Of Report-writing
Besides competitive exams, it is one of the important parts of work in administrative services
By Mukesh Sharma
In the morning and I will
Report-writing is an exercise in giving words to an
observation made about some happenings and penning it down in a right order
without missing any important/key fact. In other words, it is a brief about an
event or incident based on investigation/research work carried out by the official concerned for the submission to authority concerned.
In administrative services, report-writing is an important
part of the work. As an appointed officer, IO (investigation officer), the
Commission or an instituted Committee, one is directed to hold inquiry into any
contentious matter and file report on findings.
A report can be classified
into three categories:
1.
Report by an official concerned to authority.
2.
Report (news) by a reporter for a newspaper.
3.
Report for school/college magazine by a student
(report writing in exams)
Report to Authority
As far as a report is concerned, it can be just a two line
or a voluminous one running into hundreds of pages like the bound volumes of a
book. Usually in government services, a high ranking official is appointed as
IO to inquiry into the lapses/ allegations of subordination, misconduct or abuse of power by an
accused employee of a department, and file the report to authority concerned.
Courts also order an inquiry into a petitioned complaint where IO (a police
officer) is directed to inquiry into a case and file the report before the Court. CAG (Comptroller Auditor General) constitutional body authorized to examine and audit the accounts of government departments/organizations and
file the annual report. While filing report, the official concerned follows an standardized
format as under:
Title
Title of the matter under investigation
By line
Name of IO
Date and Place
Date and place
Introduction
Report in nutshell
Investigation and
outcome
Details of investigation and outcome
Conclusion and recommendation
Conclusion drawn and recommendation
Report for newspaper
The duty of a reporter/ journalist working with a newspaper
is to collect the news worthy information about some happening/event/incident
in the largest interest of public, and disseminate it through the newspaper
what is called a news story. News paper reports also follow a standardized format.
Look at the diagram as under:
All news stories follow an inverted pyramid format which is standardized
format. In fact, a news story is a collection of facts. And the facts are
arranged in descending order of importance. The most important fact goes to top
and the least important goes to bottom. In other words, the most important fact
makes the headline and the least important fact makes the tail. The standardized
contents of a news story/report are as follows:
Headline
The most important fact makes the headline; it is always
catchy capable of attracting the attention of the reader; it also tells the
complete story in nutshell; it is, mostly, in present, and is also anti-grammar
and anti-syntax.
By line
It is the name of the reporter/journalist who has filed the
report/news.
Date and Place
Just beneath the byline, date and place is also mentioned
from where the news has been reported/ filed.
Intro
The very first Para of a news story in journalism is called
INTRO that conforms to 5w and 1H (who, where, what, when, why and How). It
means even the very first Para gives the complete information about the news in
nutshell.
Paras
In a news story, paras are not interconnected. Each Para presents
a new fact. And these facts are arranged in descending order of importance.
Thus, the more important precedes the less important one. And the least important
makes the tail of the story.
Report in exams
Attempting a question on report-writing in exams also
follows a standardized format as acknowledge and approved by the CBSE at school
level. Look at the diagram below:
Specimen
Question:
You are Sanjay / Sarita, Head of English Literature club of
your college, Ramjas college, University of Delhi. Your college organized a
debate on " Rote-learning is killing the creativity". Write a report in 125 words.
Use invented details.
Answer:
Rote-learning Kills Creativity
“The rote-learning which is a product of wrong education
system, is killing the creativity of young learners” said Mr. Raman Chauhan,
one of the participants in the debate, organized by the English literature club
on 15 December, 2019, in the auditorium, Ramjas College, North campus, Delhi University.
The fierce debate was organized under the aegis of ZEE TV hosted
by Mr. Sandeep Chaudhary and the panelist were Sh. Deepak Karlekar, Vice
Chancellor, DU, Chetan Bhagat, writer Mrs. Rosy Joan, HOD, English Department,
St. Stephen College, DU.
The rote-learning,” said Rajni Kapoor. “It is the very basis of learning. A child
begins to learn by imitation and repetition. All of us must have mugged up
tables at our primary school level only by rote-learning.”
“Rote-learning inhibits thinking process” said Ritu Raj, yet another participant. “Our exam system promotes rote-learning. It measures the capacity of the students to store the material. It doesn’t assay their creativity.”
Raman Chauhan begged the best speaker award and the awards were
conferred on by the Vice Chancellor. The other participants were given conciliation
prizes.
The total 7 participants took part in the debate. Raman Chauhan, Rajni Kapoor, Shiva Garg, Sachin Tomar, Ramesh Singh, Ramlal and Preeti Garg.
