When we talk of formal documentation, reports are the first things that come to our mind. They are written to provide official information to a large group of people. This could be the employees in a company, school, and college students, etc. Some common things to keep in mind while writing all kinds of reports are as follows.
All the facts, analyses, and statistics that you present in a report have to be 100% correct without any errors. Alongside, they also need to be bias-free.
Before submitting the report, after making the required edits, ensure that you proofread it properly. Check all the facts for authentication.
Reports mainly include providing the reader with a piece of information about a topic, without including any personal opinions. It simply involves portraying the facts in all different types of reports. Alongside, data, charts, etc. are added to justify them.
Instead of giving any opinions, all you can do is provide suggestions for the factual report. Understand the target audience well. It may vary depending on the various types of reports.
What Are The Types of A Report?
Depending on the situation, there is a classification of reports. You must know all the purposes that reports serve, based on which you can understand which type is the best for the specific case. To make a clear decision and have a better understanding of making proper reports, here is the classification of reports.
Long Reports and Short Reports: Their name justifies it all. A short report is also called a memorandum. It can be one or two pages long. However, a long report can even be a hundred or five hundred pages long, depending on the topic. While writing both these reports, one needs to follow a formal and structured format. The long reports mainly begin from a table of contents and end with an appendix.
Internal Reports: These kinds of reports stay in the organization itself and are mainly used by the employees, and people who have access to it. Not all are allowed to use their data and content.
External Reports: These reports are also called public reports. External reports serve the purpose of providing information to a mass group. This may also include sending out reports in the newspaper, and a company’s annual report, etc.
Lateral and Vertical Reports: These vary depending on the hierarchy. The reports which move upward and downward in an organization are called vertical reports. They help in managing the tasks across various levels in a company. Whereas, lateral reports are the ones that travel at the same organizational level. It helps in the coordination of a unit.
Periodic Reports: These reports are prepared based on pre-scheduled dates and sent out accordingly. They usually help in management control. The periodic reports are prepared using computer-generated data.
Formal and Informal Reports: A formal report is usually made for a bigger group. It has a meticulous structure with proper organization. These reports eliminate any personal data and information, including opinions. They provide deep insight and are written in a specific style. Informal reports are used less in comparison to the formal ones. They are usually short messages with a casual language. Informal reports are mostly used between a team, college peers, etc.
Informational Reports: These reports contain all the data, statistics, analyses, and facts related to a certain topic. They aim at solving actual problems with these reports.
Proposal Reports: These reports are like a pitch, and are solution-oriented. They aim at problem-solving for a company, helping them deal with the issues better.
Functional Reports: These kinds of reports have a specific function. Almost all reports like the financial report, marketing reports, etc. are included in this type of report.
FAQs on Kinds of Reports: Types and Characteristics
1. What is a business report and what is its primary purpose?
A business report is a formal document that presents factual information, findings, and sometimes recommendations about a specific business task, issue, or performance metric. Its primary purpose is to communicate information clearly and efficiently to aid in decision-making, performance tracking, or problem-solving within an organisation.
2. What are the essential characteristics of an effective report?
An effective report must possess several key characteristics to be useful. These include:
- Accuracy: All data and facts presented must be correct and verified.
- Clarity: The language used should be simple, direct, and unambiguous.
- Conciseness: It should be as brief as possible without omitting important information.
- Objectivity: The report should be based on facts and impartial analysis, free from personal bias.
- Completeness: It must contain all the necessary information for the reader to understand the situation and make informed decisions.
3. What are the main kinds of business reports based on their function?
Business reports can be broadly categorised by their function. The main kinds include:
- Informational Reports: These present facts and data without analysis or recommendations, such as attendance records or sales data reports.
- Analytical Reports: These provide data, analyse it to draw conclusions, and often suggest recommendations. Examples include feasibility reports or market analysis reports.
- Persuasive Reports: These aim to convince the reader to take a specific course of action, like a proposal to invest in a new project.
4. What is the standard structure of a formal business report?
A formal business report typically follows a standardised structure to ensure clarity and professionalism. The key components include a Title Page, an Executive Summary (overview of the report), a Table of Contents, an Introduction, the Body (main findings and analysis), the Conclusion (summary of key points), and finally, any Recommendations, References, and Appendices.
5. How do informal reports differ from formal reports in a business setting?
The primary difference lies in their structure, length, and tone. Formal reports are highly structured, long, and written in an impersonal, objective tone for an external or high-level audience. They cover complex issues and include sections like an executive summary and appendices. In contrast, informal reports are shorter, less structured (often in memo or email format), use a more personal tone, and are typically used for routine internal communication.
6. Can you provide examples of how analytical and informational reports are used for decision-making?
Certainly. An informational report, like a weekly sales report, provides the raw data that a sales manager uses to see which products are selling well. An analytical report takes this a step further; it might analyse the same sales data against marketing expenses and competitor activity to explain *why* certain products are underperforming and recommend a new promotional strategy. The first informs, while the second guides a specific strategic decision.
7. Why is objectivity considered a critical characteristic of a good report?
Objectivity is critical because the purpose of a report is to provide a reliable foundation for decision-making. If a report is influenced by the writer's personal feelings, biases, or opinions, the information becomes unreliable. This can lead to poor decisions, financial loss, or flawed strategies. To ensure objectivity, a writer should focus on verifiable facts, present all sides of an issue, and use neutral language, separating factual findings from any subsequent recommendations.
8. What is the difference between a report's 'conclusion' and its 'recommendations'?
This is a common point of confusion. The conclusion summarises the main findings and interprets the data presented in the report's body. It answers the question, "What does the information mean?". The recommendations section, on the other hand, proposes specific actions to be taken based on the conclusions. It answers the question, "What should we do now?". In short, a conclusion is a summary of findings, while a recommendation is a call to action.
