Definition

A report is a piece of factual writing, based on

evidence containing organized information on
a particular topic and /or analysis of that
particular topic. It is formal in nature and is
written for a specific purpose and audience.

Objectives

To present a record of accomplished work.

To record an experiment (lab report)

To record research findings or technical

specifications
To document schedules, timetables, and
milestones
To present information to a large number of
people

To record and clarify complex information for

future reference (policies and procedures)
To recommend action that can be considered
in solving problems (recommendatory reports)

Characteristics of a Report

Precision (investigation, analysis, and

recommendations should be directed by thid
central purpose).
Factual Details (As it leads to decision making)
Relevance (No relevant information should be
excluded)
Reader-orientation
Objectivity of recommendations (Impartial
and objective)

Simple and unambiguous language

Clarity ( make your purpose clear, write in
short paragraphs)
Brevity (Include everything significant and yet
be brief)
Grammatical accuracy
Special format(cover, title page, table of
contents, list of illustrations, letter of
transmittal, and appendices)

Illustrations

Homogeneity (one topic at a time)

Types of Reports

Informative, Analytical (Purpose)

Periodic, Special (Frequency)

Oral, Written (Mode of presentation)

Analytical
(interpretative/investigative)

Drafting problem statement

Evolving criteria

Suggesting alternatives and evaluations

Drawing conclusion(s) and making

recommendations

Structure of an analytic report

Inductive Methodology (from known to the

unknown, from singular to the universal)
E.G.- This fire warms
Deductive Methodology (From unknown to
the known, from universal to the known)
E.G. Every fire warms

Periodic/Routine reports

Submitted annually, semi-annually, quarterly,

monthly, weekly or daily
Mere statements of facts in detail, in
summarized form, without an opinion or
recommendation (E.g.- inspection reports,
annual report, sales report)

Special Report

Related to single occasion or situation (deal

with non-recurrent problems)

Oral vs Written Report

Oral
Immediate feedback
is possible
Do not add to the
permanent records
of the organization
Needs audience
comprehension
Cannot be referred

Written
Immediate feedback
is not possible
Contribute to the
permanent records
of the organization
Audience gets time
to understand
More accurate and

The importance of Reports

It is the only tangible product of a professional

It enables decision making and problem
solving
It helps the authorities in planning and
evaluating men and material
Means of information dissemination within
and outside orgainzation
Reveals gap in thinking

Format

Manuscript (must use abstract, summary,

appendix, glossary)
Letter (include heading, illustrations, and
footnotes)

Memo

Preprinted form

Prewriting

Understanding the purpose and scope

Analysing the audience

Investigating the sources of information

Organizing the material

Making an outline