A report is a document that examines a situation or problem objectively and sets out relevant information, findings, conclusions, and recommendations. Reports can be informational, analytical, or a combination of both. They flow vertically between different levels of an organization's hierarchy, horizontally between peers, and radially inside and outside an organization. Reports vary in type based on delivery method, length, format, time frame, and function. Key qualities of a good report include unity of purpose, clarity, accuracy, conciseness, readability, objectivity, completeness, good organization, and good presentation. Conducting research and writing reports involves identifying the problem, reviewing literature, collecting and analyzing data, drawing conclusions, and making recommendations.

1. Definition of
a report
A document containing an orderly
and objective examination of a
situation or problem. It sets out
relevant information, findings,
conclusions and/or
recommendations. It is also directed
to a particular reader or audience for
a specific purpose

2. 2 categories of reports
A. Informational report
• Quite short
• Subject matter may be a
routine occurrence
• Present factual
information without
analysis
• Sometimes special
printed forms are
provided
• Conclusions are given
• Ex: accident report,
progress report
B. Analytical report
• Vary in length (one page
to one book)
• Written on a particular
issue/problem
• Combine factual
information with analysis
and evaluation
• Usually in a fixed format
• Both recommendation and
conclusion are given
• Ex: market research
report, feasibility report

3. 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

4. Different flows
of information
Vertically Horizontally Radially

5. Vertically
1. Downward
• It is prepared by people in the
higher hierarchy in the
organisational chart and given to
people in the lower hierarchy
2. Upwards
• It is prepared by a lower ranking
employee and given to his superior

6. Horizontally
• Flows between levels of equal
authority
• Provides colleagues with information
needed to carry out assignments and
make decisions
• Coordinates performance

7. Radially
1. Internal reports
• Move vertically or
horizontally
• Written by and for
persons in the
same organisation
2. External reports
• Prepared for
readers outside the
enterprise
• Intended for
stockholders,
customers,
government
agencies or general
public

8. Types of reports
1. By delivery
• Oral reports
(discussion,
presentation)
• Written reports
2. By length
• Short informal report
(less than 5 pages, in
summary form,
consists of
introduction, body,
conclusion)
• Long formal report
(prepared by
specialists, consists of
preliminary material,
body, appended parts)

9. Types of reports
3. By form or format
• Letter report
(for someone outside
the company using
letterheads)
• Schematic report
(the material is
classified, analysed
and labelled according
to terms of reference,
procedure, findings,
conclusion and
recommendation)
• Memo report
(informal and used
to circulate
information within an
organisation)
• Printed form report
(standardised format
to ask for relevant
information)

10. Types of reports
4. By time
• Preliminary report
(before projects
commence,
investigate feasibility
of projects)
• Interim report
(mid-term progress,
analyses and deals
with problems)
• Periodic report
(fixed time sequence,
routine in nature)
• Final report
(project is completed)
5. By function
• Information report
(organised set of facts
and findings based on
situation)
• Analytical report
(present solutions to
problems)
• Memo report
• Routine report
• Letter report
• Eye-witness report
(narrative writing in
chronological order)

11. Qualities of a good report
1. Unity
• Must have one
central purpose and
everything in the
report is meant to
achieve that purpose
• Clear distinction
between major and
minor points
• Consistency in tone
(do not mix active
and passive voice,
formal with colloquial
expression)
2. Clarity
• Information must be
clear and
understandable
• Use exact, specific
words in easily
readable sentence
• A logical sequence in
the presentation of
information (reader
can follow the
progression of ideas)
• Layout of the report
is neat and logical
(reader can easily
locate specific
information)

12. Qualities of a good report
3. Accuracy
• Facts must be
accurately stated
• Factual information
should be verified by
research, investigation
or valid sources
• Opinion or probability
should be distinguished
and accompanied by
supporting evidence
4. Conciseness
• Should be economical,
transmit complete
information in as few
words as possible
• Omit non-essential
words, use simple
words, direct word
pattern, combine
sentence elements

13. Qualities of a good report
5. Readibility
• The report should allow
the reader to read with
ease
• Eliminate unnecessary
long sentences,
business cliches and
outdated terms
6. Objectivity
• Its content and
presentation should be
determined by logic
rather than emotion
• Denotative words
should be used (direct
and impersonal)
7. Completeness
• Include all relevant
facts
• Omit irrelevant
information

14. Qualities of a good report
8. Good organisation
• It makes it easier for
the reader to read and
understand the
content quickly
9. Good presentation
• Pay attention to
physical appearance
of the report
• Must be neat, well-
typed without any
mistakes and
accurately bound

15. Conducting a research
1. Identify problems, purpose, hypothesis
and objectives of research
2. Review literature/previous studies
3. Collect data, conduct experiment
4. Analyse data
5. Draw conclusions

16. Writing a report
1. Write the introduction part (background
info, problem statement, objectives etc.)
2. Write a review on literature
3. Write methodology section (data
collection, data analysis)
4. Write findings and result of analysis
5. Write conclusion and recommendation