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📘 Kharidar syllabus: Paper II, Section A, Unit 1.2.3 · Open the full Kharidar course
A report (प्रतिवेदन) is a written, organised statement of facts, findings and suggestions about a subject, prepared for someone who must take a decision. Paper II asks for its meaning, types, format and “तयार पार्दा ध्यान दिनुपर्ने कुराहरू”.
1. Importance
- Gives correct information for decision making.
- Shows progress and problems of programmes.
- Keeps a permanent record for accountability.
- Helps in monitoring, evaluation and future planning.
2. Types of report
| Type | Example |
|---|---|
| Periodic (आवधिक) | Monthly, quarterly (त्रैमासिक) and annual progress reports |
| Progress (प्रगति) | Physical and financial progress of a project |
| Special / ad hoc (विशेष) | Report on a flood or an accident |
| Investigation (छानबिन) | Report of an inquiry committee |
| Inspection / monitoring (निरीक्षण/अनुगमन) | Report after field monitoring |
| Committee / study (समिति/अध्ययन) | Recommendations of a study committee |
| Formal and informal | Written official report vs. short oral briefing |
3. Parts of a formal report
- Title page: subject, office, submitted to, prepared by, date.
- Introduction / background (पृष्ठभूमि).
- Objectives (उद्देश्य) and scope.
- Method (विधि): how information was collected (field visit, documents, interviews).
- Findings (प्राप्त तथ्य) and analysis.
- Conclusion (निष्कर्ष).
- Recommendations (सुझाव/सिफारिस).
- Annexes (अनुसूची): tables, photos, lists.
- Signatures of the person(s) preparing it.
4. Points to remember while preparing a report
- Be clear about the purpose and the reader.
- Use only true, verified facts; separate facts from opinions.
- Be objective and impartial.
- Write in simple, short and clear language.
- Follow a logical order with headings.
- Make practical recommendations that can be implemented.
- Submit it on time.
- Keep it confidential when required.
| Sample outline: field monitoring report |
|---|
| Subject: …… सडक निर्माण आयोजनाको अनुगमन प्रतिवेदन |
| 1. Background · 2. Objectives · 3. Method (site visit on …, talks with users) |
| 4. Findings: 60% work done, quality issue in drains |
| 5. Conclusion · 6. Recommendations: fix drains within 15 days |
| Signatures · Date |
5. Report, tippani and letter: what is the difference?
All three are written office documents, but they do different jobs. Exams often ask you to tell them apart.
| Point | Report (प्रतिवेदन) | Tippani (टिप्पणी) | Letter (पत्र) |
|---|---|---|---|
| Purpose | Gives organised facts, findings and suggestions | Asks an authority for a decision on a file | Sends information or a decision to another office or person |
| Reader | Decision maker, committee or higher office | Senior officer inside the same office | Outside office, person or public |
| Length | Can be long, with sections and annexes | Short, to the point | Usually short |
| Ends with | Conclusion and recommendations | Proposal and the decision (आदेश) | Signature, with copies (बोधार्थ) if needed |
6. Writing good findings and recommendations
Findings and recommendations are the heart of a report. Examiners give most marks here, so keep them specific.
- Finding = fact + evidence. Weak: “Work is slow.” Better: “Only 60% of the drain work is complete against the 90% target for this quarter (site visit, 12 Poush).”
- One recommendation for each main problem. Link each one back to a finding.
- Say who should do what, by when. Example: “The contractor should repair the drains within 15 days; the ward office should inspect and report.”
- Keep recommendations practical: within the office’s power and budget.
- Separate fact from opinion. Write “Users said …” when you report what people told you.
7. Common mistakes in report writing
- No clear objective, so the report collects facts that nobody needs.
- Mixing personal opinion with verified facts.
- Recommendations that do not match any finding, or that are too general (“improve quality”).
- No date, no signature, or no mention of how information was collected.
- Submitting late, so the report cannot be used for the decision it was meant for.
8. How this topic is asked in the exam
- Objective: Nepali names of report types (आवधिक, प्रगति, छानबिन), parts of a report, and what an annex (अनुसूची) is.
- Short answer: “Write the importance of a report” or “List the points to remember while preparing a report.”
- Practical: “Prepare a monitoring report on a road project.” Use the outline in section 4, write two or three real-looking findings, and give one recommendation for each, as shown in section 6.
📌 Key points to remember
- Report = organised facts, findings and suggestions for decision making.
- Types: periodic, progress, special, investigation, inspection, committee.
- Parts: title, background, objectives, method, findings, conclusion, recommendations, annexes.
- Be factual, objective, clear, logical and timely; give practical recommendations.
📝 Quiz
Test yourself: Report Writing (प्रतिवेदन लेखन)
50 questions on Importance, Types of report and Parts of a formal report. Each attempt picks 25 at random.
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