report writing for lecture

Report Writing

Introduction

  • Instructor: Nahida Sultana Chaity, Assistant Professor of English, Dept of Humanities, CUET

Objectives of the Lecture

  • Understand what a report is

  • Explore its kinds

  • Learn its structure

  • Review steps of report writing

What is a Report?

  • Etymology: Derived from Latin portare meaning "to carry".

  • Definition: A report is a carried back description of an event, essentially a message presenting a collection of data tailored for a specific audience.

    • Examples include lists of absent students, examination results, or readings from measurement instruments.

Characteristics of a Report

  • A formal statement of facts based on careful investigation.

  • Emphasizes logical organization for a specific purpose and audience.

  • Should be fact-based rather than narrative or emotional.

  • Presented in a conventionally structured form.

  • Documents procedures for data collection and explains the significance of that data.

Features of a Well-Written Report

  • Precision and clarity in communication.

  • Organized in a logical structure.

  • Comprehensive yet concise in information delivery.

Classification of Reports

  • By Content

  • Formats of Reports

    • Inductive: General to particular.

    • Deductive: Particular to general.

      • The choice of format depends on the reader's needs and report objectives.

Report Structures

Inductive Format

  • Preferred for detailed study.

  • Discussion is presented before conclusions.

Deductive Format

  • Suitable for readers seeking basic information quickly.

  • Conclusion and recommendations presented before detailed discussion.

Common Structure for Both Formats

  • Title page

  • Table of contents

  • Executive summary

  • Introduction

  • Discussion

  • Conclusion (Recommendations)

  • References

Parts of a Report

  1. Title Page

  2. Table of Contents

  3. Executive Summary

  4. Introduction

  5. Findings

  6. Body of Report

  7. Conclusions

  8. Recommendations

  9. Bibliography/References

  10. Appendices

Structure of a Report

1. Front Matter

  • Essential Elements: Title page, table of contents, abstract/executive summary.

  • Optional Elements: Cover page, copyright notice, acknowledgments.

2. Main Body

  • Essential Elements: Introduction, discussion/description, recommendations, conclusion.

  • Optional Elements: None specified.

3. Back Matter

  • Essential Elements: Bibliography, references, appendices, glossary, index.

Cover Page

  • Protects the manuscript and improves presentation.

  • May include organization name, report type (confidential), and inside covers should be blank.

Frontispiece

  • A visual element that intrigues the reader (e.g., photographs, maps).

Title Page Guidelines

  • 1-inch margin on all sides.

  • Include report number, organization name, report title, author’s name, recipient’s name, course details, date of submission.

Sample Report Title Page Example

  • Report Title: Report on LIGHT WATER NUCLEAR REACTORS

  • Submitted To: Mr. David A. McMurrey

  • Date: July 24, 20xx

Copyright Notice

  • Should be included if published, stating ownership and reproduction rights.

Letter of Transmittal

Importance of Transmittal Letter

  • Introduces the report to the commissioned individual.

  • Must include salutation, purpose of the letter, main findings, acknowledgments, and closing remarks.

Structure of the Letter

  • First paragraph: What and why the report is transmitted.

  • Second paragraph: Detailed description of the report.

  • Final paragraph: Expression of hope for satisfaction with the report.

Preface

  • Optional component of reports explaining the motivation for writing.

Acknowledgements

  • Acknowledges individuals or organizations that contributed to the report.

Table of Contents

  • Overview of the report to help locate particular topics easily.

  • Includes page numbers, formatted with margins (1.5” left, 1” right/top/bottom).

List of Illustrations

  • Helps readers locate figures, photos, graphs, and charts included in the report.

Abstract/Executive Summary

  • Synopsis providing essential information quickly.

  • Abstract is shorter, while the executive summary offers more detail about scope, methods, findings, recommendations.

Introduction

  • Sets the stage by stating what will be discussed.

  • Should outline scope, background, methods of data collection, and report authorization.

Discussion/Description

  • Core of the report, containing organized data, analysis, findings, and results.

Conclusion

  • Summarizes the main points, making judgments based on analysis without introducing new information.

Recommendations

  • Suggests possible actions based on conclusions drawn from findings.

  • Prioritized in order of importance.

Appendices

  • Contains supplementary material too detailed for the report body.

  • Clearly labeled and referenced in the report body.

References

  • Essential for citing sources used in the report.

  • Typically formatted using MLA or APA style rules.