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    Various Kinds of Reports

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    Angelo Villafranca
    Reports are used for various purposes from school to work. There are informal reports like progress reports and formal reports for official use. Formal reports can be informational to present facts, analytical to analyze results and draw conclusions, or recommendatory to advocate a course of action. They are structured with sections like introduction, methods, results, discussion and conclusion to clearly convey information to readers.

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    Various Kinds of Reports

    Uploaded by

    Angelo Villafranca
    35 views22 pages
    Reports are used for various purposes from school to work. There are informal reports like progress reports and formal reports for official use. Formal reports can be informational to present facts, analytical to analyze results and draw conclusions, or recommendatory to advocate a course of action. They are structured with sections like introduction, methods, results, discussion and conclusion to clearly convey information to readers.

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    Reports are used for various purposes from school to work. There are informal reports like progress reports and formal reports for official use. Formal reports can be informational to present facts, analytical to analyze results and draw conclusions, or recommendatory to advocate a course of action. They are structured with sections like introduction, methods, results, discussion and conclusion to clearly convey information to readers.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    35 views22 pages

    Various Kinds of Reports

    Uploaded by

    Angelo Villafranca
    Reports are used for various purposes from school to work. There are informal reports like progress reports and formal reports for official use. Formal reports can be informational to present facts, analytical to analyze results and draw conclusions, or recommendatory to advocate a course of action. They are structured with sections like introduction, methods, results, discussion and conclusion to clearly convey information to readers.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 22

    WRITING VARIOUS REPORTS

    • Reports are part of our lives—starting from


    school reports through news reports on TV
    and Radio to many kinds of reports we are
    required to submit in the course of our
    work.
    •From time to time, the Government
    sets up committees and
    commissions to report on various
    issues of social, political, and
    economic importance.
    • There are various Parliamentary committees
    such as Committee on Human Resources,
    Committee on Agriculture, Committee on
    Industry, Committee on Science & Technology,
    Committee on Environment & Forests, and so on
    are set up to discuss, analyze, and report on
    various matters pertaining to the respective
    Ministries.
    • Such committees meet from time to time,
    work out a detailed plan to conduct surveys
    and collect data from various sources, and
    finally submit their findings and
    recommendations in the form of a technical
    report.
    WHAT IS A REPORT?
    • It is a major form of technical/business/professional communication.
    In writing a report, a person who possesses certain facts, ideas, or
    suggestions useful for courses of action transmits this information to
    another person who wants to use it.

    • A report can be the description of an event by a person who


    witnessed it to somebody else who was not actually present on the
    scene.
    • • It can be the description of the conditions that did exist, that do
    exist, or that are likely to exist. In short, we can say that a report is
    usually a piece of factual writing, based on evidence, containing
    organized information on a particular topic and/or analysis of that
    topic.

    • • It is formal in nature and is written for a specific purpose and


    audience. It discusses the topic in depth and contains conclusions and
    recommendations if required.
    TYPES OF REPORT
    Informal Report

    • • The informal report functions to inform, analyze,


    and recommend.
    • • It usually takes the form of a memo, letter or a
    very short international document like a monthly
    financial report, monthly activities report, research
    and development report, etc.
    • • This report differs from the formal report in length and
    formality.

    • • It is written according to organization style and rules,


    but usually does not include the preliminary (front) and
    supplemental (back) material.

    • • The informal report is usually more controversial in


    tone and typically deals with everyday problems and
    issues addressed to a narrow readership inside the
    organization.
    Types of Informal Report
    • There are many embodiments of the informal report:
    • ▪ Progress report
    • ▪ Sales activity report
    • ▪ Personnel evaluation
    • ▪ Financial report
    • ▪ Feasibility report
    • ▪ Literature review
    • ▪ Credit report
    Formal Report
    • • The formal report is the collection and interpretation of
    data and information.
    • • The formal report is complex and used at an official level.
    • • It is often a written account of a major project.
    • Examples of subject matter include new technologies, the
    advisability of launching a new project line, results of a study
    or experiment, an annual report, or a year-old review of
    developments in the field.
    Types of Formal Report
    They can be categorized as:
    ▪ Informational reports
    ▪ Analytical reports
    ▪ Recommendation reports
    Informational Reports
    • Informational reports present results so readers
    can understand a particular problem or situation.
    • • Example: Manager of a city’s website might
    prepare an informational report for the city
    council, the report would provide statistics on the
    number of people who pay their city water and
    sewage bills online etc.
    • Informational reports might:
    ➢ Present information on the status of current
    research or of a project.
    ➢ Present an update of the operation in your division.
    ➢ Explain how your organization or division does
    something.
    ➢ Present the results of a questionnaire or research.
    Analytical Reports
    • • This type goes a step beyond presenting results.
    Analytical reports present results analyze those
    results, and draw conclusions based on those results.
    • • These reports attempt to describe why or how
    something happened and then to explain what it
    means.
    • • Like informational reports, analytical reports can be
    formal or informal.
    • • Explain what cause a problem or situation
    – Present the results of a traffic study
    showing accidents at an intersection – the
    report explains what it means.
    • • Explain the potential results of a particular
    course of action.
    • • Suggest which option, action, or
    procedure is best.
    Recommendation Reports

    • • This type advocates a particular course of


    action. This usually present the results and
    conclusions that support the
    recommendations.
    • • This type is identical to analytical report.
    • For example, your analytical report suggests using
    treatment X is more efficient than treatments Y and Z.
    However, that does not mean that you will use
    treatment X as cost and other considerations might
    recommend treatment Y.
    • What should we do about a problem?
    • Should we or can we do something?
    • Should we change the method or technology we use
    to do something?
    OBJECTIVES OF REPORTS
    The purposes for which reports are written vary widely.
    Given below are some important purposes of reports:

    • To present a record of accomplished work (Project


    report)
    • To record an experiment (primary research
    report/laboratory report)
    • To record research findings or technical
    specifications (a report on the details of a new
    product)
    • To document schedules, timetables, and
    milestones (a report on a long-term plan)
    • To document current status (an inspection
    report)
    • To record and clarify complex information for
    future reference (a report on policies and
    procedures)
    • To present information to a large number of
    people (annual report)
    • To present organized information on a
    particular topic (a report describing the
    working of various divisions of an
    organization)
    • To recommend actions that can be
    considered in solving certain problems.
    (recommendatory report)
    •Understanding the function of each
    section will help you to structure
    your information and use the
    correct writing style. Reports for
    different briefs require different
    sections, so always carefully check
    any instructions you have been
    given
    STRUCTURE OF REPORTS
    • A key feature of reports is that they are formally structured in
    sections. The use of sections makes it easy for the reader to
    jump straight to the information they need.

    • Unlike an essay which is written in a single narrative style from


    start to finish, each section of a report has its own purpose and
    will need to be written in an appropriate style to suit – for
    example, the methods and results sections are mainly
    descriptive, whereas the discussion section needs to be
    analytical.

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