Report Writing
A Report is a factual description or account of an event or investigation of an issue or a problem. It may also be an objective analysis or
evaluation of something.
The most important questions to be asked while writing a report is ;
WHO/ WHAT, WHERE, WHEN. HOW ?
Depending upon its nature, a report can be
● a single paragraph or
● a single page write up or of hundreds of thousands of pages of a thorough investigation like daily newspaper report or
● a first information report (FIR) registered by police or
● a voluminous document e.g. a report on the archaeological survey or
● the annual report of an institute or departmental or
● ministerial reports.
Some basic point to be taken care of while writing an informative report are:-
● A report should be written in a practical and professional manner presenting the necessary information as clearly as possible.
● An effective report is easy to follow and very well structured beginning with a heading and running into several small paragraphs each
dealing with only one aspect of the subject.
● The heading should be very clear and factual.
● The purpose of the report and how the information for it was collected should be mentioned in the beginning.
● Round off with a summary of the situation, a conclusion or a recommendation, appeal or warning, as is appropriate.
Thus we have various forms of reports-
● newspaper reports,
● inquiry reports,
● progress or action taken report,
● a police report,
● a report of a meeting etc.
each having a distinct character and format.
According to the subject matter different reports have different essential elements in it like an accidental report should include:-
● What happened at the spot of the accident?
● Where it happened
● When it happened
● How it all occurred
● People, vehicles involved in the accident
● Loss of life and property if any substantial
● Details of rescue and relief operations presently going on.
● The scene of the accident
● Details of casualties- dead, injured, hospitalized with clear figures.
● Reference to orders of inquiry by the govt.
● Grants to the families of the killed and the injured
● Punch - a warning, a reminder, a comment on the negligence of the guilty, including govt. department or a recommendation on what needs
to be done
Whereas a report of some event/function held somewhere should contain:-
● Name and Nature of the event held.
● Occasion/purpose of the event.
● Date, time & place where the event held.
● Chief Guest(s) of the function
● Inauguration
● Chief Guest’s message
● Comprehensive details of the event
Format of a newspaper report
⮚ Headline- A descriptive title which is expressive of the contents of the report.
⮚ By line- Name of the person writing the report along with the designation. It is
generally given in the question. Remember, you are not supposed to mention your
personal details in your answer.
⮚ Place and date of reporting- It is generally not mentioned in a magazine report separately, but here, it is.
⮚ Opening paragraph- It includes expansion of the headline. It needs to be short as it is a general overview of the
report.
⮚ Account of the event in detail- It is generally written in two parts: First,
complete account of what happened in it’s chronological sequence (preferably)
and second, the witness remarks.
⮚ Concluding paragraph- This will include the action that has been taken so far or that will be taken. It is the last
paragraph.
MAGAZINE REPORT NEWSPAPER REPORT
Heading Headline
By line By line (along with the designation)
Opening paragraph Date and place
Account of the event Opening paragraph
Conclusion Account of the event and witness remarks
Conclusion
Examples-
Q.1] Cultural Society Sunshine Public School, Nellore organised an adult literacy camp in its neighbourhood. Write a report in 150-200 words on the
camp for your school newsletter. You are P.V. Sunitha, Secretary. Use the following clues: no. of volunteers – hours spent in teaching – location of the
class – chairs, blackboards – no. of people attending the camp – benefit.
Answer –
ADULT LITERACY CAMP
BY P. V. SUNITHA, SECRETARY
An adult literacy camp was organised by Cultural Society Sunshine Public School, Nellore in the school neighbourhood yesterday extending
educational options to those adults, who have lost the opportunity and have crossed the age of formal education. The activities of the camp were
carried out by the cultural society of the school and there were a total of 25 volunteers.
The camp began with the welcome speech for the chief guest, Mrs. Kavita Naik, a renowned social worker. 400 people were a part of the camp. They
were divided into different groups in accordance with their competencies. They were taught the basics for being able to read and write. Free books
and stationery is being provided for quality education. All the arrangements including desks and blackboard were done in advance. Apart from the
educational needs, special care was devoted to hygiene and sanitation. They were taught basics of cleanliness like types of wastes and their
management. Refreshments were also provided to the participants. The immense enthusiasm and zeal in the people to learn iwas the main driving
factor.
The chief guest distributed the certificates of participation among the volunteers. The camp ended on a positive note. There was an atmosphere of
learning and growing together.
Q.2] Independence Day was celebrated in your school. District Magistrate, Ms. Indu Bala Sharma was the Chief Guest. Write a report on the
function in 150-200 words describing all the activities that took place. You are Head boy/Head girl.
Answer:
GD Goenka School celebrated the Independence Day with great enthusiasm and patriotic fervour. On the morning of August 14, 2018, our students
presented hand-made greeting cards and tri-colour flag badges to the senior management functionaries of the school.
The cultural programme at school commenced with everyone singing ‘Vande Mataram’ followed by flag hoisting by the chief guest, Ms. Indu Bala
Sharma, the District Magistrate. The spirit of freedom and nationalism was well exhibited by the students as well as the teachers through a
spectrum of patriotic poems, speeches, quiz on freedom fighter, songs and dance. Committed to the task of nation building, both faculty and student
teachers pledged to serve their motherland through spreading education and serving the community. A presentation on the historical evolution of the
national flag of India was shown. A documentary on the contribution of unsung heroes of Indian freedom struggle like Tirupur Kumaran, Kamla Devi
Chattopadhayay and Khudiram Bose enlightened the audience. A few of them spoke on the history and significance of the Independence Day and shed
light on the special highlight of celebrations this year
It ended with a speech by the principal on the topic, “What does freedom mean to me?” The celebration concluded with the inspiring words of the
principal madam, followed by the National Anthem and the distribution of refreshments.
