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How to Write a Report

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1. 02/13/13 Teaching is an art . Rajeev Ranjan 1 2. 02/13/13 Teaching is an art . Rajeev Ranjan 2 3. 02/13/13 Teaching is an art .…
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  • 1. 02/13/13 " Teaching is an art". Rajeev Ranjan 1
  • 2. 02/13/13 " Teaching is an art". Rajeev Ranjan 2
  • 3. 02/13/13 " Teaching is an art". Rajeev Ranjan 3
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  • 11. Informational•Inform or instruct – present information• Reader sees the details of events, activities orconditions.• No analysis of the situation, no conclusion, norecommendations.02/13/13 " Teaching is an art". Rajeev Ranjan 11
  • 12. Analytical•Written to solve problems• Information is analyzed.• Conclusions are drawn and recommendations are made02/13/13 " Teaching is an art". Rajeev Ranjan 12
  • 13. •Persuasive •An extension of analytical reports: main focus is to sell an idea, a service, or product. • Proposals are the most common type.02/13/13 " Teaching is an art". Rajeev Ranjan 13
  • 14. •Difference between Reports and Correspondence Reports usually have a more diverse audience, more than one purpose and more detailed information.02/13/13 " Teaching is an art". Rajeev Ranjan 14
  • 15. Report PurposePeriodic Operating Reports To monitor and control production, sales, shipping, service, etc.Situational Report To describe one-time events, such as trips, conferences, and seminars.Investigative/Informational To examine problems and supply facts – with little analysis.Feasibility To analyze problems and predict whether alternatives will be practical or advisable.02/13/13 " Teaching is an art". Rajeev Ranjan 15
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  • 17. Research StudiesProposalsComplianceJustification/RecommendationNews Report02/13/13 " Teaching is an art". Rajeev Ranjan 17
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  • 21. When describing trends and changes There has been a :- •sharp fall in------------------ •gradual decline---------------- •steady rise----------------------- •steep rise •--has dropped sharply •--gradually declined •--risen steadily •---risen steeply •---has leveled off at---02/13/13 " Teaching is an art". Rajeev Ranjan 21
  • 22. Example:-IOC net loss at record rs. 22,451 millionBleeding Now. Under Selling fuels, Rupees depreciation, maul refiner’s numbersTOI CorrespondentR RanjanNew Delhi: Pushed by soaring global crude oil prices and pulled by government pressuresthat have led to selling well below costs, state –run Indian Oil Corporation on Thursdayposted its biggest quarterly loss ever at 22, 451 crore in the first quarter of the currentfiscal against a loss of 3, 719 crore last year.The increase in the loss is because the current quarter for any Indian Company, whichsuffered as the government, non –receipt of subsidy and depreciation of the rupee againstdollar “said Rs Butola, chairman and managing director. (Reason)While global crude prices continue to rule above the $100 barrelmark----------------------------(fiscal against a loss) ----------- Comparison(because)_________________ Reason(while)-------------------------------Connector 02/13/13 " Teaching is an art". Rajeev Ranjan 22
  • 23. When making projection •It is forecast that approx------ •It is projected that approximately--------- •I would predict that approximately--------- •Present trends indicate that approximately------- •----is forecast to reach approx ------------in- •----is projected to reach approx---in-------02/13/13 " Teaching is an art". Rajeev Ranjan 23
  • 24. When making recommendations  I recommend that ------ I urge that-------------- I propose that It is proposed that ----------------------- It is recommended that ----------------- My recommendation is that --------------  My proposal is that ----------------------02/13/13 " Teaching is an art". Rajeev Ranjan 24
  • 25. To express frequency Most of the time ... Frequently ... Occasionally ... Often ... At times ...02/13/13 " Teaching is an art". Rajeev Ranjan 25
  • 26. To express proportion When expressing probability Most ... It is probable that Many ... ------------------------------- The majority of ... Most A large number of ... likely----------------------------------------- A small number of ... The probability is that Very few ... Only a few ...02/13/13 " Teaching is an art". Rajeev Ranjan 26
  • 27. To express comparison and contrast compared with ... On the other hand, ... In contrast, ... By comparison, ... ... however, ... ... in comparison with02/13/13 " Teaching is an art". Rajeev Ranjan 27
  • 28. Formal Report Language On June 20th, 2004, I had to have a look at complaints about the time‐keeping of the guys in the general office. To get some information I had a chat with each of the 12 workers concerned, and watched out for their time of arrival over a two‐week period.02/13/13 " Teaching is an art". Rajeev Ranjan 28
  • 29. Suggested Answer On June 20th, 2004, I had to have a look at complaints about the time‐keeping of the guys in the general office. To get some information I had a chat with each of the 12 workers concerned, and watched out for their time of arrival over a two‐week period. (Suggested answers: investigated, punctuality, staff, obtain, conducted interviews, employees, noted)02/13/13 " Teaching is an art". Rajeev Ranjan 29
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  • 33. Rajeev RanjanB.Ed(English), PGDTE & Psy. CounselorEnglish and Foreign Languages University, HyderabadEmail .Id : rajeevbhuvns@gmail.com02/13/13 " Teaching is an art". Rajeev Ranjan 33
  • 34. • http://1.bp.blogspot.com/cartoon_owl_sitting_on_a_book_T.png• http://janraeaguilos.blog.com/files/2011/11/writing_cartoon_3.jpg• http://en.wikipedia.org/wiki/Report• http://www.teachingenglish.org.uk• www.rmit.edu.au/studyandlearningcentre/February 2008• Henry, Alex, & Roseberry, Robert L. (2001). Help Yourself to English in the Business School.• (2 ed.). Ashhurst, N.Z. nd• AS Hornby. (2005). Oxford Advanced Learner’s Dictionary of Current English ,7 th Edition• English Course Communicative MCB(Page 200) , Revised Edition April 2011• Gerson, Sharon and Gerson, Steven (2005). Technical Writing: Process and Product. Prentice Hall. ISBN 0-13-119664-2.• Lannon, John (2007). Technical Communication. Longman. ISBN 0-205-55957-3.• The Indian Express (Classifieds) Saturday , August 11, 2012• The Times of India, Friday , January 12, 201302/13/13 " Teaching is an art". Rajeev Ranjan 34
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