Report Writing is a message presented before the management after making detailed inquiry or investigation with or without opinions. Report conveys the information which are used to find the fact or to assist in decision making or solving any busines problems. Generally, report is made and presented according to the needs of the top management. Basically reports are prepared by the reporters after making investigation.
Characteristics of a Report
Features of Report can be explained as follows:
Accuracy is one of the important features of report writing. There should not be any spelling mistakes. You have to use punctuation marks correctly otherwise it will mislead the meaning. The construction of words also has to be accurate.
Only relevant information must be included in the report. Irrelevant information should not be included in the report. The irrelevant information may confuse the readers and if relevant information is not included then it will be incomplete report.
3. No Grammar Mistake
There are certain rules of grammar and those all rules has be followed by the report while preparing the reports. The quality and validity of the report is affected due to grammar mistakes. So report should have good knowledge of grammar.
4. Simple Language
Simple sentences can be used for drafting a report. Lengthy sentences should be avoided. A report should be understood by an ordinary layman. So reporter has to use a simple language while preparing the report so the report can be understood by everyone.
The reporter should be very clear in drafting a report. If so, he or she may present the report very precisely with coherence and makes it a valuable document.
Clarity depends on proper arrangement of facts. The report can be presented in the order of introduction about the preparation or the report, objectives of report, sources of data, methodology used for collecting the data, finding and finally recommendations.
Typical format of Report writing
The format of report writing can be explained as follows:
- Letter or memorandum
Provided to the person or group who commissioned the report, stating the purpose of the report, brief summary and recommendations, and acknowledging others who have contributed.
2. Title page
Clearly describes what the report is about.
3. Abstract or Executive summary
Approximately 200 words, states the problem, how it was investigated, what was found and what the findings mean.
4. Table of contents
A list of the major and minor sections of the report.
Sets the scene and givs some background information about the topic. States the aim/ purpose of the investigation and outlines of the sections in the body of the report.
6. Main body
Organised into sections: what was investigated, how it was investigated it, what was found and interpretation.
Summary, what the report achieved – did it meet its aims, the significance of the findings and a discussion and interpretation of the findings.
What is recommended as a course of action following the conclusion?
A list of all the sources you used.
While writing the report the above points and format one has to take into consideration.
There are many different types of reports, including business, scientific and research reports, but the basic steps for writing them are the same. These are outlined below.
Steps for writing report
- Decide on the ‘Terms of reference’
- Decide on the procedure
- Find the information
- Decide on the structure
- Draft the first part of your report
- Analyse your findings and draw conclusion
- Make recommendations
- Draft the executive summary and table of contents
- Compile a reference list
- Revise your draft report