A report is a factual, objective account helping readers make decisions. Write comprehensively but briefly in formal third-person tone. Process: collect ideas → organise → draft → edit → rewrite → submit. Adapt to who reads and why. Published reports use headline, byline, lead (5Ws+H), chronological body, eyewitness quotes, and future action. School magazines are detailed and visual; newspapers use inverted pyramid and past tense. Newsletters are regular internal/external serial publications. Official reports on letterhead include To/From/Date/Subject, findings, recommendations. Types: external/internal, routine/special, financial, review, oral, long/short. Stay objective with evidence — never jump to conclusions.
A report is a factual account to present facts about a particular event, topic, or issue. It is written so that people unfamiliar with a given subject can find everything they need to know about it. Since a report is factual, it is a description of what has been said, seen, done etc. It contains facts, figures, information, analysis, opinion, suggestions, recommendations, maps, graphs, charts, pictures, statistical tables especially compiled for a particular purpose.
Reports are a vital method of communication. Firms and government offices use reports to objectively communicate information about business or certain situations. Students also submit reports as part of assignments.
Learning outcomes: Identify the Who, What, When, Where, Why and How in a report; discuss different components of report writing; recognise different styles for specific audiences; compose reports based on given clues.
The way a report is written depends on: (a) who is going to read it, and (b) why they are going to read it.
Published reports include: school magazine report, newsletter report, and newspaper report.
School magazines offer in-depth analysis for specific interests; newspapers provide timely news to broad audience. School magazine: weekly/monthly/quarterly/annual; visually appealing; specific topics; detailed descriptive style; longer life span. Newspaper: daily/weekly; text-oriented; broad topics; factual concise style; shorter life span; inverted pyramid — lead has most details, following paragraphs decrease in importance.
CULTURAL EVENING TO RAISE FUNDS FOR FLOOD VICTIMS — by Sapna, Alpine Public School, Kochi. "Reaching Out" cultural gala on 4th October at Kaloor Stadium gathered funds for flood-affected communities. Over a thousand participants from fifty schools presented songs, dances, fancy dress, one-act plays for four hours. Ticket sale funds handed to Deputy Commissioner Nishtha Basu for relief. Principal Ambika Menon and Head Girl Dhanya Nair spoke about reaching out to victims. Chief Guest thanked students and applauded efforts.
A newsletter is a printed or electronic report (email) containing news about activities of a business, organisation, or residential colony — sent to members, customers, employees, residents, or subscribers. Most common serial publication at regular intervals; largely internal publications.
Sample: NDMA Newsletter "SAMVAD" — DISASTER MITIGATION AND PREPAREDNESS WORKSHOPS by S. Suresh, Inspector. Awareness workshops on 29th October (National Reduction Day) in disaster-prone areas; capacity building, mock drills, community training. Chairman noted community as first responder; shift from reactive to proactive prevention, mitigation, preparedness. NDMA plans more programmes.
Newspapers share important information about world events. A newspaper report must be comprehensive yet brief; factual yet interesting. Written in formal language to inform — avoid chatty friendly language; third person, past tense. Use photo with caption. Provide facts and opinions. Follow inverted pyramid: lead paragraph has most details; later paragraphs offer decreasing importance.
Sample: 'FLYING OBJECTS' SIGHTED IN CITY — By Staff Reporter, June 21, 2023, Delhi. Najafgarh residents sighted UFO at 11:55 pm Thursday. Vijay Ahlawat (bank officer), wife, daughter saw five orange specks moving south to north. Wife Prerna and neighbours witnessed; no sound; flew higher than aeroplane. Vasudha Ramani (Science Centre) suggested meteor showers but season usually Nov-Dec. Airport ATC received no foreign object reports.
Purpose: Pass on relevant information asked for; analyse information; make observations and predictions; offer suggestions relating to observations and predictions.
Format elements: Company letterhead, To (recipient & designation), From (writer & designation), Date, Subject, opening statement, body (findings, advantages/disadvantages, numbered points), recommendations, closing, signature.
Sample 25.3.1: C Rao (Office Manager) to MD S K Singh — recommends Jain Building, Kailash Colony for office shift: two storeys, 15 rooms (30'×20'), well-lit; disadvantage — limited parking/open space; metro and bus nearby; preliminary negotiations with owner Anupam Jain; restructuring ~Rs. 40,000.
Sample 25.3.2: Ramesh Tulsi tour report on Prayagraj office — attendance after 9:30 am; leave record not maintained; cash book two weeks behind; office well-maintained; recommends briefing regional incharge on procedures.
Sample 25.3.3: Bikram Meena to Minister Meenal Shukla on Indian Bustard — population declining (131 in 2010 to 85 in 2013); causes: habitat destruction, poaching, increase in blackbuck/nilgai, sanctuary mismanagement; recommendations for conservation areas and coordination; conclusion urges war-footing protection.
Types: External (public, outside organisation), Internal (inside company), Routine (daily/weekly/monthly), Special (major decisions), Financial (sales, purchase, taxation), Review (usefulness of other reports), Oral (presentation before group), Long/Formal (many pages, in-depth), Short/Informal (under 10 pages, internal).
Do's: Be objective; provide substantial evidence; use valid arguments.
Don'ts: Don't let personal feelings interfere; don't base analysis on single evidence; don't generalise without logical evidence; don't jump to conclusions.
25.1 — School Magazine: As Cultural Secretary, write a report on 'Each One Plant One' campaign for Van Mahotsav Day (10th November).
25.2 — Newsletter: Write ~120 words for Residents' Welfare Association about Yoga Shivir on 21st June (International Day of Yoga).
25.3 — Newspaper: Write 125-140 words on Mangalyaan-2 launch from Sriharikota (May 23, 2023) and proposed Mars activity.
25.4 — Official: Purchase Officer at VEE ENN Industries, Patna — report to MD on changing packaging material vendor.
25.5 — Tour Report: Abhishek Garg, Marketing Manager, Fashionista — report on overseas marketing procedures learned from multinational visit.
25.6 — Social Report: Malti Patel reports to Education Minister Hiten Desai on women's illiteracy in Gangapur (26% girls 6-14 not in school nationally; Gangapur 40%+ women illiterate; causes: traditional attitude, few schools, early marriage, poverty).
Essential components of 5 Ws and H: Who, What, When, Where, Why, How — answered primarily in lead paragraph. Role of quotations: eyewitness accounts add authenticity and reader interest. Conclusion should analyse the problem and state future course. Newsletter distribution must reach intended audience consistently across issues.
Common pitfalls to avoid: letting personal opinions dominate factual reporting; using ornamental or chatty language in newspaper reports; omitting byline or headline; failing to maintain objectivity in official reports. To maintain neutrality in newspaper reporting, stick to verified facts, attribute opinions to named sources, and avoid first-person commentary. Data and evidence in official reports should be presented clearly using charts, graphs, tables, or textual explanations supporting findings and recommendations.
Exam-style task: As Cultural Secretary of your school, write a report for the school magazine on the Annual Day celebrations held on 15 December 2024. Invent necessary details. (About 120–150 words)
Study the complete model answer below in NIOS format. Copy the structure (addresses, subject, body, close) when you practise. Use Fullscreen to read comfortably.
ANNUAL DAY CELEBRATIONS AT HOPE ACADEMY
— A Report by Meera Nair, Cultural Secretary
Hope Academy, Kochi, celebrated its Annual Day on 15 December 2024 with
great enthusiasm in the school auditorium. The function began at 5:00 p.m.
with the lighting of the lamp by the Chief Guest, Dr Suresh Menon,
Director of the District Education Office.
The Principal, Mrs Latha Krishnan, welcomed the guests and presented the
annual report highlighting academic results and sports achievements. Students
of Classes VI to XII presented a colourful cultural programme — classical
dance, a short play on environmental protection, and a group song on national
integration. Certificates and trophies were awarded to toppers and house
winners.
The Chief Guest praised the discipline and talent of the students and urged
them to balance studies with co-curricular activities. The programme ended
with the National Anthem at 8:15 p.m. The event was a grand success and
reflected the hard work of teachers, students and parent volunteers.
Exam tip: School report: factual past tense, third person or reporter name, date/venue, sequence of events, brief conclusion.
Find four more full model answers in the Problem Solving tab of this lesson.
Most important exam points from Module 25 — Report Writing:
Present facts, figures, evidence — not personal feelings. Formal tone, third person, often passive voice. Simple language; no ornamentation. Helps reader make crucial decisions.
Headline (catchy, brief) → Byline (By + name) → Lead (Who/What/When/Where/Why) → Para 2 (chronological) → Para 3 (eyewitness quotes) → Para 4 (future action).
Lead has most important details; following paragraphs decrease in importance. Past tense, third person, formal — no chatty language. Photo with caption optional.
Letterhead, To/From with designations, Date, Subject, opening, numbered findings/causes, recommendations, conclusion, signature. Pass information, analyse, observe, suggest.
Do: objective, substantial evidence, valid arguments. Don't: single-piece evidence, generalisation without proof, personal bias, jumping to conclusions.
Questions from previous NIOS board exams. Solutions included only when present in PYQ PDF.
No PYQ for this chapter was found in your uploaded exam-paper PDF. Upload a past-paper PDF containing Writing Reports questions to enable this tab.
5 writing tasks for this NIOS English (302) chapter. Each answer is a full model text in correct exam format (letter / memo / email / report / application), shown on a black-pen notebook. Use Fullscreen under each board to expand. Exam tips included.
As Cultural Secretary of your school, write a report for the school magazine on the Annual Day celebrations held on 15 December 2024. Invent necessary details. (About 120–150 words)
ANNUAL DAY CELEBRATIONS AT HOPE ACADEMY
— A Report by Meera Nair, Cultural Secretary
Hope Academy, Kochi, celebrated its Annual Day on 15 December 2024 with
great enthusiasm in the school auditorium. The function began at 5:00 p.m.
with the lighting of the lamp by the Chief Guest, Dr Suresh Menon,
Director of the District Education Office.
The Principal, Mrs Latha Krishnan, welcomed the guests and presented the
annual report highlighting academic results and sports achievements. Students
of Classes VI to XII presented a colourful cultural programme — classical
dance, a short play on environmental protection, and a group song on national
integration. Certificates and trophies were awarded to toppers and house
winners.
The Chief Guest praised the discipline and talent of the students and urged
them to balance studies with co-curricular activities. The programme ended
with the National Anthem at 8:15 p.m. The event was a grand success and
reflected the hard work of teachers, students and parent volunteers.
School report: factual past tense, third person or reporter name, date/venue, sequence of events, brief conclusion.
Write a newspaper report on a road accident that took place near the city bus stand yesterday evening. Invent details. (About 120–150 words)
TWO INJURED AS BUS AND BIKE COLLIDE NEAR CITY BUS STAND
Staff Reporter
Jaipur, 8 March: Two persons were injured when a city bus collided with a
motorcycle near the Main Bus Stand here at about 6:40 p.m. on Friday.
According to eyewitnesses, the motorcycle, carrying two college students,
was turning towards Station Road when the bus coming from the opposite
direction hit its rear side. Both riders fell on the road. Passers-by rushed
them to the Government Hospital, where doctors said their condition was
stable. The bus driver was detained for questioning.
Traffic remained disrupted for nearly forty minutes. Police have registered
a case and are examining CCTV footage from a nearby shop. Officials advised
commuters to use the service lane till the investigation is complete.
Local residents demanded a zebra crossing and a traffic signal at the
accident-prone turning, which has seen three mishaps this year.
News report: catchy headline, place-date lead with 5 Ws, facts first, no personal emotion.
The Principal has asked you, the Sports Captain, to submit a report on the poor condition of the school playground and suggest improvements. Write the report.
To
The Principal
St. Xavier’s School
Ranchi
From
Aman Toppo
Sports Captain
Date: 4 February 2025
Subject: Report on the condition of the school playground and suggestions
Sir,
As directed, I inspected the school playground on 2–3 February 2025 and
submit the following report.
Findings
1. Large patches of the football field are uneven and become muddy after rain.
2. The running track has broken brick edges; students risk injury during PT.
3. Goal posts are rusty and the basketball boards need new nets and paint.
4. There is no proper drinking-water point near the ground.
Suggestions
1. Level and re-grass the field during the mid-term break.
2. Repair the track and mark lanes with permanent paint.
3. Replace or repaint sports equipment before the annual sports meet.
4. Install a water cooler and shaded seating for players.
If these steps are taken, participation and safety will both improve.
Yours obediently,
Aman Toppo
Sports Captain
Official report to authority: To/From/Date/Subject, findings, numbered suggestions, respectful close.
Write a report on an educational trip of Class XII students to the Science Museum organised by your school on 10 January 2025.
EDUCATIONAL TRIP TO THE REGIONAL SCIENCE MUSEUM
Report by Kavita Rao, Trip Coordinator, Class XII
On 10 January 2025, sixty students of Class XII of Progressive Public School,
Hyderabad, visited the Regional Science Museum under the guidance of three
teachers. The group left the school at 8:30 a.m. by hired bus and reached
the museum at 9:45 a.m.
Students explored the gallery on space science, the interactive physics
section and a short planetarium show on the solar system. The museum guide
explained recent ISRO missions in simple language. Students took notes for
their project files and asked questions about satellites and telescopes.
After a short lunch break in the museum cafeteria, the group visited the
innovation corner where working models made by school children were
displayed. The return journey began at 3:00 p.m. and the bus reached school
safely by 4:30 p.m.
The trip was educational and enjoyable. It linked textbook theory with real
exhibits and motivated many students to take science projects more seriously.
Trip report: date, number of students, itinerary, what was learned, safe return, brief evaluation.
Write a report for your school newsletter on a tree-plantation drive held on World Environment Day (5 June 2025) in the school campus.
50 SAPLINGS PLANTED ON WORLD ENVIRONMENT DAY
— School Eco Club Report
The Eco Club of City Central School, Nagpur, organised a tree-plantation
drive on World Environment Day, 5 June 2025, from 8:00 a.m. to 10:00 a.m.
in the school campus.
The Principal, Mr R. Deshmukh, inaugurated the drive by planting a neem
sapling near the main gate. Fifty saplings — neem, peepal, guava and
ashoka — were planted by students of Classes IX to XII with help from the
garden staff. Each house was given a row to water for the next month.
A short talk on climate change and the need to reduce plastic use was
delivered by the Biology teacher. Posters made by students were displayed
along the corridor.
The drive ended with a pledge to protect green cover. The Eco Club thanked
the management for providing saplings and tools. The activity was a success
and will be followed by a monthly care roster.
Newsletter report: occasion, numbers, who did what, message, follow-up. Keep factual and positive.