What do you mean by report define various objective features of report writing also discuss various types of business report structure and drafting a report
21/June/2025 01:50
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What is a Report?
A report is a formal written document that presents information in an organized, factual, and structured way, typically for a specific audience and purpose. It is often used in academic, business, and technical settings to analyze a situation, provide findings, and recommend actions based on collected data.
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Definition:
> “A report is a written or spoken account of something that one has observed, heard, done, or investigated.”
– Oxford Dictionary
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Objectives of Report Writing:
1. To provide information clearly and concisely.
2. To record findings from research, meetings, surveys, or observations.
3. To analyze and evaluate data for decision-making.
4. To recommend actions or solutions to specific problems.
5. To aid planning, policy-making, or performance review.
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Features of a Good Report:
1. Clarity and Precision – The language must be simple and clear.
2. Objectivity – Facts should be presented without personal bias.
3. Logical Structure – Ideas must flow in a logical, organized way.
4. Factual Accuracy – Data, figures, and observations must be accurate.
5. Formal Tone and Style – The writing should be professional and formal.
6. Purposeful – A report should serve a defined goal or problem.
7. Well-documented – Include references, data sources, or appendices where necessary.
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Types of Business Reports:
Type Purpose
Informational Report Presents facts without analysis or recommendations
Analytical Report Provides interpretation and recommendations
Progress Report Describes the status of a project or task
Financial Report Deals with financial data like balance sheets, income, etc.
Research Report Based on investigation and analysis of data
Technical Report Deals with technical subjects, procedures, or experiments
Feasibility Report Assesses the practicality of a proposed plan
Incident Report Details an unexpected event, accident, or violation
Sales/Marketing Report Reviews performance and trends in sales or marketing
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Structure of a Business Report:
1. Title Page
Includes report title, name of author, date, and organization.
2. Table of Contents
List of headings and subheadings with page numbers.
3. Executive Summary
A brief overview of the main points, findings, and recommendations.
4. Introduction
Purpose, scope, and background of the report.
5. Methodology
How the data was collected and analyzed.
6. Findings/Discussion
Detailed presentation of facts, data, and interpretations.
7. Conclusion
Summary of findings and key takeaways.
8. Recommendations
Suggested actions based on the findings.
9. Appendices
Supporting documents, charts, tables, or data sets.
10. References/Bibliography
Sources used in report preparation.
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Steps in Drafting a Report:
1. Define the Purpose and Audience
Know the objective and who will read the report.
2. Research and Collect Information
Gather accurate and relevant data.
3. Organize the Information
Group facts logically and identify the structure.
4. Write the Report
Use formal language and divide content as per structure.
5. Review and Edit
Proofread for clarity, grammar, and accuracy.
6. Finalize the Layout
Add visuals (charts/tables), number pages, and ensure formatting.
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Conclusion:
Report writing is a critical business communication tool that helps in making informed decisions. A well-written report ensures that the information is presented in a structured, factual, and purposeful manner, allowing readers to understand the problem and take appropriate actions. Whether it's financial analysis, project progress, or marketing research, effective report writing is essential for organizational success.
