trusted by everyone who are likely to
be affected by the research, and acted upon
by the decision maker.

8
 Before writing the report…
• the researcher should discuss: the major
findings, conclusions.
– necessary to ensure that the report meets
the client's needs and is ultimately accepted.
• The entire marketing research project:
– should be summarized in a single written
report or in several reports addressed to
different readers.
– should present the findings in such a way that
they can be used directly as input into
decision making.

9
 Oral Presentation

• Generally, an oral presentation

supplements the written report.
• The client should be given adequate time
to read the report.
– If necessary, the researcher should assist
the client in understanding the report,
implementing the findings, undertaking
further research, and evaluating the
research process in retrospect.

10
• Should be carefully prepared keeping the audience in
mind.
• A good presentation does not mean a lengthy
presentation.
• Carefully selected visual aids such as graphs, tables,
charts, maps etc. help presentation.
• During oral presentation, people may seek clarification.
– The speaker must be patient and should not show
signs of anger or frustration. He or she should be
natural, establish eye contact with the audience, and
interact with them.
– Body language and descriptive gestures are also quite
useful.

11
 Steps to Report Writing1
1. Define the problem
2. Gather the necessary information
3. Analyze the information
4. Organize the information
5. Write the report
 Page
Layout

ELEMENTS
Structure OF Formatting
WRITING

Punctuation
/
Grammar
13
 REPORT STRUCTURE

2. Part two
1. Part one
• Introduction
• Cover • Main text
• Title page • Conclusions &
• Authorization recommendations
• Acknowledgements
3. Part three
• Table of illustrations • Attachments
• Executive • Glossary
summary/synopsis/abstract • References

14
 PART
PART ONE
ONE
A BRIEF INTRODUCTION OF
THE REPORT

15
 COVER
It contains the following
• Title of the report
• Author (person who has written)
• The name of the organization related to the report

TITLE
It should be precise and comprehensive. It consists of
• The title, example: “ Study of motivation and stress levels among
teachers of mentally challenged students.”
• The organization for which the report is prepared
• The author
• Date of submission

16
17
 AUTHORISATION
This indicates the person or the department
which authorize the making of the report.

Acknowledgements: All sources of

information should be acknowledged.

18
 A REPORT

ON

(TITLE OF THE PROJECT IN CAPS)

By

(The name of the student)

(Name of the organization/department)

Date
19
 A REPORT

ON

AN ANALYSIS OF WATER PROBLEMS AT

SANGHVI AREA, PUNE.

By

Anahita Sharma

A report submitted in partial fulfillment of the

requirement of MBA program of IBS Pune

March 2009 20
 INCORRECT
CORRECT

Main text (data collection, surveys,

analysis of data, results, interpretations

21
 EXECUTIVE SUMMARY/
ABSTRACT/SYNOPSIS
• Gist of project report
• Enables reader to understand purpose,
broad findings and recommendations of
report
• It should not exceed two pages
• It consists of background and major
findings

22
PART
PART TWO
TWO
THE REPORT

23
 INTRODUCTION
Introduction prepares the reader to read the
entire report. It states.
• The background
• Necessity of report
• The purpose of the report
• The broad layout of the report

24
 MAIN TEXT/BODY
This part includes the following:
• Factors
• Interpretation/analysis
• Conclusions/recommendations
Avoid too much data in paragraphs, tables
and attachments should be in the form of
appendices, annexure etc.

25
 PART
PART THREE
THREE
ATTACHMENTS/REFERENCE
MATERIALS

26
There are two methods to
acknowledge
• Author –date reference: author’s surname, year, title of
work in italics or underlined , publishers, place, page
reference.
• More than four authors then mention one author followed
by ‘et al’
• For journal article: name of author, year of publication
in bracket, title of article in single quotes, title of
periodical (italics/underline), volume number, part no,,
pages.
• Footnotes are references made at the end of the page

27
How To Write References/ Bibliography

28
POINTS TO REMEMBER
• Contents should not be in upper case
• Place tables and figures directly supporting the
interpretation immediately after their mention in
text.
• Do number and label all tables
• Never split tables and figures
• Do use decimal classification or Arabic numerals
avoid roman numbering for tables, sections
subsections etc.

29
POINTS TO REMEMBER
• Roman numbering in lower case should be used
only for numbering all pages before and including
table of contents
• Use consistent numbering don’t mix style
• Page layout 1 inch space at the right and 1.5 at the
left
• Interline spacing should be 1.5
• Font size should not be less than 12 (use times
new roman)

30
 WHY DO REPORTS
SOMETIMES FAILS ?
 Over all message is not clear.
 Report is badly structured.
 Report is too long.
 Inappropriate language for intended audience.
 Report is boring, does not engage the reader.
 Report is full of grammatical and spelling errors.

31
THE END

32