Types and qualities of report

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