Structure of long report writing and how to make title page of any report

1. Long Reports & Title page of any
report
Report Writing

2. Presented by:
Group No 08

3. What is Report?
• A report is an informational work such as
writing, speech, television or film made with an
intention of relaying information or recounting
certain events in a widely presentable form.
• A special business report can be classified
into two categories:
1. Long Report (formal report)
2. Short Report (informal report)

4. What is Long Report?
• A long report is simply an extension of shorter
report. It involves the discussion of complex
problems in greater depth and more detail.
• It contains:
A few pages to several hundred pages.
A mixture of informative and persuasive
information.
Third person pronoun instead of first or second
person pronoun.

5. What is Short Report?
• A short report is a informal report which is
usually submitted in the form of a letter or
memorandum. It may ranges from short
statements of facts presented on a single page
to a longer presentation taking several pages.

6. Comparison b/w Long and Short Report
oNeed for introductory elements.
oDominance of order.
oWriting Style.
oNeed for coherence plan.
oPersonal Relation
oDegree of formality.
oNature of Problem

7. Types of Long Report
All the business reports, whether short or long,
can be categorized by the extent of the
contribution they make to the decision making
process.
They are:
1. The Informational Report
2. The Interpretive Report
3. The Problem-solving Report

8. Types of Long Report(cont):
1. The Informational Report:
The informational report , which presents data
without interpretation, is valuable and ever
present. However, it has little application in
decision making. An example is a weekly
absenteeism report that indicates only who was
absent, when, the employee’s department, number
of absences to date

9. Types of Long Report(cont):
2- The Interpretive Report:
A step above the Informational report, the
interpretive report adds meaning to the data. The
facts presented in the informational report are
examined and implications are drawn to the
absenteeism report already described, the writer
would add an explanation: which employees are
absentee problems, whether some departments
experience higher rates than others, and what cost in
time, dollars, or materials is attributable to
absenteeism.

10. Types of Long Report(cont):
3. The Problem-solving Report:
The third level of decision making reports and the one that
makes the most contribution to the decision making
process is the problem-solving report
. Because the problem- solving report not only informs
with data and interprets the data, but also analyzes the
problem situation, reviews alternatives, examines
implications, draws conclusions, and makes
recommendations, it is frequently referred to as an
analytical report. The absenteeism report already
described might; for example, include a recommendation
that two employees be interviewed by their supervisors to
determine the cause of their extreme absenteeism.

11. Elements of a Long Report:
• The basic structure of long report is mainly classified
into three sections as below whose detail will be
discussed in next slides:Sections
Front section
Main Section
Back section

12. Basic structure of Long Report:
Front Section:
1. Title Page:
It includes title, name of author and receiver, and date. No page
number on title page. Use 1 or 1-1/2 inch for all four margins of
report. Page numbers are written on upper right corner.
2. Letter Of Transmittal:
It explains the purpose and content of the report and also highlights
parts of the report that may be of special interest.
3. Table Of Contents:
It includes sections of report with corresponding page
numbers. No page number is given to table of contents.
Samples are shown in next slides:

13. Sample of Title page and Letter of Transmittal:

14. Sample of Table of contents:

15.  Main Section:
• Although the form and content of the main section
will vary with different kinds of report, the basic
elements of this section are the following:
1. Summary:- Concisely describes the content and scope of the writing.
2. Introduction:-A paragraph introducing the topic and what you plan on
writing about in the report.
3. Discussion of Findings:-It discusses the details of your
investigation, the facts on which you have based your conclusions or
recommendations. It should be sub-divided, with numbered and descriptive
sub-headings.
4. Conclusions:- It is a concise interpretation of the facts that are covered
in the body of the report.
5. Recommendations:- Actions to be taken based on the conclusions
of the report.

16. Samples of Summary and Introduction:

17. Sample of discussion of finding:

18. Sample of discussion of finding(cont):

19. Sample of discussion of finding(cont)& conclusions and
recommendations:

20.  Back Section:
• Elements of this section are:
1. References:-
If you have referred in your report to any facts or figures that are not general
knowledge or part of the organization’s internal operation, you should give the
source in a reference.
2. Appendixes:-
Additional material that is useful but not essential to understanding the body
of the report.
The samples are given on next slides:

21. Sample of references and appendixes:

22. How to write….
• Introductions:-The purpose of the introduction
is to lead the reader into the topic of the report; its nature will depend on the
gap between the topic and the reader's background knowledge. An
introductory paragraph of a report should be written such that it clearly
introduces the topic and captures readers’ attention. Beginning with the
attention grabber, it should outline all those points or ideas which are to be
discussed further. Providing the background information to the report it
includes the following:
 Who authorized the report
 What the report is about
 Why it is being prepared
 Research methods Limitations (if relevant)
 Scope of the report

23. Summaries and Abstract:
• The summary is a report in miniature, normally of not more than 200 words.
It will state the main objectives of the work, and the principal results and
conclusions; it will omit all inessential detail. A summary should not merely
describe what the report is about; it should also give some information about
the results. The principles of writing summary are
 Be brief
 Key in on main ideas
 Focus on important details
 Organize your ideas carefully
 Write clearly
• The format of abstract will depend on the work being abstracted.While
preparing to draft an abstract, the following key process elements should be
kept in mind.
 Reason for writing
 Problem Methodology
 Results Implications

24. Conclusions and Recommendations:
• Conclusions:-
 The Conclusion section indicates the writer’s sense of the meaning of all the
fact findings.
 It should be a very short summing-up of the main findings from the results
and the discussion.
 It summarizes, interprets, and synthesizes
 It should evaluate the significance of the report, and reemphasize the main
points.
 It should communicate a feeling of finality and closure. It should be written
in plain English for readers to easily understand it.
• Recommendations:-
 They are the writer's own ideas and are fully supported by the conclusions
and research findings.
 Recommendations should be written in order of priority, and in plain
English.
 Recommendations are always placed at the end of the report.

25. Title Page of any Report:
▫ General Format:
1. First step to make the title page is to set top
margin. Change the top margin to 1” or2“.
2. Center the entire page by clicking on the center
button in the toolbar.
3. Use a big font for report title, around 22 or 24
size font in Times New Roman.
4. If you have a subtitle, space down to the next
line and type it in a slightly smaller font (maybe
18 font).

26. Title page of any report(cont):
5. Return the size of the font to 12 and space
down about 8 times .
6. Here you type the name of person for which
report was prepared for and his designation.
7. Space down about 7 times and type 'By' on the
first line, your name on the second line, and
designation on the third line.
8. Finally, space down 9 spaces and type in the
date.

27. Figures:

28. • https://www.cengage.com/bcomm/book_content/0324375530_le
hman/model_documents/good_example_long_report.pdf
• http://www2.latech.edu/~bmagee/303groups/word_project/title_
page.html
• Technical communication by sharon j gerson

29. Thank You