What is Report?
A report is a self-explanatory declaration that provides management with information for decision making and follow-up actions. It is a logical presentation of information and facts.
It is defined as an account given on a specific subject, in particular in the form of an official document, after thorough investigation or consideration by an appointed person or entity.
It is a systematic presentation of established facts about a particular event/subject and is a summary of a specific issue/findings’ problems and recommendation.
Types
Reports are of 4 types-
1. Routine Reports:
By filling out the printed forms, routine reports are prepared periodically to convey information about the progress or status of work. They are submitted at periodic intervals or soon after the task is completed. Routine reports are provided below.
a. Progress Report: This report provides information on the progress of a project or a task that is being carried out, such as the construction of a building or the production of products.
b. Inspection Report: As soon as an inspection is carried out, it is submitted. It is necessary to identify any irregularities or changes in day-to-day work from standard practice. The internal audit report submitted by an internal auditor is an example.
c. Performance Appraisal: It is meant for measuring and recording an employee’s performance. For each of the subordinates, each supervisor has to fill out an assessment report annually to evaluate the performance of individual employees. It also gives feedback on their performance to the staff.
d. Periodical Report: This is prepared at regular intervals by departmental heads on the operation of a section or department to assess the effective functioning of each department.
2. Special Reports:
When a special situation or problem arises, they are prepared. An individual or committee of individuals with knowledge and understanding in the field is appointed to investigate and study a particular issue, gather relevant information, and make suggestions to assist leadership in decision-making. Some of the special reports prepared by the organization are below.
a. First information Report (F.I.R.): If there are sudden accidents such as fire accident, building collapse, theft, etc., this report is required. It is prepared on the spot by the person in charge and submitted for their deliberation to the higher authorities. For example, the branch manager’s report on fire accidents is prepared for immediate action at the branch office of the Regional Office or Head Office. The report must provide all the data available immediately after the occurrence of the incident, such as the nature of the loss, the extent of the destruction, the time of the accident, etc.
b. Investigation Report: It is prepared after a thorough investigation into certain specific situations has been conducted. When there is a problem, an investigation is done and the management must find out the causes of the problem, as well as the suggestions for solving it. For example, reports of falling sales, declining bank deposits, many complaints about customers, branch losses, etc.
c. Feasibility or Survey Report: It is prepared when an organization intends to market a new product, introduce a new service, or make any significant changes that may affect the customers of the company.
d. Project Report: This is written after the initial survey on the research project has been completed. By showing the cash flow and expected results, the proposal is described as a project to be completed in the future. It is used for planning and also for convincing others, such as government departments and banks, particularly sanctioning and funding authorities.
3. Formal Reports:
In the prescribed or standard form, a formal report is prepared and presented according to the established procedure and through the right channel. Reports submitted by officials or organized bodies’ committees (e.g., companies, cooperatives, local bodies, etc.) are generally formal reports. It may be a Statutory or Non-statutory Report.
a. Statutory Report: It is one prepared by the secretary or directory or auditor in accordance with specific law provisions. E.g., Auditors Report, Report of Directors, Report of Inspection Committee Etc.
b. Non-Statutory Report: They are those that are not required under the provisions of any law, but must be prepared to assist top managers in order to control the company effectively and organize it.
4. Informal Reports:
They do not follow any form or procedure prescribed. It usually takes the form of communication between an individual and a person and can even be established in the form of a letter.
Layout of Report:
The report’s layout deals with the arrangement and presentation of information in the report. The main purpose of it is to assist the recipient, on the basis of the conclusions https://challenges.trade.com/en/ and recommendations, to identify the facts relating to the subject under study, draw his own conclusions and take appropriate action. It must not only be clear, concise and logical in order to achieve its purpose, but must also be drawn up according to a recognized form and arrangement.
However, it is difficult to establish a particular set of rules for the preparation of reports. The nature, length and style of a report should vary with the circumstances of the case, except for the statutory report. In the case of formal and special reports, the following are the general content arrangement.
a. The Heading or Title: It must always have a title that indicates the study subject, the period and the study location. The full title page of a long report provides the title, the name of the person assigning the report and the name of the person or group preparing the report, with the month and year of submission.
In a short report, the title appears before the text of the report at the top of the first page.
b. Table of Contents: The Table of Contents is a list of the chapters or subjects included. Each topic is given a serial number, title and page mark.
c. Body of the Report: It is a primary component and consists of the following sub-sections, sub-headings or sub-headings. The body is split into the following portions:
i. Introduction: It contains the terms of reference and the study subject. Here, in light of the terms of reference and the relevant circumstances, the writer analyzes the problem chosen by him.
ii. Development or Findings: In this part, the author presents the facts and data gathered together with the outcome of his research in relation to his study. Data collected may include graphs, graphs and statistical tables from other reports published and presented in an organized form with a heading and a subheading for the reader to better understand.
iii. Conclusions or Recommendations: In this portion the writer draws up some definite conclusions on the basis of the facts and data presented after considering all aspects of the problem in hand. He then puts forward some strong suggestions or recommendations of his own.
iv. Appendix: This is the additional material provided at the end of the report. This may be a copy of the questionnaire used or the building plans, maps or other materials referred to in the reporting body.
v. References and Bibliography: In the case of long reports, for the preparation of the report, the reporter had to conduct comprehensive research. In such studies, just after the appendix, it is practical to add a list of references and bibliography to indicate the sources from https://english.stamforduniversity.edu.bd/which the writer drew his materials for the report.
vi. Index: The index includes the content of the report and is usually added after the bibliography has been added. Generally speaking, it is found in long reports.
vii. Summary: It contains the essence of the report’s findings and recommendations and is usually appended to the person or superior body to whom it is submitted to facilitate its consideration.
viii) Signature: It should be dated and signed for all reports. It should be signed by the chairman if it is prepared by a committee or sub-committee and the report is common. It has to be signed by the reporter if it is prepared by an individual.https://en.wikipedia.org/wiki/Report