FIVE Ws & ONE H OF REPORT WRITING

A well written report contains five W’s & one H, these are Who, What, When, Where, Why & How.

WHO• ‘Who was involved?’.

This could take into account both the reader(s) & the writer. In case a third party is involved, it would account for that too.

Who is going to be my reader?

WHAT• ‘What happened (what’s the story)?’.Clarity along these lines

helps in eliminating any redundancies that might crop up.

• Identification of the genesis of the problem helps in streamlining the approach.

• E.g. What's the cause of decrease in sales?

WHEN• ‘When did it take place?’. In case it is an analytical report,

one would also need to address oneself to the source & time of the problem before reaching any conclusion.

• E.g. When am I going to write the report?

WHERE• ‘Where did it take place?’.

• Where would be the reader be at the time when he receives the report?

WHY• Why did it happen?

• Why should the problem be analyzed?

HOW• How did it happen?

• How it should be done?

TYPES OF REPORTS1. On the basis of Legal Requirement:

I. Statutory Reports

II. Non-statutory Reports

2. On the basis of Formality

III. Formal Reports

IV. Informal Reports :

a. Short Reports, b. Progress Reports, c. Staff Reports,

d. Justification Reports

3. On the basis of Function :

I. Informational Reports

II. Interpretive Reports

4. On the basis of Frequency :

III. Routine Report

IV. Special Report

5. On the basis of the nature of the Subject :

V. Reports by individual

VI. Reports by committee or Sub-committees

7. On the basis of Subject Matter :

I. Marketing Report

II. Accounting Report

III. Production Report

8. On the basis of Length :

IV. Short Report

V. Long Report