Essentials of Report Writing- Application in Business

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Essentials of Report Writing: Application in Business

Introduction

Org

Organanizizatatioions ns are are bebecocomiming ng cocompmplelex x daday y by by daday. y. To To susurvrvivive e in in ththis is momodedern rn agage e of of globalization there is no alternative of an effective communication skill. Communication globalization there is no alternative of an effective communication skill. Communication sk

skilill l is is onone e of of ththe e kekey y mamananagegeriarial l skskilillsls. . As As ththe e bubusisineness ss enenviviroronmnmenent t grgrowows s in in ititss complexity, the importance of skillful communication becomes essential in the pursuit of complexity, the importance of skillful communication becomes essential in the pursuit of organizational goals. Reports are one of the important forms of written communication organizational goals. Reports are one of the important forms of written communication frequently used in decision-making and in other organizational activities. In writing, a report frequently used in decision-making and in other organizational activities. In writing, a report is

is a a docdocumeument nt chacharactracterierized zed by by infinformormatiation on or or othother er concontentent, t, conconsissisted ted of of inqinquiruiry y or or investigation, modified to the context of a given situation and audience. Reports are a highly investigation, modified to the context of a given situation and audience. Reports are a highly structured form of writing often following conventions that have been laid down to produce structured form of writing often following conventions that have been laid down to produce a common format. The purpose of reports is usually to inform. However, reports may a common format. The purpose of reports is usually to inform. However, reports may include persuasive elements, such as recommendations, suggestions, or other motivating include persuasive elements, such as recommendations, suggestions, or other motivating conclusions that indicate possible future actions the report reader might take. Reports can be conclusions that indicate possible future actions the report reader might take. Reports can be public or private, and often address questions posed by individuals in government, business, public or private, and often address questions posed by individuals in government, business, education, and science.

education, and science. Reports often take Reports often take the structure of the structure of scientific investigation:scientific investigation: Introduction, Methods, Results, and Discussion (IMRD). They may also follow a

Introduction, Methods, Results, and Discussion (IMRD). They may also follow a problem-solution structure based on the audience's questions or concerns.

solution structure based on the audience's questions or concerns. As for format, reports rangeAs for format, reports range from a

from a simplsimpler er formaformat t with headingwith headings s to indicate topics, to to indicate topics, to more complex formatmore complex formats s incluincludingding charts

charts, table, tables, figs, figures, ures, pictupictures, tares, tables obles of f contecontents, nts, abstraabstracts, scts, summarummaries, apies, appendipendices,ces, footnotes, hyperlinks, and references. An effective report can lead an organization to the tip

footnotes, hyperlinks, and references. An effective report can lead an organization to the tip of success. On the other hand, an ineffective report can lead an organization to the darkness of success. On the other hand, an ineffective report can lead an organization to the darkness of failure. In every organization, whatever it is a business firm or a non profit making of failure. In every organization, whatever it is a business firm or a non profit making charitable trust, a government agency or a hospital, a university or a crime investigating charitable trust, a government agency or a hospital, a university or a crime investigating organization, all of them constantly needs and uses different types of reports everyday. In organization, all of them constantly needs and uses different types of reports everyday. In genera

general, l, in an in an organorganizationization, , the superiorthe superiors s ask the ask the subosubordinatrdinates to es to write reports for differentwrite reports for different purposes. The task of report writing is often assigned on the executives. Therefore, to know purposes. The task of report writing is often assigned on the executives. Therefore, to know the essential qualities of a good report, the process, the methodology and the purpose of the essential qualities of a good report, the process, the methodology and the purpose of rep

reporort t wrwrititining g is is vevery ry imimpoportrtanant t fofor r exexecuecutitives ves as as wewell ll as as ththe e ststududenents ts of of BuBusisinenessss Administration because the students of this discipline

Administration because the students of this discipline are considered as the are considered as the executives.

executives.

Definition of Report

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The word

The word ‘report’‘report’ is originated from the Latin word ‘is originated from the Latin word ‘reportarereportare’, which means’, which means to carry back to carry back (‘

(‘rere’ means’ means back back and ‘and ‘portareportare’ means’ means to carryto carry). Many scholars have attempted to define). Many scholars have attempted to define reports. Some of these are as follows:

reports. Some of these are as follows:

A report is a statement of the results of an investigation or of any matter on which A report is a statement of the results of an investigation or of any matter on which definite information is required.

definite information is required.11 A

A reporeport rt is is an an ordeorderly rly and objectand objective ive prespresentaentation of tion of infinformatormation that ion that assiassists insts in decision-ma

decision-making and king and problem solving.problem solving.22

A report may be defined as an organized statement of facts relating to a particular A report may be defined as an organized statement of facts relating to a particular subject prepared after an investigation and presented to the interested persons with subject prepared after an investigation and presented to the interested persons with or without recommendations. It is a summary of the facts and findings about an or without recommendations. It is a summary of the facts and findings about an activity or event presented to facilitate the evaluation of progress and activity or event presented to facilitate the evaluation of progress and decision-making.

making.33

A report is a communication from someone who has some information to someone A report is a communication from someone who has some information to someone who wants to use that information.

who wants to use that information.44

In the light of the above definitions, a report is, “a form of written communication, that is, a In the light of the above definitions, a report is, “a form of written communication, that is, a collection or a record of data, information, statistics, researches, investigations, analysis and collection or a record of data, information, statistics, researches, investigations, analysis and studies of facts, situations, potentialities, consistencies, opportunities and threats, designed in studies of facts, situations, potentialities, consistencies, opportunities and threats, designed in a

a formal and structuformal and structured piece red piece of writing that usually presentof writing that usually presents the s the findinfindings of gs of some researcsome researchh or an enquiry or an information gathering process for interested persons or audiences, which or an enquiry or an information gathering process for interested persons or audiences, which aids in decision making and achieving individual and organizational goals, and is prepared aids in decision making and achieving individual and organizational goals, and is prepared

by surveying, field working, estimating and auditing, which requires effective by surveying, field working, estimating and auditing, which requires effective communication and design skill and often a group or team work”.

communication and design skill and often a group or team work”.

A report is a basic management tool used in decision-making. We see many reports, long or A report is a basic management tool used in decision-making. We see many reports, long or sho

short, rt, forformal mal or or infinformormal, al, crucrucial cial or or ordordinainary, ry, spespeciacial l or or rouroutintine e eveeverydryday. ay. A A comcommonmon example is the news published in daily newspapers. Some reports may not

example is the news published in daily newspapers. Some reports may not be in written formbe in written form for example, a bureau report, a report on war, a report on the conference of the Ministry for example, a bureau report, a report on war, a report on the conference of the Ministry presen

presented by ted by a T.V. a T.V. news channelnews channel. . ReporReports are ts are often thougoften thought of ht of as being mainly scientificas being mainly scientific and technical, but they can be produced in any subject area, for example, to give the results and technical, but they can be produced in any subject area, for example, to give the results of a survey in the social sciences, or to describe a review of the literature in an arts topic. of a survey in the social sciences, or to describe a review of the literature in an arts topic.

Communication through reports in business or in an organization depends on the nature of Communication through reports in business or in an organization depends on the nature of the business or the organization. Reports are vital to the communication needs of all large the business or the organization. Reports are vital to the communication needs of all large organizations. The larger the organization, the greater the need for reports is likely to be. organizations. The larger the organization, the greater the need for reports is likely to be. Also, the more technical and complex the work within the organization, the more likely it is Also, the more technical and complex the work within the organization, the more likely it is that reports will be needed.

that reports will be needed.

Business Report

1 1

Hornby, A.S.

Hornby, A.S. Oxford Advanced Learner’s Dictionary of Current EnglishOxford Advanced Learner’s Dictionary of Current English. Oxford University Press. 1997. Oxford University Press. 1997 2

2

Ober, Scot.

Ober, Scot. Contemporary Business CommunicationContemporary Business Communication. Boston: Houghton Mifflin Company. 1995.. Boston: Houghton Mifflin Company. 1995. 3

3_{M. Omar Ali,}_{M. Omar Ali, Business Communication: Theory and Application}_{Business Communication: Theory and Application, 2003, p. 281.}_{, 2003, p. 281.} 4

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A business report is

A business report is an orderly, objective communication of factual information that an orderly, objective communication of factual information that serves some business purpose.

serves some business purpose.55

Careful examination of this definition reveals the following identifying characteristics of the Careful examination of this definition reveals the following identifying characteristics of the business report:

business report:

•

• As anAs an orderlyorderly communication, a report is given some care in preparation, whichcommunication, a report is given some care in preparation, which

distinguishes it from the casual, routine exchanges of information that continually distinguishes it from the casual, routine exchanges of information that continually occur in business.

occur in business.66

•

• TheThe objectiveobjective quality of a report is its unbiased approach to the facts presented. Thequality of a report is its unbiased approach to the facts presented. The

report seeks truth, regardless or the consequences report seeks truth, regardless or the consequences..77

•

• The wordThe wordcommunicationcommunication is broad is broad by by definition; it covers definition; it covers all the ways all the ways of of

transmitting meaning (speaking, writing, drawing, gesturing, etc.) transmitting meaning (speaking, writing, drawing, gesturing, etc.) ..88

•

• The basic ingredient of the report isThe basic ingredient of the report is factual informationfactual information- events, records, and the- events, records, and the

various forms of data that are communicated in the conduct of business. various forms of data that are communicated in the conduct of business.99

Not all reports are business reports. Research scientists, physicians, ministers, students, and Not all reports are business reports. Research scientists, physicians, ministers, students, and many other write reports. To be classified as a “business report”, a report must

many other write reports. To be classified as a “business report”, a report must serve someserve some business purpose

business purpose..1010

A business report conveys information to assist in business decision-making. The business A business report conveys information to assist in business decision-making. The business report is the medium in which to present this information. Some reports might present the report is the medium in which to present this information. Some reports might present the actu

actual al solsolutiution on to to solsolve ve a a busbusineiness ss proprobleblem; m; othother er repreportorts s migmight ht recorecord rd paspast t busbusineinessss information that is used toward future business planning. More traditional reports, such as information that is used toward future business planning. More traditional reports, such as Business Plans, serve to communicate the Business Concept, business management model, Business Plans, serve to communicate the Business Concept, business management model, commercial objectives, operational procedures and the perceived viability of the enterprise. commercial objectives, operational procedures and the perceived viability of the enterprise. Many people consider business reports as dry, uninteresting documents, which take a great Many people consider business reports as dry, uninteresting documents, which take a great deal of time and effort to prepare. The reality is that they are an essential part of doing deal of time and effort to prepare. The reality is that they are an essential part of doing business and one’s ability to be proficient in this area is critical to the ability to pursuer business and one’s ability to be proficient in this area is critical to the ability to pursuer commercial success.

commercial success.

The Importance of Reports

5 5

Lesiker, Raymond V. et al.

Lesiker, Raymond V. et al. Basic Business Communication.Basic Business Communication. Homewood Ill: Rchard D. Irwin Inc. 1996, p.400.Homewood Ill: Rchard D. Irwin Inc. 1996, p.400. 6 6 Ibid Ibid ., p. 400.., p. 400. 7 7 Ibid Ibid ., p. 400.., p. 400. 8 8 Ibid Ibid ., p. 400.., p. 400. 9 9_Ibid_Ibid_{., p. 400.}_{., p. 400.} 10 10_Ibid_Ibid_{., p. 400.}_{., p. 400.}

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Decision Making Tool Decision Making Tool

Today’s complex business organizations feed on information. Reports convey the needed Today’s complex business organizations feed on information. Reports convey the needed inform

information. A ation. A large number of large number of impoimportant decisionrtant decisions in s in businbusiness or ess or any other area any other area are takenare taken on

on the the basbasis is of of infinformormatiation on prepresensented ted or or recorecommemmendandatiotions ns madmade e in in the the repreportorts.s.1111 _For_For

example, a decision to produce a new product needs a report on the customer’s need, want example, a decision to produce a new product needs a report on the customer’s need, want and deman

and demand d for that for that proproduduct, ct, the qualithe quality ty and price and price of of the produthe product ct thathat t cuscustomtomers areers are exp

expectectinging, , the the oppopportortuniunitieties s and and thrthreateats s of of the the comcompanpany’s y’s marmarketketing ing envenviroironmenment, nt, thethe availability of the raw materials etc.

availability of the raw materials etc.

Investigation Investigation

Whenever a complex problem develops in the organization, and invites investigation and Whenever a complex problem develops in the organization, and invites investigation and needs interpretation of the situation, a committee, or commission or a study group is engaged needs interpretation of the situation, a committee, or commission or a study group is engaged to enquire into the problems and to present its findings with or without recommendations in to enquire into the problems and to present its findings with or without recommendations in the form of

the form of a report.a report.1212 For example, we suppose that in a cement factory the machines haveFor example, we suppose that in a cement factory the machines have

suddenly stopped working and the production is stopped eventually. Then

suddenly stopped working and the production is stopped eventually. Then the topthe top management invites a group of factory engineers to investigate the problem and to make a

management invites a group of factory engineers to investigate the problem and to make a report of their investigation. This report will help the top management to make plans for the report of their investigation. This report will help the top management to make plans for the later actions.

later actions.

Planning and Evaluating Planning and Evaluating

It is said that a business executive who cannot write effective reports for his boss and get his It is said that a business executive who cannot write effective reports for his boss and get his subordinates to write good reports for himself is almost totally ineffective. A report helps an subordinates to write good reports for himself is almost totally ineffective. A report helps an executive to perform his function of planning and evaluating men and material resources executive to perform his function of planning and evaluating men and material resources efficiently.

efficiently.1313

Critical Evaluation Critical Evaluation

Critical Evaluation of performance has become essential not only for mere survival but also Critical Evaluation of performance has become essential not only for mere survival but also for growth and progress of the organization. Thus continuous efforts are needed to improve for growth and progress of the organization. Thus continuous efforts are needed to improve the working through analyzing its production, distribution, etc. and comparing them with the working through analyzing its production, distribution, etc. and comparing them with similar organizations. This needs a report

similar organizations. This needs a report..1414

Quick Location Quick Location

11 11

M. Omar Ali,

M. Omar Ali, Business Communication: Theory and ApplicationBusiness Communication: Theory and Application, 2003, p. 282-283., 2003, p. 282-283. 12 12 Ibid Ibid ., p. 283.., p. 283. 13 13_Ibid_Ibid_{., p. 283.}_{., p. 283.} 14 14_Ibid_Ibid_{., p. 283.}_{., p. 283.}

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Executives are often busy. Because of their pressure for time in business they need quick and Executives are often busy. Because of their pressure for time in business they need quick and easy commu

easy communicanicatiotion n of of mesmessagsages. es. The The busbusy y exeexecutcutiveives s can can quiquicklckly y loclocate ate the the neeneededded information from the report, as it is orderly and logically arranged there.

information from the report, as it is orderly and logically arranged there.1515

Development of Skill Development of Skill Rep

Report ort wriwritinting g skiskill ll devdeveloelops ps the the powpower er of of difdifferferententiatiiation, on, orgorganianizatzation ion judjudgmegment nt andand com

communmunicaticationion. . BecBecausause e of of thithis s attattracractiotion, n, manmany y proprogregressissive ve comcompanpanies ies are are spspecieciallyally designing intensive programs in report writing for the benefit of their employees.

designing intensive programs in report writing for the benefit of their employees.1616

Career Development Career Development

Research shows that the business writing, particularly report writing is at or near the top of Research shows that the business writing, particularly report writing is at or near the top of the business subjects, which are most significant in training for career in business.

the business subjects, which are most significant in training for career in business.

Professional Advancement Professional Advancement

Reports also play a major role in professional advancement. For promotion to the rank and Reports also play a major role in professional advancement. For promotion to the rank and file

file pospositiition, on, satsatisfisfactactory ory job job perperforformanmance ce is is enoenoughugh. . But But for for propromotmotion ion to to highigh-lh-leveevell pos

positiition, on, the the intintelleellectuctual al abiabilitlity y to to comcommunmunicaticate e is is expexpectected. ed. ThiThis s abiability lity may may be be madmadee known to the higher authority through the reports.

known to the higher authority through the reports.

Characteristics of Report

15 15_Ibid_Ibid_{., p. 283.}_{., p. 283.} 16 16_Ibid_Ibid_{., p. 283.}_{., p. 283.}

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Factual Information Factual Information

A report contains factual information. Events, records etc. and other data are the basic A report contains factual information. Events, records etc. and other data are the basic elements of this factual information and its content is never fictional. There is no place for elements of this factual information and its content is never fictional. There is no place for personal opinion, belief, judgments or comments in the report content except in those rare personal opinion, belief, judgments or comments in the report content except in those rare cases when in the absence of facts, authoritative opinions are the best information available. cases when in the absence of facts, authoritative opinions are the best information available.

Objectivity Objectivity

Objectivity means presenting material free from personal feelings or prejudice. Reports seek Objectivity means presenting material free from personal feelings or prejudice. Reports seek truth. If any nonobjective material is included, the reporter should make that known.

truth. If any nonobjective material is included, the reporter should make that known.

Systematic

Systematic PresentatPresentationion

Logical and systematical order is one of the characteristics of reports. This characteristic of Logical and systematical order is one of the characteristics of reports. This characteristic of report distinguishes it from other informal and routine exchange of information. The logical report distinguishes it from other informal and routine exchange of information. The logical organization helps the reader locate the needed information quickly.

organization helps the reader locate the needed information quickly.

Specific Audience Specific Audience

Reports alignment with the intended audience. Reports usually have a number of different Reports alignment with the intended audience. Reports usually have a number of different audience groups to reach so a report will often have a hierarchical structure to support audience groups to reach so a report will often have a hierarchical structure to support different levels of detail. Many people may be involved in a decision-making process and different levels of detail. Many people may be involved in a decision-making process and they will have different levels of information requirements to support their decisions making they will have different levels of information requirements to support their decisions making process. In designing the report format and style

process. In designing the report format and style the following target audience characterthe following target audience characteristicsistics should be considered:

should be considered:

•

• Their need for the report (that is, finance approval, operational planning, resourceTheir need for the report (that is, finance approval, operational planning, resource

allocation), allocation),

•

• Education level (that is, their ability to understand and rationalize the document),Education level (that is, their ability to understand and rationalize the document), •

• PosPositiition on it it the the orgorganianizatization on (th(that at is, is, autauthorhority ity for for infinformormatiation on concontaitained ned in in thethe

document), document),

•

• Knowledge of the report’s topic (that is, purposes),Knowledge of the report’s topic (that is, purposes), •

• Responsibility or authority to make decisions based on the report, andResponsibility or authority to make decisions based on the report, and •

• Personal demographics, that is, age, biases, alliances, attitudes.Personal demographics, that is, age, biases, alliances, attitudes.

To avoid making false assumptions about the target audience the author should compile a list To avoid making false assumptions about the target audience the author should compile a list of all the intended readers and develop a profile of them. Audiences are basically of three of all the intended readers and develop a profile of them. Audiences are basically of three kinds:

kinds:

•

• Primary Audience:Primary Audience: People who have to make decisions on the basis of the businessPeople who have to make decisions on the basis of the business

report, report,

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•

• Secondary Audience:Secondary Audience: People who are affected by the actions the primary audiencesPeople who are affected by the actions the primary audiences

would take in response to the position of the business report, and would take in response to the position of the business report, and

•

• Immediate Audience:Immediate Audience:People responsible for examining the business rPeople responsible for examining the business report,eport,

weighing its viability and distributing the report to a broader audience. weighing its viability and distributing the report to a broader audience. Upward Direction

Upward Direction

In general, a report moves upward in the organizational hierarchy because it is written after In general, a report moves upward in the organizational hierarchy because it is written after being requested by the higher authority and is submitted to the higher authority.

being requested by the higher authority and is submitted to the higher authority.

Joint Effort Joint Effort

Report writing often becomes difficult to complete solitarily. Short and informal reports Report writing often becomes difficult to complete solitarily. Short and informal reports usu

usuallally y invinvolvolve e oneone-pe-persorson n or or indindiviividuadual l effoeffort. rt. But But comcompleplex x and and sopsophishisticticateated d repreportortss require the participation and contribution of many people. Because in preparing a report the require the participation and contribution of many people. Because in preparing a report the writer may require vast knowledge of any subject which is relevant to the report. But one writer may require vast knowledge of any subject which is relevant to the report. But one person cannot be an expert in all subjects. So he needs different people, who are specialists person cannot be an expert in all subjects. So he needs different people, who are specialists in different subjects and they will help him to collect required information for completing in different subjects and they will help him to collect required information for completing the report. Thus report writing is a multi-person or collaborative effort.

the report. Thus report writing is a multi-person or collaborative effort.

Methodology Methodology

A report mentions the procedure of collecting data, sources and the significance of such A report mentions the procedure of collecting data, sources and the significance of such data.

data.1717

Conventional Form Conventional Form

A report is presented in a more or less conventional form. This means that one has no option A report is presented in a more or less conventional form. This means that one has no option to write a report in any way he likes

to write a report in any way he likes..1818

Conclusion and Recommendation Conclusion and Recommendation A

A repreport ort concontaitains ns conconcluclusiosions, which ns, which are are in in gengeneraeral l the the susummammary ry of of the the ententire ire repreportort focusing its objectives and planning as well as the steps necessary to be taken later. Reports focusing its objectives and planning as well as the steps necessary to be taken later. Reports often include recommendations. This characteristic of report is found mainly in analytical often include recommendations. This characteristic of report is found mainly in analytical reports.

reports.

Essential Qualities of a Good Report

17

17_Ibid_Ibid_{., p. 282.}_{., p. 282.} 18

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Factual Accuracy Factual Accuracy

Accuracy in a business report includes accuracy of information and accuracy of writing. Accuracy in a business report includes accuracy of information and accuracy of writing. Since the information is a business report is used to make decisions, inaccurate information Since the information is a business report is used to make decisions, inaccurate information can lead to inaccurate decisions. The accuracy of any report depends upon the correctness of can lead to inaccurate decisions. The accuracy of any report depends upon the correctness of the data that was gathered to prepare it.

the data that was gathered to prepare it.

Precision Precision

In a good report the writer is very clear about the exact purpose of writing it.

In a good report the writer is very clear about the exact purpose of writing it.1919 _{It means that}_{It means that}

the report must contain those things, which the writer is willing to describe. A report the report must contain those things, which the writer is willing to describe. A report becomes a valuable document when it is precise. Precision brings harmony and consistency becomes a valuable document when it is precise. Precision brings harmony and consistency to a report.

to a report.

Relevance Relevance

A good report should contain only those informations, which are related to the objectives of A good report should contain only those informations, which are related to the objectives of making the report. Irrelevant information confuses and misleads the reader. Thus to be a making the report. Irrelevant information confuses and misleads the reader. Thus to be a good report, relevance of facts and information are inevitable.

good report, relevance of facts and information are inevitable.

Conciseness Conciseness

A good report is one that transmits maximum information with minimum words. It avoids A good report is one that transmits maximum information with minimum words. It avoids unnec

unnecessary details essary details and and round about round about expresexpressionsionss..2020 _{Reports should be as brief as possible.}_{Reports should be as brief as possible.}

But it does not mean that a report must be very short excluding necessary information. Too But it does not mean that a report must be very short excluding necessary information. Too short description of facts creates problem in understanding and frustration of the reader and short description of facts creates problem in understanding and frustration of the reader and very large description annoys the reader.

very large description annoys the reader.

Reader Orientation Reader Orientation

A good report takes into account the levels of knowledge and needs of the reader. The report A good report takes into account the levels of knowledge and needs of the reader. The report writer must ensure that the readers will understand the terms used in the report and will have writer must ensure that the readers will understand the terms used in the report and will have interest in it.

interest in it.2121

Specific Structure Specific Structure

The report should have standard formats. An effective report follows a standard layout that The report should have standard formats. An effective report follows a standard layout that

is, the specific design of the contents, introductions, abstracts, acknowledgements, is, the specific design of the contents, introductions, abstracts, acknowledgements, references, and conclusions etc. of the report.

references, and conclusions etc. of the report.

19 19

Pal, Rajendra and J.S. Korlahalli.

Pal, Rajendra and J.S. Korlahalli. Essentials of Business CommunicationEssentials of Business Communication. New Delhi: Sultan Chand & Sons.. New Delhi: Sultan Chand & Sons. 2004, p. WC-4.

2004, p. WC-4. 20

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Simple and Unambiguous Language Simple and Unambiguous Language

Use of a simple and unambiguous language is one of the key aspects of a good report. The Use of a simple and unambiguous language is one of the key aspects of a good report. The writer has to choose the appropriate language, which the reader understands. He should not writer has to choose the appropriate language, which the reader understands. He should not use any word that the reader may not understand. If any technical term is used then it should use any word that the reader may not understand. If any technical term is used then it should be explained briefly and abbreviations should be elaborated. For example, a report contains be explained briefly and abbreviations should be elaborated. For example, a report contains the term PERT. The writer should elaborate the term (that is, Program Evaluation and the term PERT. The writer should elaborate the term (that is, Program Evaluation and Review Technique)

Review Technique)2222 _{and briefly describe it because the reader may not have any idea about}_{and briefly describe it because the reader may not have any idea about}

it. Again the language of the report should not be influenced by the emotions of the writer. it. Again the language of the report should not be influenced by the emotions of the writer.

Completeness Completeness

An effective report must have all the features that are needed. A report, which is finished An effective report must have all the features that are needed. A report, which is finished suddenly without completing the required writing, is not a good report. Partial or incomplete suddenly without completing the required writing, is not a good report. Partial or incomplete reports do not help achieve objectives and often create problems and confusions.

reports do not help achieve objectives and often create problems and confusions.

Clarity Clarity

A good report is absolutely clear. Clarity depends on proper arrangement of facts. The writer A good report is absolutely clear. Clarity depends on proper arrangement of facts. The writer sho

should uld makmake e his his purpurpospose e cleaclear, r, defdefine ine his his sousourcesrces, , stastate te his his finfindindings gs and and finfinallally y makmakee necessary recommendations. He should divide his report into short paragraphs giving them necessary recommendations. He should divide his report into short paragraphs giving them headings, and insert other suitable signposts to achieve greater clarity.

headings, and insert other suitable signposts to achieve greater clarity.2323

Grammatical Accuracy Grammatical Accuracy

A good report is free from grammatical errors. The wrong structure of sentences makes the A good report is free from grammatical errors. The wrong structure of sentences makes the report vague. Errors in punctuation often convert the meaning of a sentence. In report report vague. Errors in punctuation often convert the meaning of a sentence. In report writing, if not necessary the use of

writing, if not necessary the use of passive voices should be avoided and sentences should bepassive voices should be avoided and sentences should be kept as simple as possible.

kept as simple as possible.

Neutrality Neutrality

A report is good when it presents the truth regardless of its consequences. A report writer A report is good when it presents the truth regardless of its consequences. A report writer simply presents the facts, which have been collected through investigation.

simply presents the facts, which have been collected through investigation.2424 _{To be effective}_{To be effective}

a report should not have reflection of the partiality of the writer. a report should not have reflection of the partiality of the writer.

Conclusions and

Conclusions and RecommendatioRecommendationsns

A good report should have logical conclusions, which should be drawn through analyzing A good report should have logical conclusions, which should be drawn through analyzing the

the invinvestestigaigated ted datdata. a. If If the the repreport ort is is anaanalytlyticalical, , thethere re musmust t be be recorecommemmendandatiotions. ns. TheThe recommendations must be impartial and objective, and they are made at the end of a report. recommendations must be impartial and objective, and they are made at the end of a report.2525

22 22

Roberta S. Russell, Bernard W. Taylor III,

Roberta S. Russell, Bernard W. Taylor III, Operations Management Operations Management . Pearson Education, Inc. 2003, p. 223.. Pearson Education, Inc. 2003, p. 223. 23

23

Pal, Rajendra and J.S. Korlahalli.

Pal, Rajendra and J.S. Korlahalli. Essentials of Business CommunicationEssentials of Business Communication. New Delhi: Sultan Chand & Sons.. New Delhi: Sultan Chand & Sons. 2004, p. WC-4.

2004, p. WC-4. 24

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Objectives or Purposes of

Objectives or Purposes of Reports

Reports

Informing Informing

•

• To present information facts and events surrounding a particular situationTo present information facts and events surrounding a particular situation •

• To convey information needed to To convey information needed to conduct business properlyconduct business properly •

• To gather information needed to identify and solve problemsTo gather information needed to identify and solve problems •

• To provide necessary information for To provide necessary information for planning and decision makingplanning and decision making •

• To collect required information for investigating and researchTo collect required information for investigating and research

Analyzing Analyzing

Analy

Analyzing the zing the inforinformatiomation n and data and data is another purpose of is another purpose of reportreport. . The collected dataThe collected data by themselves may not be useful unless they are put into interpretation. A report by themselves may not be useful unless they are put into interpretation. A report includes an analysis of its data and interprets the meaning of the data so that these includes an analysis of its data and interprets the meaning of the data so that these data can be used to make decisions.

data can be used to make decisions.

Investigating Investigating

•

• To find out the source of the problemTo find out the source of the problem •

• To indicate the factors that are responsible for the problemTo indicate the factors that are responsible for the problem

Meeting a Specific Need Meeting a Specific Need

A report is written to meet a specific need. For example, the need to find out the A report is written to meet a specific need. For example, the need to find out the reason behind the failure of marketing a product requires a report, which will specify reason behind the failure of marketing a product requires a report, which will specify the factors that were responsible for the problem.

the factors that were responsible for the problem.

Recording Recording

A report records the information that was found from investigation or research so as A report records the information that was found from investigation or research so as to this information can be used again and again to meet the need.

to this information can be used again and again to meet the need.

Recommending Recommending

Reports also do the task of recommending a specific course of action to solve a Reports also do the task of recommending a specific course of action to solve a problem.

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Types of Business Reports

Reports may be classified according to the following basis: Reports may be classified according to the following basis: According to Function

According to Function

The following reports are classified by what they do: The following reports are classified by what they do:

1.

1. Informational ReportInformational Report2626

Informational reports objectively present

Informational reports objectively present the facts and events the facts and events surrounding asurrounding a particu

particular lar situasituation. They have tion. They have no analysis and no analysis and interpinterpretatioretation n nor any nor any concluconclusion or sion or recommendation. For example

recommendation. For example

 Company annual reports,Company annual reports,

 Monthly financial statements,Monthly financial statements,

 Employee absenteeism and turnover Employee absenteeism and turnover 2.

2. InterpretaInterpretational tional ReportReport2727

In the preparation of this type of report, a report writer in addition to the presentation In the preparation of this type of report, a report writer in addition to the presentation of the facts analyzes and interprets the problems.

of the facts analyzes and interprets the problems. 3.

3. Analytical ReportAnalytical Report2828

Ana

Analytlytical ical repreportorts s attattempempt t to to solsolve ve proprobleblems. ms. So So it it anaanalyzlyzes es the the factfact, , dradrawsws con

concluclusiosions ns frofrom m the the datdata a and and makmakes es recorecommemmendandatiotions ns for for spespecificific c coucourses of rses of actions. For example:

actions. For example:

 Reports of scientific research,Reports of scientific research,

 Feasibility reports by consulting firmsFeasibility reports by consulting firms

26 26 Ibid Ibid ., p. 286.., p. 286. 27 27_Ibid_Ibid_{., p. 286.}_{., p. 286.} 28 28_Ibid_Ibid_{., p. 286.}_{., p. 286.}

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According to Formalities and Styles

Th

This is clclasassisifificatcatioion n is is mamade de by by lelegagal l foformrmalalititieies s to to be be cocompmplilied ed wiwith th anand d ststylyles es to to bebe followed.

followed. 1.

1. Formal ReportFormal Report2929

A report, which is prepared in a prescribed form and presented to a concerned A report, which is prepared in a prescribed form and presented to a concerned authority in accordance in accordance with the established procedure, is called a authority in accordance in accordance with the established procedure, is called a formal report. Important features of this report are:

formal report. Important features of this report are:

•

• It is carefully structuredIt is carefully structured •

• It stresses objectivity and organizationIt stresses objectivity and organization •

• It contains much detail and hence it is usually longer It contains much detail and hence it is usually longer •

• In In stystyle le it it is is relarelativtively ely impimpersoersonal nal and and resrestritrictedcted. . The The writwriter’er’s s perpersonsonalal

pronouns (I or We) are avoided. Instead, in writing a report third person pronouns (I or We) are avoided. Instead, in writing a report third person references such as the “reporter”, the

references such as the “reporter”, the “investigator” or “it has been“investigator” or “it has been investigated”, etc. are used.

investigated”, etc. are used.

A formal report includes usually cover, title page, contents, abstracts, introduction, A formal report includes usually cover, title page, contents, abstracts, introduction, transmittal, main body, sub-headings, notes, statistics, charts, indexes, appendices, transmittal, main body, sub-headings, notes, statistics, charts, indexes, appendices, date and signature of the writer. It is primarily of two types:

date and signature of the writer. It is primarily of two types: a)

a) StatuStatutory tory RepoReport rt

A report prepared and submitted as per provisions of company law is known A report prepared and submitted as per provisions of company law is known as statutory report. For example

as statutory report. For example

 A report submitted at the statutory meetingA report submitted at the statutory meeting

 Director’s reportDirector’s report

 Annual return of the companyAnnual return of the company

 Auditor’s reportAuditor’s report

 Inspector’s reportInspector’s report b

b) ) NNoonn--SSttaattuuttoorry y RReeppoorrt t

A formal report, which does not require the compliance of legal provisions, is A formal report, which does not require the compliance of legal provisions, is known as non-statutory report. For example

known as non-statutory report. For example

 Manager’s reportManager’s report

 Secretary’s report,Secretary’s report,

 Other officer’s reportsOther officer’s reports

 Share allotment committee’s reportShare allotment committee’s report

29

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2.

2. Informal ReportInformal Report3030

An informal report is one, which does not follow the rules and procedures prescribed An informal report is one, which does not follow the rules and procedures prescribed by the organization for its preparation and presentation. It may range in length from by the organization for its preparation and presentation. It may range in length from one sentence to several pages. It does not contain any supplements (abstracts, title one sentence to several pages. It does not contain any supplements (abstracts, title page, appen

page, appendix, etc.). It may take either an oral or dix, etc.). It may take either an oral or a written form and it is a written form and it is writtewritten inn in the first person (I or We). For example:

the first person (I or We). For example:

 A progress report on specific job performanceA progress report on specific job performance

 Inspection report of a site,Inspection report of a site,

 A record of the minutes of a meeting,A record of the minutes of a meeting,

 An hourly or daily account of one’s activitiesAn hourly or daily account of one’s activities

According to Subject Matter

This classification is made on the basis of nature of the report content. This classification is made on the basis of nature of the report content.

1.

1. Financial ReportFinancial Report3131 A report

A report contaicontaining financining financial al inforinformatiomation n is known as is known as a financial report. In a financial report. In the casethe case of a company such a report is prepared on the basis of a balance sheet of the of a company such a report is prepared on the basis of a balance sheet of the company.

company. 2.

2. Technical ReportTechnical Report3232

A technical report is a written statement of the facts of a situation, project, process or A technical report is a written statement of the facts of a situation, project, process or test, how these facts were ascertained, their significance, the conclusions that have test, how these facts were ascertained, their significance, the conclusions that have been drawn from them, the recommendations that are being made. For example

been drawn from them, the recommendations that are being made. For example

 Weather reportWeather report

 Laboratory reportLaboratory report

 Process reportProcess report 3.

3. Geological ReportGeological Report3333 A

A repreporort, t, whwhicich h susupppplilies es ininfoformrmatatioion n nonot t on on a a papartirticucular lar susubjbjecect t bubut t on on mamanyny subje

subjects, in cts, in generageneral l is a is a geologeological report. It gical report. It conveconveys informatiys information on relatirelating to ng to overaloveralll conditions of the organization.

conditions of the organization.

30 30 Ibid Ibid ., p. 286-287.., p. 286-287. 31 31 Ibid Ibid ., p. 287.., p. 287. 32 32_Ibid_Ibid_{., p. 287.}_{., p. 287.} 33 33_Ibid_Ibid_{., p. 287.}_{., p. 287.}

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According to Time Interval

This is classified on the basis of how frequently reports are prepared This is classified on the basis of how frequently reports are prepared

1.

1. Periodic ReportPeriodic Report3434

A

A report preparereport prepared and d and issuissued at ed at regularegular r intervintervals in als in usual routinusual routine e busibusiness is knownness is known as periodic report. This report is generally upward directed. Such reports may be as periodic report. This report is generally upward directed. Such reports may be issue

issued d daily, weekly, daily, weekly, fortnfortnightlightly, y, montmonthly, quarterly, hly, quarterly, semi-asemi-annualnnually ly or or annuannually.ally. Some common types of periodic routine reports are:

Some common types of periodic routine reports are: a)

a) PProroggreresss s ReReppoort rt b

b) ) RRoouuttiinne e RReeppoorrt t cc) ) InInsspepecctition on ReRepporort t d)

d) InInveventntoory ry RRepeporort t e)

e) AnAnnunual al CoConfnfididenentitial al ReRepoport rt (A(ACRCR)) 2.

2. Special or Situational ReportSpecial or Situational Report3535 Sp

Spececiaial l reprepororts ts are are relrelatated ed to to a a sisingngle le ococcascasioion n or or sisitutuatatioion. n. ReRepoportrts s on on ththee desirability of opening a new branch or on the unrest among staff in a particular desirability of opening a new branch or on the unrest among staff in a particular branch are special reports.

branch are special reports.

According to the Status of Authorship

This is classified by the authorship status. This is classified by the authorship status.

1.

1. Private ReportPrivate Report3636

A report prepared by a private business organization is referred to as a private report. A report prepared by a private business organization is referred to as a private report. 2.

2. Public or Governmental ReportPublic or Governmental Report3737

Reports originating through employees of public institutions (government groups, Reports originating through employees of public institutions (government groups, professional societies, and such) are known as public reports. Pay commission’s professional societies, and such) are known as public reports. Pay commission’s (government body) report is an example of a government report.

(government body) report is an example of a government report.

34 34 Ibid Ibid ., p. 287.., p. 287. 35 35 Ibid Ibid ., p. 287.., p. 287. 36 36_Ibid_Ibid_{., p. 287.}_{., p. 287.} 37 37_Ibid_Ibid_{., p. 287.}_{., p. 287.}

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3.

3. Independent ReportIndependent Report3838

A report initiated by an individual without the authorization of any public or private A report initiated by an individual without the authorization of any public or private body is known as an independent report. For example, if any person conducts a body is known as an independent report. For example, if any person conducts a res

researcearch h worwork k on on his own his own autauthorhority ity and submiand submits ts his his finfindindings gs to to the the appappropropriariatete authority, it constitutes an independent report.

authority, it constitutes an independent report.

According to Geography

This is classified by the distance between the reader and the writer. This is classified by the distance between the reader and the writer.

1.

1. Internal or Administrative ReportInternal or Administrative Report3939

Internal reports move within the organization. They are written to facilitate business Internal reports move within the organization. They are written to facilitate business op

operaeratitionons s as as wewell ll as as adadmimininiststratratioion. n. HeHencnce e ththesese e rerepoportrts s arare e alalso so knknowown n asas administrative reports.

administrative reports. 2.

2. External or ProfessionalExternal or Professional ReportReport4040

External reports are prepared for distribution among the outsiders who are related to External reports are prepared for distribution among the outsiders who are related to the

the comcompanpany. y. AnnAnnual ual repreportorts s of of comcompanpanies ies prepreparpared ed for for disdistribtributiution on amoamong ng thethe shareholders or reports prepared for the government or lenders are the examples of shareholders or reports prepared for the government or lenders are the examples of external reports.

external reports.

According to Length

This is classified by length and physical make up of reports This is classified by length and physical make up of reports

1.

1. Memorandum ReportMemorandum Report4141

Memorandum reports are most widely used reports in business. They are internal Memorandum reports are most widely used reports in business. They are internal messages; that is, they are, written by one person in an organization to another person messages; that is, they are, written by one person in an organization to another person in the organization. Memorandum reports are written informally.

in the organization. Memorandum reports are written informally. 2.

2. Letter ReportLetter Report4242

The reports, which are formatted as letters, are called letter reports. The reports, which are formatted as letters, are called letter reports.

38 38 Ibid Ibid ., p. 288.., p. 288. 39 39 Ibid Ibid ., p. 288.., p. 288. 40 40 Ibid Ibid ., p. 288.., p. 288. 41 41_Ibid_Ibid_{., p. 288.}_{., p. 288.} 42 42_Ibid_Ibid_{., p. 288.}_{., p. 288.}

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3.

3. Short ReportShort Report4343

Reports containing topics of medium or moderate length and having no great need Reports containing topics of medium or moderate length and having no great need for formal presentation are classified as short reports. Short report writing is usually for formal presentation are classified as short reports. Short report writing is usually completed in a page or two. Memorandum reports and letter reports are also short completed in a page or two. Memorandum reports and letter reports are also short reports.

reports. 4.

4. Long ReportLong Report4444

A long report is never possible to be completed in a page or two. It is usually A long report is never possible to be completed in a page or two. It is usually concerned with major investigation. It deals with large and complicated problems. concerned with major investigation. It deals with large and complicated problems.

According to Direction

This classification is based on the direction a report travels. This classification is based on the direction a report travels.

1.

1. Vertical ReportVertical Report4545

Reports moving upward and downward in an organization are known as vertical Reports moving upward and downward in an organization are known as vertical reports. They contribute to management control.

reports. They contribute to management control. 2.

2. Lateral ReportLateral Report4646

Lateral reports travel between units of the same organization level. These reports are Lateral reports travel between units of the same organization level. These reports are nee

needed ded to to achachievieve e co-co-ordordinainatiotion n amoamong ng the the difdifferferent ent depdepartartmenments ts of of the the samsamee organizations. organizations. 43 43 Ibid Ibid ., p. 288.., p. 288. 44 44 Ibid Ibid ., p. 289.., p. 289. 45 45_Ibid_Ibid_{., p. 289.}_{., p. 289.} 46 46_Ibid_Ibid_{., p. 289.}_{., p. 289.}

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Selecting a Suitable Type of Report

A

A report writer is report writer is expectexpected to ed to consiconsider the der the follofollowing guidelinwing guidelines while es while selectselecting a ing a particparticular ular type of report:

type of report: 1.

1. Kind of Report Kind of Report 4747

At the very beginning, a report writer must decide what kinds of report will he At the very beginning, a report writer must decide what kinds of report will he prepare- a formal or an informal. Or if it is a formal report, whether it is a statutory or prepare- a formal or an informal. Or if it is a formal report, whether it is a statutory or non-statutory report. This decision is needed because he is to plan accordingly the non-statutory report. This decision is needed because he is to plan accordingly the co

contntenent, t, foform rm anand d ststylyle e of of ththe e repreporort. t. Of Of cocourursese, , if if ththe e rerepoport rt wrwrititer er hahas s bebeenen instructed to prepare a specific kind of report, he would write that report accordingly. instructed to prepare a specific kind of report, he would write that report accordingly. 2.

2. Time Allowed Time Allowed 4848

All reports do not require equal amount of time. For example, if time allowed is very All reports do not require equal amount of time. For example, if time allowed is very short, a long analytical report cannot be prepared.

short, a long analytical report cannot be prepared. 3.

3. Purpose of Report Purpose of Report 4949

The purpose of the report must be given due emphasis before selecting a particular The purpose of the report must be given due emphasis before selecting a particular type of report, because it dictates whethe

type of report, because it dictates whether the r the report will be short or report will be short or longlong, formal or , formal or informal.

informal. 4.

4. Content of Report Content of Report 5050

The report writer must also be aware of what exactly is to be studied and examined. The report writer must also be aware of what exactly is to be studied and examined. 5.

5. PertPertinent inent InfoInformatrmationion

The report writer must identify the

The report writer must identify the relevanrelevant t inforinformatiomation n and must be and must be clear about theclear about the facts that are to be included in his report.

facts that are to be included in his report. 6.

6. The Reader The Reader 5151

The reporter is expected to prepare the report so as to meet the desire of the reader. The reporter is expected to prepare the report so as to meet the desire of the reader. For example, if the reader is Research Director, the report should contain a detailed, For example, if the reader is Research Director, the report should contain a detailed, step-by-step account of the investigations. So a long formal report is needed.

step-by-step account of the investigations. So a long formal report is needed.

47 47 Ibid Ibid ., p. 291.., p. 291. 48 48 Ibid Ibid ., p. 291.., p. 291. 49 49 Ibid Ibid ., p. 291.., p. 291. 50 50_Ibid_Ibid_{., p. 291.}_{., p. 291.} 51 51_Ibid_Ibid_{., p. 291.}_{., p. 291.}

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Steps of Writing a Report (The Development Process)

1.

1. Recognizing and defining a problemRecognizing and defining a problem5252

A problem in a research study is a sort of question proposed for the solution. By A problem in a research study is a sort of question proposed for the solution. By answering the following questions, the problem can be more clearly defined.

answering the following questions, the problem can be more clearly defined.



 What: (What to study?)What: (What to study?)



 Why: (To determine the opinions)Why: (To determine the opinions)



 When: (Current)When: (Current)



 Where: (Place of investigation)Where: (Place of investigation)



 Who: (Persons to be investigated)Who: (Persons to be investigated) 2.

2. Defining purpose and scopeDefining purpose and scope5353

The purpose of the study is the why of the study. It may have much to do with The purpose of the study is the why of the study. It may have much to do with determining what elements to consider at arriving at he solution.

determining what elements to consider at arriving at he solution. 3.

3. Developing hypothesisDeveloping hypothesis5454

For

For proprobleblem m solsolvinving g resresearcearch, h, a a resresearcearcher her shoshould uld devdeveloelop p somsome e hyphypothotheseeses. s. AA hypothesis is a tentative explanation of some problems. Such explanation is to be hypothesis is a tentative explanation of some problems. Such explanation is to be approved or disapproved through some types of research.

approved or disapproved through some types of research. 4.

4. Defining terms clearlyDefining terms clearly5555 All

All the the termterms s in in the the repreport ort shoshould define clearluld define clearly y and appareand apparentlntly. y. VagVague ue termtermss contribute to faulty communication.

contribute to faulty communication. 5.

5. DeteDeterminirmining ng the the audieaudiencence

Reports are written for reader’s use. Many people may be involved in a Reports are written for reader’s use. Many people may be involved in a decision-making process and they will have different levels of information requirements to making process and they will have different levels of information requirements to support their decisions making process. So before preparing reports the determination support their decisions making process. So before preparing reports the determination of the target audiences and their need is necessary.

of the target audiences and their need is necessary. 6.

6. Selecting Selecting a meta method of hod of solution (solution (Collecting dCollecting data)ata)

Once the problems, purposes and scopes, and developing hypothesis and Once the problems, purposes and scopes, and developing hypothesis and determination of the audience are completed, the next step is to collect the relevant

determination of the audience are completed, the next step is to collect the relevant data. A report writer can choose one or a combination of he following recognized data. A report writer can choose one or a combination of he following recognized research methods to collect necessary data.

research methods to collect necessary data.

52 52 Ibid Ibid ., p. 292.., p. 292. 53 53 Ibid Ibid ., p. 293.., p. 293. 54 54_Ibid_Ibid_{., p. 293.}_{., p. 293.} 55 55_Ibid_Ibid_{., p. 294.}_{., p. 294.}

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a)

a) OrgOrgananizizatatioionnal al rerecocordrds s rereseseararchch b

b) ) OObbsseerrvvaattiioonnaal l rreesseeaarrcchh cc) ) ExExppeerriimmeennttaal l rreesseeaarrcchh d

d) ) SSuurrvveey y rreesseeaarrcchh e)

e) LibrLibrary ary reresesearcarch h (u(usesed d fofor r cocollllectectining g sesecocondndary ary dadatata))

7.

7. Organizing, analyzing and interpreting theOrganizing, analyzing and interpreting the datadata5656

Organizing and analyzing data mean editing the data for accuracy and completeness, Organizing and analyzing data mean editing the data for accuracy and completeness, and evaluating the data initially to see if they solve the problem. A report writer is all and evaluating the data initially to see if they solve the problem. A report writer is all the time interpreting data

the time interpreting data throughout the process of preparing a report. The procedurethroughout the process of preparing a report. The procedure of interpreting is as follows:

of interpreting is as follows:

•

• To relate information to the problemTo relate information to the problem •

• To do all practical interpretationTo do all practical interpretation •

• To reevaluation of interpretationTo reevaluation of interpretation •

• To select interpretation with most meritTo select interpretation with most merit •

• To derive conclusions from the interpretationTo derive conclusions from the interpretation

8.

8. Making the report outlineMaking the report outline5757

A formal outline is in fact a report in a skeletal form. It shows the arrangement of A formal outline is in fact a report in a skeletal form. It shows the arrangement of words, phrases, or sentences that indicate the nature and sequence of topics and words, phrases, or sentences that indicate the nature and sequence of topics and subtopics to be discussed in the report. The purpose of the report outline is to guide subtopics to be discussed in the report. The purpose of the report outline is to guide the report writer how to structure the report logically and efficiently.

the report writer how to structure the report logically and efficiently. 9.

9. Writing the final reportWriting the final report5858

This is the last step of writing the report in the final form. The writing process This is the last step of writing the report in the final form. The writing process includes:

includes:

•

• ObjectivityObjectivity •

• Use of transitional sentencesUse of transitional sentences •

• Defining technical termsDefining technical terms •

• Use of simple sentencesUse of simple sentences •

• Use of active voiceUse of active voice •

• Use of proper tenseUse of proper tense

To write an effective report a writer should proceed through rough drafting. Once the To write an effective report a writer should proceed through rough drafting. Once the writer has prepared a rough draft of the report, he can refine it into the most effective writer has prepared a rough draft of the report, he can refine it into the most effective document. This needs revision. Revising means modifying a document to increase its document. This needs revision. Revising means modifying a document to increase its effectiveness. The writer must revise the draft of the report several times before effectiveness. The writer must revise the draft of the report several times before writing the final report.

writing the final report.

56 56 Ibid Ibid ., p. 307-308.., p. 307-308. 57 57_Ibid_Ibid_{., p. 312.}_{., p. 312.} 58 58_Ibid_Ibid_{., p. 316.}_{., p. 316.}

These are used for collecting primary data. These are used for collecting primary data.

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Organization or Structure of a Report

A skeletal design of a report is given below: A skeletal design of a report is given below: Preliminaries

Preliminaries 1.

1. Cover Cover or or Title Title FlyFly 2.

2. TitTitle le pagpagee 3.

3. CopyCopyright right noticnoticee 4.

4. AutAuthorhorizaizatiotionn 5.

5. TraTransmnsmittaittall 6.

6. Terms oTerms of referenf reference, inclce, includinuding scopg scope of repe of reportort 7.

7. AcknoAcknowledgwledgementement 8.

8. ExecuExecutive tive SummSummaryary 9.

9. Table Table of of ConteContentsnts

10. List of tables and diagrams 10. List of tables and diagrams Main part or the Report Text Main part or the Report Text

1.

1. AbsAbstractractt 2.

2. IntIntrodroductuctionion 3.

3. MethMethodoodologlogyy 4.

4. FindiFindings ngs or or resultresultss 5.

5. SuSummmmararyy 6.

6. DisDiscuscussiosionn 7.

7. ConclConclusionusions ans and red recommcommendatioendationsns Supplementary or Addendum

Supplementary or Addendum 1.

1. ReferenReferences ces or or biblibibliograpographyhy 2.

2. AppAppendendicesices 3.

3. GloGlossassaryry 4.