Writing Short

Reports
 A report presents comprehensive
information on a specific subject. Its main
function is to inform, offer expert opinion,
advice to managers, keep a check on
progress, plan for the future and make
decisions.
Planning Steps
 Indicate your purpose clearly
 Give accurate and objective information
 Apply suitable headings
 Organize the points
 Lead logically to a conclusion
 1: Take time to identify your task
 2: Consider your reader’s needs
 3: Identify and list your and sourcing
requirements
 4: Avoid being side-tracked
 5: Discard anything irrelevant
Order of Information

 1: Indirect order
 2: Direct order
 3: Routine order
Three types of Report Formats

 1: Formal
 2: Letter
 3: Memorandum
Four types of Short Reports

1: Justification Report
 1 Purpose statement (subject line)
 2: Structure of information
 Describe the current situation
 Describe the change
 Justify the change
 Describe the cost factor
 Discuss the advantages and disadvantages
 3: Conclusion
 Make a conclusion
 Close with a recommendation
 2: Progress Report
 1: Purpose statement
 2: Structure of information
 Open with the current status
 Work or goals completed so far
 Follow with details of the operation’s achievements
 Present any problems/delays and suggest their solutions
 Change of plans (give details)
 3: Conclusion
 Give advantages of the change introduced
 Indicate the future
 3: Periodic Report
 1: Purpose statement
 2: Structure
 Open with facts and figures
 Present objective information on achievements
and problems
 Cost factors involved
 3: Conclusion
 Summarize the findings
 Close with recommendations
 4:Incident Report:
 Written on forms generated by the
organization
 Involving clients
 Unusual delays
 Accidents
 Special events
Short Report Formats
 Title page
 Introduction/Executive Summary
 Sections with headings/sub headings
 Discussion (progress)
 Cost analysis (graphs, figures)
 Recurring / non recurring expenses
 Conclusions
 References
 Signature Block
 Sample:
 (Signature of the final authority) ( signature of the presenter)
 Name----------- Name/s------------------
 Designation-------------------- Designation/s----------------
 Date ----------------- Date--------------------
Planning a Long Report

 1: Define its Purpose

 2: Consider the reader
 3: Determine what issues are involved
 4: Collect information
 5: Sort and Evaluate your information
 6: Organize your material
 7: Prepare the Outline
Sequence of steps:

 1: Create an Outline including the major

Headings and Subheadings.
 2: Write the Purpose Statement and introductory
section.
 3: Write the Main Text.
 4: Draw the Conclusion from the information you
have gathered.
 5: Write the Conclusion and your
Recommendations.
 6: Prepare the Preface, Abstract, Synopses or
Executive Summary after presenting facts and
findings.
 7: Construct a list of References (bibliography) as
you research, plan and write the report.
 8: Construct the Table of Contents and table of
graphics. Place each item in the order they
appear.
 9: Write the letter of Transmittal.
 10: Prepare the Title Page.
Shaping the Long Report

 Title Page
 Letter of Transmittal
 Dedication/Terms of Reference
 Acknowledgments
 Table of Contents
 List of figures or tables (optional)
 Executive Summary/Purpose Statement
 Introductory section of the report
 Center section of the report
 Conclusion
 References
 Recommendations
 Signature Block
 Bibliography
 Glossary of terms
 Appendices and Attachments
Editing the Long Report

 Eliminate obscure or gender biased language.

 Correct spellings and punctuations.
 Clearly identify the introduction and the scope of
your report.
 Check for any unsupported opinions.
 Remove any extra information that is not vital.
 Edit the lay out or format of the report (font,
double space)
Steps to Writing a Successful Grant Proposal

 There are eight key elements in the

successful writing of a grant proposal.
 Consider first, the reviewer.  Many
competitive programs utilize review panels
(especially for the Program Director. The
more competitive the program, the more
reviewers will look for reasons to reject
proposals early on.
 Verify the program/proposal match. Develop
your funding search skills to find the most
appropriate funding programs for your proposal.
Study the program goals and eligibility, and make
contact with the program officer before starting
your proposal. Send a brief (2-3 short paragraphs)
overview of your proposed project. Always inquire
about alternative, more appropriate funding
sources. Always remember: the program should
fit your current funding priorities!
 Organize/structure the proposal. Build
your case by assembling the proposal in
distinct sections:
 Abstract (consider writing your abstract last; it will allow for
more concise, project specific information)
 Problem Statement or Significance of Research
 Project Purpose (overall goal and specific objectives)
 Research Design or work plan (activities and timelines)
 Applicant qualifications and capabilities
 Evaluation Plan
 Budget (summary and justifications - refer back to the
research design/work plan) -
 Appendix (everything else)
 Prove the Importance of Your Project.
State your purpose and case for need up
front; build a compelling argument. Cite an
authoritative source in support of your
project/program.
 Assume an Uninformed but Intelligent
Reader. Use clear, accessible language.
Stick with direct statements and an active
voice. Avoid insider jargon and acronyms.
 Illustrate a Detailed Project Plan. Specify
major tasks and timelines. Use flow charts,
calendars, etc. to visualize the project on a
single page.
 Pay attention to all Review Criteria. Read
the evaluation standards carefully, and then
reference them in the project narrative.
Touch all the bases, not just the ones
you're comfortable with. Reviewers will use
the criteria to score your proposal.
 Follow the Application Instructions Exactly!
Avoidable mistakes often include: late
submission, narrative too long, fonts, margins,
spacing too small, signatures or certifications
missing, budget narrative missing, insufficient
number of copies, inappropriate binding. The
Grants and Contracts Office is here to help you
with this. Remember: the sooner you contact us,
the sooner we can help you submit a competitive
proposal.
 Structure/Formatting of the Proposal
 The funding source will usually specify the
contents and exact order in which the
proposal should be submitted. Please do
not be creative or improve on the funder's
procedures. Some common components
are described below.
 Cover Page
Most funders specify the format for the cover
page and provide special forms to summarize
basic administrative and fiscal data for the project.
The cover page must have the authorized
administrative official signature.
 The following items are typically included on the
cover page, but always follow the prescribed
format if one is provided:
 Project title
 Project summary
 Total cost of project
 Funds requested from sponsor
 Name, position, address, phone number, email, and fax
number of PI
 Signature block for PI
 Signature block for authorized administrative official
 Name, position, address, phone number, email, and fax
number of authorized administrative official
 Abstract or Project Summary
Proposals often have an abstract or summary.
Funders often use the abstract in their
compilations of research projects funded or in
disseminating information on successful projects.
 Although the abstract often appears at the
beginning of the proposal, the abstract should be
written as a concise summary of the proposal.
 Table of Contents
The convenience of the reader is the
guiding consideration of producing a table
of contents. Proposals should list all major
parts and divisions including lists of
illustrations, tables and appendices.
 Introduction
The introduction sets the tone of the
proposal. The introduction outlines the
goals of the project, how long it will take,
and give enough background to enable the
reviewers (who might not be experts in your
field) of a particular project in a context of
common knowledge.
 Project Goals and Objectives
Goals and objectives are different and are clearly
separated in the proposal. The goal of the project
is what one hopes to accomplish as a result of the
project. Objectives are statements of precise
outcomes that can be measured in support of the
goals. Objectives are SMART (specific,
measurable, allocable, reasonable and time
sensitive).
 Review of Literature
Discussions of work done by others gives
the reviewers the impression of how this
project will build upon what has already
been done by others. The literature will also
highlight how the proposed project is
different and unique from other projects.
This is more prevalent in public proposals.
 Description of Proposed Project
The project description is the heart of the
proposal and is the primary concern of the
technical reviewers.
 Establish the need for the project and the benefits
derived
 Be realistic. Distinguish between long-range goals
and the short-range objectives for which funding
is being sought. Our eyes are often bigger than
our stomachs and we take on more than is
possible within the time or funding constraints.
 Develop a clear timeline for your objectives
 Clearly define the focus of the project, including
its limits
 Clearly identify the means of evaluating the data
or the conclusions
 Clearly describe the connection between the
objectives and the methods to show that the
approach is carefully developed and thought out
 Plan of Action, Methodology and Design
While the description outlines in more general
terms what the project is about and how long it
will take to complete, the action plan spells out in
specific steps and procedures how the project will
take place.
 In determining the total length of the project, it is
important to remember to incorporate the hiring
schedules in the total time needed to complete
the project.
 Current and Pending Support
Many funders request that applicants
supply information on any active and
pending support. The potential funders
review the faculty/staff time allocations and
other potential resources for funding in the
pending section.
 Evaluation
Evaluation represents the logical
Conclusion to the proposal and sends a
clear message to the sponsor that the
project is clearly thought out and that the PI
is concerned that the stated goals have
been achieved. A well developed
evaluation process can create more
carefully articulated project objectives.
FEASIBILITY REPORTS
 The Feasibility Reports discuss the practicality,
and possibly the suitability and compatibility of a
given project, both in physical and economic
terms. They also discuss the desirability of the
proposed project from the viewpoint of those who
would be affected by it.
 Report writers must come to a Conclusion, and
must Recommend that some action is taken or is
not taken and/or that some choice is adopted or is
rejected.
 Reports are not read from cover-to-cover
by one person. For example, a manager
may read only the synopsis or abstract and
act on the advice it contains while a
technical officer may read only the section
that explains how things work. On the other
hand, a personnel officer may look at only
the conclusions and recommendations that
directly affect his/her working area.
A Formal/Feasibility Report includes: (at least 8
double-spaced typed or printed pages using one
inch margins)
 Letter of Transmittal
 Title Page
 Dedication (optional)
 Abstract/Synopses/Executive summary
 Table of Contents
 1: Introduction
 1.1: Aim
 1.2: Scope
 1.3: Background
 2: Procedure
 2.1: Data Collection Method
 2.2: Literature Review
 ( reports, research papers, journals,
articles, books)
 3: Analysis of Data
 3.1: Water flow of Blue River
 3.2: Sediment Level
 3.3: Fish stock numbers
 3.4: Weed infiltration rates
 3.5: Salinity level
 3.6: Likely areas to be flooded
 4: Conclusion
 5: Recommendations
 References (details of sources used/in
alphabetical order)
 Bibliography (mentioning all the references in
detail)
 Glossary of Technical Terms/Index
(alphabetical order)
 Appendices: A, B, C (diagrams, charts, graphs,
maps)
Types of Technical Reports:

 Feasibility: whether a project is feasible or not.

 Recommendation: compares two or more
alternatives and recommends one
 Evaluation :studies something in terms of its
worth or value
 Primary Research Report: work done in a
laboratory
 Technical Specifications: discusses a new
product design in terms of its construction,
material, functions, features and market potential.
Proposals

 Write about the “Brilliant Idea” and provide

a “Rationale” for it. A proposal is a method
of persuading the reader to agree to the
writer’s view point or accept his
suggestion .It is a systematic, factual,
formal and persuasive description of a
course of action or a set of
recommendations/suggestions.
 Types of Proposals:
 Non Formal:
 Brief description
 Initiates small projects
 Does not require elaboration
 Formal:
 Long description
 Initiates big projects
 Requires elaboration and detailed
descriptions
 Manuscript format is used
 May have several sections
 Internal:
 Readers within an organization
 External:
 Readers outside an organization
 Solicited:
It is advertised
Written in response to a specific request
Requirements and conditions are specified by the
organization in the advertisement
 Unsolicited:
Written without any request for a proposal by an individual or
an organization
Parts of a Formal Proposal

 Title page
 Table of contents
 List of figures
 Abstract or Summary
 Introduction
 Methodology
 Statement of the Problem
 Proposed Budget (Non Recurring/Recurring)
 Proposed Plan and Schedule
 Advantages/Disadvantages
 Recommendations
 References
 Conclusion
 Appendices
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