Five Ws & one H of report writing

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MANAGERIAL COMMUNICATION

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Five Ws & one H of report writing

  1. 1. 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.
  2. 2. 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?
  3. 3. 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?
  4. 4. 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?
  5. 5. WHERE • ‘Where did it take place?’. • Where would be the reader be at the time when he receives the report?
  6. 6. WHY • Why did it happen? • Why should the problem be analyzed?
  7. 7. HOW • How did it happen? • How it should be done?
  8. 8. TYPES OF REPORTS 1. On the basis of Legal Requirement: I. Statutory Reports II. Non-statutory Reports 2. On the basis of Formality I. Formal Reports II. Informal Reports : a. Short Reports, b. Progress Reports, c. Staff Reports, d. Justification Reports
  9. 9. 3. On the basis of Function : I. Informational Reports II. Interpretive Reports 4. On the basis of Frequency : I. Routine Report II. Special Report 5. On the basis of the nature of the Subject : I. Reports by individual II. Reports by committee or Sub-committees
  10. 10. 7. On the basis of Subject Matter : I. Marketing Report II. Accounting Report III. Production Report 8. On the basis of Length : I. Short Report II. Long Report

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