Report Writing

Meaning and Definition

·        The word “report” is derived from the Latin word “reportare”, which means to carry back.
Therefore, a report is a description or account of an event carried back to someone who was not present at the scene.

·        Any composition based on factual information is called a report.

·        A report is an account of something heard, seen, done, or studied.

·        In a report, we describe an event, incident, natural calamity, or function that has taken place.

·        A good report must answer the following questions:
What? When? Where? Who? and How?

Contents of a Report

The content of a report must be:

·        Clear, relevant, and systematic.

·        Written in the same chronological order in which events occurred.

A report generally includes:

·        Details of the event or situation.

·        Consequences or ongoing effects of the event.

·        Evaluation of data, statistics, or analysis.

·        Interpretation of facts, along with predictions or recommendations.

·        Relation of the information to other events or reports.

Types of Reports

Reports can be classified according to purpose and presentation. Common types include:

·        Academic Reports: Assess a student’s understanding of a subject.

·        Business Reports: Provide information useful for business strategy and decision-making.

·        Scientific Reports: Present research findings such as research papers and case studies.

·        Event Reports: Describe events, programs, or functions.

·        Meeting and Speech Reports: Summarize proceedings of meetings or speeches.

·        Interview Reports: Present information gathered from interviews.

·        Test and Experiment Reports: Detail results of scientific or laboratory work.

·        Survey Reports: Summarize the results of surveys or investigations.

Reports can also be formal or informal, short or long, and internal or external, depending on the context and audience.

Structure / Format of a Report

The structure of a report may vary depending on its type and purpose, but most reports follow this basic format:

1.     Heading or Title:
A short, descriptive title expressing the main theme of the report. A subheading may be added if necessary.

2.     Byline:
The name of the person writing the report. (Personal details are not required.)

3.     Place:
The name of the location or place related to the report.

4.     Date & Day:
Mention the date and day (year is usually not required).

5.     Body:
The main section of the report, divided into paragraphs or subheadings.
It presents detailed information supported by facts, figures, tables, charts, or graphs.

6.     Opening Paragraph (Introduction):
Introduces the topic and includes the 5 Ws — What, Why, When, Where, and Who (for example, chief guest, theme, or purpose).

7.     Conclusion:
Summarizes the main findings and observations.
May include personal opinions, suggestions, or recommendations.
Also describes how the event concluded, including notable remarks or outcomes.

Exercises

Q.A. Report on College Sports Activities

Title: Annual Sports Report 2023–2024
By: Mohd Saleem, Sports Secretary

Introduction:
I am pleased to present the Annual Sports Report for the academic year 2023–2024. Sports activities at our college have promoted unity, discipline, and teamwork while providing students a platform to display their talents and enhance their fitness.

Participation and Engagement:
This year witnessed enthusiastic participation across multiple sports disciplines. Students actively competed in intra-college and inter-college tournaments, showing remarkable sportsmanship and commitment.

Intramural Competitions:
Intra-college competitions were a major highlight, marked by high energy and growing participation, showing increased enthusiasm for athletics.

Achievements:
Our athletes performed admirably in various events. The basketball team won the regional championship, and our track and field participants secured several medals in inter-college meets.

Sports Day Celebration:
The annual Sports Day brought together the entire college community. The day was filled with exciting competitions, inspiring performances, and a strong sense of camaraderie.

Infrastructure and Facilities:
Continuous improvement of sports infrastructure—upgraded gym, new track, and better fields—helped enhance the overall sports experience.

Coaching and Development:
Professional coaches trained students in various sports, significantly improving skill levels and performance.

Future Plans:
We plan to introduce new fitness programs, encourage more inter-college collaborations, and provide advanced coaching opportunities.

Conclusion:
This year’s sports activities have been a resounding success, fostering health, discipline, and teamwork. I thank the administration, coaches, and students for their support and dedication.

Q.B. Report on Study Tour

Subject: Report on Recent College Union Study Tour
By: Mohd Saleem, Tour Secretary

Introduction:
The College Union organized a study tour to the Taj Mahal on 15th November to give students firsthand exposure to India’s historical and cultural heritage.

Objectives:

·        To enhance understanding of historical and cultural contexts.

·        To encourage experiential learning.

·        To strengthen unity among students.

Itinerary:

·        Day 1: Arrival and introduction to the region’s history.

·        Day 2: Guided visit to Jama Masjid and interactions with historians.

·        Day 3: Participation in cultural activities and a museum visit.

·        Day 4: Group reflection, discussions, and departure.

Highlights:

·        Informative sessions with historians.

·        Hands-on workshops on traditional crafts.

·        Positive student feedback.

Challenges:
Some weather-related disruptions were managed by adjusting the schedule.

Feedback and Conclusion:
Students expressed satisfaction with the organization and educational value of the trip. The tour was an enriching and successful educational experience.

Q.C. Report on National Seminar

Title: Report on UGC-Sponsored National Seminar — “Engineering for Rural Spaces: Scope and Challenges”
Date: 25 December 2022
By: Mohd Saleem, Student Representative

Introduction:
A two-day UGC-sponsored seminar was held at Government Degree College, Kokernag, to discuss innovations and challenges in engineering for rural development.

Key Themes Discussed:

·        Innovative Technologies: Renewable energy, sustainable agriculture, and water management.

·        Community Engagement: Involving local people in the engineering process for long-term success.

·        Infrastructure Development: Challenges in rural connectivity, transport, and digitalization.

·        Policy Support: Need for government policies to encourage rural-focused engineering.

Highlights:

·        Keynote Address: Delivered by a renowned rural engineer emphasizing sustainability.

·        Panel Discussions: Promoted interdisciplinary dialogue and exchange of ideas.

·        Exhibitions: Students presented prototypes and research posters.

Conclusion:
The seminar successfully brought together students, researchers, and experts to share knowledge and promote innovation in rural engineering.

Q.D. Annual Report of College Cultural Association

Title: Annual Report – GDC Women’s Anantnag Cultural Association (2022)

Purpose:
To promote creativity, diversity, and a sense of unity through various cultural programs and activities.

Organizing Committee:

·        President: Hilal Ahmed

·        Vice President: Ab. Ganie

·        Secretary: Prince Ah

·        Treasurer: Makbool Ah

Activities:

·        Cultural Fest showcasing music, dance, and drama.

·        Art Exhibition to display student artwork.

·        Skill Workshops on cultural topics.

·        Celebration of festivals promoting harmony and inclusivity.

Highlights:

·        20% increase in student participation.

·        Introduction of new and popular events.

Plans for Next Year:

·        More creative workshops.

·        Collaboration with other colleges.

·        Stronger social media engagement.

·        Cultural exchange programs.

Conclusion:
The association remains committed to nurturing student talent and cultural values through active participation and creativity.