WHAT IS A REPORT?

A report is an assessment of a situation. It is a structured written presentation directed to interested readers in response to some specific purpose, aim or request. The function of a report is to give an account of something, to answer a question or to give a solution to a problem. It is an unbiased, objective straight forward presentation of facts. Sorts can be classified as Informational or analytical on the basis of their function, routine or special on the basis of their periodicity, oral or written according to their communicative form, formal or informal according to their nature, scope and length.

WHAT IS THE SIGNIFICANCE OF A REPORT?

In the modern business scenario, reports play an important role in the progress of business. Reports are the backbones of the thinking process of the establishment and they are responsible to a great extent, in evolving and efficient or inefficient work environment.

Significance:

• They present adequate information on various aspects of business.
• They communicate all the skill and knowledge of a professional.
• They help in decision making
• They help in problem solving.
• They communicate the planning policies and other matters regarding an organization to the masses.

WHAT ARE THE VARIOUS PARTS OF A REPORT?

A report may include the following parts:

1: Transmittal correspondence: it is a letter that directs the report to someone. It contains:

1. Title of report.
2. A statement of when it was requested.
3. A very general statement of reports purpose and scope.
4. An explanation of problems encountered.
5. Acknowledgement of those who helped.

2: Title page: it should be well balanced. It consists of

1. Name of the contents of the report in title.
2. Set the left hand margin for title and all elements at about two inches.
3. Use either all caps, or initial caps or in bold wherever required.
4. Include the writer’s name, title, date, the addressee and a report number(if appropriate)

3: Table of contents.

4: Summary of abstract: It’s a miniature version of a report. It includes

1. Report’s purpose and problem it addresses.
2. Major facts on which conclusions are based.
3. Recommendations

5: Introduction: It includes the background and purpose and scope

6: Discussion

7: Conclusion

HOW SHOULD BE THE STYLE OF A REPORT?

• The style of a report should convincing.
• A report should be subjective in style.
• In should be confined to the subject.
• It should be concise and precise.
• It should be bias and prejudice.
• Choppiness should be avoided.
• Paragraphs should be structured coherently.
• Plan and familiar words should be used.

Hope this article helps you write reports better.