REPORT WRITING
In the modern time the business functions are very complex. Every concern whether the top level management or the Board of Directors want to have the latest information about the market. In this field the report plays a very important role.
First of all you must know the report.
"A report is a systematic and scientific recorded document for oral presentation of facts to enable the organization and its key processes to have facts related to some problem situation with a possible solution based on available information gathered during the process.” So report writing is essential for the successful execution of any business or some official work. 9
TYPES OF REPORTS Reports are of different kinds. There are formal report and informal report. The formal report is which needs all formalities like proper phraseology, proper use of words and the definite structure. As for as the informal report is concerned it means that the report is submitted with some personal touch. You can also put the kind of report in the oral form.
There are also the following reports, '
(i) Laboratory Report.
(ii) Periodical Report.
(iii) Clinical Report.
(iv) Inspection Report.
(v). Work Progress Report.
(vi) Annual Report.
(vii) Formal Report.
(viii) Informal Report.
(ix) Market Report.
Each type of a report serves a specific purpose. A report may consist of a few sentences in a paragraph or it may be lengthy according to the nature of the case.
FORMAT OF REPORT
There should be the following heading or sub-heading in the official report :
(i) Introduction
(ii) Body (Main body of the report)
(iii) Conclusion.
Here introduction means the brief history of the situation or case. In the second part you will describe the whole matter. Advice and instructions are made in the last part. Generally your report must begin with one of the following phrases.
with reference to your inquiry regarding the...….., I want to report that the …•
OR on...… the 4 march 2003, I went to inspect the...….
OR I beg to report that...…”. There are also some other sub-headings of the report like. Authorization, problem, purpose, scope, limitations, sources, etc. You can use the above sub-heading according to your convenience.
LANGUAGE AND PRESENTATION
The language of the report must be dignified and courteous. Your report must be unbiased. Even when you are going to criticise any body, it is advisable to moderate the criticism. In short, language and presentation of the report lend more credibility to the report. Always remember that a good report presented in a poor style will make the report unreliable. So a report is more objective and impersonal than any correspondence. A few specimen reports are discussed below:
SPECIMEN OF SOME GOOD REPORTS
1. Write a report about the progress of a work at the site.
From, Workshop Superintendent, D.N. Polytechnic, Partapur Meerut.
To,
The Works Manager,
Precision Engineering Co.,
Mumbai
Subject : Report about the Progress in installing the Capstan Lathe
Sir,
With reference to your inquiry regarding the progress in the installation of the Capstan Lathe, I want to report that the work is well in progress. The work is likely to be finished as per schedule, i.e., by 31st July, 2016. The trial run is expected to be given on 20th July, 2016.
Your are, however, requested to send one more mechanic and a fitter to expedite the work so that the lathe may be available for job work on the scheduled date, i.e., 31 July, 2016...
Yours faithfully,
XYZ
