Project Report Writing

Project Report Writing
Unit 3 – Report writing
1
Report Writing And Its Significance
Report Writing is a formal style of
presenting information to the audiences.
A report is a well-structured
documentation of any event or
information.
A report is a short, sharp, concise
document which is written for a
particular purpose and audience.
Sets outs and analyses a situation or
problem,
making recommendations for future
action.
a factual paper, and needs to be clear
and well-structured.
The principal purpose of writing a report is to provide correct information.
Can be written on various topics such as :
• Business plans
• Work progress/status
• Annual activities
• Workplace situations
• Financial issues
• Safety problems
• Regional/National/International aspects
• Financial systems etc.
Through a report, audiences can analyze and get rare information
about the concerned topics. It can be written on any topic, from
field reports to scientific reports.
Basic Guidelines
• No personal opinion is allowed in a
report
• The report must be topic orientated
• The structure should be neat and clean
• Tables, bullet points, graphs can be
included as proof of the information
• Add a summary to highlight the main
points
• A report may include appendices
Report Writing Process
• Identify the purpose of the
report
• Identify the readers and their
needs
• Research about the topic
• Outline the report
• Write/Type the draft
• Edit the draft
• The finished product
Types of Reports
1. Formal and Informal
Formal reports are meticulously designed documents that
focus on the objectives of the organization e.g annual audit
reports. Formal reports are detailed with no personal pronouns.
On the other hand, informal reports, such as internal
memorandums, are usually short and written in casual
language.
2. Vertical and Lateral
These reports are characterized based on the hierarchy within
organizations. For example, a report for the management or
mentees is a vertical report, meant for the entire section or
department across the hierarchies.
Lateral reports focus on the coordination between different
Types of Reports (Contd.)
3. Periodic Reports
As the name suggests, periodic reports are regularly sent out on
pre-scheduled dates. These reports often serve the management to
keep the business processes and activities in control. periodic
reports are quarterly, half-yearly, or annual reports.
4. Project Reports
Keep clients and team members up-to-date on the status of various
projects you're working on by providing them with a project report.
This can include a timeline of your report progress and the deadline
for each segment to keep everyone on the same page.
Types of Reports (Contd.)
5.Research Report
Sometimes if you need to do some in-depth research, the best way
to present that information is with a research report. Whether it's
scientific findings, data and statistics from a study, etc., a research
report is a great way to share your results.
6. Functional Report
These types of reporting include financial and accounting reports,
marketing reports, and other reports that focus on specific business
functions.
Title: Should be clear in its
wording. It must say exactly what
the report is about. Remember that
this isn’t a novel. Include a subtitle
if necessary, making sure the font
size of each subtitle is smaller than
the title.
Letter of Transmittal: is a type of
short cover letter or business letter that

accompanies a document to explain the
purpose or importance of it.
The executive summary or abstract:
a brief summary of the contents.
about 200 words
gives an overview of every aspect of the
report: Problem statement, Method,
Analysis and its result.
Table of Contents: a list of
all sections of the report. It
includes the page numbers of each
section within the report and any
appendices that are attached to the
report.
The Summary
• Briefly state the problem, and
• Summarize the important conclusions of the study
• Depending on the context of the study, include
additional information, such as:
– what brought about this particular study,
– who the client is,
– what the objectives of the study were,
– what assumptions or restrictions were imposed
– what actions the study recommends
Term 2 13
The Introduction- “Background” or
“Project Statement”
• Relevant history, such as how this project came about,
who sponsored it, and background details about the
client organization that are germane to the project.
• A precise statement of the problem, including any
restrictions or assumptions that were imposed on the
project.
• An overview of the purpose and scope of the study,
which gives the specific objective of the study and any
major constraints .
Term 2 14
The Analysis Section
• A careful description of models and techniques that
you employed.
• Details of modeling assumptions or constraints that
you imposed in order to make your analysis possible.
• A description of whatever data inputs your model
required, how you estimated parameter values from
data, and where your data came from.
• A description and explanation of the results of the
analysis.
Term 2 15
The Analysis Section
• Use figures, tables, graphs and appendice
• Use subsections:
– Model Description Assumptions and Justification Data
Collection
– Parameter Estimation
– Solution Approaches Results
– Sensitivity Analysis
Term 2 16
Discussion/Main body:
Includes all relevant information of your
investigations
Arranged in logical manner
Your Findings
Their Interpretations & judgments
Conclusion:
Outcomes from your findings
State if the aim is achieved
Any limitations
Recommendations for further study
on the topic
Conclusion and Recommendations
• A list and discussion of your specific conclusions −

paralleling the list you gave in the Summary, but
with more detail.
• An explanation − in words − of how your analysis
supports your conclusions.
• Recommendations for putting your conclusions
into practice in the client’s real system.
• Suggestions for further analysis.
Term 2 19
References:
List of academic sources used for the
report.
Appendices:
Includes Graphs, Charts, tables and other
data.
Using Appendices
• Background material and data.
• Computer input or output. A computer program or
your input to a simulation or optimization package
may be listed.
• Raw data. You may wish to provide detailed tables or
graphs showing the numbers that you summarized in
the Analysis section of the report.
• Derivation of analytical expressions. If you took an
expression from a book or article, simply citing it is
enough; but it you derived the expression and it is not
obvious, you should give the derivation in a appendix.
• Tedious calculations.
Term 2 21
Proof read and Rewrite
• Proof your document for organization and
clarity
Term 2 22
Term 2 23

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Unit 3 – Report writing

wording. It must say exactly what

the report is about. Remember that

this isn’t a novel. Include a subtitle

if necessary, making sure the font

size of each subtitle is smaller than

short cover letter or business letter that

includes the page numbers of each

section within the report and any

appendices that are attached to the

• A list and discussion of your specific conclusions −

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