Page 211 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes Introduction

A report is a presentation of facts and findings, usually as a basis for recommendations; written
for a specific readership, and probably intended to be kept as a record. When some people write
a report, that’s all they do: write. But the really successful writers only spend part of their time
doing this, and then only towards the end. Before that, they are planning their report – thinking
about its purpose, and who is going to read it; deciding what to put in it, and fitting it into shape.
And even when they’re finally writing it, they’ll probably spend just as much time thinking
about how best to present their ideas, as actually putting them onto paper. Experienced writers
always allow plenty of time for these – the first two stages in report writing, even when they are
working against the clock. They know that once these are clear in their minds, they’ll save
themselves hours of work and worry later on.

Report writing is useful in both the academic and the business world, so whether you are
planning to continue your education or get a job after you complete your upgrading, this is a
skill you will definitely need.

11.1 Meaning of Report

Report is a self-explanatory statement of facts relating to a specific subject and serves the purpose
of providing information for decision making and follow up actions. It is a systematic presentation
of ascertained facts about a specific event/subject. Report is a summary of findings and
recommendations about a particular matter/problem. Report is for the guidance of higher
authorities including company executives and directors. Report facilitates timely decisions and
follows up measures.
According to Oxford Dictionary, report means “a record of ascertained facts.”
A report is always expository writing; that is, it can be either informative or persuasive. Many
students think of report writing as a long, dreary process with few uses in the “real world”.
Reports are probably the most common form of work related writing. Reports can be any
length, from a single paragraph to many pages, and they can be either formal or informal in
tone. Reports can be written or spoken. Depending on the circumstances, a report may be based
on your own personal knowledge of a subject or on information you have gathered through
reading, listening, and interviewing specifically for the project.
Any time you gather information, organize it, and pass it along, you have created a report. For
example, when you comment to a co-worker that “It sure is a cold, grey day with lots of blowing
snow” you have, in fact, gathered information from your own experience about the temperature,
the precipitation, the wind, etc. and passed it along in the form of a short oral report. If, on the
other hand, you had written this same information in a letter to your best friend, – even if it was
only one sentence long – you would have created a written report.

Did u know? The term report is difficult to define because it refers to such a wide variety
of documents. Reports can be as simple as filling in the blanks or answering a few questions
about an accident, or they can be long and involved requiring years of study, hundreds of
contributors, and several thick volumes to record the results.

11.1.1 Good Report

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;

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