Types and Qualities of Report

7/23/2019 Types and Qualities of Report

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Definition of

a reportA document containing an orderly

and objective examination of a

situation or problem. It sets outrelevant information, findings,

conclusions and/orrecommendations. It is also directed

to a particular reader or audience fora specific purpose


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2 categories of reportsA. Informational report

Quite short

Subject matter may be aroutine occurrence

Present factualinformation withoutanalysis

Sometimes specialprinted forms areprovided

Conclusions are given Ex: accident report,

progress report

B. Analytical report

Vary in length (one pageto one book)

Written on a particularissue/problem

Combine factualinformation with analysisand evaluation

Usually in a fixed format

Both recommendation and

conclusion are given Ex: market research

report, feasibility report


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Functions of a report

1. To give information To state the history / background of a particular

project To describe a process or an existing situation To enable a record to be kept for future use

2. To report findings To provide details on the progress of a project To explain the reasons for accidents, delays, damage

etc. To state the results of any experiments, surveys etc.

3. To put forward ideas To evaluate a proposal, system or equipment To propose a solution to a problem To recommend improvements and action to be taken


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Different flowsof information

Vertically Horizontally Radially


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Vertically

1. Downward

It is prepared by people in thehigher hierarchy in theorganisational chart and given topeople in the lower hierarchy

2. Upwards

It is prepared by a lower rankingemployee and given to his superior


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Horizontally

Flows between levels of equalauthority

Provides colleagues with informationneeded to carry out assignments andmake decisions

Coordinates performance


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Radially

1. Internal reports

Move vertically orhorizontally

Written by and forpersons in thesame organisation

2. External reports

Prepared forreaders outside the

enterprise Intended for

stockholders,customers,

governmentagencies or generalpublic


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Types of reports

1. By delivery Oral reports

(discussion,presentation)

Written reports

2. By length Short informal report

(less than 5 pages, insummary form,

consists ofintroduction, body,conclusion)

Long formal report

(prepared byspecialists, consists ofpreliminary material,body, appended parts)


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Types of reports3. By form or format

Letter report

(for someone outsidethe company usingletterheads)

Schematic report(the material isclassified, analysedand labelled according

to terms of reference,procedure, findings,conclusion andrecommendation)

Memo report(informal and usedto circulateinformation within an

organisation)

Printed form report(standardised formatto ask for relevant

information)


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Types of reports4. By time

Preliminary report

(before projectscommence,investigate feasibilityof projects)

Interim report(mid-term progress,analyses and dealswith problems)

Periodic report(fixed time sequence,routine in nature)

Final report

(project is completed)

5. By function

Information report(organised set of factsand findings based onsituation)

Analytical report

(present solutions toproblems)

Memo report

Routine report

Letter report Eye-witness report

(narrative writing inchronological order)


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Qualities of a good report1. Unity Must have one

central purpose andeverything in thereport is meant toachieve that purpose

Clear distinction

between major andminor points Consistency in tone

(do not mix activeand passive voice,

formal with colloquialexpression)

2. Clarity Information must be

clear andunderstandable

Use exact, specificwords in easilyreadable sentence

A logical sequence inthe presentation ofinformation (readercan follow theprogression of ideas)

Layout of the reportis neat and logical(reader can easilylocate specificinformation)


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Qualities of a good report3. Accuracy Facts must be

accurately stated Factual information

should be verified byresearch, investigationor valid sources

Opinion or probabilityshould be distinguishedand accompanied bysupporting evidence

4. Conciseness Should be economical,

transmit completeinformation in as fewwords as possible

Omit non-essentialwords, use simplewords, direct wordpattern, combinesentence elements


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Qualities of a good report5. Readibility

The report should allowthe reader to read withease

Eliminate unnecessary

long sentences,business cliches andoutdated terms

6. Objectivity

Its content andpresentation should bedetermined by logicrather than emotion

Denotative wordsshould be used (directand impersonal)

7. Completeness

Include all relevantfacts

Omit irrelevantinformation


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Qualities of a good report

8. Good organisation

It makes it easier forthe reader to read and

understand thecontent quickly

9. Good presentation

Pay attention tophysical appearance

of the report Must be neat, well-

typed without anymistakes and

accurately bound


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Conducting a research

1. Identify problems, purpose, hypothesisand objectives of research

2. Review literature

3. Collect data, conduct experiment

4. Analyse data

5. Draw conclusions


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Writing a report

1. Write the introduction part (backgroundinfo, objectives etc.)

2. Write a review on literature (problem

statement)3. Write methodology section (data

collection, data analysis)

4. Write findings and result of analysis5. Write conclusion and recommendation

Types and Qualities of Report

Documents

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