REPORTS AND ITS TYPES

REPORTS

Definition:

Reports are designed to convey and record information that will be of practical use to the reader. It is organized into discrete units of specific and highly visible information.

TYPES OF REPORTS

INFORMATIONAL

· Inform or instruct – present information
· Reader sees the details of events, activities or conditions.
· No analysis of the situation, no conclusion, no recommendations.

ANALYTICAL

· Written to solve problems
· Information is analyzed.
· Conclusions are drawn and recommendations are made

PERSUASIVE

· An extension of analytical reports: main focus is to sell an idea, service or product.
· Proposals are the most common type.

TYPICAL BUSINESS REPORTS AND ITS PURPOSE

Periodic Operating Reports - To monitor and control production, sales, shipping, service, etc.

Situational Report - To describe one-time events, such as trips, conferences, and seminars.

Investigative / Informational- To examine problems and supply facts with analysis.

Compliance - To respond to government agencies and laws.

Justification/Recommendation- To make recommendations to management

Yardstick - To establish criteria and evaluate alternatives by
measuring against the “yardstick” criteria.

Research Studies - To study problems scientifically by analyzing a problem, developing hypotheses, collecting data, analyzing data, and drawing conclusions.

Proposals - To offer to solve problems, investigate ideas.


OTHER COMMONLY USED REPORTS

Physical Description Report

Physical description reports describe the physical characteristics of a machine, a device, or some other type of object. They also explain the relationship of one part of the object to other parts so that the reader can visualize the object as a unit. Physical description reports are many times combined with process, analysis, or investigation reports.

Process Report

Process reports explain how products are produced, tests are completed, or devices operate by describing the details of procedures used to perform a series of operations. Process reports may be general or detailed. General process reports are addressed to persons not directly involved in performing the process. Detailed process reports are designed to give the readers all the necessary information needed to complete the process.

Examination Report

Examination reports are used to report or record data obtained from an examination of an item or conditions. Examination reports differ from one another in subject matter and length. Some are similar to analytical reports but are less complicated because the information is obtained from personal observations. Examination reports are logically organized records investigating topics such as accidents or disasters. They are usually prepared for people knowledgeable about the subject and not for the general reader.

Laboratory Report

Laboratory reports record and communicate the procedures and results of laboratory activities. Equipment, procedures, findings, and conclusions are clearly presented at a level appropriate for readers with some expertise in the subject. They are sometimes presented in laboratory notebooks using neatly handwritten text and charts.