Professional Communication and Ethics-

II
Module
1.Advanced
Technical Writing:
Project/Problem
Based Learning
PROF: DHANASHRI KAMBLE
L.R.TIWARI COLLEGE OF ENGINEERING,

(PBL)
MIRA ROAD
What is a Report?
Definition:

A report is a factual and systematic account of a specific business or professional

activity. A report is a formal document written for a specific audience to meet a specific
need.
Reports help in the analysis of a condition, situation or a problem. It leads a reader to find
an effective solution.
Reports may vary from one page informal trip report summarizing the event to a 250 –
page formal annual report of the organization.

They may be presented orally, electronically, or in a written

form. They may also vary in form, content, approach and purpose
.
So, its difficult to provide a comprehensive definition of the
word ‘report’.
The literal meaning of the word is ‘a official or formal
statement’ or ‘just a statement of facts’
 1.1 Purpose and Classification of
Report
Reports serves several purposes/ objectives:

1. Presenting data
2. Describing problems and suggesting solutions
3. Discussing and analysing data
4. Recording events and happenings
5. Analysing a condition or situation
Classification of reports
Reports are classified on four important parameters:
They are
1. Subject matter
2.Time
interval
3.Functions
4. Physical
factors
1. Subject
Matter:
Subject matter/content of reports may vary from the technology to marketing.
The topic presented, analysed or suggested in any report is a subject matter of that
report. In short it is the information presented in the report.
2.Time intervals:

Reports are classified according to the specific time.

They are prepared and presented in specific time- daily, weekly, fortnightly, monthly, quarterly
or
annually.

For example
Routine reports like production reports, monthly sales reports etc
Special reports like inquiry reports, research reports.
Project reports, seminar reports, progress reports, research
reports all follow their certain time limit
 3.
Function
According to function category reports can be
1. Informational
2. Analytical
Informational reports give objective presentation of data without analysis or interpretation. E.g.
Conference Reports, Seminar reports, Trip Reports etc
Analytical reports give presentation of data with analysis and interpretation. E.g. Project
Reports, Market Research Reports etc
Parts of a Long Formal Report/
Structure of a Formal Report

Any formal report has three mandatory

parts:
1. Prefatory Parts ( Front matter)
2. Proper Report ( Main Body)
3. Appended Parts ( Back Matter)
1.Prefatory Parts- Front Matter of
Report
1. Cover Page
2. Frontispiece
3.Preface
4.Acknowledgements
5.Forwarding Letter/ Letter of Transmittal
6. Table of Contents
7. List of illustrations
8.Abstract/ Executive Summary
1. Cover
Page
A formal report usually begins with a cover page.

It contains
Title of a report
The name of person/organization to whom the report is
submitted The name of report writers
Date on which it is submitted
Examples
 2. Frontispiece

It is an illustration facing the title page or cover page of a book or report.

It can be decorative and informative.
Simply an image that reflects
the subject matter of your
book or report.
In the formal reports it is an
optional element.

T
3.Preface

Preface is written to offer/ introduce a report to the readers.

It introduces the report to the readers by mentioning its salient features.

The preface indicates where, in what period, and in which connection the work has
been performed
4.Acknowledgements

The acknowledgement section contains the names of people who contributed to the production of
report and made the report possible.

Mention each person who helped you to prepare the report.

In short, it is a ‘Thank You Note’

5.Forwarding Letter/ Letter of Transmittal

It is a brief covering letter from the report writer explaining the causes for writing the
report.

It may contain the objectives, scope and other highlights of the report.

It may also contain acknowledgements if the report does not include

it.
6. Table of Contents

1. The table of content provides the

reader an overall view of the report and
shows its organization.
2. This section shows the main heading and
subheadings of the report with page numbers
3. All chapters and section titles in the report should
match the TOC.
4. It helps a reader to find a specific information of his
area of interest.
7. List of Illustrations
The list of illustration gives a systematic information
about tables, graphs, figures, and charts
used in the report.
It is usually included when the number of
these illustration is more than ten.
 8. Abstract and Executive
Summary
• Abstract- Typically 100-200 words
• Summarises the main conclusion of the work
• It should be in one paragraph only

Executive Summary-
• The purpose of executive summary is to summarize a whole
report. Written for executives
Continued…..
• Summary contains the focal points of original work

• It covers all the major points in concise way

• It can be one or two pages depending on the length of a report, can have multiple
paragraphs
2. Proper Report- Main Body
1. Introduction
2. Discusion/ Description/Analysis
3. Recommendations
4. Conclusions
1 Introduction
Introduces the topic of report to its readers.
It provides the necessary background information to understand the report
well. It helps to create the interest in the subject and makes a reader curious.
2.Discussion
The is the main part of the report.
It is so because it presents the data that has been collected in an organized form.

It focuses on the facts and findings of the report and may also include the objective description
and discussion of the topic selected.

It is usually divided into sections and subsections, with well -structured and cleared headings
and sub-headings.
3. Recommendations
This part of report contains the suggestions that are given on the basis of discussion, or result of
a
particular problem analysis.
It recommends a course of action to improve the situation or condition .
It may also present the ways to solve the problems related to the topic discussed.
It may also talk about the need and nature of future work required in that area.
4. Conclusion

Conclusions convey the significance and meaning of report to

readers. It is a summary of discussion and findings.
It also includes results and implication of conclusion presented.
3.Appended Parts- Back Matter of
Report
Appended parts are the supplementary documents of a
report. It comes after the main text of the report.
It includes,
Bibliography/Webliography
Appendices
Glossary
Index
 Bibliography/ Webliography
The bibliography is the alphabetical listing of the sources that you may have used in your report.
Provide all sources not just the ones you cite.
The purpose of the bibliography is to provide your reader with additional information and to
credit your sources.
The bibliography may be more exhaustive than the reference page because you will be listing
every source that you examined.
II. In reference- only in text citation is included.
 Appendices
An appendix contains the supporting data or material that is kept separate from the main body of
report.
Sample questionnaires, sample forms, computer print outs, statistical formulas all can be put in
appendix part of a report.
If the report have many appendices label them as Appendix A, Appendix B etc
 Glossary

The glossary is the alphabetical listing of definitions of terms that you have used in your
report.
I. Define the terms concisely and simply.
II. Each entry should begin on a new line.
III.Even though you use a glossary, you should include definitions for uncommon terms
within your text
 Index
The index is an alphabetical listing of all topics and subtopics found in your report.
If your report will become a reference document, you will want to include an
index.

I. Cite the pages where major topics can be found.

II. Perform a word search to find page numbers for major topics.
III. The index is the last section of your report that you create
Writing strategies for a
report
1. Define your Purpose- what do you want to present or discuss in the
report? 2 Determine the Scope- what will you cover in it?
3. Determine the needs of the audience
4. Gather all the information
5. Analyse and organize the information
6. Write the first draft
7. Review and revise the first draft
8. write the final draft
Language of a report
All reports are presented in a written language. Language being the medium
of written communication should be used very cautiously.

Some Tips to follow while writing a formal report:

1. Avoid colloquial or informal language. Eliminate all 'filler' and needless
words. Biased language is not acceptable in academic writing.
2. Avoid personal or familiar language. Do not directly address the reader and do
not ask rhetorical questions. Remember that the use of personal pronouns does
not fit into an objective, scientific paper.
Continued……..
3. Avoid ambiguous, imprecise or vague words such as ‘various',
'some', 'particular', 'numerous'.
Be clear, concrete, specific, precise and direct. If possible,
choose specific wordings which will lead to more concise
writing.
4. Do not use 'wordy' expressions either. To illustrate:
• 'Since' or 'because' are easier to read than 'for the reason
that' or 'owing to
the fact that'.
• 'Although' is easier to read than 'despite the fact that' or 'regardless of
the fact that'.
• 'If' is easier to read than 'in the event that'.
 Continued……
5. Limit the use of abbreviations in academic writing. Explain the
abbreviations you are using.
6. Avoid contractions such as 'doesn't', 'haven't'. Always write full forms.
7. Write correct punctuations to enhance readability.
8. Develop a paragraph in a systematic way, for instance working
from general to specific or from theory to practice.
9. Be consistent in tense use throughout paragraphs.
10. Use active verb forms and impersonal constructions in simple
present.
References
https://eng.kuleuven.be/prev/english/education/reporting/language-style
https://walton.uark.edu/business-communication-lab/Resources/downloads/business-
forms/Formal_Report.pdf
http://amp.paynemitchell.com/data/list.php?article=effective+technical+communicatio
n+ashraf
+rizvi+pdf&encrypt=27fe8de9b61f7e2a76544a27c10f813a
Thank
You