Lecture#18: Reports & Proposals

Lecture Notes

What Is a Report?

Reports are documents designed to record and convey information to the reader.

Reports are part of any business or organization; from credit reports to police reports,
they serve to document specific information for specific audiences, goals, or functions.
The type of report is often identified by its primary purpose or function, as in an accident
report, a laboratory report, a sales report, or even a book report. Reports are often
analytical, or involve the rational analysis of information. Sometimes they simply “report
the facts” with no analysis at all, but still need to communicate the information in a clear
and concise format. Other reports summarize past events, present current data, and
forecast future trends. While a report may have conclusions, propositions, or even a call
to action, the demonstration of the analysis is the primary function. A sales report, for
example, is not designed to make an individual sale. It is, however, supposed to report
sales to date, and may forecast future sales based on previous trends. This chapter is
designed to introduce you to the basics of report writing.

Types of Reports

Reports come in all sizes, but are typically longer than a page and somewhat shorter
than a book. The type of report depends on its function. The function of the report is its
essential purpose, often indicated in the thesis or purpose statement. The function will
also influence the types of visual content or visual aids, representing words, numbers,
and their relationships to the central purpose in graphic, representational ways that are
easy for the reader to understand. The function may also contribute to parameters like
report length (page or word count) or word choice and readability. “Focusing on the
content of your longer business documents is not only natural but necessary because
doing so helps ensure complete, correct information” (Bovee & Thill, 2010).

Reports vary by function, and they also vary by style and tradition. Within your
organization, there may be employer-specific expectations that need to be addressed to
meet audience expectations. This chapter discusses reports in general terms, focusing
on common elements and points of distinction, but reference to similar documents
where you work or additional examination of specific sample reports may serve you well
as you prepare your own report.
Type Function

1. Laboratory Report Communicate the procedures and results of laboratory activities

Study problems scientifically by developing hypotheses, collecting data, analyzing data,

2. Research Report
and indicating findings or conclusions

Describe one-time events, such as trips, conferences, seminars, as well as reports from
3. Field Study Report
branch offices, industrial and manufacturing plants

4. Progress Report Monitor and control production, sales, shipping, service, or related business process

5. Technical Report Communication process and product from a technical perspective

6. Financial Report Communication status and trends from a finance perspective

7. Case Study Represent, analyze, and present lessons learned from a specific case or example

8. Needs Assessment
Assess the need for a service or product
Report

9. Comparative Advantage
Discuss competing products or services with an analysis of relative advantages and disadvan
Report

Analyze problems and predict whether current solutions or alternatives will be practical,
10. Feasibility Study
advisable, or produced the desired outcome(s)

11. Instruction Manuals Communicate step-by-step instructions on the use of a product or service

Document and indicate the extent to which a product or service is within established
12. Compliance Report
compliance parameters or standards

13. Cost-Benefit Analysis

Communicate costs and benefits of products or services.
Report

14. Decision Report Make recommendations to management and become tools to solve problems and make decis

15. Benchmark Report Establish criteria and evaluate alternatives by measuring against the establish benchmark crit

16. Examination Report Report or record data obtained from an examination of an item or conditions, including
 Type Function

accidents and natural disasters

17. Physical Description

Describe the physical characteristics of a machine, a device, or object
report

18. Literature Review Present summaries of the information available on a given subject

Informational or Analytical Report?

There are two main categories for reports, regardless of their specific function or type.
An informational report informs or instructs and presents details of events, activities,
individuals, or conditions without analysis. An example of this type of “just the facts”
report is a police accident report. The report will note the time, date, place, contributing
factors like weather, and identification information for the drivers involved in an
automobile accident. It does not establish fault or include judgmental statements. You
should not see “Driver was falling down drunk” in a police accident report. Instead, you
would see “Driver failed sobriety tests and breathalyzer test and was transported to the
station for a blood sample.” The police officer is not a trained medical doctor and is
therefore not licensed to make definitive diagnoses, but can collect and present relevant
information that may contribute to that diagnosis.

The second type of report is called an analytical report. An analytical report presents
information with a comprehensive analysis to solve problems, demonstrate
relationships, or make recommendations. An example of this report may be a field
report by a Center for Disease Control (CDC) physician from the site of an outbreak of
the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread
of the disease, and to make recommendations on the treatment and quarantine of
subjects.

Table 13.3 “Types of Reports and Their Functions” includes common reports that,
depending on the audience needs, may be informational or analytical.

Table 13.3 Types of Reports and Their Functions

How Are Reports Organized?

Reports vary by size, format, and function. You need to be flexible and adjust to the
needs of the audience while respecting customs and guidelines. Reports are typically
organized around six key elements:

1. Whom the report is about and/or prepared for

2. What was done, what problems were addressed, and the results, including conclusions
and/or recommendations
3. Where the subject studied occurred
4. When the subject studied occurred
5. Why the report was written (function), including under what authority, for what reason, or
by whose request
6. How the subject operated, functioned, or was used

Pay attention to these essential elements when you consider your stakeholders, or
those who have an interest in the report. That may include the person(s) the report is
about, whom it is for, and the larger audience of the business, organization, or industry.
Ask yourself who the key decision makers are who will read your report, who the
experts or technicians will be, and how executives and workers may interpret your
words and images. While there is no universal format for a report, there is a common
order to the information. Each element supports the main purpose or function in its own
way, playing an important role in the representation and transmission of information.

Ten Common Elements of a Report

Page Element Function

Like the cover of a book, sometimes a

1. Cover Title and image picture, image, or logo is featured to
introduce the topic to the reader.

2. Title Fly Title only This page is optional.

3. Title Page Label, report, features title, author, affiliation, date, and
 Page Element Function

sometimes for whom the report was prepared

4. Table of A list of the main parts of the report and their respective
Contents page numbers

 Informational abstract: highlight topic,

methods, data, and results
5. Abstract  Descriptive abstract: (All of the above 
without statements of conclusion or
recommendations)

6. Introduction Introduces the topic of the report

Key elements of body include:

 Background
7. Body  Methodology 
 Results

 Analysis and Recommendations

This portion clearly indicates the main

8. Conclusion Concise presentation of findings results and their relation to recommended
action or outcome.

9. References Bibliography or Works Cited This part contains a list of citations.

This may include maps, analysis of soil

10. Appendix Related supporting materials
samples, and field reports.

Here is a checklist for ensuring that a report fulfills its goals.

1. Report considers the audience’s needs

2. Format follows function of report
3. Format reflects institutional norms and expectations
4. Information is accurate, complete, and documented
5. Information is easy to read
6. Terms are clearly defined
7. Figures, tables, and art support written content
8. Figures, tables, and art are clear and correctly labeled
9. Figures, tables, and art are easily understood without text support
10. Words are easy to read (font, arrangement, organization)
11. Results are clear and concise
12. Recommendations are reasonable and well-supported
13. Report represents your best effort
14. Report speaks for itself without your clarification or explanation