REPORT WRITING & ITS TYPES

Report writing is a methodical writing procedure that requires sufficient knowledge, investigation, and specifics. The process of producing a report is typically time-consuming and frequently necessitates thorough research, for which the report writer may have to travel, speak with individuals, and ultimately come to a sound conclusion in order to create a good report.

Report writing is used to notify higher authorities and clarify a situation in order to help them make the best decision or take the appropriate action. As the primary goal of report writing is to inform the readers about a topic or problem and make the entire thing self-explanatory for simple understanding, there is some opportunity for creativity in the format. The main method through which media professionals disseminate detailed information about an event or subject is through report writing. Report writing is necessary in a number of industries, including business, politics, and the government, in addition to the media.

WHAT IS A REPORT?

A report is a methodical, well-planned document which outlines and evaluates a subject or problem, and which may include:

·         The record of an order of events

·         Explanation of the implication of these events or facts

·         Evaluation of the facts or results of research presented

·         Discussion of the consequences of a conclusion or course of action

·         Conclusions

·         References

REPORTS MUST ALWAYS BE:

·         Correct

·         Crisp

·         Clear

·         Well-Structured

REPORT WRITING FORMAT:

Every organisation has a standard report writing format, therefore a writer cannot use the same format consistently across all reports. The freelance writer must keep in mind when crafting a formal report that the intended audience shouldn't need to conduct extra research in order to decide or take action after reading the report.

TYPES OF REPORT WRITING:

Everything must be detailed. There are many types of report writing for organizations that are used for various purposes. To format your report to serve varied needs, look at the types mentioned below.

1)      FORMAL REPORT WRITING: Writing formal reports requires a lot of time and effort. To make the main argument sufficiently clear for the readers, extensive research, explanation, references, links, lists, and many other things are typically required. Big corporations typically use this kind of report writing for a significant occurrence, problem, or matter. Writing formal reports typically takes time and money. Formal Report writing has an internationally accepted pattern that includes various components that are mentioned below.

A)    COVER- The cover of a report is something that drives a reader’s attention first. The report’s cover leaves a huge impression on the reader’s mind and he/she can get an idea regarding the report’s topic or quality through the cover design. Report writers must take care of the cover of the report with has a major role to depict the report brief.

B)    TITLE OF THE REPORT- This component includes the report’s title and the name of the writer. Apart from these things, the title can also have a date and the name of the organization for which the report has been prepared.

C)    TABLE OF CONTENTS- This section includes headings and subheadings of the primary text written. This is a very important portion of report writing. It helps your readers to reach desired sections in your report in a hassle-free manner.

D)    SUMMARY- Here you basically provide the synopsis of the whole report’s primary text and you can also call it an informative summary. Many times, it is referred as ‘executive summary’. You can also use descriptive summary which is a simple table of contents. The format is always decided by the organization.

E)     INTRODUCTION- This is the most important section of the main text. The main text always includes three components – introduction, discussion, and conclusion. Here, you introduce the main text of your report in the most intriguing a detailed manner so that all types of readers can get your point without much effort.

F)     DISCUSSION- In the discussion section, a report writer discusses the main story of the report. According to your reader’s convenience, you decide the order of the report’s results. You can also do a result to theory comparison here along with the analysis, evaluation and interpretation of the data included.

G)    CONCLUSION/ RECOMMENDATION – You can present the summary of the discussion section here. Here, you mention your findings and recommend the elements to your readers as per your overall evaluation.

H)    APPENDIX – In the appendix portion, you can attach the graphs, lists, survey and suchlike stuff that are related to your report and helps your readers to understand the report comprehensively.

I)       REFERENCE/BIBLIOGRAPHY – You can cite your report’s references in this portion. 

2)      INFORMAL REPORT WRITING: Comparatively simpler and quicker than formal report writing, this sort of report writing. Less research is required here, and there are fewer components as well. he basic components of informal report writing include – Introduction, Discussion & Reference/Recommendations.

Different organizations include more components to this type as per their requirements. Informal Report Writing can also be divided into few types – Credit Report, Feasibility Report, Progress Report, Sales Activity Report, Financial Report, Personal Evaluation and Literary Report.

PROCESS OF REPORT WRITING:

A)    DECIDE THE OBJECTIVE: Like any other process, report writing sets its base on the purpose, why a report is being created. With a clear objective ahead, it helps report writer to stay focused and produce quality report that is easier to engage the reader.

B)    UNDERSTAND YOUR AUDIENCE: A quality report will undoubtedly result from proper audience comprehension. For instance, a financial review and an annual financial report to stakeholders are substantially different.

 And with knowledge, a writer can modify the language used, the information included, and the supporting evidence to elevate the indulgence for the target audience. Ideas that are based on the preferences of the audience might be produced with a personal touch. The report that best meets the writer's preferences can be presented with understanding.

C)    REPORT FORMAT & TYPES: For a report to be an effective communication tool, it must follow a particular format or type. Deciding on parameters like, written report or presentation; what type – formal, informal, financial, annual, technical, fact-finding or problem-solving report; design templates if any available.

D)    COLLECT THE FACTS & DATA: Adding figures, facts and data adds credibility to the report and strengthens the argument. Adding data or facts brings along a crucial responsibility to cite or mention the sources, like interviews, articles, sayings, articles, etc.

E)     STRUCTURE THE REPORT: A report typically has four elements, the executive summary which is written after the report is finished, introduction, includes the structure of the report and table of contents, body contains the main text and report, conclusion is a binding portion that brings all the elements of the report into a systematical end.

F)     READBILITY: The report must be pleasant and easy to read, thus the readability component is unquestionably a significant factor. The easiest approach to force the reader to follow a consistent path through the information flow is through excellent navigation. The content should be properly formatted, have pictures or visuals added, be broken up into shorter paragraphs for easier reading, and given a report-writing style with bullet points for easier comprehension.

G)    EDIT: There is seldom a flawless first draught of a report. This necessitates updating and revising the text. The best approach is to set the report document aside for a couple of days before returning to it. You can also ask a colleague team member to examine or proofread it for you. Keep writing samples close at hand as you revise it or have it edited. These examples can be used as a reference. You can reach us at www.writers.exchange or give us a call at +91 9840226301 or +1 914 598 8133 for further queries. 

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