notes for report writing

1. What is report?
A report is an account of information.
Report is a formal statement of results of an investigation or of any matter on which definite
information is required, made by some person instructed or required to do so.
A report is a document in which a given problem is examined for conveying information, findings,
putting forward ideas and sometimes making recommendations.
What are the characteristics of a business report?
1. Comprehensive: The writer should include all possible but relevant points in a good report.
2. Briefness: the reporter however is supposed to supply the reader with the basic theme and
essence of the topic.
3. Clarity: report should be clear without any ambiguity. Both the language and message should be
clear.
4. Logicity or cohesiveness (well connected): there must be proper order with logical format
5. Objectiveness: report should be without any addition and deduction. The proper weightage
should be given to facts not to the opinions.
What are the types of a business report?
1. Oral report
Oral reports are verbal which tackle day-to-day problems of ordinary level. They can have tinge
of subjectivity in them.
2. Written reports
Written reports are considered authentic and final ones. They are supposed to be objective as
the writer studies and examine the problem objectively.
They are further classified on the base of function and format
a. Routine reports
Routine reports handle routine matters, day-to-day routine of offices. They do not carry
any comments or suggestions or recommendations.
For example: sales report, financial report, production reports.
b. Special or analytical report
They deal with some specific problems and situations. They are highly organized with
detailed methodologies to investigate the truth.
For example:
i. Memo/short reports:
Such types of reports are used inside the organization or sometimes outside.
These reports are simple, concise, clear and to the point.
ii. Long report:
They are formal reports with a comprehensive plan pf action and methodology.
They investigate the problem systematically and scientifically.
What is a short report?
Short reports are informal, short, clear and actually used within the organization.

2. parts of short report:
1. Introduction:
The introduction assists the reader to know the main text of the repot. It starts with
the letter of authorization and introduction of the subject of the report.
2. Text:
The text of the report has the main theme or the topic of the report in it. The facts
and figure are arranged properly with the desirable number of paragraphs.
3. Conclusion:
It is the gist of the report as it summarizes the report comprehensively.
4. Suggestions and recommendation:
The writer gives the required suggestions and recommendations to the reader with
certain solid points.
What are the parts of a long report?
1. Title page:
It covers all the introductory information of the report as the topic, the name of recipients, the
writers name and the name of completion of the report.
2. Letter of authorization:
The writer is supposed to write a report through a formal letter called the letter of
authorization.
3. Letter of transmittal:
Usually the report writer conveys his message through this letter. As the reader of this message
can be a general audience, so it is written in a conversational style.
4. Introduction/preface:
This part of report is very important as it contains the main message of the report in the fewest
possible words. It encompasses the subject and the scope of the report. The writer is supposed
to be clear and concise in it.
5. Table of contents:
It comprises the list of the topic along with charts, maps, and other illustrations discussed in the
report.
6. Summary:
Summary is a report of the report as it discusses briefly what is in report. The writer has to be
accurate, clear and careful in the summary of the report.
7. Text:
Text of the report is in fact the report itself. It contains the nature of problem, the methodology
to study the problem with likely suggestions and recommendations according to the situations.
8. Appendix:
Appendix is in fact an extended portion of the report which contains the list of supplementary
matter. It is usually the back-matter of a report.
9. Bibliography:
The writer consults various sources such as books, magazines, journals, net and many more.in
this part, the author mentions the list of all sources with a systematic pattern called MLA or
MPA.
10. Index:

3. It is also the part of back matter. It provides the reader with a list of important terms arranged
alphabetically with respective page numbers too.it facilitates the reader to know something or
terms he desires to know.
What are the plans involved in report preparation?
An effectiveness in any report can be brought through proper planning and organization.
Two ways are used in planning reports:
1. Deductive or direct plan:
The writer introduces the main idea of the report in the opening of the report followed by
detailed discussion and description of the matter.
2. Inductive or indirect plan:
The writer first presents the explanation followed by the main idea or theme of the report.
What do you mean by classification of report? How many types of reports are there?
Reports are usually classified on the basis of information, purpose , form and style.
On the basis of purpose, business report can either be informational or analytical and formal and
informal reports are based on language and format
There are four major ypes of report:
1. Informational report:
Informational reports convey factual data i.e. facts and figures, personal observation and results
of interview.
They are usually helpful for management as they facilitate them in decision making.
2. Analytical report:
Analytical report comprises fact including suggestion and recommendation on the behalf of the
writer too.
Writer of analytical report is a guide. It can be a report on how a new product can be launched
and marketed well.
3. Formal reports:
This report contains all formal aspects with right channel such as , authorization letter, title
page, table of contents, preface etc.
It is usually I printed and standard signs written through proper format and jargons are required
for that particular topic. It has also well defined methodology and data processing techniques.
For example: annual financial report to the share holder, feasibility report of any new project.
4. Informal report:
It can consist one page to several pages without strictly following any methodology in it.usually,
it is presented in the form of letter or memorandum. At certain occasions, it also includes
drawing, facts and figures along with feasible suggestions and recommendations.
What are the principles of composing an effective report?
1. The first thing is the type of report as to treat it accordingly. The data collection and relevance
to type will help the writer to investigate the problem properly.

4. 2. Second is to define the problem accurately is the second gold key of any effective report.
3. Third is to take an access to the source of information.
The reliability of sources are of two types:
a. Primary (through direct contact i.e interviews)
b. Secondary (through other sources of information i.e records, magazines)
4. Systematicity is the fourth golden principal in writing good report.
5. The fifth is an exact interruption with suitable and objective recommendation.
Samples for report:
Street beggars
Cyber crime
Acid rain