different types of reports and their formats

1. REPORT WRITING
DIVYA CHHABRA
GBPUA&T,

2. CONTENT
 Introduction
 Characteristics and types of report
 Plan for preparing report
 Format of a report
 Common errors in report
 Features of a good report
 Relevance of report writing

3. INTRODUCTION
A document containing information organized in a
narrative, graphic, or tabular form, prepared on
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.

4. CHARACTERISTICS OF A REPORT
• presents information, not an argument
• is meant to be scanned quickly by the reader
• uses numbered headings and sub-headings
• uses short, concise paragraphs and dot-points
where applicable
• uses graphics wherever possible
• may need an abstract
• does not always need references and often followed
by recommendations

5. FORMAL
• Complex and used for professional
works
INFORMAL
• Not so complex and generally
shows result
TYPES OF REPORT

6. FORMAL REPORT
 A formal report is an official report that contains detailed
information, research, and data necessary to make business
decisions.
 It is often a written account of a major project.
They can be categorized as:
Informational reports
Analytical reports
Recommendation reports

7. INFORMATIONAL REPORTS
 Informational reports present results so readers can
understand a particular problem or situation.
 Informational reports might:
A. Present information on the status of current research or
of a project.
B. Present an update of the operation in your division.
C. Explain how your organization or division does
something.
D. Present the results of a questionnaire or research

8. ANALYTICAL REPORTS
 Analytical reports present results, analyze those results,
and draw conclusions based on those results.
 For example- a traffic study showing accidents at an
intersection
 Explain the potential results of a particular course of
action.
 Suggest which option, action, or procedure is best.

9. RECOMMENDATION REPORTS
 A recommendation report proposes a solution to a
problem or evaluates possible solutions and
recommends one.
 Report should include Identification of the problem,
an overall comparison of several solutions,
conclusions drawn from study and comparison of
the solutions and a recommendation.

10. INFORMAL REPORT
 An informal report is usually in the form of a
person to person communication.
 It does not follow the rules and procedure directed
by an organization.
 It is generally brief and direct and can be delivered
in email or memo format.

11. OTHER TYPES OF REPORTS
 Narrative reports
 Specialized reports
 Accident reports
 Non chronological reports
 Research reports

12. The Plan for Preparing a Formal Report
 Identify the readers
 Determine your purpose
 Formulate specific questions
 Conduct research to answer the questions
 Draw valid conclusions
 Decide on recommendations (for recommendations)
 Write the report

13. Structure of report
Bibliography
Conclusion
Body
Introduction
Abstract
Acknowledgements
Abbreviations and/or glossary
Table of Contents
Title page

14. Boring Errors
Language Lengthy

15. FEATURES OF A GOOD REPORT
 It has a clear thoughts
 It is complete & self-explanatory
 It is comprehensive but compact
 It is accurate in all aspects
 It has suitable format for readers
 It has all essential technical details
 It is a reliable document
 It is arranged in a logical manner

16. RELEVANCE OF REPORT WRITING
 Report as a means of internal communication.
 Report facilitates decision making and planning.
 Report discloses unknown information.
 Report gives Information to employees.