REPORT WRITING

Whether a person is a low-profile public servant in a government organization or a high-profile business

manager in a multinational company, almost everyone may be asked to write reports at some point of
time or the other. Professionals such as administrators, scientists, business executives, and engineers have
to write reports for different purposes. A scientist may have to write a technical report that proved
scientific data, whereas the sales manager of a company may need to prepare weekly sales reports to
answer questions about how effectively sales targets are being achieved. Reports are important because in
most organizations executive decision making is based almost entirely on them.

A report is a formal document written for a specific audience to meet a specific need. It may contain facts
of a situation, project, or process an analysis and interpretation of data, events, and records; inferences or
conclusions drawn from objective data; or suggestions and recommendations.

The importance or reports for any professional lies in the fact that a number of business decisions and
research conclusions are made on the basis of information presented or recommendations made in reports.
By helping in dissemination of ideas, views, and suggestions, reports develop information and
understanding essential for effective decision making.

Thus, reports serve several purposes, which may include:

 Presenting data
 Describing problems and suggesting solutions;
 Discussing and analyzing date;
 Recording events and happenings
 Analyzing a situation or a condition; or
 Giving feedback, suggestions, or recommendations.

Students will be called upon to write project reports, seminar reports, progress reports, research reports,
dissertations or theses. Moreover, effective report writing skills are necessary in order to be successful at
the workplace. As a person advances in his/her chosen career, he/she may be called on to prepare
different kinds or reports more often and more effectively. Periodic operating reports, situational reports,
informational routine reports, investigative reports, feasibility reports, compliance reports, and so on are
some of different kinds or reports that may have to be prepared.
 TECHNICAL REPORT WRITING

 Engineer’s reports that might be called “basic” are the most variously named.
 Among many names –
Inspection Reports
Accident Reports
Field Reports
Investigation Reports
Trip Reports
Site Reports
Reconnaissance Reports (collecting of data about military etc.., soldiers, planes etc..,)
 In a strict sense – the engineer- writer goes somewhere, investigates something and reports back.
 All the “basic” engineers report can be reduced to one or a combination of essential types of
writing.
1. Description
2. Narration
3. Process analysis
4. Cause-effect analysis
 Engineers and scientists must be able to present information on their findings in the form of a
report.
 A good report must have clarity, brevity, accuracy and completeness. They must also be
objective.
 There are three sources of information for the report:
1) Recorded information from previous reports, documents, files, books, magazines and
journals.
2) Investigated information from questionnaires, interviews experiments.
3) First hand information from personal observations tests and experiments.
Short reports should be preferred than detailed report. They can also be written as in the letter
form.
Structure of a Short Report:-
a) Terms of reference
b) Investigation procedure adopted
c) Findings from investigation
d) Conclusions drawn
e) Recommendations
 Structure of a Detailed Report:-

a) Title page
b) A table of contents
c) A synopsis
d) The body of the report
i. Introduction
ii. Investigation methods adopted
iii. Findings from investigation
iv. Conclusions drawn
v. Recommendations
vi. Acknowledgements
vii. Appendixes

Types of Reports:-

1. Routine\ Periodic\Progress Reports:-

These are the most common types of reports written at the regular intervals, may be
weekly reports. These reports facilitate monitoring of work and decision making.
2. Informational Reports:-
These are reports that examine situations/ problems and provide factual information.
3. Justification Reports with Recommendations:-
Often managers have to justify a decision that arises out of the facts gathered and relevant
to the problem. In such cases, managers offer recommendations based on the analysis and the
interpretations.
4. Situational Reports:-
These reports helps to keep the organization informed about what they have gained from
these activities. Such reports do not have any formal order. Since, they are informal order. Since,
they are informal in nature, letters/ memo formats in generally used.
5. Feasibility Reports:-
Based on analysis and interpretation of cost, benefits, advantages and future possibilities
managers have to point out whether it is feasible(suitable/ agreeable/ reasonable)to proceed with
the project.
6. Research Reports:-
Research is the backbone of organization. Decisions about growth depend so much on
research that it has to be continuously carried out.

Reports can be written in

A. Letter format
B. Memo format
C. Formal/ manuscript format
D. Preprinted format
A. Letter format:-
When you send reports of few pages to outsiders, you can opt for a letter format. Besides
all the routine part of a letter, these reports may include – headings, illustrations and foot notes.
The style of writing is factual, but it does not have any personal touch in the use of
pronouns and sustains reader’s interest by showing them courteous consideration. Facts are
pointed out as benefits to the reader’s material are broken down and the terminology is within the
reader’s range of understanding.
B. Memo report:-
A memorandum report, commonly known as memo report is mainly used for internal
communication i.e.., within the organization.
A memo report is a permanent record of the interval operations of an organization and is
quite similar to a report but a memo report is shorter than a letter report and adopts a matter of
fact style.
C. Manuscript/Formal Report:-
Most commonly used format for reports, generally used for reports that are formal.
The range and length can be from few pages to several hundred.
The types of reports are
i. Informational
ii. Routine (or)
iii. Analytical
At the length increases includes: abstract summary, appendix, glossary and so
on.
D. Pre printed Format:-
According to the organization, changes reports containing routine matter. All you need to
do is to fill in the blanks in a pre printed forms.
 CURRICULUM VITAE

Getting the job one wants depends on many factors. Effective communication skills are the most
important factor in helping job applicants finds employment. Employment communication involves a
complex process that includes writing employment letters, applications, and resumes. In fact, the success
of employment search depends a lot on the candidate’s ability to design a persuasive resume and an
effective cover letter.

The process of preparing a bio-data, curriculum vitae or resume is an integral part of job communication.
The literal meaning of the term bio—data is biographical details of a job applicant. A job applicant uses a
bio-data as an instrument to provide complete and comprehensive information about background,
personal details, education, experience, skills, achievements, activities, interests, hobbies etc.

The term curriculum vitae is more specific if refers to re-objective of a personal education, previous
occupations, sent with a job application. It is more professional than bio-data.

The third term resuming is a more common today. It refers to a job specific summary of ones professional
background, education and experience.

BIODATA CURRICULUM VITAE RESUME

Complete biographical details Objective account of education, Job specific summary of ones
background, previous professional background,
occupations education experience and skills.

BIO-DATA

Name :

Father’s Name :

Date of Birth :

Nationality :

Caste :

Gender :

Address :

Contact No. :

Email Id :

Educational qualification :

Work experience ;
Curriculum vitae:

The term curriculum vitae are generally used to refer an objective record of a candidate education, skills,
activities and experience. Unlike a resume which is more jobs specific with more emphasis on personal
qualities and trace of the candidates. A curriculum vitae focus on factual details of the candidate in other
words a curriculum vitae is

 A formal employment document

 An objective presentation of the academic qualification and professional background of the
candidate.
 Written in a conventional form for specific need.
Although curriculum vitae may include a variety of information and can very greatly focus on
content and format.

Designing effective curriculum vitae:

A curriculum vitae to be submitted for a job it contain personal information, education, experience,
activities and other information.

1. Personal information:
The personal information section includes name, age and contact information as well as
permanent address which contain the applicant telephone number with area code, fax number and
email address.
2. Education qualification:
In this section on curriculum vitae you need to include special details is about your educational
qualification and professional training include the name of the degree, certificates that you have
received along with name and location of the school, institute, university date with attendance,
year of passing etc.
3. Work experience:
This part your curriculum vitae should provide details of your work and professional experience
you need to mention the job title, name of the organization, name of the work and dates of
employment.
4. Activities:
This section may include skills, achievements, co-curricular and extra curricular activities,
interest, hobbies, membership etc.
5. Other activities:
This section may include skills, honours, awards, and any other relevant information.

Example
 CURRICULUM VITAE
PERSONAL DETAILS:

Name :

Father’s Name :

Date of birth :

Nationality :

Caste :

Gender :

Address :

Contact No. :

Email Id :

EDUCATIONAL QUALIFICATION:

S. NO. NAME OF NAME OF NAME OF YEAR OF PERCENTATGE

THE THE THE PASSING
DEGREE UNIVERSITY INSTITUTION
1. M. Tech.
2. B. Tech.
3. Intermediate
4. SSC

WORK EXPERIENCE:

S.NO. NAME OF THE NAME OF THE PERIOD OF SALARY

POST (or) COMPANY WORKING DRAWN
NATURE OF
THE WORK
1.
2.
3.
4.

Other qualifications :

Language known :

Membership :
Awards and honours :

Hobbies :

Reference :

Declaration: I am here to declare that the information furnished above is true to the best of my
knowledge.

DATE:

PLACE: Signature of the candidate

RESUME
 A Resume presents a summary of your education, professional training, experience, skills,
abilities, achievements and references.
 Main objective of a resume is winning a job interview by highlighting your fitness for fitness for
particular position.
 Writing an effective resume represents your current skills, abilities and background is a
challenge that you have to face.
 Your resume should have an effective design with the focus on readability and adaptation to the
audience expectations.

RESUME DESIGN:-

 Avoid copying other’s resume.

 Be original.
 You may use resume writing software to design your resume or take help from professional
resume writer/resume writing services.
 You should design your own resume according to your own needs.
 The contents of the different resumes that you prepare might be roughly the same, but the
organization, format, structure and emphasis could be quite different.

RESUME LENGTH:-

 As a general rule, recruiters may not spend more than a minute looking at each resume if it is for
an entry position.
 It also depends upon the number of resumes received.
 For an entry positioned, one-page resume is preferable.
  For a middle-level or senior positioned, two-page resume is preferable.
 It is advisable to keep the resume as short as possible.
 Including too much information in a resume might be a serious mistake because a resume should
show only what is needed for the job.
 It should be focused on summary of education, experience and skills.
PARTS OF RESUME:-
The standard parts of resume are:
1. Heading
2. Position sought
3. Career objective
4. Professional summary
5. Education
6. Work experience
7. Specific skills
8. Achievements
9. Activities
10. Interests and
11. References
1. Heading:-
It includes contact information – Names, full postal address with pin code number,
telephone number with area code, fax number and e-mail address.
2. Position sought:-
If you are applying for a solicited job position, you should mention the position sought so that the
employer is able to distinguish your application from those who might have applied for other positions
available in the company/organization.
If you are an unsolicited job positioned, not necessary.
3. Career objective:-
Career objective is a special part in your resume. It should be specific about one sentence
focused statement expressing your career goals in relation to the targeted position.
4. Professional summary:-
Professional summary is a one sentence listing your most important qualifications, your
essential skills and your key work experience.
 E.g. Four years of experience as a production engineer with thorough understanding of
weld technology and design and sound knowledge about trouble shooting, fool proofing of processes, cost
saving through process improvement and low cost automation.
5. Education:-
 Include the name and location of the school/college/university/institutions, major areas of study,
degree/certificates received.
 Include grades if it on higher grade. Don’t mention poor grade.
 Include seminars, special courses, workshops that you might have completed, attended or
conducted.
For this, use reverse chronological order to list your educational information i.e., starting
from most recent information.
6. Work Experience:-
This part should include brief and specific overview of your work and professional
experience. Use reverse chronological order by listing your most recent employment first.
7. Special skills, Abilities and Aptitudes:-
Be selective and specific. Highlight only those skills and talents that are relevant to the
targeted job.
Examples of learned skills- computer programming, computer processing, data
processing, foreign languages, machinery operation, consulting, drafting, technical writing etc..,
8. Activities and Interests:-
Mention your extra-curricular, co-curricular and professional activities, your hobbies and
interests.
These activities must show as dynamic and energetic people who can take accept
challenges. Companies prefer such people.
9. Achievements/Accomplishments/Honours:-
They convince the employer that you are achieve and therefore worth- hiring. This part
includes scholarships, fellowships, awards, distinctions, commendations, certificates or anything that
shows achievement or recognition.
10. References:-
If you are applying for a solicited position and the employer wants you to give references,
mention the names of three persons who can give letters of recommendations or references for you.
The persons may be previous employer, your immediate supervisor, research guide,
colleague, subordinate etc.,
 Mention the name of your reference, his or her designation and full contact address with
telephone number, fax number and e-mail address.

RESUME STYLES:-
There are three acceptable Resumes styles
1. Chronological resume
2. Functional resume
3. Combination resume
1. Chronological resume focuses on education and experience and organizes work experience
items or educational/professional qualifications in reverse chronological order.
2. A functional resume highlights accomplishments and emphasis skills.
3. A combinational resume follows a mixed style drawing on the best characteristics of the
chronological and functional resumes.
Guidelines for a good resume:-
 Produce a clean, professional – looking document.
 Use well-defined headings and white space.
 Make resume computer friendly.
 Avoid being too imaginative about the design and topography of your resume.
 Be factual, complete and objective.
 Use appropriate writing style.
 Organize your resume properly.

Example:
 Email writing
Electronic mail (e-mail) is the medium of communication that sends and receives messages through
specially designed computer networks. With the revolution in information technology along with the
rapid growth of the Internet e-mail has become the most popular communication medium.

The phenomenally rapid growth of the Internet and its widespread use in business has changed the way
in which organizations communicate. All organizations have Internet access, and most individuals have a
personal email address. Many companies are promoting the use of email for most – if not all – in house
correspondence, and a great deal of communication with outside organizations also relies on email.

More and more people are spending time on the Net sending e-mail messages. There is no doubt that due
to its high speed, low cost, and efficiency, e-mail is today one of the most important channels of
communication.

We may have to write a number of e-mail messages everyday. As e-mails re faster than letters and
memos, they are used for quick transmission of information and idea. They serve several purposes, which
may include:

 Conveying routine information, such as new products or services being introduced, new policy
changes, introduction of new procedures, new market strategies being followed, and so on;
 Requesting information or additional resources;
 Inviting the reader to business meetings, conferences, seminars, workshops, or symposiums;
 Containing proposals or requests for proposals;
 Seeking explanations or clarifications;
 Describing problems;
 Persuading the reader to take an action; and
 Giving feedback, suggestions, or recommendations.

Advantages of E-mail
Speed:

Speed is the main advantage of using e-mail. Unlike regular mail, which may take days or even
weeks to reach its destination, e-mail reaches its destination instantaneously.

Low cost

Low cost is yet another advantage of using e-mail. As sending e-mail does not involve printing and
copying, it is less expensive than any other channel of communication i.e. postal mail, telephone, fax
etc. Ten e-mail messages may be sent in ten minutes and the cost could be as low as five rupees.

Quick distribution

E-mail makes distribution quick and easy. Messages can be sent to more than one person at the same
time. There is no wasting of time and no repetition.
Flexibility

E-mail allows complete flexibility during composing and drafting. While using e-mail, the sender
may edit, revise, modify, and redesign his/her message without printing and copying it.

Easy attachments

It is easy to attach files, photographs, clippings, drawings, video clips, sound recordings, and so on to
an e-mail. For example, resumes, scanned copies of testimonials, transcripts, and other documents can
be attached to job application e-mail.

Easy upward communication

E-mail is less formal and structured than letters and memos. It is normally in the form of a private
dialogue, where the sender wants to say something and expects a response to the message. Thus,
e-mail promotes easier upward communication.

Characteristics of Successful E-Mail Messages

Professionals need to use e-mail frequently. In fact, the use of e-mail for business and professional
communication purposes continues to expand due to its tremendous advantages. It has become the
most common professional communication medium. Good e-mail messages share certain
characteristics, which include conciseness, accuracy, clarity, conversational tone, and single theme.

Concise

Conciseness is the most important characteristic of a successful e-mail message. An e-mail should not
contain unnecessary information. Unnecessary explanations, repetitions, wordy expressions, and
exaggeration should be avoided.

Correct

Accuracy is crucial to successful e-mail writing. Correct format and structure should be used. Correct
e-mail addresses should be written.

Clear

E-mails should be simple and clear. An unclear and vague e-mail may be immediately deleted.
Simple, familiar, direct and specific words, appropriate linkers, and transitional signals should be
used to form short sentences and paragraphs.

Conversational Tone
 The tones of e-mail messages are usually formal but conversational. It is better to use a tone which
gives a personal touch to e-mails. However, one should avoid being too informal or emotional.

Single Theme

A successful e-mail message deals with only one topic. In order to be purposive, you need to focus on
a single theme. Develop a single theme logically, subordinating related ideas.

Formatting E-mail messages: E-mail messages:

Although e-mail systems normally provide us with a readymade format, we need to follow standard
writing conventions and use the existing format effectively.

E-mail includes the following

 Heading (this segment includes Date, From,To,Subject,CC,BCC)

 Salutation
 Body
 Closing
 Signature

Example of E-mail writing

Date: 10 May 2016

To: Production Manager

From: Personnel Manager
Subject: CHANGE IN WORKING HOURS

Please refer to your memo pd/21 dated 6 May 2016 requesting for a change in working hours of your
division because of the extremely hot weather conditions.

As desired by you, the Vice President, personnel, has agreed to change the working hours. The new
timings will be 7 a.m. to 1 p.m. (Monday through Saturday) with effect from 17th May 2016 to 16th July
2016.

Kindly inform all the employees working under you.

K.S. Shah