COMMUNICAION SKILLS
Report Writing
A Report is a logical presentation of facts and information.
Why is information needed?
1. To review and evaluate programs for future planning, course of action for taking
decision.
2. It provides feedback to the managers on various aspects such as periodic reporting,
special studies, and special reports on assignments.
Purpose of report
1. To review performance
2. Check on coordinating activities, plan for future needs of the organization
3. Survey the market
4. Submit standardized information
Types of reports
1. Routine
2. Special
1. Routine reports are periodical and usually prepared by filling in printed form to convey
information about the progress or status of work/ task. It is submitted at regular intervals.
2. Special Report: It is a report on special situation which arises. A Committee or individual
having knowledge in the field is appointed to investigate.
Types of Report
Routine and Special
Routine Reports are progress reports, inspection reports, performance reports, appraisals,
periodical reports
Progress Report such as construction of building and manufacturing of products,
implementation of schemes
Inspection report: It comprises of irregularities or deviation from standard practices in
day to day operations eg. External audit report.
Examples such as inspection of machineries, buildings and properties at regular intervals
A Printed form, audit, guidelines for inspection report
Performance Appraisal Report: It a form of assessment and review of employees
annually, it comprises of feedback, promotions and other benefits
Periodical Report: It is on regular intervals by the sections or department. It is tabulated
for assessment.
Special Report:
a. FIR: First information report (disaster) e.g fire, building collapse, robbery, accident on
the spot for higher authority
b. Investigation Report: It is a study and inquiry (problem analysis) eg. Falling sales,
declining deposits, customer complaints. A committee is appointed (cause of problem),
analyzed, conclusions and recommendation. The members should have the knowledge
and experience in the field.
c. Feasibility or Survey report: When an organization intend to launch a new product in
the market, new services or any changes, a feasibility report is prepared by survey,
making observations and recording it in a format.
Suitability of a site for a hotel
Availability of essential requirement in the area
d. Project Report: It is prepared after proposal takes shape; preliminary survey is
completed and projected. It is assigned by the management. A project report is also
prepared by the Entrepreneurs to approach various authorities.
A Report by the Individual
The report, if it is short, it is written in letter form with numbers and sub tittles.
Report by a committee
It is prepared by the members of committee assigned
It is written by one person (usually the secretary or a convener). The style is formal, we or our is
not used, the word committee is used.
A Report by a committee is never written in the form of a letter. It is a systematic form with sub
headings. It is typed on a plain paper and submitted. It is typed on organizational letter head.
MEMORANDAM
MEMO
SHORT REPORT
New schemes, ideas, situations or new processes emerge from time to time and have to be
reported to the management. Eg. Manufacturing company (a bottleneck is slowing down the
production). Floor manager inspects and finds some problem; a modification is required in terms
of structural changes or process). He prepares a memorandum and provides details.
From:
To,
The Chief Production Engineer (Name)
Subject: Slow Production: Factory reorganization needed.
Memo must be informative and concise, clarify the objective in singly sentence.
Present the idea in decreasing order of importance.
Put the most significant point at the end
A Memo does not require a signature
BOOK REPORT
It is used when the information is large; a book report is prepared and presented. The indented
audience is wide and the subject or topic is long term interest and important to a large number of
people.
A Report on ..................................
An Investigation into ........................
A Comparison of .......... and ...............
Submitted in partial fulfilment of requirement of the ....... course
Acknowledgement
Summary/Abstract
Table of Contents
1. Introduction
2. Literature Review
3. Methodology
4. Findings
5. Conclusions
6. Recommendation
7. Appendices
8. Bibliography
List of figures
1. Bar Chart
2. Pie Chart
List of Tables
1. Summary Findings
Introduction
Background: This written has been written because ------------------------------------
Objectives: The objectives of this report are to ---------------------------------------
Scope; This report examines ----------
Literature review
The area of investigation has been commented on the topic already. However, they have different
opinion on -------------------------------
Methodology
Respondents, chosen, surveyed, invited for interview
Findings
The major findings of the investigation was that --------------------------------------
Conclusion: The main conclusion that can be drawn is ----------------------------
Recommendation: In the light of these conclusions, I recommend that ---------------------
Appendix 1: Sample survey form
Appendix 2: Result of statistical analysis by -----------------------
Bibliography
Review Questions
1. What is an FIR? What information is included in it
2. Explain the difference between routine report and special report.
3. Why does an organization need report? What purpose does routine report serve?
4. What is the difference between a report by an individual and a report by a committee?
Case study
1. The Chief Marketing Executive of Udai Cement, visited Germany to explore the
possibility of entering the European market. He found that the company garments were
criticized for dull colours and limited range of sizes. Write a report to the company’s
directors recommending changes to be made in the production designs to enable the
company to sell in the European Market.
2. There has been some unrest among the employees of a pharmaceutical firm. The
employees are all women. Write a report of HRM who was asked to make an enquiry
3. There has been a remarkable decline in sales of sports goods manufactured by the
company. The marketing manager has been asked to report with recommendation for
stopping the decline. Prepare a Report.
4. Many complaints have been received about delays in delivery and shortage in
consignments of a company’s edible oils dispatched to Tamil Nadu. A senior marketing
official from HO has been asked to look into the causes of the complaints and report to
the board of directors within 15 days.
5. The Principal of a college has appointed a committee of two teachers and three students
to suggest new directions in which students’ co – curricular activities can be developed.
Write the committee’s report.
6. As a librarian of your college, you have been asked by the Principal to suggest
reorganization of the college library as to make the maximum use of space and facilities
available. Prepare the report, recommending computerization of library‘s catalogues and
lending systems.
7. The result of the college has been very poor for the last five years. The managing
committee of the society which runs the college has asked the Principal to make a
recommendation report for improving the results. Write a report including a brief
statement of the finance required.
8. Three management trainees have been appointed to a committee to look into the
problems of theft and pilferage from factory premises. Write a Report.
9. A manufacturing company proposes to start a welfare centre for its employees. The
personnel officer has been asked to make a report presenting a plan for the centre. Write
the Report.
