Organization or Structure of a Report

A skeletal design of a report is given below:

Preliminaries
1. Cover or Title Fly
2 . T it l e p a g e
3. Copyright notice
4. Authorization
5 . T ra n s m i t t a l
6. Terms of reference, including scope of report
7. Acknowledgement
8. Executive Summary
9. Table of Contents
10. List of tables and diagrams
Main part or the Report Text
1. Abstract
2. Introduction
3. Methodology
4. Findings or results
5. Summary
6. Discussion
7. Conclusions and recommendations
Supplementary or Addendum
1. References or bibliography
2. Appendices
3. Glossary
4. Index
Some Important Contents of Reports
Abstract
An Abstract is a self-contained summary of the entire report. It should therefore be
limited toone paragraph (approximately 150 words). It should contain:

An outline of investigation (as stated in title)

Why the writer chose to look at that particular area with brief
r e f e r e n c e t o p r i o r research done in the field

Experimental hypothesis (prediction of what the results will show)

A brief summary of methodology

Main findings and how these relate to the hypothesis

A conclusion, which may include a suggestion for further research.

Objectives
T h e s p e c i f i c o b j e c t i v e s o f t h e r e p o r t n e e d t o b e s e t f o r t h c l e a r l y. T h e
reader must knowexactly what the report covers. If the particular
p r o j e c t i s p a r t o f a l a r g e p r o b l e m , i t i s desirable to state the overall
problem and the problem solution process.
59
Thus objectivesmean the actual purpose for which the report will be made.
Methodology
60
The purpose of the methodology section is to describe the research procedure. This
includesthe overall
research design
,
the
sampling procedures
,
the
data-collection method
,
the
field methods
, and
analysis procedures
.

Research Design
A description of the research design should make it clear whether the
s t u d y i s exploratory or conclusive in nature and whether it is case, statistical, or
experimentalin design.

Data-Collection Method
In this section the writer should state how he carried out his enquiry, what form didthe
enquiry take, did he carry out interviews or questionnaires, how did he collect hisd a t a ,

what measurements did he make, how did he choose the subjects for
h i s interviews. These should be logically and concisely presented in the appendix,
wherethey will not break the continuity of the report.
59
Harper W. Boyd, Jr., Ralph Westfall, Stanley F. Stasch,
Marketing Research: Text and Cases
, seventhedition, Richard D. Irwin, Inc. 1999, p. 661.
60
Ibid
., p. 661.
21

Sampling
In describing the sampling procedure, it is first necessary to indicate the nature of
theuniverse studied. The exact sampling units, such as stores, consumers, or
businessexecutives, must be defined and the geographical limits specified.
Next, the writer should describe the size of the overall sample and of each sub
sample and shouldexplain the reasons for their sizes.

Fieldwork
In describing fieldwork methods, the writer needs to tell readers enough to give
somei d e a o f t h e a c c u r a c y w i t h w h i c h t h e w o r k w a s d o n e . T h i s w i l l
u s u a l l y i n c l u d e a description of he number and type of field-workers used;
how they were selected,trained, and supervised; and how their work was verified.

Analysis
A report includes an analysis of its data and interprets the meaning of the data so
thatthese data can be used to make decisions. If any special, statistical
techniques havebeen used, they should be mentioned.
Appendices
Appendix contains supplementary information needed to support the
m a i n b o d y o f t h e reports but the information is too voluminous and at the same time
not important enough tobe included in the report itself. Statistical data, charts
and diagrams, questionnaires, cover letters, supplementary tables, complicated
statistical procedures, working papers, copies of secondary research, legal
documents and so on that are not incorporated in the main body of the report in order to
keep the main line of argument free from being entangled are put at theend in the form of
appendices.
Reference

Here the writer must give details of work by all other authors, which includes

Authors name and initials

Date of publication

Title of the book, paper or journal

Publisher

Place of publication

Page numbers

Details of the journal volume in which the article has appeared.22

Bibliography
61
A bibliography is a list of books and journals prepared by a particular author.
It may alsoinclude a list of publications recommended for additional reading.
Glossary
62
A glossary is a list of some technical or special words used in
t h e r e p o r t w i t h t h e i r explanation.
Index
63
An index is an alphabetical list of subject of the report. Page numbers on which the
subjecta p p e a r s a r e m e n t i o n e d a g a i n s t i t ,
b e c a u s e o f i t s a l p h a b e t i c a l o r d e r o f a r r a n g e m e n t . I t facilitates the reader
to locate easily and quickly the topic, subtopic or important aspect of the
contents.
Footnote
Footnote is the method of including the references or bibliographies at the
bottom of thepage. When in a writing consists of quotes and sentences
from different books of differentauthors, then the name of the book and the
author as well as the name of publisher, editionand the page number from
which the text was taken, are included at the bottom-left of the page. A number
or a asterisk (*) mark is attached with the text, which is taken from the other sources in
superscript form and in the footnote the name of reference is added with
thatnumber or the mark.

MAIN TEXT FOR RESEARCH PROJECT

In case of Primary or Secondary data based research project the main text
willinclude the following headings:1 . I n t r o d u c t i o n a . I n t r o d u c t i o n
o f C o m p a n y b . B r i e f h i s t o r y o f c o m p a n y s
establishmentc . O r g a n i z a t i o n a l C h a r t - 3 -

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d . Wor k i n g o f C o n c e r n e d D e p a r t m e n t e . B r i e f d e s c r i p t i o n o f P r o j e c t
assigned2 . L i t e r a t u r e r e v i e w 3 . S c o p e o f t h e w o r k 4 . O b j e c t i v e
of Researcha . A c a d e m i c O b j e c t i v e b.Research Objective5.Res
e a r c h M e t h o d s / T o o l s u s e d 6.Results (Tabular / Pictorial representation
i.e. graphs, charts etc.)7 . A n a l y s i s a n d d i s c u s s i o n s
of results8.Recommendations/ Suggestions9 . L i m i t a t i o n s o f s t u d y 10
. C o n c l u s i o n s 11.Sample of questionnaire used1 2 . R e f e r e n c e s 9.
MAIN TEXT FOR DEPARTMENT BASED ON THE JOB TRAINING
1 . I n t r o d u c t i o n o f c o m p a n y a . B r i e f h i s t o r y o f c o m p a n y s
establishment b . O r g a n i z a t i o n a l C h a r t c.Major achievements of the c
ompanyd . S W O T A n a l y s i s e . 4 P a n a l y s i s f . C o m p e t i t o r s
A n a l y s i s 2.Introduction of the concerned
d e p a r t m e n t a . H i e r a r c h y b.Description of the various
responsibilities/ duty assignedc . D e s c r i p t i o n o f w o r k i n g 3 . S c o p e
o f t h e P r o j e c t 4.Objective
o f P r o j e c t a . A c a d e m i c O b j e c t i v e b . R e s e a r c h O b j e c t i v e 5.Descri
ption of work assigned during training6.Learning involved during
summer training7.Suggestions/ Recommendations8 . C o n c l u s i o n
10.METHODOLOGY
What are criteria you are using to evaluate your method?
D e s c r i b e t h e experimental methodology that you used. Exactly what performance
data did youcollect and how are you presenting and analyzing it? Comparisons
to competingmethods that address the same problem are particularly useful
11. R E S U LTS
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t

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Present the quantitative results of your experiments. Graphical data presentationsuch as

graphs and histograms are frequently better than tables. What are the basicdifferences
revealed in the data? Are they statistically significant?12.
DISCUSSION
What conclusions do the results support about the strengths and weaknesses
of your method compared to other methods? How can the results be explained
interms of the underlying properties of the algorithm and/or the data.
13.RECOMMENDATIONS/ SUGGESTIONS
Based on the result and discussion provide suitable suggestion
s f o r t h e improvement on the overall performance of companys working.14.
CONCLUSION
Briefly summarize the important results and conclusions presented in the
paper.W h a t a r e t h e m o s t i m p o r t a n t p o i n t s i l l u s t r a t e d b y y o u r w o r k ?
H o w w i l l y o u r results improve future research and applications in the area?
15.LIST OF REFERENCES
This section lists all references you cited in the rest of your report. (Be sure to usecitation
markers (e.g., [Bieber & Vitali, 1997] or [NY Times 5/20/01] for articlesor [Sun URL] for
Web sites) inside your report whenever you refer to a reference.Do not list references you
have not referred to.

SWOT-WEAKNESSES

Potential resource weaknesses and competitive deficiencies

(
present & future):

-No clear strategies.

-Inability to keep talent.

-Missing some skills or competencies/lack of management depth.

-A weak balance sheet: burden with heavy debts.

-Weak brand image/reputation.

-Plagued with internal operating problems.

F
alling behind in R & D.

-Higher overall unit cost relative to key competitors.

-Sub-par marketing skills relative to rivals.

-Behind in product innovation and quality.

SWOT-OPPORTUNITIES

Potential Present and

F
uture Opportunities:

-New customer groups or expanding into newgeographic markets or product segments.

-Expanding product line to meet broader range of customers needs.

alling trade barriers in attractive foreign markets.

-Openings to take market share from rival firms.

-Alliances or joint ventures to expand market coverageand competitive capability.

-Acquisition of rival firms, customers, or suppliers.

-Openings to explore emerging new technologies.

SWOT-THREATS

Potential external threats

(
Present &
F
uture):

-Likely entry of potent competitors through existing or new channelsof distribution.

-A shift in buyers needs and tastes away from the industrysproducts.

-Adverse demographic changes narrowing demands for products.

-Loss of sales to substitute products or new channels of distribution.

-Adverse shifts in foreign exchange rates and trade policies of foreign governments.

-Slowdowns in market growth.

-Growing bargaining power of customers or suppliers.

-Takeover by another firm.

-Unanticipated changes in the value of core technology.

-Vulnerability to recession and business cycle.