report writing

✒️Report Writing✒️

✒️What is the Report?

A report is a more highly structured form of writing than an essay, and is designed so that it can be read quickly and accurately; though reports are not necessarily read from beginning to end.

✒️What is Report writing✒️

The report Writing is a brief account of an event that has already taken place. The report helps in recording the events of importance that occur in our day-to-day life. It attempts to present firsthand information about an incident or event. A report of an event presents a record of events that took place. A report of an event includes one’s ideas, opinions, and impressions about the event.

✒️Format of report writing.✒️

The report has the following elements.

✒️Headline:- Every report must have a suitable headline. The headline must be.........

Short. 

Attractive. 

Appropriate/suitable.

In bold letters.

✒️Dateline:- 

It has two important points Date and Place. That is when and where The report must have the date when the report was written. While writing the date we must keep the following points in mind.

The date must be based on the event. (Suitable for the event eg 6th Sept. If the report is about Teachers Day.)

The Place must be associated with the event/occasion.

✒️Main Report:- 

Use formal language to write the report.

Include information collected from the people around or affected by the event.

All the events must be in chronological order.

Don't use personal pronouns, that is write it as a reporter, not as a student.

The report must have a formal beginning, middle, and suitable conclusion.

Cover all the points given in the question.

Don't forget to write the name of the reporter.

Write the report in the past tense.

Write it in reported speech and use a passive form of expression.

✒️✒️✒️✒️✒️✒️✒️✒️✒️✒️✒️✒️✒️

Marking Scheme for Report Writing in HSC Board Exam

Content

02

Accuracy of language.

01

Appropriateness.

01

Total:

04

_______________________

 

Examples from HSC Board Exam.

Sept 2021.

Your junior college recently organised a 'Book Reading Competition. You are the students' representative. Write a report of the competition in about 100/150 words.

Expected Answer:- 

Mega Book Reading Competition.

Mumbai, June 23rd. The book reading competition was organised by the AFAC Jr. College Chembur Mumbai on 22nd June 2022. 22nd June is celebrated as National reading day in India. The book reading competition was inaugurated by the education inspector of north Mumbai Mrs Urmila Pardhey reading the book "Man mai hai vishvas" by Vishwas Nagare Patil. It was a loud reading competition where the students have to read the book loudly and then share the summary of the book with the students.

Around 150 students from Jr. College participated in the competition. There was the reading of books from all three languages that is Marathi, Hindi and English. The winning criteria were those who read fluently and share a precise summary of the book. The books were given randomly to the students.

The three winners had given a free membership to the national library Mumbai for a lifetime. The winners were also given the trophy and certificates. The principal of AFAC College Mrs Sadhana Patil encourages the students for reading and also orders all the autobiographies of all great personalities in the college library. She also declares that there will be reading hours every week for each class to promote the students reading.

The vice principal has presented the vote of thanks. He thanks all the teaching and non-teaching staff who are responsible directly or indirectly to make the competition a grand success.

By. The College reporter.

March 2022

You have visited your uncle who is a primary teacher in a "Zilla Parishad School". Being a regular contributor to your College Magazine, write a report in about 100-150 words, adding all information and the overall experience of your visit.

July 2022

Imagine, your college recently observed a "Health and fitness" awareness week. You are the editor of the notice board column. Write a report in about 100/150 words on the happenings of the awareness week and all the observations, adding all the required information and details witnessed and experienced.

Email Writing

Email Writing

What is email?

Electronic mail is a method of exchanging messages between people using electronic devices. The message may contain text, files photos, or pdf or worksheet attachments. Initially, it has some restrictions as the person can send the mail only through one device and the sender and receiver should be online at the same time. But now it's the widely preferred and used means of communication, as it's faster and cheaper. It does not have any charges except internet connectivity.

Like letter writing email writing can be categorized into two types. 

I) Formal Email 

II) Informal Email 

The formal email we are sending to. 

1) College, Classes, Manger, Principal. 

2) Government Departments. 

3) Private Companies. 

4) All offices. 

Informal emails we can send to. 

1) Parents. 

2) Friends. 

3) Relatives. 

Format of formal Email 

1) Email address of the recipient of the email. 

    CC. (Carbon Copy) 

    BCC. (Blind Carbon Copy) 

    Both CC and BCC are optional and not necessary in          every formal email 

2) Subject. (In short the reason for writing the mail) 

3) Salutation..... (Respected Sir/Sir etc) 

4) Main body of the email. 

  Introduction of the topic/subject /issue. 

  The topic /subject /issue is in detail. 

  Conclusions. 

   

   5) Courteous closing with respect and regards. 

 

  6) Name, Designation, and contact details of the sender including mobile number and email ID. 

Expected Answers 

More Example

Example. Mr. Raj Rajput wanted to buy a new Hyundai Venue SX diesel model, but due to the Pandemic he was not able to go to the showroom for the inquiry so he mailed the Sales executive and enquired the following information about the car, price, mileage, engine cc, warranty and global in cap test rating, sends the mail to the following email ID and enquires the details. crsriramhyundai@gmail.com.

Expected Answer 

To. crsriramhyundai@gmail.com

CC................... 

BCC.................... 

Subject:-Enquiry about Hyundai Venue SX. 

Respected Sir, 

Concerning the above-mentioned subject I, Mr. Raj Rajput planning to buy a new car so wanted to visit your showroom but due to COVID-19, it's not possible to visit the showroom. So I wanted the complete details of the vehicle Hyundai Venue SX diesel. 

I) On-road price. 

II) Car mileage. 

III) Engine CC

IV) Global INCAP Star rating 

V) Extended warranty. 

Looking for a prompt reply. 

Thanking you in anticipation. 

Yours Obediently. 

Raj Rajput. 

 rajrajput123@gmail.com

 9897969594

Marking Scheme. 

Content.. 2 Marks 

Format of mail... 1 Mark 

Overall Impression.. 1 Mark 

✳️✳️✳️✳️✳️✳️✳️✳️✳️✳️✳️✳️✳️✳️✳️✳️

Format of Informal Email 

1) Email address of the recipient of the email. 

  

2) Subject.In short the reason for writing the mail) 

3) Salutation..... (Dear Friend/Dear Father) 

4) Main body of the email. 

  Introduction of the topic/subject /issue. 

  The topic /subject /issue is in detail. 

  Conclusions. 

  5) Courteous closing with regards. 

 

 6) Name of sender........... 

 (no need to write contact details and Designation) 

Example. You are Sachin/Suchita you have been at your native place due to the Pandemic. YoExperienced real beauty and healthy life of our nation which is the countryside. Send the mail to your friend Daniel telling him about the experience you have had. Hiemailil id is danield@gmail.com.

Expected Answer 

To. danield@gmail.com

Subject:-Real life is in villages. 

Dear Danny, 

As you know I have been at my native place for almost nine months due to the lockdown. I am very happy to share with you that I have lived real life here as people here are not in a hurry to get the train. People maintain the relationship, ready to help each other. I have enjoyed all seasons of the year with seasonal vegetables and fruits. Milk is always fresh here. I have also visited a few natural places and enjoyed the beauty of the villages and felt real peace of mind here. It also enables me to understand the real values of relationships. 

The Pandemic has allowed me to understand the real worth of life. I am strongly recommending you visit my native place and enjoy the real beauty of life. I will arrange everything. 

Looking for your positive reply. 

Yours lovingly. 

Sachin/Suchita

More Examples for Practice:-

1) You are Shyam/Shamala. You have recently completed the crash course on how to use mobile effectively for online learning. Your friend has been admitted to first-year engineering. Send the mail to Dipesh on his mail ID dipesh989@gmail.com and encourage him to join such a course by providing him with your experience. 

2) You are Rohan/Roshani Rajput. Write an E-mail to the health department of your city at heathdepartment.in@gmail.com to inform them about the outbreak of the two diseases in your locality and request them to adopt the safety precautions and insecticide spray. 

3) Imagine you are a farmer in Jalgaon District, the cloud BRUST caused severe damage to the area. Farmers have to face irreversible loss. Write an Email to the Guardian minister of the Jalgaon District at gardiamminister@gmail.com and appeal to him to provide help to the farmers as soon as possible. 

4) Your college is reopened, and you have a strong desire to attend the college physically but you are living far away from the college, you have to commute daily and the Indian railway is not given the permissioforto students to travel by train. Write an E-mail to the railway minister of our country requesting to allow the students to commute by local train. Write the mail at 

abcd@xyz.com 

5). You are the class representative of the college and your Principal has given one responsibility to enrich the college library with personality Development books. Write a mail to the Sahitya Academy head office department Sahitya academy.co.in 

And inquires about the stock and availability of books useful for personality Development.

Questions from the HSC Board Exam.

Sept 2021.

You purchased a 42 inches Smart T.V. four months ago from M.G. Electronics and Appliances. It is not working properly and also it doesn't have good sound and picture quality. The warranty period of the T.V. is still valid. Write an E-mail in about 100/150 words to the shop owner complaining about the problem.

Subject: Complaint About Defective Smart TV - Warranty Still Valid.

Dear [Shop Owner's Name],

I hope this email finds you well. I am writing to bring to your attention a concerning issue with the 42-inch Smart TV I purchased from M.G. Electronics and Appliances four months ago. I have been facing significant problems with its performance, including poor sound and picture quality.

Despite my initial excitement about this purchase, I am disappointed by the quality of the product. Given that the warranty period is still valid, I kindly request your assistance in resolving this matter promptly. I believe that the TV should meet certain standards of performance, and I trust that you will honor the warranty agreement.

I would appreciate it if you could arrange for a technician to inspect and repair the TV at your earliest convenience. I value my business with M.G. Electronics and Appliances and hope for a swift and satisfactory resolution to this issue.

Thank you for your attention to this matter.Sincerely,

 [Your Name]

e MAIL

How to Write an Email?

Email writing is an essential part of professional communication. It is not easy to get people to respond to your emails if they do not feel interested in your message or proposal. This is exactly the reason why you should learn to write good emails. Be bold. Get to the point right away. The best email communication is the one that is simple and clear.

There are a few tips you have to keep in mind when you sit down to write emails. Emails can be casual or professional, just like informal and formal letters. The format of the email changes according to the kind of email you are writing. However, accurate grammar and spelling are aspects that are to be taken seriously.

When you start writing an email,

Make sure you type in the right email ID. Always check with the receiver for the exact email address because even a full stop that is not part of the email address can land your email with the wrong person, or the mail would simply bounce.

The Subject line is the next most important factor you should carefully consider because that is the first thing anyone receiving the email would see. It also determines if the receiver would want to open the mail. ‘The from line is what recipients use to determine whether to delete an email. The subject line is what motivates people to actually open the email.’ said Loren McDonald. Spend double the time you spend on drafting the body to draft the subject.

See to it that your Salutation or Greeting is appropriate to the receiver/s. The greeting builds a rapport.

The Body of the email states what the email is about. Be clear with what you want your receiver to know. Make sure you have everything you want to convey drafted in simple terms. Do not use colloquial language or long unwinding sentences. Try not to repeat words or use cliched terms. Make your message positive, even if you’re turning down an offer. If you have to follow, do it before they remind you to. Keep it short. Use standard font style and size. Do a final spelling/grammar check/proofread.

Finally, Sign off the email on a polite note and proofread it before hitting send. The closing should feel genuine; only then will the receiver want to respond.

Email Writing Format Samples

Here are some sample emails that will help you understand how to write an email in the best possible way.

Informal Email Writing Format Samples

Email Expressing Your Appreciation

To: Recipient’s email address

Subject: Congratulations!

Dear (Name),

My heartfelt congratulations to you. I was glad to see your name on the merit list. All your efforts were definitely not in vain. I bet everyone at home is so proud of you.

You have truly honoured the family name, and I am happy that you would get to take up the course in architecture that you had been waiting for. I am waiting to meet you in person to convey all my love and appreciation.

Convey my regards to uncle, aunty and grandpa.

Regards,

Your name

Email about Your Trip

To: Recipient’s email ID

Subject: About my trip

My dear (Name),

I am very excited to write to you about the long tour I will be going on along with my parents. We will be leaving on the 25th.

We will be away for three months. We are going to San Francisco for an official meeting my father has to attend. We would then be travelling to New York to visit our cousins. We would stay there for a month. After that, we will be going to Paris. It has always been my dream to visit Paris at least once in my lifetime, and my parents have finally agreed to take me there. I will definitely write to you all about my trip – all the different places we visit, the variety of food we eat and the people we meet.

It would have been even more special if you had come along with me. We will make sure we plan out a trip once I am back home.

With best wishes,

Your name

Formal Email Writing Format Samples

Email on Seeking Information Regarding Course Details

To: Recipient’s email ID

Subject: Regarding Course Details

Dear Sir,

I have passed the B.Sc. degree examination with Electronics as the main subject. I intend to have a course in Computer Science and would like to know the details of the courses taught at your institution. Could you please send me a copy of your prospectus?

Yours faithfully,

Your name

Email on Introducing a New Employee to Your Team

To: Recipient’s email ID

Subject: Meet the New Customer Service Representative

Dear Team,

I am pleased to introduce you to (Name), who is starting today as our Customer Service Representative. She will be providing technical support and assistance to our users and making sure they enjoy the best experience with our products.

Feel free to greet (Name) in person and congratulate her on the new role!

Best regards,

Your name

Designation

Email on Official Intimation of Your Resignation

To: Recipient’s email ID

Subject: Resignation

Dear Sir/Ma’am,

I am planning to pursue my higher studies in the coming academic year, and hence I would like to inform you of my intention to resign from the post of (Designation) at (Name of the Institution), effective three months from now.

I appreciate the opportunities for growth and development you have provided during my association with (Name of the Institution). It was indeed a privilege working here, and it was a valuable work experience which has helped me grow personally and professionally to a great extent.

Please accept this letter as the formal intimation of my resignation.

Thank you for your guidance and support.

Yours sincerely,

Your name

Email Informing Your Employees about the Change in Work Timings

To: Recipient’s email ID

Subject: Revised Working Hours

Dear Team,

Our company is growing, and there is a good inflow of projects every week. This has been possible with your dedicated and timely teamwork. In order to keep up with this, we have decided that the working hours would be advanced by 30 minutes. The revised time would be 8:30 am to 5 pm. This will be in effect from July 5, 2021 (Monday). It would be appreciated if all of you keep up with the timing and abide by it.

Feel free to come up with suggestions, if any.

Warm regards,

Your name

Designation

FAQs on Email Writing Format

Q1

What should I put as the subject in an email?

The subject in an email should state what your email is about. Do not use long sentences when writing the subject. Use simple vocabulary and place the most important words at the very beginning of the subject.

Q2

What is the format of email writing?

Be sure to type in the exact email address of the recipient. Keep the subject as short as possible. Use it only to convey what the mail is about. No explanation about the matter should be included in the subject line. The body of the email should explain the purpose of the email. However, add only the necessary details. Keep it simple. End the email with a complimentary close and sign off with just your name in informal emails and with your name and destination in a formal email.