Types of Reports
Types of Reports
Reports
Oral Reports Written Reports
Informal Formal Reports
Reports
Interpretive Informative Routine
Reports Reports Reports
Oral Reports
● Any presentation of factual information using the spoken word.
● It logically limits coverage to factual business information.
● It is simple, easy to present and saves reporter’s time.
● It can be denied at any time.
Written Reports
● In written reports, the data is presented accurately and precisely.
● Written report provides a permanent record.
● It is visual aid to communication.
● Written reports are classified as formal and informal based on the purpose, content,
structure, degree of formality and length.
Informal Reports
● Informal report is a short document that is shared within an organization to keep employees
informed about important information and policies.
○ It is an important written communication tool for organizations.
● The informal report functions to inform, analyze, and recommend.
● They allow employees to share information internally in a timely manner.
● This ensures employees are informed and up-to-date on the organization’s current policies.
● The main purpose of informal reports depends on the needs of the reader.
● This report differs from the formal report in length and formality.
Contd…
● It is written according to organization style and rules, but usually does not include the
preliminary (front) and supplemental (back) material.
● The writing style is usually informal, positive, personal and conversational.
● The informal report typically deals with everyday problems and issues addressed to a
narrow readership inside the organization.
● It usually takes the form of a memo, letter or monthly financial report, monthly activities
report, research and development report, etc.
Formal Reports
● It is an official report that contains detailed information, research, and data
necessary to make business decisions.
● Formal reports present an analysis of data and other information, offer
conclusions, and provide recommendations to solve an identified problem,
and advocating a course of action.
● A formal report is an in-depth analysis used to assist leaders of business,
industry, and government in decision making process.
● The formal report is complex and used at an official level.
● It is often a written account of a major project.
● Formal reports are often longer than ten pages, and they are organized into
sections to help readers assimilate the information provided.
Formal Reports
● Examples of subject matter include:
○ Presenting new technologies,
○ The advisability of launching a new project line,
○ Results of a study or experiment,
○ An annual report, or a year old review of developments in the field,
○ Analytical reports,
○ Recommendation reports.
● Formal reports are classified into three broad categories:
i. Informational
ii. Interpretive
iii. Routine reports
Informational Reports
● An informational report is a factual text which provides information in an organized and
objective way, without analysis or recommendations.
● Basically, it’s all about reporting facts. So, it often includes data, details, feedback, or
any other type of information about any topic or event.
● These reports don’t contain any arguments. They are always objective and maintain a
neutral position that is free from personal views or of bias.
● The purpose of these reports is to present detailed facts and inform the readers so that they
can make a decision. Hence, the information inside an informational report is specific,
complete, and relevant.
● An informational report is usually read by officers, board of directors, and stockholders of
a company, but depending on the contents of the report, it can be available or anyone in
the company.
● Examples: decision-making reports, policy reports, compliance reports, status reports,
etc.
Interpretive Reports
● Interpretative reports go a step further by analyzing the presented information
and drawing conclusions.
● Interpretative reports are short reports.
● They are also called analytical or investigative reports.
● They are designed to provide insights, interpretations, and recommendations,
aiding in decision-making processes.
● These reports contain information and analysis of the causes of any deviations,
defects, problems, or unwanted situations.
● Interpretive reporting uses skills in explanation, analysis and description.
● E.g. Feasibility studies, evaluation reports, and analysis documents, etc.
Routine/Form Reports
● Written in a prescribed form.
● Written for recording routine matters at regular intervals.
● The main purpose of these reports is to record the progress of projects, to
assess the quality of performance of employees, to record the reading of
the experiment.
Lab report
Progress/status report
Periodic report and
Feasibility report
Letter Reports
● Report written in the format of business letter is called letter report.
● It differs from business letters in tone and organization of content.
● It conveys technical information from one company to another.
● It combines the features of a business letter and a formal written report.
● In structure and format, it is exactly like a business letter.
● The organizational patterns are:
○ Subject line: States the report contents
○ Introduction or first paragraph: brief statement of problem or situation giving rise to the
report, reason for writing the report or questions defined.
○ Development of subsequent paragraphs: Includes the description or explanation of method of
obtaining data, the facts, theories, and reasoning that led to the conclusions.
○ Concluding statements: This section contains suggestions and recommendations or an action
to be taken.
Sample Topics
● Social Issues- Unemployment, Illiteracy, Child labour, Political polarization, Overpopulation,
climate change, corruption, education, inequality, discrimination, poverty, aging discrimination, etc..
● Arts and Humanities
● Agricultural & Industrial Sectors
● Technological and Engineering Fields…. Etc.
○ Impact of layoffs at work
○ Employee recognition in organizations
○ Workplace dress codes
○ Gender differences / Transgendered employees
○ Bullying in the academic institutions and workplace
○ Impact of Covid-19 on various sectors in India
○ Future of Robotics on Industrial Development and Unemployment.
○ Effects of Mass Transportation Facilities on Global Warming, etc.
Structure & Layout of a Report
● Depending upon its length and purpose, the most comprehensible structure includes the
following elements:
● Front Matters: (Report Preliminaries)
○ Cover
○ Title Page
○ Copyright Notice
○ Preface
○ Acknowledgements
○ Table of Contents
○ List of Illustrations
■ List of Figures and Tables
■ List of Symbols and Definitions
○ Abstract & Summary
Contd…
• Main Body
• Introduction
• Discussion or Description
• Conclusion
• Recommendations
• Back Matters
• Appendix
• List of References
• Bibliography
• Glossary
• Index
