Importance of Reports:

1. Report is the only tangible product of a profession.

2. Report enable decision-making and problem-solving in organisations

3. Reports help the authorities in planning new ventures and evaluating man and material.

4.  Reports are an important means of information dissemination within and outside the organisation

5.  Reports serve as a measure of the growth, progress and success of an organisation

6.  Reports serve as a valuable repository of information

7.  Reports reveal gaps in thinking.

Objectives:

1. A project report presents a record of accomplished work

2. Reports help to record an experiment like  a lab report or a primary Research report

3.  Report are used to document current status

4.  Reports are used to document schedules timetables milestones like a status report or a long term planning

5. Reports present information to a large number of people for example and annual report of a company

6.  Reports are used to recommend actions for solving certain problems

7.  Reports present organised information on a particular topic

8.  Reports clarify Complex information for future reference 

Types: Reports can be categorised in a variety of ways. Some are: 

On the basis of purpose: Informative report, analytical reports

On the basis of length : long and short reports

On the basis of frequency : periodic and special report 

Mode of presentation: oral and written reports 

On the basis of approach: formal and informal reports 

On the basis of target audience: individual and group reports 

 There are many different types of reports such as:

1.  Introductory Report

2.  Progress Reports

3.  Incident Reports

4.  Feasibility Report

5.  Marketing Reports

6.  Laboratory Test Reports

7.  Project Reports 

Writing the report:

 Before actually beginning to write a report various steps need to be done and these can be  called as the preliminary steps.  These steps generally include :

1 Understanding The Scope And Purpose 

2 Analysing The Audience 

3 Investigating The Source Of Information 

4 Organising The Material 

5 Making An Outline 

Making an outline is the most crucial step. Outline is generally made by organising the material in particular proper sequence and giving appropriate headings and subheadings to arrange the material thematically.  The decimal/number system is used to make headings and subheadings.  A well constructed outline gives the writer a direction to proceed.

1. Heading

1.1 Subheading

1.1.1 sub-subheading

2. Heading

3. Heading

3.1 Subheading

3.1.1 Sub-subheading

3.1.2 Sub-subheading

Write a report on Fall in production of soft toys in your unit. You are Product Manager of Tiny Toys Private Limited, Shimla Himachal Pradesh. Write a report to your senior manager, Tiny Toys Private Limited Chandigarh.  Report in the Letter format  (by Neha Kumari, BA 1st 20132)

Tiny Toys Private Limited

Solan Road

Shimla (HP)

15th June 2021

The Senior manager

Tiny Toys Private Limited 

Chandigarh

Subject: Fall in production of soft toys in the unit.

Dear Mr Verma:

In compliance with your instructions I have done a review of the current situation of the production in the unit. The reasons for the fall of production in the unit are as follows:

-There is a lack of coordination between design and production.

-The children who are our primary consumers are not interested in         

  simple toys; they are interested in electronic toys.

-Plastic based toys are going out of market circulation

Due to lack of demand in the market, there is a fall in production of tiny toys to cut down the cost in this unit. 

I would also like to recommend a future course of action for our company based on my observation of the market. 

-The company should increase coordination between design and 

  production. 

-The Company should start making electronic toys. 

-The company should focus on safety of the consumers and start 

  manufacturing plastic-free toys.

Regards

Submitted by

-Sign-

Neha Kumari

Product Manager

Example 2. Report of an inquiry (Paragraph Style)

Report in r/o Complaints Regarding Canteen of GND College, Kurali

The committee appointed by the Principal GND College Kurali, for examining the working of the college canteen, has examined the complaints of both students and teachers. The committee paid several surprise visits to the canteen to verify the complaints. The committee also interviewed the cooks and other staff along with the contractor. The following observations have come to the knowledge of the committee:

1. The quality of the food items is below the standard and it clearly violates the agreement signed by the contractor.

2.  Many items are purchased from the market and resold in the canteen. It is against the agreement.

3. No care is taken to keep the canteen clean.  During the visits dirty spots of tea and coffee etc. were found on tables as well as on the floor.

4.  Waiters are generally without uniforms and they do not care about personal hygiene as well.

5.  The manager tried to avoid the questions and also complained that income from the canteen was not sufficient and so he could not follow all the rules.

Hence the recommendations are:

            A. The agreement with the present contractor should be terminated but only after following the  

                 proper formal and legal procedures  as follows:

1. A show-cause notice to be issued to the contractor on the basis of the evidence about improper management of the canteen.

2. On the basis of his reply to the notice a new committee or Principal himself has the power to terminate the contract. 

               B. College can run the canteen itself in cooperative mode if this experiment becomes 

successful then this method can be adopted for the future as well.

Submitted by

(sign)

RN Verma

Coordinator

Canteen Inquiry Committee

05 January 2021

3. Sample report in the form of a memorandum or Memo in a company:

National Cycle Company Ltd.

Bangalore

Interoffice Memo

DATE : 8 June 2021

MEMO NO. :  Sales-report-21-125

TO :  Mr. KK Verma, General Manager

FROM :   Sales Manager

SUBJECT:  Reasons for decrease in sales of cycles.

In compliance to your memo no. 124 dated 3 June 2021,  the reasons for decrease in sales of cycles  have been found to be many.  The reasons are:

1. People have switched to new electric bikes 

2. Children prefer indoor games and mobiles

3. Cycles are outdated and the range is not diverse.

Recommendations:

1. The company should switch over to Electric bikes.

2. Existing products should be revamped and launched at attractive prices for select groups like children and elderly. 

Signature

ABC

Sales Manager

4. Write a report on World Environment Day that was celebrated in your college on 5 June 2021. (by Neha Kumari BA 1st)

Report on World Environment Day celebrated in Govt. Degree College Nagrota Surian

Our college celebrated World Environment Day on 5 June 2021. A competitions-based event was organized through online medium because there has been a lockdown in the country due to coronavirus. On the Occasion of World Environment Day three competitions i.e. Slogan Writing, Poster Making and Recycled-Product Making were held to spread awareness related to the environmental issues. The competitions were conducted through online mode. The program was run through Google Meet. Our Principal and teachers were the judges of this competition. Many students participated in the competitions and made very good posters, slogans and recycled products. After reviewing and checking the entries submitted by the students, their results were declared. The names of the winners were informed to the students through WhatsApp. Our teachers congratulated the winners. Besides, students and teachers planted trees and plants in their respective homes and sent the photos while planting the trees or plants. Prizes will be given to the winning students on opening of the college because right now colleges are closed to counter the effects of Coronavirus pandemic. It was a very good program organized by the our teachers through online mode. Our teacher told us some important instructions about how to keep the environment clean . At last the teachers congratulated the winners and the other students who made very beautiful posters, slogans and recycled products. 

XYZ

1 July 2021

Write a report on how you celebrated World Environment Day in your college. 

World Environment Day was celebrated in our college on 5th June 2022. A special lecturer was delivered on awareness about "Environmental Degradation". Various competitions like slogan writing, poster making, rangoli making and quiz competition were organized to spread awareness about our environment on this day. A plantation drive was also carried out by the members of the Eco Club. The special lecture was delivered by Ms XYZ. The famous Environmentalist. The lecture was very inspiring and the speaker sensitized the audience about the serious issue of Environmental Degradation. Students participated in various competitions with full enthusiasm. More than 200 students participated in the online quiz organized by our college. Our principal was the chief guest and teachers were the judges of this competition. Students made very good posters, slogans and rangolis. The results of the competition were declared at around 3 pm and prizes were distributed among winning students by the principal. The teachers congratulated the winner and all other participants who created such beautiful posters, slogans and rangolis. We learnt the important lesson on how to preserve our environment and keep it clean.

Sign.     

ABC

Tamanna

22501 BSc 1st year (med).

2. Write a report on World AIDS Day celebrated by the Red Ribbon Club in your college. 

World AIDS Day was celebrated in our college by the Red Ribbon Club on 1st December. Various competitions like slogan writing, poster making, declamation and quiz competitions were organised by Red Ribbon Club. The main purpose to celebrate this day was to be aware about causes and symptoms and treatments. The special lecture was delivered by Dr. XYZ. Dr. XYZ gave detailed information about AIDS symptoms and treatments. Students participated in various competitions with full enthusiasm. More than 150 students participated in various competitions. Our principal and teachers were the judges of the competition. The results were declared at around 2pm. Prizes were distributed among winning students by the principal of the college. We learned a lot from this.

Sign….

ABC

Tamanna 

22501 BSc 1st year (med).

3. There was an incident of fire in your village. 

On Monday at 8:30 p.m. When I was studying in my room, I heard the cries of fire! fire! fire! .I got up and reached the spot. Shri Sharma's house was on fire. Many people arrived there. Some people were throwing water on the fire and other were throwing sand.people present inform the fire department and two fire tenders reached the accident spot. On arrival the fire brigade started rescue mission. There were six people in house. Two people were badly burnt and one was died. Our CM Jai Ram Thakur announced 5lacs to family.

Sign……..

ABC

Tamanna

22501 BSc 1st year.

4. There was a bus accident in your neighborhood. Write a report about this. 

A horrible bus accident took place at Nagrota Surian. The driver of the bus carrying 57 people, was speaking on his cell phone while driving even refusing to heed to repeated please by passangers not to do so. An eyewitness said that a truck came close to the bus and desperate to avoid the truck came close to bus and bus was flipped on road. The local people spotted 14 dead bodies and 23 were severely injured. The ambulance were called immediately. After sometime police reached the spot. An investigation team was set up to catch the real culprit. The CM Jai Ram Thakur announced payment of five lakh to deceased person's family and one lakh to the injured. 

Sign …….

ABC

Tamanna 

22501 Bsc 1st year (med).

5. Draft a report on the rising prices and their for reaching social impact.

Prices of essential commodities like gas, pulse, vegetables, etc. are going up day by day. An LPG cylinder now costs around rs 900. Pulses are selling at around 100 per kg. Even such simple vegetables as potatoes and onions have gone beyond the range of common man. The things that were easily available in plenty and at very reasonable prices have suddenly disappeared from the market. The poor consumer is left at mercy of traders and shopkeepers. There is no one who can check this exploitation and profiteering. The Government seems to be the situation that leads to public unrest and rioting situations. It is high time the government took measures to bring down the prices of essential commodities. Strict action should be taken against hoarders and profiteers. There is no real dearth of anything in the market. It has only been created. The Government should not look the other way. It should ensure that people get all essential commodities at reasonable prices.

Tamanna

22501 BSc 1st year (med).

More Reports:

A. Write a report on the increasing number of thefts taking place in your town.You are a reporter Meena Vij for the Times of India Group.

Report on Increasing Number of Thefts in Kangra

Thefts are quite common in metro cities but they have become an everyday event in small cities like Kangra too. There has been a considerable increase in the number of thefts in Kangra over the past few months. There were only ten reports of thefts per month during the year 2023-24. This figure has jumped to 150 reported thefts during the year 2024-25. This is a shocking 93% increase in the number of overall cases of thefts. Residents have reported a range of activities related to theft like:

• Mobile phone and purse snatching

• Theft of vehicles 

• Thefts from houses

• Shoplifting

There can be a number of possible causes for this increase. A few of the causes are:

• Insufficient Street Lighting & CCTV Cameras

• Unemployment and poverty

• Poor Police patrolling

• Negligence of the concerned people 

Keeping in view of the above, it is suggested that some strong steps are required by the Administration to counter the problem of rising thefts in Kangra. Strengthening of patrolling by police along with awareness of the common public needs to be done on priority basis. Sufficient  number of CCTV cameras and proper street lighting especially in busy and sensitive areas should be done immediately. Unemployment and poverty needs to be addressed by finding out a long term solution. Everyone should stand together to fight against this menace.

Submitted by

-sign-

Meena Vij

2 September 2025

B. You are Munish Behl, editor, college magazine. Write a report on a leopard who entered your college campus during day time.

Report 

It was a matter of great terror that a leopard entered the college campus on 1st September 2025. The sighting was reported by some students who were playing Volleyball near the boundary wall of the campus. They narrated that a leopard leapt to one side of the volleyball court out of a thick bush. It happened at around 2.00 pm when most of the students were out on the campus enjoying their lunch time. There was a wave of panic among staff and students alike. The Leopard also got confused among so many people and went to the back of the campus which was full of thick vegetation and shrubs. The principal of the college immediately called up the local forest officer to come at once and take care of this wild ferocious beast. There was chaos for some time but everyone got into the building safely. We waited for the team from the forest department and they arrived in about an hour. They searched for the leopard and captured it successfully. They said that it was a young male leopard who must have come there to save himself from the rain. Everyone was relieved at this and thanked the team for their timely rescue.

Submitted by

Munish Behl

Editor, College Magazine

ABC

C. A Report on the Library of Govt. Degree College ABC 

This report gives an overview of the library of GDC ABC and its resources. The report focuses on infrastructure, collections and staff of the library of the college.

1. The infrastructure of the library is poor in the college. There is not enough space in the library for either books or students. There is a lack of proper seating arrangement and furniture in the library. There are fewer almirahs and book shelves which are not as per the requirement. 

2. The books available in the library are as per requirement of the students. There are five newspapers and five monthly magazines available in the college library. There are no digital tools like tablets or computers in the library. 

3. The staff of the library is supportive and helps the students in searching and locating books. They also help in maintaining discipline despite the constraints of space.  The staff helps poor students by providing them additional books if they demand for them.

It is suggested that the library should have sufficient space and furniture to accommodate a healthy number of students at one time. The number of books should also be increased to attract more students to the joy of reading. Digital tools such as computers and the internet should be provided in the library.

Submitted by

XYZ