Understanding Reports and Their Characteristics

What is a Report?

• A report is a structured document that identifies a problem, analyzes it in detail, provides results and discussion, and offers suggestions and recommendations.

Characteristics of a Report

• Reports use headings and subheadings to convey importance.
• Each section can stand alone and be understood without needing to refer to other sections.
• Reports use objective language, based on facts and figures, and avoid personal opinions.

Expectations of a Report

• Reports address a specific problem or hypothesis with a proposed solution.
• Reports have a defined audience (client, manager, etc.), taking into account their knowledge and expectations.
• Reports are structured with headings, subheadings, and use objective language.
• Reports are based on thorough research and analysis to ensure credibility and authenticity.

General Purpose of Writing a Report

• To inform: Provide objective information about an event, problem, or project.
• To persuade: Analyze data and present findings to support a position or hypothesis.
• To influence: Persuade the audience to take action based on findings and recommendations.
• To initiate: Encourage a shift in perspective and behavior leading to change.

Significance of a Report

• Reports document tasks and activities within an organization.
• Reports facilitate communication within an organization in a hierarchical manner, both upwards (employee to employer) and downwards (employer to employee).
• Reports can also facilitate peer-to-peer communication.

Relevance of a Report

• Reports support internal communication in organizations.
• Reports assist project planning and decision-making by providing analyzed data.
• Reports contribute to knowledge dissemination within organizations.

Report Attributes

• Reports are methodical and well-planned, evaluating a subject or problem.
• Reports are concise and written for a specific purpose and audience.
• Reports analyze situations or problems and often recommend actions.
• Reports should be factual, clear and well-structured.

Features of a Well-Written Report

• A report demonstrates clarity of thought and comprehensive knowledge.
• Information is presented in a clear and concise manner, maximizing information with minimal words.
• The overall structure is presentable and legible.

Report vs. Essay

• Reports and essays have similarities and differences.

What is a Report?

• A report is a structured document that identifies a problem, examines it in detail, and presents the results, discussion, suggestions, and recommendations.

Report Characteristics 

• Reports are organized using headings and subheadings to create a visual hierarchy.
• Each section in a report is self-contained, meaning it can be understood without reading other sections.
• Reports aim to provide impartial communication based on facts and figures to prevent bias.

Report Expectations

• A report starts with a defined problem or hypothesis requiring a solution.
• Reports have a specific intended audience, whose background knowledge and expectations are considered during writing.
• Reports use clear formatting, headings, and subheadings, and employ objective language, avoiding personal pronouns.
• Good reports are based on thorough research and analysis, adding credibility.

General Purpose of Report Writing

• To inform: Reports provide unbiased, authentic information about an event, problem, or project.
• To persuade: Reports present findings to support a specific position/hypothesis, aiming to convince the audience.
• To influence: Reports aim to influence the audience to take action based on findings and recommendations.
• To initiate: When the audience acts on recommendations, it can lead to societal change.

Significance of a Report

• Reports act as a written record of tasks and activities within organizations.
• Reports serve as a communication tool within a hierarchical structure, allowing for upward, downward, and parallel communication.

Relevance of a Report

• Reports facilitate internal communication within organizations.
• They support project planning and decision-making by providing new information through data analysis.
• Reports contribute to existing knowledge and disseminate information among employees.

Report Attributes

• Reports are methodical and well-planned, outlining and evaluating a subject or problem.
• They are concise and written for a specific purpose and audience.
• Reports analyze situations or problems and often offer recommendations for future actions.
• Reports are factual and should be clear and well-structured.

Features of a Well-Written Report

• Reflects clarity of thought.
• Demonstrates comprehensive knowledge.
• Provides self-explanatory information.
• Presents concise information (maximum content in minimum words).
• Has a presentable and legible structure.

Report vs. Essay

• Reports and essays share some similarities and differences:
  • A key difference is the purpose: reports are for information and persuasion while essays express personal opinions.
  • While both use structure, reports follow a stricter, predefined format compared to essays.