Report Writing (1)

LECTURE 3
In this lecture, you will learn…

PART A
 The definition of a report
 Purpose of a report
 Different types of report
 Characteristics of a good business report

PART B
 Parts / elements of a formal business report
What is a REPORT?
 A report is an objective presentation of information in order to
achieve some purpose.

 A report is a document that presents information in an organized

format for a specific audience and purpose. Although summaries of
reports may be delivered orally, complete reports are almost always
in the form of written documents.

 It is a basic management tool used in decision-making.

NOTE: Report writing is an essential skill for professionals in almost

every field eg accountants, business administrators, teachers, doctors,
graphic designers and computer scientists
Definitions

"A report is a communication from someone who has some

information to someone who wants someone to use that
information"
~ C. A. Brown

“A business report is an orderly, objective communication of

factual information that serves some business purpose“
~ Ramond V. A. Lesikar
Why do we write reports?

 To keep records.

 To present the findings and results of an investigation.

 To tell about failures and successes.

 To tell the progress of a project/research.

The importance of reports

 Reports enable decision making and problem solving in

organizations

 Reports serve as a measure of the growth, progress, or

success of an organization

 Reports serve as a valuable repository of information

 Reports reveal gaps in thinking or plans.

Reports can be classified on different bases
 On the basis of STRUCTURE

 FORMAL
Prepared in a prescribed form designed
by an organization for its own use

 INFORMAL

Does not adhere to strict format;

usually in the form of memos
 On the basis of PURPOSE
 Informative

Prepared for providing information exactly as they

are. It is not a lengthy report

 Analytical

Contains information but it also contains the opinion

of the report writer. It is a lengthy report
 On the basis of FREQUENCY
 Periodic

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 daily

 Special

Special reports are related to a single occasion or situation.

 On the basis of MODE of REPORTING
 Oral

Immediate feedback is possible Audience needs to

comprehend quickly when these are presented. It cannot be
referred to again and again. It has less professional value.

 Written

Immediate feedback is not possible. Audience can ponder

over these reports and understand at their own pace. It can be
edited, reviewed or stored. It has more professional value.
Characteristics of a good business report

1 CLEAR OBJECTIVE
The objective of the report is clearly defined.

2 FOLLOWS REQUIRED FORMAT

Different types of report may have different and specific rules and formats.

3 SIMPLE LANGUAGE
Uses familiar easy to understand language. Avoids jargon and too many
technical terms and abbreviations.
Characteristics of a good business report (2)

4 ACCURACY OF INFORMATION
The information in a report should be up-to-date and checked for accuracy.

5 CONTENT IS ORGANISED
The content must be organized according to the required structure and style of
the report. Use headings and sub-headings. Use decimal notation.

6 EFFECTIVE USE OF VISUALS

Tables, graphs, pictures should be included to present the
information in an easy to read style.
Characteristics of a good business report (3)

7 OBJECTIVE PROFESSIONAL TONE

The report should be presented objectively without biasedness. The

information should be supported with data and facts.

8 SIGNED AND DATED

The name and signature of the writer must be included in the report together with
the date of the report.
B Elements / Parts of a Business Report