Report Writing

Report

if it isn't documented, it didn't happen.

Report- A document containing information organized in a narrative, graphic, or tabular form, prepared on ad hoc, periodic, recurring, regular, or as required basis. Reports may refer to specific periods, events, occurrences, or subjects, and may be communicated or presented in oral or written form.

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Technical Report

A technical report (also: scientific report) is a document that describes the process, progress, or results of technical or scientific research or the state of a technical or scientific research problem . It might also include recommendations and conclusions of the research. Unlike other scientific literature, such as scientific journals and the proceedings of some academic conferences, technical reports rarely undergo comprehensive independent peer review before publication. Where there is a review process, it is often limited to within the originating organization. Similarly, there are no formal publishing procedures for such reports, except where established locally.

                    Importance of Reports

Report-writing is an indispensable par of any profession. Almost every important decision in business, industry or government is taken on the basis of information presented or recommendation made in reports. Every member of the executive staff of an organization is made to write a report at one time or another because without making report no analysis of their work is possible. Reports keep record which are used if the same situation recur. Reports also provide objective recommendations on any problem. Hence the skill of report-writing is as important as good raw material and equipment for running an industry or a business efficiently. An efficient executive need to possess this skills, if he wants to rise up the corporate ladder. It helps him to perform his functions of planning and evaluating men and material resources efficiently.

Characteristics of a Good Report

ØAccurate and specific

ØRelevance

ØObjective

ØClear/Clarity

ØComplete

ØBrevity

ØWell-organized

ØGrammatically correct

ØSimplicity

                        1. Accurate and specific

Accuracy of facts or details is a pre-requisite for any report since reports are specifically prepared to arrive at a particular decision. Inaccurate facts may lead to hazardous results. Hence , every fact or detail of a report should be exactly accurate

•Accurate means specific.

•Vague reference do not give readers much information.

•Proofread your report again. 

Example of vague/specific references

The patient had a high fever. - ( vague )

The patient had a fever of 103˚F.- (specific)

2. Relevant and factual

        Every fact mentioned in the report must have a relevant bearing on the subject. While irrelevant facts lead to a state of confusion, relevant facts provide completeness to the report. Thus, it should be kept in mind that no relevant or important fact escape from being a part of the report.

        Secondly , all conclusion and suggestion should mention facts as reason behind them.

•An inference becomes believable if supported by facts.

•Do not include an opinion unless it is identified

 

3. Objectivity

A good report should be objective, not subjective. A writer should not be biased while giving recommendation at the end of the report. He should remain free from any self-interest and be as objective as possible to arrive at an impartial conclusion.

The man attacked an elderly homeless woman. - Objective

The man attacked an old bag lady. - Subjective

                        4. Clarity

If different people can read the same report and come up with different interpretations, the report is not clear.

Clarity can be achieved by the proper arrangement of facts , opinions in specific parts. First of all, a report writer should be absolutely clear in his mind regarding the purpose of writing the report. Secondly, statements from other people may not be objective, so writer need to make it clear that he/she are quoting someone else.

5.Completeness

•A good report covers six important questions:

•Who?

• What?

•Where?

• When?

•Why?

•How?

6. Brevity

A good report is always brief and to the point, but it should not be achieved at the cost of clarity and completeness. In this way, we can say that one must include everything that is important and yet it should be brief. Concise (brevity) means using words economically and omitting words that do not add value.

Examples of wordy/concise

Wordy- The engine company that arrived first on scene immediately began operations to search the first floor of the hotel and rescue anyone who might be trapped.

Concise- The first-in engine company immediately began search and rescue operations on the first floor of the hotel.

7.Well-Organized

A good report should have proper division and no part should mingle in another.

8.Grammatical Correctness

      Errors in grammar and punctuation can affect both the clarity and accuracy of your report. A good report should abide by the laws of grammar and syntax. It is one of the basic requisites of a good report as any other piece of composition. Grammatical inaccuracy leads to obscurity and ambiguity. Hence great care is needed while constructing a sentence. Similarly, appropriate marks of Punctuation should be used to give necessary pauses to the sentences.

9.Simplicity

Metaphorical, ambiguous and bombastic words should be avoided while writing a report. Since a report is a sort of scientific document of practical utility, It must remain free from hyperbolic and flowery language.