How to Write Good Report in WBCS Exam Englsih Composition

Report Writing:

What is a report?
A report is a piece of informative writing that describes a set of actions and analyses any results in response to a specific brief. A quick definition might be: “This is what I did and this is what it means.” You may be given an assignment which is not called a report but shares many of the same features; if so, aspects of this guide will be helpful.Continue Reading How to Write Good Report in WBCS Exam Englsih Composition.
It may help to know some of the key differences between reports and essays:
Essays Reports
Argumentative and idea-based Informative and fact-based
Semi-structured Formally structured
Not written with a specific reader in mind (except the marker) Usually written with a specific purpose and reader in mind
Written in single narrative style throughout Written in style appropriate to each section
Usually do not include sub-headings Always include section headings
Usually do not include bullet points Often use bullet points
Usually no tables or graphs Often includes tables or graphs
Offer conclusions about question Offer recommendations for action
What makes a good/bad report?
Here are some of the most common complaints about reports:
• Badly structured
• Inappropriate writing style
• Incorrect or inadequate referencing
• Doesn’t answer the brief
• Too much/too little/irrelevant material
• Expression not clear
• Doesn’t relate results to purpose
• Unnecessary use of jargon

• How can you make sure your report does what it’s meant to do, and does it well?
  Two of the reasons why reports are used as forms of written assessment are:
  • to find out what you have learned from your reading, research or experience;
  • to give you experience of an important skill that is widely used in the work place.

An effective report presents and analyses facts and evidence that are relevant to the specific problem or issue of the report brief. All sources used should be acknowledged and referenced throughout, in accordance with the preferred method of your department/university. The style of writing in a report is usually less discursive than in an essay, with a more direct and economic use of language. A well written report will demonstrate your ability to:

• understand the purpose of the report brief and adhere to its specifications;
  • gather, evaluate and analyse relevant information;
  • structure material in a logical and coherent order;
  • present your report in a consistent manner according to the instructions of the report brief;
  • make appropriate conclusions that are supported by the evidence and analysis of the report;
  • make thoughtful and practical recommendations where required.Top tip…

The most important thing to do is read the brief (or the title of your assignment, or your research question) carefully. Then read it again even more carefully! If you’re still not completely clear about what to do, speak to your tutor or a Study Adviser – don’t guess.

Make sure you know which sections your report should have and what should go in each.Reports for different disciplines and briefs will require different sections: for instance, a business report may need a separate Recommendations section but no Methods section. Check your brief carefully to make sure you have the correct sections. See Structuring your report to learn more about what goes where.
Remember that reports are meant to be informative: to tell the reader what was done, what was discovered as a consequence and how this relates to the reasons the report was undertaken. Include only relevant material in your background and discussion.
A report is an act of communication between you and your reader. So pay special attention and what they want from the report. Sometimes you will be asked to write for an imaginary reader (e.g. a business client). In this case it’s vital to think about why they want the report to be produced (e.g. to decide on the viability of a project) and to make sure you respond to that. If it’s your tutor, they will want to know that you can communicate the processes and results of your research clearly and accurately, and can discuss your findings in the context of the overall purpose.
Write simply and appropriately. Your method and findings should be described accurately and in non-ambiguous terms. A perfectly described method section would make it possible for someone else to replicate your research process and achieve the same results. See Writing up your report for more on this.
Spend time on your discussion section. This is the bit that pulls the whole piece together by showing how your findings relate to the purpose of the report, and to any previous research.
Every idea and piece of information you use that comes from someone else’s work must be acknowledged with a reference. Check your brief, or department handbook for the form of referencing required (usually a short reference in the body of the text, and a full reference in the Reference List at the end).
Be clear about the scope of the report. The word count will help you to understand this. For instance, a 5000 word report will be expected to include a lot more background and discussion than a 1000 word report – this will be looking for more conciseness in the way you convey your information.

How are reports read?
Research on how managers read reports discovered that they were most likely to read (in order): the abstract or summary; then the introduction; then the conclusions; then the findings; then the appendices.
This is not to suggest that you should spend less time on writing up your findings. But it does show that the sections you may think of as less important (like the abstract or introduction) are actually often the places a reader gets their first impressions. So it’s worth getting them right.

Checklist for good reports
• Does it answer the purpose stated (or implied) in the brief?
• Does it answer the needs of the projected reader?
• Has the material been placed in the appropriate sections?
• Has all the material been checked for accuracy?
• Are graphs and tables carefully labelled?
• Is data in graphs or tables also explained in words and analysed?
• Does the discussion/conclusion show how the results relate to objectives set out in the introduction?
• Has all irrelevant material been removed?
• Is it written throughout in appropriate style (i.e. no colloquialisms or contractions, using an objective tone, specific rather than vague)?
• Is it jargon-free and clearly written?
• Has every idea taken from or inspired by someone else’s work been acknowledged with a reference?
• Have all illustrations and figures taken from someone else’s work been cited correctly?
• Has it been carefully proof-read to eliminate careless mistakes?

Good writing style
When you write a report you are communicating your knowledge about a set of actions to a reader. The key here is communication. A good piece of advice is to ‘write to express, not to impress’. Here are some tips for achieving this:
• Write in paragraphs which have one main point that you introduce, expand on, and summarise
• Using shorter sentences avoids over-complexity
• Avoid using colloquialisms and informality in academic writing
• Write words out in full, for instance use ‘do not’ instead of ‘don’t’
• Do use appropriate technical terms, but try to avoid jargon – consider who is likely to read your report and whether they will understand the terms you use
• Be sure how to use punctuation or grammar effectively.

Writing academically
Writing academically means writing in such a way that your information sounds credible and authoritative. It does not mean:
• Using long words
• Writing complicated sentences with lots of semi-colons and colons
Some suggestions to help you write academically…
Be objective – report what the evidence tells you even if it isn’t what you hoped to find. Don’t present unsupported or personal opinions: for instance, ‘Unsurprisingly, participants who recycled their refuse more regularly were also nicer people’. Take a balanced view.
Be accurate – give clear non-subjective descriptions (‘light blue’ is better than ‘sky blue’) and definite figures (‘after twenty five minutes’, ‘80% of the participants’). Avoid vague or ambiguous terms like ‘a long period of time’, or ‘most of the participants’.
Be direct – don’t leave it to your reader to work out what you are saying! Putting the emphasis on a strong verb can help the reader to see the important points: for instance, ‘an analysis was performed on the results’ is not as direct as ‘the results were analysed’.
Be critical – evaluate your own work as well as that of others. Have the confidence to say if something could have been done better if it had been done differently.
Be appropriate – identify the purpose of your communication and the audience you are communicating to. Give them the information they need to understand your work.
Top tip…
It always used to be recommended in academic writing that you used the passive voice – ‘the experiment was conducted’ rather than ‘we conducted the experiment’. Many people recognise now that this can make writing pompous and overly complicated. It’s worth considering whether using the active voice (i.e. I did, we did) will make the actions you are reporting easier to understand. Check any instructions you have for guidelines on this – if in doubt, use the passive voice.
Writing up your report
Reports are written to describe work completed in response to a particular brief, either one that has been given to you, or one you have set up yourself. So:
• write in the past tense (as you are reporting on what has already happened)
• always bear the brief in mind while you are writing
An important difference between essays and reports to bear in mind:
• essays are written in a single narrative voice from beginning to end
• reports are written in sections which may use different styles of writing, depending on the purpose of the section
So, for instance:
• your Methods and Results sections will be descriptive
• your Introduction will be explanatory
• your Literature Review and Discussion sections will be analytical
See Structuring your report for more on what goes in each section.

A suggested order for writing the main sections…
1. Methods and Data/Results: As a rough guide, the more factual the section, the earlier you should write it. So sections describing ‘what you did and what you found’ are likely to be written first.
2. Introduction and Literature Survey: Sections that explain or expand on the purpose of the research should be next: what questions are you seeking to answer, how did they arise, why are they worth investigating? These will help you to see how to interpret and analyse your findings.
3. Discussion: Once you’ve established the questions your research is seeking to answer, you will be able to see how your results contribute to the answers, and what kind of answers they point to. Write this early enough that you still have time to fill any gaps you find.
4. Conclusions and Recommendations: These should follow logically from your Discussion. They should state your conclusions and recommendations clearly and simply.
5. Abstract/Executive Summary: Once the main body is finished you can write a succinct and accurate summary of the main features.

Finishing touches
If you’re going to go to the trouble of writing an excellent report, it’s a shame to spoil it with careless finishing. If you give yourself time to check details you can make your presentation as good as your content.
Referencing – Your course handbook should explain the style of referencing preferred by your department. Check that you have all the necessary details in the right places. If you’ve lost the details of a source, don’t include it – unacknowledged sources could be read as plagiarism.
Proof reading – Print your work off to proof read – you are more likely to spot errors. It can help to read aloud. Use spell and grammar checkers wisely – make sure changes won’t affect what you wanted to say.
Title page, contents, list of illustrations – Not all reports will need all of these sections. If yours does, they will probably be the last sections to write, once you are certain that the page order will not change.
Top tip…
A well presented report looks professional and gives the impression that its author cared about getting things right – you can lose marks by not doing this properly! Check whether your department has advice on the exact format. Much of the information you will need will be accessible online, on Blackboard or your Dept’s website. If you can’t find information about deadlines, referencing etc, ask someone. Don’t guess – guessing wrong could cost you marks

7 Tips To Make Your Next Report Stand Out
#1 – Determine its purpose
Before you do anything else, clearly define what your report should accomplish. Are you writing this report to persuade or inform? Will it project into the future or review the past?
If you were assigned this report, discuss its aim with the person who put you in charge. Don’t proceed until you fully understand why you’re doing what you’re doing because everything else flows from that.
#2 – Write to your readers
This is really closely related to the first tip. You can’t write to your readers if you don’t know who they are. Are they experienced or inexperienced? Insiders or outsiders?
Don’t use words, including jargon, that they won’t understand. Provide supplemental information at the end of the report if it will help. Resist the temptation to tout your horn too loudly – your report should do that for you.
Keep your audience at the top of your mind throughout the rest of this process. You’ll look your best by looking out for your readers.
#3 – Proceed in an orderly manner
Now that you know why you’re writing the report, and to whom you’re reporting, you can begin doing your research. Once you’ve gathered all the information you need, you’re ready to start writing.
When you’ve finished writing everything else, you’re ready to write your executive summary – the last thing you write will likely be the first thing your audience reads.
#4 – Length matters
Your report should be long enough to accomplish its purpose, but not a single word longer. Anticipate questions and objections and provide responses.
Don’t feel the need to fill space. Don’t be redundant. Communicate effectively – end of story!
#5 – Flow logically
It may sound silly, but some people forget this simple rule – your report should have an introduction, the body, and a conclusion.
It should flow easily from point-to-point. Lead the reader through a logical progression of the topic from beginning to end. Your first point should naturally flow into the second and so on.
#6 – Appearance matters
Your report should be visually appealing. Your readers should get a sense of what you’re saying just by scanning it. Be liberal in your use of headers and sub-headers.
Use color if your budget permits. Present large amounts of data graphically – in a chart, a graph, a table, or some other illustration. Call out important points. Be creative, but make sure it doesn’t interfere with your message.
#7 – Review and revise
Once you’ve written everything, including the Executive Summary, you’re ready to review and revise your document. You should do this once and then put it away, at least overnight.
When you come back to it, review and revise it again. Then put it away. Read through it at least one more time. You should also try to get someone else to review it for you. A fresh set of eyes will often catch mistakes that you won’t.
The format.

1. For newspaper:
   Heading, By-line, Place, date, and responses to the questions what, where, when, who, how
   2. For School magazine:
   Heading, By-line and responses to the questions what, where, when, who, how (if it is a description of event)
   3. For reporting in the assembly:
   Salutation, self introduction and the responses to the questions what, where, who, when and howNEWS PAPER REPORTS
   1. You are Ankit staff reporter of a national daily. You were asked to cover a District Science Exhibition. Mentioning all relevant details write a report.
   2. You are the staff reporter of a national daily. Write a report for your newspaper on health camp that was organized.
   3. There was a rally organized by a youth organization against rampant corruption in the society. As a reporter of “The Hindustan Times” write a report.
   4. Write a news report on a road accident you witnessed.
   5. A week long Aids Awareness Campaign was organized by your school. Write a report of the same.SCHOOL MAGAZINE
   6. Five of your classmates attended a jamboree atMysore. Write a report for your school magazine.
   7. Your class students went on a cycle expedition as a part of obtaining Duke of Edinburgh award. Write a report of the same.
   8. The vidyalaya’s Silver-Jubilee celebration has just concluded. Write a brief report to be published in your school magazine.
   9. Despite studying many books in science, our students lack a scientific temperament. A seminar was organized in your school to instill scientific temperament among the students write a brief report.
   10. Write a report for your school magazine about the elections in your school.ASSEMBLY REPORTS11. Your mathematics teacher has been honoured by the Lions’ Club for being nominated for the “Best Teacher Award”. A report has to be read out in the school assembly by the head boy. Prepare his speech.
   12. You are an NCC cadet and participated in the RD parade. You have been asked by the unit officer to read out a report of your participation.
   13. You are the cultural secretary of your school you have been asked to present the annual report of CCA in your school. Prepare the report.
   14. Your School’s N.S.S. Unit went on a cycling campaign creating awareness against plastics. As the leader of the team prepare a report to be read out.
   15. There was a workshop organized by your school on puppet making. Prepare a report to be read out in the school assembly.Answers :
   4. 24 Killed in Road Accident
   (Report By- Jaya Prakash)
   Agra, August 17.Twenty-four people including a woman and a two-month baby were killed in a tragic road accident involving a truck and Tata Sumo at Najafgarh, a village 14 km from here.
   The ill-fated Tata Sumo was carrying a marriage party from Delhi to Mathura. The truck carrying industrial goods to NOIDA collided head-on with Tata Sumo killing twelve of them on the spot. The injured were immediately rushed to Dr, RMLHospital where eight succumbed to injuries.
   The Police have registered a case against the truck driver and they are on a man hunt.
   (Note: When a VIP attends the function, the function may become less important than the function itself. Study the following example).

1.“Science holds India’s future” – Kalam
(by Nadeem)
Agra, Sep 20. It is science that holds the destiny ofIndia’s future says Dr. A.P. J. Abdul Kalam.
Inaugurating a science exhibition in one of the schools here, Dr. Kalam said that students will have to study science for its own sake and not for becoming a doctor or an engineer. “The development of the country much depends on the Scientists who could help solve problems faced by the nation in different fields” The dream of every citizen to see India as a super power will soon be fulfilled if the students’ energy and enthusiasm are properly channelised.
The exhibition was organized under the aegis of Lion’ Club of Agra. Earlier during the day, he visited an orphanage and spoke to the children for over an hour and lunched with them

Note: Now study the following example where the exhibition is more important.
1 a)Exhibition inaugurated
(by Sravan)
Agra, Aug.17. – A grand ten-day science exhibition was inaugurated at Gyana Bharati ResidentialSchool here yesterday. Forty schools from different parts of all states are participating in the exhibition. The theme of the exhibition is “Water Conservation”. “We hope this exhibition focuses on the need of the hour” said Dr. Bharatan, the convener of this exhibition.
Inaugurating the exhibition Mr. Justice Chaudhari (IRS) stressed on the need of students’ participation in creating social awareness on vital issues. Mr. Durai Swamy, the headmaster had made arrangements for the exhibition.
3 d)Reporting for school Magazine:
TREKKING CAMP OF OUR NCC STUDENTS
Reported by- Anjali Troop Captain
Forty students of our school NCC unit guided by Mr. R.B.Sachan, Programme Officer went on a ten-day trekking camp to Forests of Bhind (MP) summer holidays. We set out from our school campus of 10th of May in a specially arranged bus. We went up to Morena forest in the bus. We started walking from there with the essential things packed in our hold-all. We reached the wild areas of theforest of Bhind by evening. We raised our tent in convenient places near to a River Yamuna. We prepared our dinner, dined in the moonlight and had a comfortable sleep. For the next 8 days we trekked around the near by hills. It was a wonderful outdoor experience for the students. We returned to campus safely on 22nd of May.
Report of Health Camp
HEALTH CAMP AT PARARAPATTI
(By Jaya Prakash)
Nagapatnam March 15, 750 people were benefited in the one-day medical camp organized jointly by the Lions Club and Apollo Hospitals, Chennai. 50 Doctors with an equal number of Paramedical staff went to Paparapatti, Village, 12 km from here. The village had recently been affected by Malaria. The state health department had conducted a similar medical camp ten days ago. Speaking to the press persons the head of the medical team Dr. Kasaiah said the lock of basic amenities could be one possible reason for the outburst. He also said that his medical team would conduct a similar medical camp after a fortnight.Lt. Dr. Padmanabhan, Chairman of the Nagapatnam Chapter of the Lions’ Club had made elaborate arrangements for the camp.
REPORT ON CAREER COUNSELLING:
CAREER COUNSELLING
(by Raja)
Tirupathi, 28 Dec, 2004. A career-counseling camp was organized for the students of class 12 of MotherTeresa School.
Sri. J.A. Padmanabhan, Professor of Delhi University, inaugurated the counseling session. He expressed his views on the need for career counseling. He told that for the outgoing students of a school, career guidance is very essential.
Mr.P.G.Rajendran, career counselor, talked to individuals and clarified their doubts. He explained the career avenues after 12th class. He briefed about the unknown and unpopular courses and areas and distributed many pamphlets related to different careers and higher education complied from various sources.
REPORT ON PANEL DISCUSSION
BRAIN DRAIN
( BY RAJA)
Trivandrum, 19 Dec, 2005 “The Problem of Brain Drain could be tackled very easily with the willing cooperation of students”. This was the finding of the students who listened to the panel discussion at the at St. Paul’s college Trivandrum.
Inaugurating the Discussion, Dr. Charan Thomas, Dean of career studies M.G. University said the new Economic policy could provide avenues to the unemployed youth of the country.
150 students from across the state were benefited out of the Panel Discussion. Messrs. Mallikarjuna, Industrialist from Kadapa, Padmanabhan, Psychologist, Kiran Professor, S.V. University, were the members of the panel and the panel discussion was followed by a Brain Storming session on “ issues before the nation” moderated by Sri. J.A.Balakumar, Professor of DelhiUniversity.
In the post-lunch session, the participants had a group discussion on various issues related to Brain Drain.
Dr. Kamalakar, Bursar of the venue college, had made elaborate arrangements.

Our own publications are available at our webstore (click here).

For Guidance of WBCS (Exe.) Etc. Preliminary , Main Exam and Interview, Study Mat, Mock Test, Guided by WBCS Gr A Officers , Online and Classroom, Call 9674493673, or mail us at – mailus@wbcsmadeeasy.in
Please subscribe here to get all future updates on this post/page/category/website