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Report writing

What is a report?

It is an orderly and objective presentation of facts that serves the business purpose of decision

making or problem solving.

Kinds of report

1) Information reports

2) Research reports

Information reports present

o

Records of previous eventso Past or new information

o Progress on a project

o Insights on product development

3) Research reports are concerned with analyzing information. The writer

looks at a problem, gathers data, arrives at a decision and then makes

recommendations.

Elements of effective business report writing

A business report needs to be accurate and objective.

1) Accuracy in report writing includes

a) Accuracy of information which means correctness of data

b) Accuracy of writing which means correct spelling, punctuation and grammar along with

precise specific usage of words and terms.

2) Objectivity in report writing means writing without biases or prejudices and reportingwithout personal feelings. Objectivity can be achieved by

a) Making a distinction between facts and opinions

b) Reporting all pertinent information i.e. presenting both positive and negative aspects

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Purpose of business reports

A written purpose sentence is essential in order to make the objective of the report clear in the

writers mind. This purpose could be written in the form of a statement or a question. These are

called Statements of Purpose and Questions of Purpose.

Steps in writing routine business reports

1) Determine the scope of the report

2) Consider the audience

3) Gather information

4) Analyze it

5) Determine the solution

6) Organize the report

1) Determine the scope of the report- Take care not to make the report too general or too

vague. The scope is determined by the factors that youll study. These factors should be

the most needed and the most important factors.

2) Consider the audience- Who will read your report? Do they have knowledge of your

topic? How much do you need them? What is their position in the organization? - These

are some of the questions you will need to think about while writing your report.

Levels

1. Primary Audience - People who have to act or make decisions on the basis of

the report

2. Secondary Audience - People affected by the actions the primary audiences

would take in response to the report

3. Immediate audience - People responsible for evaluating the report and getting it

to the right people

3) Gather your information- Information or data can be of two types-

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a) Primary Data: That information which you gather and record yourself

i.e questionnaires, surveys, observations, experiments, raw data.

b) Secondary Data: Books, internet, reports, pamphlets, magazines,

periodicals, journals i.e. information recorded by others.

4) Analyze- facts and figures need to be interpreted by explaining what they mean-what

significance they have.

5) Determine the solution: the solution is determined on the basis of the gathered data. An

objective solution is the key.

6) Organize the report: Reports may be in the form of a memo, a standardized form or a formal

report.

Memo report:Memo format

Purpose

Background

Supporting data

Conclusions and recommendations

Parts of a report:

Introduction - a brief overview

Summary - situation, problem stated

Discussion - explanatory details

available options

explanation of methods

criteria

Conclusion - implications, evaluations, opinions.

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