Report Writing
The word report is derived from Latin word " "reporter” which means to carry back (re = back + Portare = to carry).
A report, therefore, is a description of an event carried back to someone who was not present on the scene. So any composition based on factual information is Report.
Ø A report is a factual description of some incident, or a consolidated statement of some plan or scheme either existing or being implemented, based upon some logics collected verbally or in writing.
Ø A report is an account of something heard, seen, done, studied, etc. In other words, it means to describe an event, an incident, about a natural calamity, functions, etc. which has happened.
Ø A report is especially one that is published, broadcast or announced.
Ø Reports can be carried on :(i) Reports on Event,(ii) Reports on meetings & Speeches. (ii) Reports on interviews. (iv) Reports on tests & experiments. (vi) Survey Reports.
The craft of report writing:The following points should be taken into consideration for preparing a report:
Ø A report must be clear, relevant and systematic.An event should be reported in the order in which things have happened.
Ø A bold or capital heading/title must be given to it.
Ø Most reports, generally, are published with the names of the writer or special correspondent, mentioned just below the heading. Sometimes, the preposition by is used before names. In many a report, it is not mentioned at all.
Ø Write the name of the place where the event has taken place, then put a comma and mention the date (the day and year need not be mentioned). Put a colon after the date and then start the sentence right after the colon. Sometimes, this rule is not followed in many a newspaper.
Ø A report may be short or long depending on the type of the event. A general report is concluded in two to six paragraphs.
Ø The first paragraph should contain a brief introduction to the event that is being reported. Details of the event like what/how/when/where, etc. it happened should be in-the-second/third/fourth paragraph. The final paragraph should describe briefly about the action taken/the action required to be taken or concluding remarks.
Ø If you are asked to make a report on the basis of a given information where only date, place, cause, casualty, measures, etc.. are given, you have to elaborate it in brief by introducing imaginary characters and effects, etc. relevant to the question.
Ø If the date is mentioned in a given exercise, the date ahead of the given date should be mentioned before starting the report, but while describing, the actual date should be mentioned. For example, if in the question it is mentioned as 15 May, the date in the introductory heading should be 16 May, but while describing it should be 15 May.
Ø Report must be factual and free from personal prejudices. All the data and information collected should be relevant and unbiased.
Ø The object o the report should be clear. The suggestion and recommendations submitted shoul also be very clear.
Ø The language used should be simple and not be couched in typical or unnecessary technical words. No round about statement should be used while making recommendations or giving suggestions. All the report and the final conclusion must be logical and to the point. Look at the following Original Reports.
Ø Mast reports contain three main parts: the introduction, the body, and the conclusion.
Reports can be classified in four categories: 1. Official report, 2. Report to a newspaper by a reporter, 3. Report for a specific purpose, 4. Technical/Research report
Parts of Report: Most reports have the parts listed below. You may use this as the format of your report in case no specific guidelines are given to you by the person/committee requesting the report.
Ø From: Name, designation and affiliation of the person writing the report. .
Ø To: Name of those to whom the report is sent.
Ø Title: Subject of the report.
Ø Date: on which the report is published.
Ø Terms of reference: Information on who authorised the report, why it was prepared (its
objective), what the reporter was asked to survey, etc.
Ø Abstract: Brief summary of the body and conclusion of the report.
Ø Body: Findings of the investigation.
Ø Conclusion: Reporter's interpretation of the facts, along with comments and recommendations.
Ø Signature: Signature of the person writing the report.
Notice
Ø A notice is publicly displayed written or printed information of something about happen or that has happened. It is a kind of information meant for others to know.
Ø A notice is a written or printed announcement (Example – a notice sale). It is written in order to inform a large number of people about something that has happened or is about to happen.
Ø Notice could be an upcoming event, competition, Lost, and found notice or just a piece of information to be delivered to the targeted audience. It is generally written in a formal tone.
Ø Notices are factual and to-the-point. The language used is simple and formal, not flowery. They are put up on display boards in schools or in public places.
Important Points for writing a Notice:
Ø The language of a notice should be impersonal. It should be written in the third person. 2. First and second person Pronouns like T and you should never be used.
Ø The notice must be put in a square box.
Ø It must contain complete information.
Ø The purpose of the notice must be made very clear.
Ø Date of writing the notice should also be mentioned.
Ø It should carry all necessary information.
Ø It must have a signature and the designation.
Ø There is negative marking if the word limit is exceeded.
Ø Be precise and to the point. The ideal length of notice is 50 words.
Ø It is a formal form of communication so the language used should be formal as well.
Ø Keep the sentences short and use simple words.
Ø Use passive voice as far as possible.
Ø Present your notices in a proper format in a box.
Ø The presentation should be neat and thus be appealing to the eye.
Format of Notice: The Notice/should include name of the institution / issuing authority notice / title, date, and writer's name with designation.
A notice should contain all the necessary details such as:
Ø Name of the issuing agency (school, etc)
Ø Date of issues release of the notice
Ø Title/Subject of the Event (what?)
Ø BODY-Date/time/duration/Place/Venue (when and where?)
Ø Authorized signatory: Name and signature (contact details)
Format of Notice: the most used format of notices is as:
Ø Name of Issuing Organization/Authority: Right at the very top. you print the name of the person or company that is issuing the said notices. This will help the reader identify the notices as important or unimportant to him.
Ø Title: When writing notices we mention a title "NOTICE at the top. This helps draw attention to the document. Notices are generally posted at a public place or published in newspapers. It is important that they do not get lost in a sea of information. So a bold title clearly mentioned helps draw the attention.
Ø Date: After the tile to the left-hand sidle we print the date on which the notices have been published. Since this is a formal document date is an important aspect of it since these documents stay on record.
Ø Heading: Then we move on to an appropriate heading to the notices. This heading should make abundantly clear the purpose of the notices.
Ø Body: After the heading, we write the brief and to the point body of the notice. The main content of the notice features in the body.
Ø Writer's Name: At the end of the notices we write the name and designation of the notice-writer. The notices have to also be signed by the same person to lend it authority and validity.
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