Essential of good Report30th January 2021
The term “reporting” mean different things as follows:
- Furnishing data at regular intervals in standardized forms,
- Submitting specific information for particular purpose upon specific request instruction.
- Narrating some facts.
- Reviewing certain matter with its merits and demerits and offering comments,
In order to facilitate decision-making, the information supplied should be in proper form. The style and layout of a report depend upon the needs of the individual who will use the same. The report may be submitted in the form of narration [written statement of facts], statistical tabulations, graphs, charts, etc.
Accuracy of Facts
Information contained in a report must be based on accurate fact.
Since decisions are taken on the basis of report information, any inaccurate information or statistics will lead to wrong decision. It will hamper to achieve the organizational goal.
Privileged or Non-Privileged:
Reports can be further classified into privileged or non-privileged. A Privileged Report is that which contains statements or remarks made by some people which may be defamatory to some others but permitted to be spoken under privilege in speech.
A report on proceedings of a case in a court of law or in Assembly or Parliament session, etc. is allowed to be published in newspapers or otherwise. But such a privilege is a ‘qualified’ privilege and will be allowed provided the report is accurate and meant for public interest.
But the report containing privileged speeches on a private meeting like the annual general meeting of a company, cannot be published as a privileged report.
Every other kind of report is a Non-privileged Report. Reports in general are non-privileged.
In a good report, the report writer is very clear about the exact and definite purpose of writing the report. His investigation, analysis, recommendations and others are directed by this central purpose.
Precision of a report provides the unity to the report and makes it a valuable document for best usage.
General or Confidential:
A General Report is that which is for distribution among many, like the members of an organisation- Such reports may be printed in large numbers or even published in newspapers for the public information. The Government publishes reports of different committees or commissions and places them on sale to the public.
A Confidential Report is meant for some superior person or persons and is not for general information. Sometimes the report may be so confidential that the secretary or any other person preparing it. Writes it by hand or types it out him-self.
While drafting any report, it is necessary to keep in mind about the person who is going to read it. That’s why a good report is always reader oriented.
Readers knowledge and level of understanding should be considered by the writer of report. Well reader-oriented information qualifies a report to be a good one.
The facts presented in a report should not be only accurate but also be relevant. Irrelevant facts make a report confusing and likely to be misleading to make proper decision.
A good report should be concise but it does not mean that a report can never be long.
Rather it means that a good report or a business report is one that transmits maximum information with minimum words.
It avoids unnecessary detail and includes everything which are significant and necessary to present proper information.
This is just another essential features of a good report. A good report is written in a simple language avoiding vague and unclear words.
The language of the report should not be influenced by the writer’s emotion or goal. The message of a good report should be self-explanatory.
Recommendation on report usually make effect on the reader mind.
So if recommendations are made at the end of a report, they must be impartial and objective. They should come as logical conclusion for investigation and analysis.
A good report is free from errors. Any faulty construction of a sentence may make its meaning different to the reader’s mind. And sometimes it may become confusing or ambiguous.
Presentation of a report is also a factor which should be consider for a good report. A good report provides a catchy and smart look and creates attention of the reader.
Structure, content, language, typing and presentation style of a good report should be attractive to make a clear impression in the mind of its reader.
Clarity depends on proper arrangement of facts. A good report is absolutely clear.
Reporter should make his purpose clear, define his sources, state his findings and finally make necessary recommendation.
To be an effective communication through report, A report must be clear to understand for making communication success.
A good report should have a summery by which the reader of the report can take a decision at all or stand on a decision what to do next in such condition. So, it is an important feature of a good report.