Report Writing

A report is a short, crisp and concise piece of content written with a befitting purpose and has a particular structure. The term report is often used interchangeably with the essay, but there lies a difference between the two. Compared to an essay, reports have a particular structure instead of short paragraphs. Reports are free from opinions and individual viewpoints and rely specifically on actual facts and figures. 

Report writing mainly follows a formal tone and purpose. However, analytical, scientific and business fields require practising several types of report writing focusing on specific ideas.

Types of Report Writing

The type of reports differ from objective to objective and serve individual goals. An annual report, progress report or performance appraisal reports are fine business report writing examples. Unlike informal reports, F.I.R’s falls under special reports and are more about communication between people.

• Routine Reports

Periodic reports are submitted over some time. Various departmental heads are required to submit periodic reports dealing with the smooth functioning of each department. Progress reports consist of the progress of a particular task or project after its commencement. In addition, supervisors often submit an employee performance report to evaluate an individual in context to their appraisal. 

• Special Reports

F.I.R’s, Investigation reports, and Survey reports are special report writing examples. Special reports are produced when a special situation or problem occurs. Experts from their fields submit reports to aid the process and play an essential role in the decision making. 

• Formal Reports

Formal reports are prepared by organizing committees or societies in a standard form. Statutory reports submitted by a company auditor are prescribed under specific laws. In addition, there are non-statutory reports submitted by managers to look after the organisation’s functions efficiently. 

• Informal Reports

Then comes the informal reports, which are free-flowing. They are not written in a formal tone and are mostly circulated within a smaller team. Informal reports are more about a person to person communication.

Structure of a Report

Structure refers to the presentation of the content. A report differs from an essay or a summary, and its structure plays a key role. For example, summary writing examples will be shorter paragraphs conveying the highlights without additional information. Reports have a set standard of rules which slightly tends to differ from report to report.

• Title

A title is the beginning point of any report and indicates its subject. A well-constructed title with date and location lays down the report’s structure.

• Index

Any report must have a chart or table to inform what lies ahead. However, a reader need not go through everything in minute detail. Instead, just looking at the content, one can distinguish and jump to the critical part.

• Body

The body of the report consists of all factual data and information in minute detail. The content is laid down with proper headings, subheadings, and infused bulletins. 

• Conclusion

The report is supposed to be concluded based on presented facts and figures with added recommendations or suggestions of one’s own. Summary writing examples are conclusions, whereas the report conclusion is one of the integral parts.

Do not forget to add reference links and signatures to the report. All reports must be dated and signed.

Qualities of a Good Report

Apart from conveying the right information to its audience, one thing to remember is to send the same easily and quickly. A report divided into sections and subsections is an excellent report to make it easy for its readers.

 A report must imbibe certain qualities to achieve its goals. Those are:

• Precise

Write your report with precision, do not stretch on the same thing. The purpose of the content must be crystal clear.

•  Have Accurate Facts

A report is mostly about facts, figures, and statistical data rather than theoretical sentences. Nevertheless, the accuracy of facts must be a writer’s priority when writing a report.

• Grammatically Sound

A grammatically wrong sentence is likely to deliver an incorrect meaning. It can completely shatter the idea one is trying to put forward. Also, grammatically wrong sentences bring down the standard of the content.

• Unbiased Views

One thing to be kept in mind while writing a report is not to sound opinionated. Instead, present an unbiased point of view and let the readers decide.

Conclusion

A detailed record of a task, ongoing project or event with statistical data is delivered through writing a report. Shape the report’s length, nature, and style depending on its type following the standard structure. Precision is the key to a good report, and make sure not to flow out your opinions while writing one.