Chapter-9

Report Writing
Definition of Report
A report may be defined as an orderly, objective message used to
convey information from one organizational area to another to assist
in decision making and problem solving

Characteristics of Good Report

1. A report is an assigned job

2. A repot goes up the chain of command
3. A report is a management tool
4. Reports are orderly
5. Reports make use of techniques and devices of communication
6. Reports stress objectivity
7. Internal reports are prepared for a limited receivers
8. A report gets more than normal attention to management
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 Business Report
Lesiker and Pettit defined business report as,
an orderly, objective communication of
factual information that serves some
business purpose.

Characteristics of Business Report

Orderly communication
Objectivity
Factuality
Purposiveness
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 Types of Business Report

1. Formal and Informal Reports

Formal reports can be either statutory or non-statutory.

2. Informational and Analytical Reports

3. Periodic/Routine and Special Reports
4. Functional Reports
5. Vertical and Lateral Reports
6. Internal and External Reports
7. Short and long Reports

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 Features/ Characteristics/ Qualities of a
good Report

1. Precision
2. Clarity
3. Brevity
4. Accuracy
5. Relevance
6. Unambiguity
7. Objectivity
8. Reader-orientation
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 Importance of Business Reports

Reports are important in business. They are necessary elements of

organizational life and serve a number of functions, such as:

1. Provide information which are vital for management to make decisions

2. Act as tool of communication both within and outside the organization

3. Help managerial control and co-ordination

4. Aid in solving problems that may arise

5. Help improve image of the organization by ensuring transparency

6. Assist maintaining sound labaur-management relations

7. Save people from having to memorize bulk amounts of information

8. Provide a record of the reasons for starting or stopping an activity

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 Preparatory steps of Report writing

1. Defining the report purpose/problem:

After the writer has been assigned the task of preparing
a report, his/her first step is to define the purpose or
establish the problem clearly in mind.
These factors of the problem may be of three types as:
(i) Sub-topics of the broader topics about which the
report is concerned

(ii) Hypothesis to be tested

(iii) Problems that involve comparisons.
2. Preparing a work plan:
A work plan is a document that defines how the report
will be prepared, who will prepare it and when each
project phase will be completed. 6
Following a working schedule is essential.
3. Investigating the sources of information:

When a large number of people are to be

interviewed, the use of well thought out
questionnaires, is desirable.
If interviews are deemed to fail to reveal facts,
personal observations will be of great help.
4. Applying the findings to the problem:
The writer has to select the information he needs
from what he has gathered.
5. Making an outline: outline indicates the
working plan that follows.
6. Writing the report: First a rough draft of the
report is prepared. Then it is revised, pruned and
polished. 7
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 Long Vs. Short Reports

Characteristics of Short Report

(i) Less need for introductory material

(ii) Predominance of direct order
(iii) More personal writing style
(iv) Less need for a formal coherence plan

Differences between Short and Long

Reports
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 Commonly used Short Reports

1. Progress report
2. Annual report
3. Audit report
4. Justification report
5. Staff report
6. Trip report
7. Investigative report
8. Trouble report
9. Letter report
10. Memorandum report
11. Credit report
12. Technical report

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Progress Report

A progress report tells about the

progress of a department
/branch/project, monitors deficiencies
and provides updates on current work.

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Audit Report

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Justification Report

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Trip Report

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Trouble Report

When a problem affects companys day-

to-day operations, a trouble report may be
written

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THANK
YOU

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