Report Writing

Report Writing

A report is a systematic and well organised presentation of facts and findings of an event that has already taken place somewhere. It is written for a specific readership and intended to be kept as a record. A good report should be:

1. Accurate: Free from mistakes and errors.
2. Concise: Brief, not including extra or unnecessary information.
3. Clear: Easily understood, free from doubt/ confusion, no ambiguity.
4. Comprehensive: Covering/including all things.
5. Well structured: arranged in an organized way.
6. True: Genuine, real, authentic.
7. Interesting: Not dull or boring, attracting your attention.

Format

1. Headline
2. Name of the report writer
3. Place and date of reporting (For newspaper)
4. Opening paragraph
5. Account of the event in detail

1. Newspaper Reports

Q1. Last week you attended a Heritage awareness Programme organised by History Club of Modern Public school, Agra. Being a staff reporter, write a report to be published in a national daily. You are Aakash/Aakanksha.

Heritage Awareness Programme
(By Aakash, a staff reporter)

New Delhi, August, 20XX: Heritage awareness Programme was organised by History Club of Modern Public school, Agra on 9th August from 10:00 am to 2:00 pm in the school premises. The school was well decorated with posters of various historically important monuments. Mr. K.H. Sahu, Professor of History Department of Delhi University was the chief guest. Other prominent guests included Mr. Avinash Malawar, Assistant Director, ASI of India and Mrs. Ratna Rajshree, head of Tourism Department of Government of Delhi. Around 2000 students and parents attended the programme. The Programme began by lighting of inaugural lamp by the Chief Guest. After that a skit was presented by students of XI classes showing importance of our heritage and monuments. The audience enjoyed an engrossing documentary prepared by history department of the school. The documentary showed a brief detail of 100 monuments from different parts of India. Chief Guest gave a very motivating speech on the role of Youth in keeping the monuments safe. Mrs. Smriti Pant told about the importance of monuments in encouraging tourism of the concerned place. Principal presented vote of thanks. There was an arrangement for light refreshment also.

Q2. The ‘Environment Club’ of your school organised a cleanliness drive to keep the school campus and the locality clean. The students cleaned the classrooms, corridors, playground etc. and also organised a rally to create awareness among the masses about the importance of cleanliness. Write a report to be published in a local daily about the drive in about 150-200 words describing the efforts made, by the students to make it a success. You are Anjan/Ankita of Class XII, Ajanta Public School, Delhi.

CLEANLINESS WEEK
(By Anjan)

Chennai, 20th May, 20XX: The ‘Environment Club’ of Naikar Sr. Secondary School, Mount Road, Chennai, launched ‘Cleanliness Week’ in a unique manner. A comprehensive programme had been chalked out weeks before. The campus, classrooms, lawns, the library and the labs were whitewashed, cleaned and dusted. The aim of the ‘Cleanliness Week’ was to create awareness and understanding among students and masses to maintain personal and the environmental cleanliness. The students also organised a rally to create awareness among the people about the importance of cleanliness. The Club organised a number of inter-house competitions. Poster-competition aroused the interest of all, including the guests. The participants made colourful posters on health and hygiene. Inter-house ‘cleanliness competition’ was the main attraction of the day. Vivekananda House was judged the best House for maintaining the highest standards of cleanliness. The students organised a ‘Cleanliness Quiz Contest’ and an inter-house essay competition on ‘Cleanliness is Godliness’. A grand gala was organised in the afternoon in the school auditorium. The Principal gave away the prizes to the winners. Rammana was judged as ‘Mr. Clean’ of the school and Vivekananda House, ‘The Cleanest House’.

Q3. Orissa government is about to launch an eye screening programme for school children in Bhubhaneshwar from August 20. Samir Mitra interviews Reshma Agarwal, the chief coordinator of the programme and takes down some notes. On the basis of the notes given below write Samir’s report.

Notes: Cataract, refractory errors – commonest causes of blindness – lakhs of people lose vision – fully preventable – children – most vulnerable – early detection V. imp. – 1200 schools to be covered – one teacher from each school – trained to conduct a simple vision test.

Eyes of school children to be tested
(By Reshma Agrawal)

Bhubhneshwar, Jan. 19: About two lakh children in the city will be screened for vision defects under -an eye screening programme to be launched by the Orissa state government from January 20. The chief coordinator of the programme says that lakhs of people in the country lose their vision due to refractory error. It is particularly unfortunate because it is fully preventable. She also said that besides cataract, refractory errors are the commonest cause of blindness. Children are the most vulnerable to eye problems and if they are not treated in time, their performance in all spheres suffers. Early detection can prevent such misfortunes. Under the programme, one teacher from every school will be trained to conduct a simple vision test. Since it is not possible to screen each school child at the clinic the task has been simplified and assigned to each teacher. Around 1,200 schools in the city are expected to be covered in this programme. Later it will be extended to other cities as well.

Q4. You are Madan/ Manisha, a staff reporter of The Indian Express. You have been asked to pay a visit to the site of the bus-train accident at a manned railway crossing near Pulwa station. On the basis of the first-hand information, write a report.

Train accident – 7 dead and 16 injured 

Ghaziabad, January 15: Seven school children were killed and 16 injured when the Taj Express rammed into a school bus at a manned railway crossing near Pulwa station, 15 kilometers from here, on Saturday. Three of the injured are said to be in a critical condition.

The accident occurred at around 8:25 a.m. The crossing had been closed but was opened by railway gate man on a request from the bus driver who was in a hurry to get the students to school. Neither of them saw the train coming as the fog had reduced the visibility almost to zero. As the bus sneaked through the gate, the train rammed it from behind. The Railways has launched an investigation. A case has been registered against the bus driver. 

The Railway announced Rs. 5 lakhs in compensation to the families of the dead, Rs. 100000 each for the seriously injured and Rs. 10,000 each for those with minor injuries. It will also consider giving jobs to relatives of the dead who belong to the poorest of the poor section. In addition, the U.P. Government announced ex-gratia payment of Rs. 5 lakhs to the families of the deceased and Rs. 1 lakh each for the injured as well as free medical treatment.

__  By Manisha, a Staff Reporter

Q5. You are Raman/ Rajni, a staff reporter of a national daily. You have been asked to visit the flooded areas of Guwahati and write a brief report to be published in the newspaper. Write the report.

Assam hit by worst floods in twelve years

Guwahati, 18th July 20XX: Assam is reeling under the worst ever floods in the last twelve years. In the first wave alone from April to June, 126 people have died and over 700 animals drowned. According to state disaster management 5 lakh people have been affected and 500 villages are still flooded. The flood has destroyed the infrastructure which includes massive destruction to as many as seven national highways. Roads have been damaged, bridges have been washed away, school buildings have been collapsed, and train connectivity to the area has been damaged by landslides. State government has launched exhausting rescue operation. They deployed boats and other rescue equipment’s at different locations. Realizing the gravity of the situation the task force equipped with boats, life jacket, medical aid and relief materials including food and water reached the flooded villages. The people facing imminent danger were immediately evacuated. Helicopters were also used for dropping relief materials in areas cut off by the flood. National Disaster Management Authority (NDMA) is monitoring the relief and rescue operations.

—  By Raman, a Staff Reporter

2. School Reports

Q1.You are the student editor of your school magazine. Write a report for your school magazine about the annual day celebration held in your school last week.

Annual Day Celebration
(By Umesh, Class XII)

The Annual Day of our school was celebrated on 20th Jan. 20XX in the Prince Auditorium with great pomp and show. The whole campus was given a new look. The Principal and the staff received the chief guest at the gate on his arrival. He was garlanded and introduced to the members of the staff by the Principal. A guard of honour was given to the chief guest by the N.C.C. cadets of the school. He was escorted to the hall by the Principal. He received a standing ovation by all the students gathered there. The Principal read out the annual report highlighting the achievements of the school in academics and sports. The chief guest gave away the prizes to the meritorious students and distinguished sportsmen. Group songs and folk songs presented by the students kept everyone spellbound. He gave a short but inspiring speech urging the students to work hard and rise high in life. The Principal thanked the Chief Minister for his visit. The function ended with the singing of the national anthem.

Q2. You have prepared a report on a free health check-up held for children in your school organized by a charitable organization ‘Health-For-All’ to be read in the morning assembly. Write the report in about 150 words.

Free Health Check-up
(By Rajan, Class XII)

A free health check-up for slum children was organised in our school last week by, ‘Health-For-All’ a Charitable Organisation. Class XI children served as volunteers. Various duties were assigned to them like informing and motivating the parents, collecting the children age wise, and helping the doctors in distributing medicines and health supplements. Many children were found to be suffering from anaemia and malnutrition. A large number had liver disorders and worm infestation. Mothers were taught the importance of balanced diet and shown how to manage a fairly balanced diet even in a limited budget. Availability of clean water was one limitation every family suffered from. The role hygiene and cleanliness plays in one’s lives was told to them. Deworming tablets were handed out. Some serious cases were even referred for further examination in the nearby health clinic. A list of handicapped children was made so that special aids provided by the organisation could be properly handed out. Over all it was an eye opening experience for us to see how so many children suffer from ill-health.

Q3. City Public School, Lucknow has participated in a Zoo Race held by the city’s Zoological Park, World Wildlife Fund and Discovery Channel to create awareness among children about animals and wildlife. One of the participants returns and writes a report about his experience for the school magazine.

A Zoo Race held by the city’s Zoological Park
(By Shalini, Class XII)

Children from various schools of Lucknow participated in a Zoo Race held at K.D. Singh Babu Stadium to spread the message of wildlife protection. Our school had also sent a group of 10 children. All children had been asked to assemble in the stadium grounds by 8.00 a.m. so that the race could get over before it came too warm and sunny. The children were first handed out complimentary T-Shirts with special wildlife logos and messages printed on them like ‘Do not destroy wildlife. Your survival depends on them’ and ‘Jungles are as important to you as they are to us, Protect them’. Children were also given animal masks and caps. The race began at 8.30 a.m. and there was a lot of excitement in the stadium. After the race, cool lemonades and snacks were served and films on Wildlife Protection were shown. Through them the children learnt about the important role animals played in maintaining ecological balance and harmony in nature. The role zoos played in conserving wildlife was also highlighted. The show was jointly organised by Zoological Park, Lucknow, World Wildlife Fund and Discovery Channel. The huge turnout of the children and their eager enthusiasm showed that it was a great success.

Q4. Saranksha has recently attended a children’s theatre workshop in Indore where she stays. She writes a report to be published in the school magazine. Write her report.

Children’s Theatre Workshop
(By Anjani, Class XII)

Natya Kala Sangam organised a Children’s Theatre Workshop from 1st June to 30th June. The age limit was from 7 yrs to 17 yrs. There was no training fee and registration was open only on one day from 9 a.m. to 11 a.m. Since there were only limited seats available registration was done on first come first served basis. Interested children had to come along with a consent letter from their parents. Our school has sent two children and they were both lucky to get admission. As you can understand I was one of them. The children were divided into 2 groups according to their ages. First group was of children from 7 yrs to 11 yrs, second was of children from 12 yrs to 17 yrs. The younger children were taught the basics of only acting. How to deliver dialogues, where to pause, how to give modulation to one’s voice were some of the things included in it. Older children were taught many more aspects of drama like creating the script of a play from a story, innovating dialogues from imagination, basics of direction, stage management, effective use of props etc. In the last week children were divided into different groups, each was assigned a separate play which had to be put up. Parents were invited and the results were there for all to see.

Q5. Delhi Public School, Shantipur, Delhi recently organized a course in First Aid for students of senior classes. Rajni of Class XII writes a report on the programme giving necessary details for the school magazine. Write the report in about 150 words.

 A Report on a Course in First Aid

A course in the first aid was organized in Delhi Public School by Red Cross Society of Delhi on 15th & 16th Dec. 20XX in school auditorium at 10.00 a.m. It was a fine programme on the preliminary requirements of the first aid. Two doctors delivered lectures as well as demonstrated to adopt precautionary measures during the time of emergencies in accidental, fir and earthquake cases. They taught the binding of bandages and the use of certain life-saving drugs in the most fatal cases. The course was attended by more than 70 students of XII that enabled them to learn and apply first aid in urgent cases. A small leaflet of 5 pages was also issued by the society for more information. The Principal thanked all and praised their servicing attitude.

—  By Rajni, Class XII

Q5. Write a report for your school magazine describing about a four day seminar and workshop for PGTs held recently in your school. 

Workshop for Teachers
(By Ajay Kumar)

A four-day seminar and workshop was held at Sarvodaya Vidyalaya, Moti Nagar, New Delhi. More than 100 PGTs teaching class XI and XII attended the seminar. The session commenced with the welcome address by M.N.Sharma from D.P.S. Raj Nagar, New Delhi. His focus of attention was to guide the teachers to motivate the students to achieve academic excellence as well as their holistic development. School principal A. K. Awasthi gave introduction of all the guests present there. The unique feature of this seminar was the expert guidance in various fields like yoga, natural healing, spiritualism, career counselling and personality development. Experts of different subjects also conducted orientation programme for the teachers so that they can upgrade their methodology of teaching. A total of 60 teachers from schools across Delhi, Gurgaon, Jagdishpur, Jaipur, Lucknow, Bhopal and Chandigarh were oriented with ways to incorporate new technological and educational methodologies in their teaching. Making integrated and detailed lesson plans online, keeping in mind Bloom’s taxonomy, was the theme of the Programme. Main script, inquisitive questions, values content, day-to-day relevance, interesting asides, suggested activity, questions to assess, etc.; were some of the pedagogical attributes discussed during the programme.

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