Report Types: Top 8 Types of
Reports
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This article throws light upon the top eight types of report.
The types are: 1. Formal or Informal Reports 2. Short or
Long Reports 3. Informational or Analytical
Reports 4. Proposal Report 5. Vertical or Lateral
Reports 6. Internal or External Reports 7. Periodic
Reports 8. Functional Reports.
Type # 1. Formal or Informal Reports:
Formal reports are carefully structured; they stress objectivity and
organization, contain much detail, and are written in a style that
tends to eliminate such elements as personal pronouns. Informal
reports are usually short messages with natural, casual use of
language. The internal memorandum can generally be described as
an informal report.
Type # 2. Short or Long Reports:
This is a confusing classification. A one-page memorandum is
obviously short, and a twenty page report is clearly long. But where
is the dividing line? Bear in mind that as a report becomes longer
(or what you determine as long), it takes on more characteristics of
formal reports.
Type # 3. Informational or Analytical Reports:
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Informational reports (annual reports, monthly financial reports,
and reports on personnel absenteeism) carry objective information
from one area of an organization to another. Analytical reports
(scientific research, feasibility reports, and real-estate appraisals)
present attempts to solve problems.
Type # 4. Proposal Report:
The proposal is a variation of problem-solving reports. A proposal is
a document prepared to describe how one organization can meet
the needs of another. Most governmental agencies advertise their
needs by issuing “requests for proposal” or RFPs. The RFP specifies
a need and potential suppliers prepare proposal reports telling how
they can meet that need.
Type # 5. Vertical or Lateral Reports:
This classification refers to the direction a report travels. Reports
that more upward or downward the hierarchy are referred to as
vertical reports; such reports contribute to management control.
Lateral reports, on the other hand, assist in coordination in the
organization. A report traveling between units of the same
organization level (production and finance departments) is lateral.
Type # 6. Internal or External Reports:
Internal reports travel within the organization. External reports,
such as annual reports of companies, are prepared for distribution
outside the organization.
Type # 7. Periodic Reports:
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Periodic reports are issued on regularly scheduled dates. They are
generally upward directed and serve management control.
Preprinted forms and computer-generated data contribute to
uniformity of periodic reports.
Type # 8. Functional Reports:
This classification includes accounting reports, marketing reports,
financial reports, and a variety of other reports that take their
designation from the ultimate use of the report. Almost all reports
could be included in most of these categories. And a single report
could be included in several classifications.
Although authorities have not agreed on a universal report
classification, these report categories are in common use and
provide a nomenclature for the study (and use) of reports. Reports
are also classified on the basis of their format. As you read the
classification structure described below, bear in mind that it
overlaps with the classification pattern described above.
i. Preprinted Form:
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Basically for “fill in the blank” reports. Most are relatively short
(five or fewer pages) and deal with routine information, mainly
numerical information. Use this format when it is requested by the
person authorizing the report.
ii. Letter:
Common for reports of five or fewer pages that are directed to
outsiders. These reports include all the normal parts of a letter, but
they may also have headings, footnotes, tables, and figures.
Personal pronouns are used in this type of report.
iii. Memo:
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Common for short (fewer than ten pages) informal reports
distributed within an organization. The memo format of “Date,”
“To,” “From,” and “Subject” is used. Like longer reports, they often
have internal headings and sometimes have visual aids. Memos
exceeding ten pages are sometimes referred to as memo reports to
distinguish them from shorter ones.
iv. Manuscript:
Common for reports that run from a few pages to several hundred
pages and require a formal approach. As their length increases,
reports in manuscript format require more elements before and
after the text of the report. Now that we have surveyed the different
types of reports and become familiar with the nomenclature, let us
move on to the actual process of writing the report.
