9

An Overview of
Report Preparation

The Nature And Purpose of Reports

A document containing information organized in a
narrative, graphic, or tabular form, periodic,
recurring, regular, or as required basis. Reports may
refer to specific periods, events, occurrences, or
subjects, and may be communicated or presented in
oral or written form.

Classification of Reports
Reports are classified by varying terms from
organization to organization. Not only do the names
given to types of reports differ, but the format and
presentation also differ

 Report Classified by Time Intervals

Periodic reports are prepared at regular intervals, such as
daily, weekly, monthly, or annually.
Special reports are not prepared at regular intervals, but
only as the need arises
Progress reports, as the name indicates, report the past
and expected progress of an assigned project, often of a
lengthy, analytical nature

 Report Classified by Authorization

Most reports are assigned either on a continuing basis or
as a special assignment. Even if the report writer wishes
to undertake a project of his or her own choosing,
ordinarily it should be autorized by someone higher in
authority, especially if the project is one that will be in
written form and incorporated into final report.

 Reports Classified by Subject Matter

Classification by subject matter obviously

applies to all reports. Reports can be classified
according to their particular subject matter or
on the basis of a grouping of subjects.

 Reports Classified by Function

Informational reports simply present data, with no
attempt to analyze or interpret the meaning of the data
or to make recommendations for action.
Analytical reports also provide information and in addition
include analysis and interpretation.

 Reports Classified by Degree of Formality

A completely formal written report includes

preliminary and supplementary parts omitted
from more informal arrangements.
Informal reports may be presented in letter or
memorandum format or in various other shortform arrangements.

 Reports Classified by Arrangement of Ideas

Reports can be arranged in the direct order or in

the indirect order. They can also be arranged in
chronological order, but this arrangement
usually does not give proper emphasis to
whatever should be emphasized.

 Reports Classified by Method of Presentation

Reports may be presented both in oral and in

written form. Most reports of considerable
length and scope, or those involving extensive
research, are prepared first in written form.
Then may be presented in oral form

FORMAT AND ARRANGEMENT OF SHORT,

INFORMATION REPORTS
The word short and informal are relative. A short reports
is not necessarily informal and an informal report is not
necessarily short.

 Choosing an Appropriate Format

The formats used for reports differ in many

ways among organizations. No particular format
is suitable for every purpose or for every
organization, and sometimes no particular
format is specified but the choice is left to the
judgment of the report writer

 Letter Reports
The term letter report, as used in this discussion,
refers only to a report presented in a usual business
letter arrangement.

 Memorandum Reports
Informal written brief, note, record, reminder, or
summary used as a means of communication, or to
outline the terms of an agreement in its draft-stage.

10
Planning the
Report

The Scientific Method of Inquiry

The scientific method of inquiry, as it applies to
the preparation of reports, consists of the
following steps :
1. Determine the problem and define it in specific terms.
2. Collect essential facts pertaining to the problem
3. Classify and organize data, with emphasis in processes,
causes, and results.
4. Evaluate and interpret data in order to form
generalizations to help in the solution of the problem.
5. Determine the most likely solution to the problem as
indicated by factual evidence.

A Problem Solving
Situation
Collect all this information,
Analyze it for its validity and applicability,
Arrive at a conclusion upon which you would make
your recommendation of the better choice of the
two courses of action.

Determining and Defining the

Problem
Problem Statements
Hypotheses

: informational reports

: analytical reports

Other problem statements

reports

: analytical

Limiting the Problem

What
Why
Why
When
Who
How

A Tentative Report Plan

The report plan should include :
1. A specific statements of the purpose of the
report, including, if necessary, subcategories.
2. Methods of finding information to lead to a
solution to the problem.
3. Methods of organizing, evaluating, and
interpreting the data in order to reach a solution.
4. A tentative presentation of the report.

A Proposal
Solicited proposal : submitted in response to
requests for such proposals, which are often in the
form of printed announcements.
Unsolicited proposal : originated by the person
or persons who submit them.

11
Gathering Information
for Effective Reports
Maslahah 14202241083
Karina Wahyu Ningdhias 14202241088
Wisnu Bayu Setiaji 14202244011

Researc
h
Seconda
Primary
ry
Researc
Researc
h
h

Secondary Research
Secondary research is obtaining information that has been gathered and
recorded by someone else
Its often called as library
research

Basic Sources of Secondary Information

o Catalogs
o Guides to books
o Encyclopedias
o Dictionaries
o Handbook and manuals
o Periodicals and pamphlets
o Government Publication

A Library Search
Procedure
Finding the
sources

Evaluating
library
materials

Gathering
and
recording
notes

Primary Research
Primary research is
finding information
which has been found
and recorded by
someone else.
Secondary research
which has been done
and recorded next will
be called primary
research.
Usual methods of
primary research are
observations,
experimentations,
and surveys.

OBSERVATION
Observation is the examination of
phenomena under real, presently
existing conditions

Observation can be
accurate because the
information found is
objective.
It is more accurate than
survey

Observation is quite
complicated and time
consuming.
It measures over acts. It cant
determine reasons of the acts

Experimentation
Experimentation is observation
under controlled or manipulated
condition
The process is complicated and
time consuming
Experimentation is quite accurate
but it is subject to error
Kinds of
experimentation:

Comput
er
simulati
on
3

With no
control
group
2

With
control
group

Survey
Survey is an activity of
obtaining information by
giving questionnaires or doing
interview
Reliability can result only from
a representative sample.
The survey instrument must
be valid
Kinds of sampling
A sampling
method
which takes
selection at
define and
unchanging
interval.

Systematic

A sampling
method
which is
done by
conducting
a random
sample of
subgroups
within the
universe.

Stratified
Random

Random

A sampling
method by
which every
item in the
universe has
an equal
chance to
be chosen.

CONSTRUCTING
THE
QUESTIONNAIRE

Write and
Arrange
Questions
Carefully
Make the questions are
easy to understand and
answer and short as
possible
Provide for all likely
answer and additional
comments
Avoid leading questions
and questions that touch
on pride or personal bias

Arrange
Questions in
an
Appropriate
Sequence

Consider the
Use of
Scaling
Techniques

INTERVIEW
Interviewing has advantages such as
immediate feedback, message sent
through the various means of nonverbal
communication, and the ability to
explaining the question. Interview can
be done by personal interview and
telephone interview.