Report Writing

What is a report?
• Derived from the Latin word “Reportare” which means “to
carry back”.
• To convey or to transmit
• A document or a description of an event which is carried to
someone who is not present on the scene
• Memorandums, letters and news items
• A writing for an event which has already occurred/will
occur in future.
“A report is a document in which a given
problem is examined for conveying information, reporting
findings, putting forward ideas and sometimes making
recommendations.”
Why is a report written?
• To take the decisions
• To assess, evaluate and appraise the employees and their
activities
• To bring co-ordination among activities
• To monitor/ supervise business matters objectively
• To help in planning
• To provide factual and real information
• To control devices and actions
Methods of Business Report
Oral reports
• Group meetings, conversation with an individual, etc.
• Save the reporter’s time
• Not to be preserved unless tape recorded
• Less accurate
• Less formal
Written Reports
• Time taking
• Lengthy
• More Formal
• More Accurate
• Recorded
Graphic Reports
• Charts
• Diagrams
• Pictures
Categories of Business Reports
• External Reports- a public document like income statement,
balance sheet, etc.
• Internal Reports – meant for different levels of management like
top, middle and lower level.
• Formal Reports – formal communication, established
statutes/procedures, certain structures, etc.
• Informal Reports: Person to person, non-formal procedure, no
statutory obligation but concentrate on the body of the report.
• Information Reports: Useful for planning and policy formation,
trend and analysis seeking, etc.
• Control Reports: Provide facts, spot deviations, individual
assessment, managerial control, etc.
• Financial Reports: Financial concerns, static and dynamic status, etc.
Balance Sheet, Fund Flow Statement, Cash Flow Statement
Mandatory parts: Title, copyright Notice, Preface,
Acknowledgements, Table of contents, Introduction,
Discussion, Conclusion, Summary, Recommendations, etc.
Supplementary parts: Appendix, List of References,
Bibliography, Glossary, Index, etc.

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 Qualities of a Good Business Report
1. Good form and content
2. Simplicity-language and presentation
3. Consistency – linkage, classification, tabulation, etc.
4. Comparability – comparison, past and present standards,
etc.
5. Promptness – proper record keeping system, centralized
work, etc.
6. Relevancy – to the point, etc.
7. Accuracy – no approximation, etc.
8. Controllability – controllable variances, avoid beyond
control variances, etc.
9. Cost consideration
10.Frequency of the report – monthly, weekly, etc.
11.Authentic Data – empirical, calculated, tabulated, no
approximations, etc.
12.Brevity
13.Objectivity
14.Tone – formal, impersonal, 3rd person narrative, etc.
15.Complete

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 Pattern of Report
1. Short Reports
a. Introduction
b. Text
1. Methodology
2. Findings
3 Conclusion
c. Suggestions
2. Long Reports
(In booklet form)
3. Title page: Subject, name of the recipient, name of the
writer and date of completion.
4. Letter of Authorization
3. Letter of Transmittal: Acknowledgement
4. Preface: Subject and scope of the report in general
5. Table of Contents: List of the main headings of the report with
page no.
6. Table of Charts: Charts, maps and other illustrations.
7. Methodology
8. Text
9. Terminal Section
10.Appendix: Collection of material, resources, allied data, etc.
11.Bibliography: List of books, magazines, journals, publications,
etc.
12.Index: Alphabetical list for the reader with terms, words,
names etc.
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