Unit III

Report Writing

3.1 Identify the types of reports, define the basic format of a report, identify the steps of report writing, determine the process of writing a report, Apply citation rules in reports.

Identify the types of reports

Creating a report is a formal style of elaborately creating a topic. Report tones are always formal. An important section to focus on is your target audience. Examples – Report on school events, report on business cases, and so on. Let's take a brief look at the different types of reports.

All facts and information displayed in the report should not only be unbiased, but also 100% accurate. Proofreading and fact-finding should always be done as a rule of thumb before submitting a report.

The report is written with many analyses. The purpose of reporting is essential to inform readers about a topic, except for opinions about the topic. It's just a depiction of the facts as they are. Inferences provide solid analysis, charts, tables, and data. Most often it is specified by the person who asked to report whether they would like your take.

In many cases, what is needed is a suggestion for a particular case after the facts have been reported. It depends on why you are writing the report and for whom you are writing the report in the first place. Knowing the viewer's motivation for the report is very important because it sets the direction of the facts focused on the report.

Report type

Reports can be of a particular type, based on some special characteristics. Why do you classify them into types? Depending on the purpose of the report, it is always best to know which type is best for you.

For example, informal reporting in the formal context of the office may not be appropriate. In that case, even if the report is good and best, only the structure, format, or language can violate the report.

Such small things should not interfere with communicating your claim. Therefore, for these and other reasons, take a closer look at the types of reports that exist so that you can clearly determine how to use them.

There is a lot of information that every business and business report needs to convey. Business reports are a formal way of presenting the information your business needs to convey.

The information can be a numerical value of facts or a detailed analysis of any situation. Companies make important decisions based on these reports and plan their future. Therefore, the importance of such reports is self-established. Key decisions such as investment and expansion are entirely based on business reports.

Therefore, business reports form a very important part of every business. There are different types of business reports, depending on your needs and circumstances.

The type of Business Report your organization uses

1)     Formal business report

These reports are produced in a prescribed format and presented to the authorities in an already established manner. They are submitted to the committee or organization, or to the heads of various departments or organizations. The report is called a formal business report because it only describes the business in a formal way.

Other formal reports that fall into the statutory and non-statutory reports.

2)     Unofficial business report

These reports are produced in a convenient format for reporters and presented to those who need them immediately after being requested. These reports can also be presented in the form of memorandums or business letters. These reports have no fixed format and are therefore called unofficial reports.

3)     Informative business report

These are the types of business reports created to provide information in a descriptive way that addresses a particular problem, situation, or problem. They provide information in a thorough and detailed manner that authorities use to gain insights into the matter. Therefore, these are called informative reports.

4)     Interpretation Business Report:

Unlike informative reports that contain only information, interpretation reports contain factual opinion views or numbers that help you interpret the situation or problem of a particular piece of information. The Interpretation Report may also include a course of action along with the reason for the particular problem and its recommendations regarding the reason for the particular event or problem.

5)     Language Business Report

A report produced by a secretary or other individual that records discussions between words at a meeting is called a verbatim report. For example, a resolution to appoint an auditor is passed at a meeting and the appointment is recorded word by word as a language report. Also, for votes that consider joint voting by different members, the language report will include the name and etiquette of the vote along with the results. These types of business reports should not be confused with meeting minutes and meeting minutes, which are records of decisions.

6)     Summary business report

A report produced with the help of important details discussed at the meeting is called a summary report. These types of business reports are intended to be sent to press releases or to shareholders of the company or members of specific institutions.

7)     Problem Solving Business Report

As the name implies, problem-solving business reports help you solve problems by proposing or recommending action plans for specific situations. The report also includes the causes of such problems and draws conclusions in a variety of ways that can be adopted to resolve the problem. The report also includes ways to avoid the problem in the future by performing certain steps.

8)     Fact-finding business report

There are many situations in organizations that require the discovery of facts. For example, machine failures on factory premises or competition between employees and managers. The situation requires detailed inference about the situation that occurred. In such cases, a fact-finding report that presents facts to the report from a third-party perspective is useful. These reports are presented to top management, based on which they can take action on the immediate situation.

9)     Performance report:

Management wants to know the performance of each department on a regular basis. Not only that, the performance of newly opened branches, newly appointed employees, or existing employees who will be promoted is also analyzed by the administrator who generates the performance report. These reports are important for management to make decisions, and therefore these reports are produced by the seniors of their respective people.

10) Technical Business Report

Technology is advancing faster than the speed of light, which is why companies upgrade themselves with new technologies. Whenever such monumental change and technology is happening in an organization, a technical business report is produced to assess the level of technology. These reports include detailed ways to make changes, including costly time and money, to help top management make decisions.

11) Standing Committee Report

A committee appointed for a specific reason is called a standing. The reason could be a financial valuation, an employee valuation, or a department valuation, and the Standing Committee is expected to submit a detailed analysis of these. The report submitted by the Commission is known as the Standing Committee Report. In many organizations, reports are submitted frequently.

12) Ad hoc committee report

Ad hoc reports are also known as special committee reports. As the name implies, a special committee is appointed to handle the investigation, which will be disbanded as soon as the report is presented. Special communities are found in special cases such as fires on factory premises and accidents of employees working.

13) Minority report

A team of special committees is appointed to submit reports based on investigations on special subjects. You can choose three members to form the committee. Each member is the chairman of the committee. If members disagree on the subject, other members may submit their reports individually. This separate report submitted by the dissenting member is called the Minority Report.

14) Majority Report

The members of the committee, including the chair, are usually unanimously decided. In such cases, only one report will be prepared and submitted to the official committee. If not, the majority of members will submit their report to the review body. Such reports are called majority reports.

15) Annual report

An annual report consists of an annual process of a business that includes revenue and sales, and is called an annual report. Such reports are produced only once a year and submitted to the person responsible for the company for further investigation of the fiscal year. Most of the key decisions such as investments, product portfolio changes, marketing strategies and marketing campaigns are planned based on the annual report. Predetermined plans are subject to change or change based on the annual report.

Importance of business reports

1. Communication mode

Do you know how to communicate by sending text messages and making phone calls in your daily life? In the enterprise, a report is created. Business reports can be said to serve as a means of communication within an organization.

But why is it done?

In large enterprises, the entire line of workflow runs. Also known as delegation of duties. This workflow has branches, subbranches, departments, and niche-specific zones. Verbal communication can lead to information loss and contamination.

Therefore, a written report is produced for all important communications. Anyone who needs access to that information can read the report and get the data directly.

2. Decision making

Are you thinking of launching a replacement product line? Create a report.

Are you aiming to reduce your company's costs? Create a report.

From target audience decisions to employee dismissals, all decisions are based on detailed reports generated using facts and statistics.

Reports are transferred bidirectionally within your organization. Employees create business reports and send them to senior management for decision making. Senior managers create reports to circulate information, tasks, and more among employees.

3. Crisis management

In the event of a crisis, turmoil, or panic, everyone has an opinion on the issue, and verbal communication of thoughts causes workplace gossip.

In these situations, a business report is created, everyone is displayed on the same page, and the problem is actually analyzed.

Crisis management reports consist of policies that suggest the causes of problems, procedures for damage control, and future protection from such crises.

4. Effective management

Delegation of duties is done through reports. Every employee has their own task with a time limit. This will help you manage your company healthier and more effectively.

All information is in actionable documentation, decisions are made supported careful analysis, and business reports improve the general functionality of the corporate.

Now that we know we need to prepare business reports to survive in the corporate world, we'll move on to the next, perhaps most important, section to show you how to get started with the right reports.

Define the basic format of a report

The elements of a report depend on the structure and structure of the report, and there are different styles of report composition. Reports are typically organized in three ways-

1. Text-to-text combinations from: Text-to-text combinations forms are widely used for long-origin reports. The text / text combination form will eventually become a book form when officially presented or handed over to the authorities. A complete report in text and text combination format contains the following parts and subdivisions-
2. Letter Form: If the report material is short, concise, and informal, it can be arranged in the form of a business letter. The main parts of the letter report are headlines or titles, dates, addresses, salutes, body texts, free closings and signatures. It is usually written in me or our first person.
3. Memorandum Form: An easy way to present a report is with a memorandum form due to its low formality. The date of the report is listed at the top. This is followed by the name of the person to whom the report is destined, the name of the author, and the subject of the report. Then comes the actual text and conclusions. Like the letter form, the text of the report here is divided into paragraphs with headings and subheadings.

Format of Report:

Section # 1. Introduction:

Report introduction

1. Contextualize a report by associating it with an issue or assignment.
2. State the purpose of the report
3. Preview the content and structure of the report
4. Establish the tone of the report

The length of the referral depends on the length of the report. As a result, referral lengths can vary from one or two paragraphs to a few pages.

Here are some commonly covered topics in the introduction:

a.  Approval:

When, how, and by whom the report was approved. Who wrote it; and when it was submitted?

b. Problem / Purpose:

A statement about what should be achieved as a result of the report being written.

c. Range:

What is covered and what is not covered in the report. The scope shows the complexity of the sport.

d. Background:

The factors that led to the report. This information gives the reader an understanding of how the problem occurred and what has been done so far.

e. Limit:

This section describes factors that affect report quality, such as budget and time constraints, unreliability and unavailability of data. However, keep in mind that restrictions are not an excuse for submitting inadequate reports.

f. Report structure:

The structure of the report and why you should follow this plan. This section is a roadmap that allows readers to predict each turn of the report. Some of these items can be combined in the introductory part. Also, some are not included at all.

By understanding the types of information that help readers understand and accept the report, you can decide what to include. Also, consider how referrals relate to the preliminary part of the report. For example, if the cover page and summary are fairly detailed, the referral should be relatively concise.

However, keep in mind that some people may rarely see the preliminary part. Therefore, create a detailed referral enough to provide a good preview of your report. If you feel you need to include information that is already covered in preliminary parts, just use a different expression.

Section # 2. Report body:

This section follows the introduction. It consists of key sections that present, analyze, and interpret the findings collected as part of the study. These sections contain the detailed information needed to support your conclusions and recommendations.

How much detail do I need to include? Your decision depends on the nature of your information, the purpose of the report, and the tastes of your audience. Detailed coverage is required in some situations. Others are easy to handle.

Useful rules of thumb to follow:

Please provide only enough details in the body to support the conclusions and recommendations, and include additional details in the tables, charts, and appendices. You also need to decide whether to put the conclusions in the body, in a separate section, or both.

If the conclusions appear to flow naturally from the evidence, it makes sense to cover them in the text. However, if you want to emphasize the conclusions, you can include another section to summarize them. Separate sections are especially appropriate for long reports. If the conclusion is given only in the text, the reader may lose track of the conclusion.

Section # 3. Summary, conclusions, and recommendations:

In a short report, this final summary may be just one or two paragraphs. Long reports usually have separate sections called "Summary", "Conclusion", and "Recommendations". These three labels differ in that they indicate different purposes.

i. Overview:

The main findings of the report are paraphrased from the text and listed (or listed) in the order in which they appear in the text.

Ii. Conclusion:

A writer's analysis of what the findings mean. In other words, the answer to the question that led to the report.

Iii. Recommendations:

Reason-based and logical opinions about the process of action to be taken.

If the report is deductively organized, summaries, conclusions, and recommendations are presented before the text and are only briefly reviewed at the end. If the report is organized inductively, these sections are displayed only at the end and are explained in detail.

The direct (deductive) approach provides a more powerful report, saves the reader time, and makes the report easier to understand by giving the main idea first. The indirect (inductive) approach helps writers overcome reader resistance by withholding key ideas until later in the report.

Businessmen often combine them because both the direct and indirect approaches are beneficial. They reveal their conclusions and recommendations as they progress, rather than putting them first or last. Therefore, business reports often have a mix of direct and indirect approaches that cannot be properly categorized by organizational patterns.

Many report authors often find it difficult to draw conclusions without implying recommendations, so they combine their conclusions and recommendations into a single heading. If you have a lot of conclusions or recommendations, whether you combine them or not, it's a good idea to list them.

Recommended sections are especially important for reports that request action. If you are vague about what to do next, the reader may take no action. Therefore, it is necessary to clearly show what is expected of the reader. If possible, include a schedule and specific course of action.

Iv. Notes and references:

When writing the text of your report, decide how to acknowledge your source. One approach, especially for internal reports, is to refer to the source in the text. However, this style can be very cumbersome. Especially if the source needs a fairly long explanation.

Another more convenient approach is to cite the source of the text and provide details in the "Notes" section at the end of the text of the report. Use Arabic numerals to indicate appropriate notes. A bibliography is a list of sources that are referenced when creating a report. Follow your organization's preferences when composing notes and references.

Identify the steps of report writing

Follow this step-by-step guide to create powerful business reports.

Step 1: Create an action plan

You are writing a business report, not a school essay. You can't create a report based on what you think when it comes to you. Before you start the report, identify its purpose.

Define what you aim to achieve in your report and how you present it. Don't hit around the bushes! This helps you create clear and concise reports.

Step 2: Check the in-house format

Your company may have a selected format for writing reports. Ask your boss or check the company's handbook to find out. Don't blindly trust the internet.

However, if no such format is specified, you'll use the quality global format listed within the next step.

Step 3: Add a title

You can specify the title of the report in the summary you received from your manager. If not, you can write your own title. You need to be clear, clear, and able to convey the purpose of your report.

Do not use very long and complex titles. For example, instead of "Analyzing customer-company interactions over the last 12 months compared to the previous year," use the 2020-21 Sales Report. At the beginning of the report, people yawn and leave the room!

Also, add your name and the names of others involved in the report. Depicting the hard work of someone else's background as your own is very unethical in the workplace.

Step 4: Write a table of contents

You should include the table of contents page only if the report is long and contains subsections.

If you add this page, describe it in exactly the same way as the heading in the report. All content should be properly numbered so that readers can easily navigate the report or jump to specific sections.

Step 5: Add summary / summary

This is a really important page in any report. Even if you haven't read the entire report, you should write a summary on this page so that you can understand the whole thing clearly and in detail.

It should include the title, issues, key findings, and conclusions. Basically, you need to summarize everything you write in the report.

Step 6: Write an introductory text

Then start the actual report. On this page, specify the aim of writing the report, alongside a quick idea of the most discussion.

You can also include a topic background on this page.

Step 7: State the methodology

This page tells the reader how this report was created. This includes the source of the information, the type of data (qualitative or quantitative), the channel on which the information is received, and so on.

This is to equip the reader with the BTS of the report, as you can say in the process you experienced, or in the slang of the city. It makes your report more reliable.

Step 8: Present the survey results

This is the main section that presents the findings. It should tell you that you have done a thorough study. Therefore, it represents information, including statistics, facts, and graphs.

Align your data with different headings and subheadings to avoid clutter. Use pointers, bullets, or numbers as needed.

Step 9: Present conclusions or recommendations

End the report with a compelling conclusion. This should be derived from the findings mentioned above.

You can also provide recommendations for policy changes or improvements that are supported by valid documentation. Conclusions are strong based on factual data rather than biased views and opinions.

Step 10: Add bibliography

Adding this section is legally enforced in reports where the data is taken or inspired by previously published sources.

Let me explain briefly. If you add data or statistics to your report, you must give the original author a legitimate credit. Otherwise, it counts as plagiarism, a criminal offense to be punished.

Also, be aware of the differences between references and references, and do not confuse the two.

Here is an example:

Suppose you read a business report online and are inspired by it. However, my own report does not use that data. In this scenario, the report is listed in the Resources section.

However, if you want to retrieve data from that report and include it directly in your report, list that data in the References section.

Step 11: Calibration

It is very important to proofread or revise the report before it is complete. This section checks for misspellings, grammatical errors, and punctuation. These are minor accidents that can give a very bad impression.

Also, when proofreading, check citations, footnotes, appendices, etc. according to company standards. You may have missed some guidelines while writing the report!

To create a report, you can follow the process below. There are various stages in this process. Below is a brief description of the 14 key steps in reporting. It is also a comprehensive guide for creating reports of all kinds.

Report creation process (or) stage

1. Determine the nature of the report: The nature of the report refers to whether the report is of legal or non-legal type. The shape of the report is based on the type of report.

2. Determine the purpose of the report. The purpose of a report can only be determined by knowing the nature and type of the report. The rest of the report is based on the purpose of the report.

3. Determine the content of the report: Generally, all types of reports include the following: They are headings, addresses, content, terms of reference, report body, recommendations, references, appendices, and signatures.

Determine the process of writing a report

Reporting System | Report Creation Process or Stage

To create a report, you can follow the process below. There are various stages in this process. Below is a brief description of the 14 key steps in reporting. It is also a comprehensive guide for creating reports of all kinds.

Report creation process (or) stage

1. Determine the nature of the report: The nature of the report refers to whether the report is of legal or non-legal type. The shape of the report is based on the type of report.

2. Determine the purpose of the report. The purpose of a report can only be determined by knowing the nature and type of the report. The rest of the report is based on the purpose of the report.

3. Determine the content of the report: Generally, all types of reports include the following: They are headings, addresses, content, terms of reference, report body, recommendations, references, appendices, and signatures.

4. All reports must be titled. This is called a heading. The title should be short, clear, simple, meaningful, and attractive. In addition, the title itself conveys the purpose and content of the report. The content of the report is described page by page. This means that the content indicates the page number of each item or information.

5. Brief introduction: A brief introduction to the need to create a report and the factors that make it possible to create this report. If you have a report to resolve the issue, the introductory part may have a brief description of the issue.

6. Report Body: The complete facts of the information can be found in the body of the report. In addition, appropriate and clear explanations should be given based on the available information. Tables, graphs and diagrams are used to present reports very effectively. In addition, the data is analyzed in the body of the report. Based on an analysis of the data and available information, appropriate practical suggestions are given to help management make quality decisions.

7. Report Summary: The report summary and conclusions are at the end of the report. It is customary to maintain a bibliography and a list of bibliography showing the source form from which the author obtained the material for writing the report. The appendix contains diagrams, statistical data, sample forms, and more.

8. End of Report: If an individual is appointed to write a report, he / she must sign the end of the report. In other words, if a committee is formed to produce the report, the chair and all members of the committee must sign at the end of the report. We recommend that you include the date in your report.

9. Data collection: Data can be divided into two types. They are primary and secondary data. Primary data was collected by survey, observation, interview, or survey. Secondary data is collected from various company records. From time to time, some books may be used to collect secondary data. In some cases, data is collected from outside the company.

10. Data Analysis: The data collected is categorized, aggregated, edited and analyzed. The method of arranging the data is very helpful for proper analysis of the data. Logical analysis of data provides management with meaningful information. The conclusions are also based on the analysis of the data.

11. Report Format: Report format refers to the structure of the report. This means arranging data and information in a meaningful way. If the report is in the form of a letter, it has respect and a free closing. If the report is in the form of a memorandum, the salute and free deadlines may be withdrawn.

12. Creating the first draft: Creating a report is an art. It can be developed by trial and error. Individuals cannot write reports as others expect .. Expectations cannot be determined accurately. The reason is that readers' needs and reporting style preferences vary from person to person. Therefore, a fair report is produced and circulated among a small number of members.

13. Create Report: The reader will return the first copy of the report. The reader's critical views will be considered to revise the report. The criticism may be that it contains irrelevant data and information, and that there is no relevant data and information. These things are well documented. Then systematically prepare the final report.

14. Report presentation: The report can be handwritten, Xerox, typewriter, or printed, depending on the number of copies required. Follow standard standards when creating reports. There should be enough space and margin on the left side. The report is written with two spaces on only one side. Pages, paragraphs, and sections are properly numbered. If the report is large, the bound form will be used to display the report.

Apply citation rules in reports

Document the source

Lab reports typically use information from sources like textbooks, lab manuals, reference books, and articles published in scientific or engineering journals. When using information from a source, you would like to inform the reader where the knowledge came from and where the reader can find the source. This is often the aim of citations and references.

The citation tells the reader where the knowledge came from. In your writing, you cite or ask sources.

References provide details about the source in order that the reader can better understand the sort of source and find the source themselves if needed. References are usually listed at the top of lab reports.

There are differing types of documents (citation and reference system) that change by discipline. You'll be conversant in the MLA (Modern Language Association) utilized in English or the CBE (Council of Biological Editors) utilized in life sciences. But even within the tutorial discipline, there are different formats because different journals specify the system employed by those journals.

Wise advice: Before you create your first report, confirm you've got the right document format for your class. The simplest place to seem is that the lab manual. If you are doing not see the format of the document listed there, please contact your lab instructor or professor within the lecture section.

Wise advice: If your lab manual or teacher doesn't know the format of the document you would like to use, or if you're instructed to form your own choice, find the proper academic journal for your area. Study and use it as a guide for your documentation. Find a recent copy of the journal within the library or online. It'll tell you what shape it uses (in the "Guide to the Author"). However, you'll also decide what to try to to by watching how citations and references are made in journal articles.

In general, science and engineering documentation has three basic systems: name and year system, alphabet system, and citation order system. If your teacher tells you to use one among these systems, you'll use the subsequent brief description as a guide in documenting your source.

Name and year system.

Citation: When quoting a source during a report, include the writer's name and publication date.

Jenkins and Busher (1979) report that beavers eat the leaves, twigs, and bark of several herbaceous plants and most of the woody plants that grow near water.

Beavers are shown to be hardwood eaters discriminatory (Crawford, Hooper, and Harlow1976).

References: just like the following books and articles, the sources are listed at the top of the report in alphabetical order consistent with the name of the primary author.

Crawford, H.S., R.G. Hooper, R.F Harlow. 1976. A ligneous plant selected by Beaver in Appalachia and Valais. Upper Darby, Pennsylvania: USDA.

Jenkins, S.H., And P.E. Busher. 1979. Caster canadensis. Mammal species. 120: 1-8.

Alphabet numeration system.

Citation: When quoting a source during a report, the amount like the source number within the alphabetical list of Resources is shown in parentheses.

1. Jenkins and Busher report that beavers eat the leaves, twigs, and bark of several herbaceous plants and most of the woody plants that grow near water (4).
2. Beavers are shown to be discriminatory hardwood eaters (3).
3. Citation order system (usually utilized in engineering-IEEE documentation).

Citation: When quoting a source during a report, specify the amount in parentheses that corresponds to the amount of the source listed within the order during which it appears within the report. The sources are listed first as [1] then as [1]. Source [2] etc.

1. Jenkins and Busher report that beavers eat the leaves, twigs, and bark of several herbaceous plants and most of the woody plants that grow near water [1].
2. Beavers are shown to be discriminatory hardwood eaters [2].
3. References: Sources are listed within the order they're cited within the report, as within the following books and articles:

Jenkins and P.E. Busher, "Caster Canadensis", a species of mammal. Volume January 20, 1979.

Key takeaways:

1. A report is a document that shows the results of a survey, project, or initiative. It can also be a detailed analysis of a particular problem or dataset.  Reports usually consist of several important elements:

a)        Detailed summary of events and activities

b)       Analysis of the impact of the event

c)        Evaluation of facts and data

d)        Prediction of what will happen as a result of the event

e)        Recommendations for the following policies of conduct

f)          Conclusion

2.                  Many professions involve writing reports as their primary responsibility. Physicians need to produce a medical report that presents an analysis of a particular patient or case.

3.                  Police officers write a report outlining the details of the cross-examination and conflict.

4.                  Project managers produce regular reports that keep their managers up-to-date on how a particular project is being developed. All of these reports need to be well written, accurate and efficient.

5.                  Knowing the way to write a successful report are often a valuable asset in your current workplace and a beautiful candidate for your new employer. Here are some steps to follow when creating a report:

a)    Determine the reference conditions.

b)   Do your research.

c)    Write an outline.

d)   Write the first draft.

e)   Analyze the data and record the findings.

f)      A series of actions is recommended.

g)   Edit and distribute.

6.                  Creating a report is a formal style of elaborately creating a topic. Report tones and report writing formats are always formal.

7.                  An important section to focus on is your target audience. Examples – Report on school events, report on business cases, and so on.

8.                  The following are some of the most common report formats.

a)                       Executive Summary – Main Report Highlights

b)                      Table of contents – index page

c)                       Introduction-Origin, main subject points

d)                      Body – Main Report

e)                       Conclusion-Inference, actions taken, predictions

f)            Reference-Source

g)                      appendix

9.                  To create a report, you can follow the process below. There are various stages in this process.

10.             Below is a brief description of the 14 key steps in reporting. It is also a comprehensive guide for creating reports of all kinds.

References:

1. Lesikar, R.V. & Flatley, M.E.; Basic Communication Skills for Empowering the Internet Generation, Tata
2. McGraw Hill Publishing Company Ltd. New Delhi.
3. Bovee, and Thrill, Business Communication Today, Pearson Education
4. Shirley Taylor, Communication for Business, Pearson Education
5. Locker and Kaczmarek, Business Communication: Building Critical Skills, TMH