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Communication Skils Hasnain Ali

The document is a report on writing reports, detailing their purpose, types, and the process involved in creating them. It outlines the objectives of reports, the structure of both short and long reports, and the differences between memos and letters. The report emphasizes the importance of clarity and organization in presenting information to aid decision-making.

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14 views5 pages

Communication Skils Hasnain Ali

The document is a report on writing reports, detailing their purpose, types, and the process involved in creating them. It outlines the objectives of reports, the structure of both short and long reports, and the differences between memos and letters. The report emphasizes the importance of clarity and organization in presenting information to aid decision-making.

Uploaded by

candymirza741
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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UNIVERSITY OF PUNJAB

Submitted by :
Hasnain Ali
Submitted to :
Prof. Ikram Bhatti (sb)

Roll no :
60

Subject :
Advanced Communication Skills

Semester :
BS English 3rd Semester

Department :
BS English (Evening)

Assignment Topic :
WRITING REPORTS

Report
A report can be defined as a communication in which the writer provide
information to some individual or organization because it is his or her
responsibility to do so.

The purpose of a Report


The possibility of change of work site; Instead, the report should explain the
reasons for changing the workplace, discuss the need for doing so, compare the
relative advantages of different choices available and choose and recommended
the best option. The main purpose of report is to present specific conclusions
regarding the problems existence and solution.

Kinds of reports
Broadly speaking, reports are of two kinds:
1- Formal reports that contain all essential elements of a report
2- Semi-formal/informal reports
Reports are known by the names from which they get their purpose and form.
They are usually identifies as:

1- Routine reports: reports made by filling in a printed form


2- Letter reports: report in the form of letters
3- Memo reports: reports in the form of memos
4- Progress report: reports on the progress and status of a project
5- Periodic reports: reports for keeping records, made routinely at regular
interval.
6- Laboratory reports: reports on the results of laboratory work
7- Short reports: short reports that are like formal reports in tone and other
general qualities, but are simpler in design because they do not have all the
front and back matter and have shorter main body.
8- Formal reports: reports that are impersonal in tone, detailed and fully
structured in the world of business, a report can vary from short, informal
account of the present state of a project to a long, formal, well-
documented report of a corporation or government department.

Process of writing a report


Report writing involves research, analyzing and presentation. The writer has to
first investigate the problem, search for facts, gather evidence and then analyze
the data before presenting observation, conclusion and suggestion for solutions
to the problem. Visits, interview, questionnaire data bank, past records of the
organization and consulting existing literature and documents as relevant source
of information.

The Objectives of a report


A report is a primarily a source of information that help in decision-making. Its
objective can be:
1- To give information about a company’s activities, progress, plan and problem
2- To record events for future reference.
3- To recommend a specific action.
4- To justify and persuade readers about the need for action in controversial
situation.
5- To present facts to the management to help decide the direction the business
should choose.
The study and report should be comprehensive.
The report writer should consider the objectives of the report from the point of
view of its recipient and ask the following question as a guiding:
1- Foe whom is the report written?
2- What is their level of information and education?
3- How much do they already know about the problem?
4- Why they do want the report?
5- What they do want to know and in how much detail?
6- How does the reports result help them?

Writing reports
A report present facts, conclusion and recommendation in simple and clear words
and in logical and well-defined structure. The elements of a full report, in the
order of a sequence in a long, formal report are:

. Cover . Title page


. Acknowledgement . Table of contents
. Executive summary . Introduction
. Discuss/description . Conclusion
. Recommendation . Appendix
. List of reference . Bibliography
. Glossary . Index
Structure of a report
In the normal arrangement, the conclusion and recommendations are positioned
after the discussion. However this is not the case in the alternative arrangement
of a report. Business executives are usually short of time and are, therefore, more
interested in knowing the conclusions and recommendations of the study. A
detailed description of the discussion may, therefore, appear after the conclusion
and recommendation in the alternative arrangements.

Short management reports


A short report is usually written either in the form of memorandum or a letter.
Usually, reports meant for persons outside the company or clients are written in
letter form. The short report:
 Uses the title page or just the reports as the heading or subject.
 Is usually in direct order, beginning with a summary are a statement
summarizing the contents.
 Presents findings, analysis, conclusions and recommendations.

Memos
Memos are used as internal messages in companies. They are informal and need
very little introductory or background information. Their goal is to address and
solve an internal problem.

Letters
Letter are usually written to deal with smaller problem and are organized in an
indirect order. They usually end on a note of goodwill.
Long formal reports
Some of the elements of a long formal report are discussed in detail in this
section.

The Title Page


The title page includes the following:

 The heading , which should be short, clear and unambiguous


 The name and affiliation of the author(s).
 The department and date of issue.

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