Report writing
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1. A report is a communication of factual information that serves some business purpose. It is used as a management tool for decision-making. 2. There are different types of reports, including formal and informal reports, as well as informational, analytical, routine, and special reports. 3. The purpose of a report is to provide essential information for decision-making and express a neutral perspective on important matters. It aims to improve administration, direction, control, and planning.
Report writing
- 1. 1 REPORT WRITING BUS-202: Business Communication
- 2. 2 • Definition of a report. • Different types of report. • Purpose of a report. • Principles or characteristics of a good business report. • Parts / elements of a formal business report. LEARNING OUTCOME
- 3. 3 A report is an objective and presentation of information in order to achieve some purpose. It is a basic management tool used in decision-making. According to C. A. Brown "A report is a communication from someone who has some information to someone who wants someone to use that information" Definition of a report
- 4. 4 Definition of a report According to Ramond V. A. Lesikar, “A business report is an orderly, objective communication of factual information that serves some business purpose"
- 5. 5 Different types of report There is no single way to classify reports. We can classify report in various ways on different bases: On the basis of structure, report may be- Formal report: Formal report is prepared usually in prescribed form designed by an organization for its own use. They may be statutory or non statutory. Statutory report is public limited company, directors report etc. And non-statutory reports conclude committee reports, share allotment reports etc. Informal report: Informal reports do not adhere to the formal rules of the organization. They are prepared usually informally, usually in memorandum of letters forms.
- 6. 6 • On the basis of purpose, report may be- Informational report: Informational report is prepared for providing information exactly as they are. It is not a lengthy report. Analytical report: Analytical report contains information but it also contains the opinion of the report writer. It is a lengthy report.
- 7. 7 • On the basis of frequency of issue, report may be- Routine report: routine reports are prepared and presented at regular, prescribed, intervals in the usual routine of business. They may be submitted annually, semi-annually, monthly, weekly or everyday. Special report: Special reports are related to a single occasion or situation.
- 8. 8 On the basis of the subject matter, report may be- Problem determining report: When a report is prepared to determine the causes of problem then it is called problem-determining report. Fact determining problem report: This report is prepared to find out the actually existing problems.
- 9. 9 On the basis of persons interested, report may be- Report by individual: An individual like branch manager may submit Report. Report by committee: Sometimes report may be more than one person, and then it is called report by committee.
- 10. 10 Purposes of a report A report is an objective and factual presentation in order to achieve some important purposes. These purposes are discussed below: 1. To require the essential information for decision- making. 2. Take important decision from the collecting information. 3. Express the neutral figure of any important matter. 4. To increase the movement of administration. 5. To increase direction and controlling.
- 11. 11 7. To prepare the future agenda. 8. To compare the getting result with established budget. 9. To supply the information to the government offices. 10. To help express the accurate planning. 11. To explain the important and complex matter. Purpose of a report
- 12. 12 Principles or characteristics of a good business report • Precision: In a good report, the report writer is very clear about writing it. Precision gives a kind of unity to report and make it a valuable document. • Accuracy of facts: Accuracy of facts is an essential principle of writing a good report. • Relevance: The facts presented in a report should be not only accurate but also relevant. • Reader orientation: A good report is always reader oriented. It is needed to a reader to set up his mind.
- 13. 13 Principles or characteristics of a good business report • Objectivity of recommendation: If the recommendations are made at the end of a report, they must be impartial and objective. • Simple and easy language: A good report should be written in a simple word. It should be free from various forms of complexity. • Clarity: A good report should be clear. Clarity depends on the proper arrangement of facts. • Brevity: The final principle is that a report should be brief. Brevity should not be achieved at the cost of clarity.
- 14. 14 Parts / elements of a formal business report A formal business report is prepared and presented for an organization for its own use. They may be statutory and non-statutory. Elements / Parts of formal report: Basically there are three parts of formal report- 1. Preliminary parts: 2. Report body: 3. Supplemental Parts:
- 15. 15 Preliminary parts: The preliminary part identifies and explain the subject and contents of report. Preliminary parts contains the following- i. Title Fly ii. Title Page iii. Letter of Transmittal iv. Acknowledgement v. Executive Summery vi. Table of Contents
- 16. 16 Report body: The body is the process of a report. Here the facts are presented and interpreted and the conclusion and recommendations are stated. The body of report includes the following parts: Chapter-01: Introduction 1.1 Statement of the research problem 1.2 Scope of the study 1.3 Objectives of the study 1.4 Methodology of the study 1.5 Limitations of the study Chapter-02:Discussion: An overview of the problem (Issue/ Company/ Products/ services/ ideas) 2.1 ------- 2.2 ------- 2.3 And so on Chapter-03: Findings and Analysis 3.1 ---------- 3.2 ---------- 3.3 And so on. Recommendations and Conclusions 4.1 ------- 4.2 ------ 4.3 And so on
- 17. 17 Supplemental Parts: The supplemental parts division follows the body and provides reference to help the reader to better understand about it. They are- i. Bibliography ii. Appendices These are the part of a formal report. A report may become more formal as more parts are added. Since the subject matter in a formal report is usually more complex and requires more comprehensive coverage, the report writer should use the above parts in a formal report.