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 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

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

Different flows
of information

Vertically

Horizontally

Radially

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

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

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

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)

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)

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)

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)

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

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

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, welltyped without any
mistakes and
accurately bound

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

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