What is Report?
Reports are the documents that have been well researched, developed, and prepared with a specific goal in mind. A report must always be accurate and objective, as it is produced for a particular audience. It’s a document that analyses a situation and gives recommendations when necessary.
This blog has covered various types of report and their functions:
Types of reports:
1) Based on Formality:
a) Formal Reports:
A formal report is usually more extended, but the number of pages or words is not specified. It can be as short as ten pages and as long as one hundred. These reports deal with complex issues requiring a detailed background description, extensive study, and evidence to back up any suggested recommendations. The report requires a systematic structure to help the reader skim and scan the vast amount of information. Annual Audit reports are the example of formal reports.
b) Informal Reports:
Informal reports are usually 1 to 10 pages long. These reports are casual and straightforward, and they don’t need a lot of preparation. Informal reports are often used for internal communication in business organizations. Informal reports include memos and letters.
2) Based on Function:
a) Informational Report:
An informational report comprises data and information on a specific subject. For example, if there is an incident of theft in the organization, the informational reports provide the same information without specifying the recommendations.
b) Analytical report:
This report type begins with information gathering and research, followed by an analysis and one or more recommendations. Consider a study that assists a business in deciding where to open a new branch of the office. The report may include five properties that examine significant issues as the parking lot, cost of the property, and nearby landmarks, and then recommend the best site among the alternatives.
3) Based on Formality and length:
a) Long Reports:
Formal reports are usually long reports. Long reports require a lot of hard work. The purpose, scope, and format of long reports are entirely different from short reports. Such reports are usually detailed and complex and can’t be written in a letter and a memo format. Long reports follow a proper structure, and these reports are impersonal in tone and written in the third person.
b) Short Reports:
Informal reports are short reports. They are usually written in the first person and don’t exceed two pages. Such reports are generally written in a letter and a memorandum format. For instance, daily reports, weekly reports, and monthly reports follow the pattern of short reports.
4) Based on legal requirement:
a) Statutory Report:
The constitution requires companies to disclose financial statements to relevant government departments, and these reports are mandatory. Statutory reports must follow the formal structure and rules that have already been established for these types of reports.
b) Non-statutory Reports:
These reports are prepared to assist the board of directors or top executives in making sound decisions for the efficient control and management of a company, but they are not demanded by law. The Directors or their committees can request these reports at any time for submission to the shareholders, directors, employees, or committee or sub-committee.
5) Based on frequency:
a) Routine and Periodic Reports:
These reports are sent out at pre-scheduled dates. The nature of these reports is cyclical. Such reports are submitted annually, quarterly, and half-yearly, and monthly. These reports follow a pre-defined structure.
b) Special Reports:
Special reports are usually written on special situations like if a fire accident happened in the organization. The management could ask for the information in such reports from the concerned department.
c) Progress Reports:
These reports are prepared to show the achievements and progress of the organization. Such reports are either submitted periodically or on special occasions.
6) Based on hierarchy:
a) Vertical Reports:
The reports that follow the upward channel of communication are called vertical reports. Such reports are submitted to the higher authorities in the organization.
b) Lateral Reports:
These reports are exchanged between two departments of the same organizational level. Such reports are prepared for internal communication to help and coordinate the smooth functioning of the organization. For example, the Marketing department can send the report to the Finance department.
For related topics visit our Business Communication Page.
Read the related blogs:
What are the elements of Formal Letter Writing?
What are Email Writing Skills?