REPORTS

Definition

 “A document in which a given problem is examined for the purpose of conveying (messages) information, reporting, finding, putting, forward ideas and sometimes making recommendation.”

There are many types of reports. Each type described in such details that it takes a number of pages to enumerate each kind of report. At a matter of fact, there are only two kinds of business reports.

 1.      Routine report.

 2.      Special report.

 Routine reports.

     A routine report is an important part of a business’s office but It does not need any special ability for obtaining details. It calls only for accuracy, not any brain power such reports are usually written by subordinates.

Special reports.

   The special reports is, on the other hand, written by a man whose training and experience make him an authority in the area with which the report is concerned. A routine report does not need any special letter of authority, because there is always a standing authorization for it, so that this kind of report contrary is always specially authorized

    A business report may be explained as a special kind of information, on which a man in authority may take a special decision. In the modern, expansive and highly complex business world, important decisions have to be taken almost daily, because complicated and difficult problem continue cropping up. The management engages the services of well qualified and experienced person to write special reports on the problem. They write these reports y conducting surveys, investigating the matter thoroughly and submitting their finding along with their recommendation or suggestions.

 Types:

       The special business report can be classified into two main categories. The short report and the long report, also called the informal report and formal report.

 Short report or informal report

      The short reports may be range from a short statement of facts presented on a single page to a larger presentation taking several pages. The short informal report is usually submitted in the form of a letter or memorandum. It dose not carry a cover, table of content or any special display.

            In style, this short report is personal, informal, and relaxed. It is written in the first person I or WE, unlike the formal report in which the use of first is usually for the sake of complete objectivity.

 Long reports or formal reports

        The report always along one and consists of all or only some of these parts;

 Cover

Title page

Contents page

Covering letter

Summary

Introduction

Body of the report

Conclusion with or without recommendation

 It is even printed sometimes and bound in hard covers like a book, when it happens to be very long; a summary of its main points is given after the introduction.

 In the style, the long reports are impersonal and restrained in tone. The writer or writers generally do not use the first person I or WE, but use third person reference in some such way “ it was found” and “ the writers are of the opinion” etc. s

 Advantages

 There are many advantages of report writing.

 Management can take better decision with the help of reports.

Efficiency of the work is improved.

The reports is a prove of working which is taking place in a organization due to report no one can change the facts and figures about work.

Reports are used as a permanent record for every organization.

Through effective report writing we can build our career in an organization and also come in the eye of officer.