Report Writing | Different Types of Reports |
Reports are of two types mainly – oral and written. The basis of an
oral report depends on the facts seen or observed, and it is a piece of face to
face communication. If it is not recorded, it is as transient as any other oral
communication. It is time-saving for the reporter, but it is time-consuming for
the receiver as the receiver has to listen to every word of the report. On the
other hand, a written report is comparatively more precise and permanent. It
gives the reader an opportunity to just skim through it, or only read the
abstract or the conclusions or recommendations of it. It is more formal than an
oral report and can be referred to over and over again. However, there are certain types of written
reports which are like oral reports by their very nature, and are considered
relatively informal. For instance, a supervisor may write a report giving his
judgment and opinion on the working environment of the branches he visits at
times to collect information for the proprietor. In general, such reports are
written in the form of a memorandum and range from a few lines to several pages
of thorough information. At times they are written in the letter form too.
Formal reports vary a great deal according to their purpose, content
and significance, and different organizations adopt different ways to
categorize them. Some categorize them according to their origin and basis or
rate of recurrence, others by their extent or level of formality or objective
form. Whatever be the basis of classification, there is one thing common to
them – they all follow more or less a similar pattern. We may for our purposes
categorize these reports into the following two broad categories:
(i) Informational
(ii) Interpretive
Both kinds of reports are the result of an analysis, a piece of
research, a survey of a situation and an investigation of a problem. Remember
that an informational report includes only the information collected or the
facts and events observed in an organized way. It presents the real
circumstances as they are and not as they should be. In general, it does not
include any conclusions or recommendations. As it presents relevant information
in order, it is more functional and useful to the management. In most cases, it
helps them to take quick decisions.
An interpretive report, like an informational report, contains facts
but it includes an assessment or explanation or analysis of data and the
reporter's conclusions. It may also have recommendations for action. An
interpretative report which usually carries recommendations in it is also
termed as a recommendation or recommendatory report.
There are some reports which are written in a prescribed form. In this
case the report writer only puts a tick mark against some items which are
listed in the form or write very short notes or comments against them. These
reports are called routine reports as they are formal by their very nature and
carries information and sometimes recommendations as well. These reports are
usually written in an organized way and the purpose of such reports is to
record routine matters such as writing reports on inspection of equipment,
writing periodic reports on the onward position of projects, writing
confidential reports on office staff and workers, etc. at regular intervals.
The following tree diagram can help you to remember the various types
of reports that have been mentioned in this writing:
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