Objectives and

Structures of
Various Kinds of
Reports
What is a
Report?
•It is a major form of technical/business/professional communication. In writing a report, a
person who possesses certain facts, ideas, or suggestions useful for courses of action transmits
this information to another person who wants to use it.

• A report can be the description of an event by a person who witnessed it to somebody else
who was not actually present on the scene.

• It can be the description of the conditions that did exist, that do exist, or that are likely to exist.
In short, we can say that a report is usually a piece of factual writing, based on evidence,
containing organized information on a particular topic and/or analysis of that topic.

• It is formal in nature and is written for a specific purpose and audience. It discusses the topic in
depth and contains conclusions and recommendations if required
Types of Report

- Informal Report
- Formal Report
- Informational Report
- Analytical Report
- Recommendation Report
 Informal Report

• The informal report functions to inform, analyze, and recommend.

• It usually takes the form of a memo, letter or a very short international

document like a monthly financial report, monthly activities report,
research and development report, etc.

• This report differs from the formal report in length and formality.

• It is written according to organization style and rules, but usually does not
include the preliminary (front) and supplemental (back) material.

•The informal report is usually more controversial in tone and typically

deals with everyday problems and issues addressed to a narrow readership
inside the organization.
Types of Informal Report

- Progress Report
- Sales Activity Report
- Personnel Evaluation
- Financial Report
- Feasibility Report
- Literature Review
- Credit Report
Formal Report Types of Formal Report

- Informational reports
• The formal report is the collection - Analytical reports
and interpretation of data and - Recommendation reports
information.
• The formal report is complex and
used at an official level
 Informational Report

• Informational reports present results so readers can understand a particular

Informational
problem or situation.
> Example: Manager of a city's website might prepare an informational report
for the city council, the report would provide statistics on the number of people
who pay their city water and sewage bills online etc.
• Informational reports might:
>Present information on the status of current research or of a project.
>Present an update of the operation in your division.
>Explain how your organization or division does something.
>Present the results of a questionnaire or research.
 Analytical Report

• This type goes a step beyond presenting results. Analytical reports present
results analyze those results, and draw conclusions based on those results.
• These reports attempt to describe why or how something happened and then
to explain what it means
• Like informational reports, analytical reports can be formal or informal.
• Explain what cause a problem or situation - Present the results of a traffic
study showing accidents at an intersection-the report explains what it means.
• Explain the potential results of a particular course of action.
• Suggest which option, action, or procedure is best.
Recommendation Report

• This usually present the

results and conclusions that support the
recommendations.
• This type is identical to analytical report.
• For example, your analytical report suggests using
treatment X is more
efficient than treatments Y and Z. However, that
does not mean that you will use
treatment X as cost and other considerations might
recommend treatment Y.
• What should we do about a problem?
• Should we or can we do something?
• Should we change the method or technology we
use to do something?
Objectives The purposes for which reports are written vary widely. Given below are some
important purposes of reports:

of • To present a record of accomplished work (Project report)

Report • To record an experiment (primary research report/laboratory report)

• To record research findings or technical specifications (a report on the details
of a new product)
• To document schedules, timetables, and milestones (a report on a long-term
plan)
• To document current status (an inspection report)
• To record and clarify complex information for future reference (a report on
policies and procedures)
• To present information to a large number of people (annual report)
• To present organized information on a particular topic (a report describing the
working of various divisions of an organization)
• To recommend actions that can be considered in solving certain problems.
(recommendatory report)
 Structures of Report

A key feature of reports is that they are formally structured in sections. The use
of sections makes it easy for the reader to jump straight to the information they
need.

Unlike an essay which is written in a single narrative style from start to finish,
each section of a report has its own purpose and will need to be written in an
appropriate style to suit-for example, the methods and results sections are mainly
descriptive, whereas the discussion section needs to be analytical.

Understanding the function of each section will help you to structure your
information and use the correct writing style. Reports for different briefs require
different sections, so always carefully check any instructions you have been given.
What section should I write first?

It can be helpful to write up sections as you go along. This means

that you writeabout what you have done while it's still fresh in your
mind and you can see more easily if there are any gaps that might
need additional research to fill them. In addition, you do not end up
with a large piece of writing to do in one go - that can be
overwhelming.
Here is a suggested order for writing the main sections:
1. Methods and Data/Results
As a rough guide, the more factual the section, the earlier you should write it. So sections describing 'what you did
and what you found' are likely to be written first.

2. Introduction and Literature Survey

Sections that explain or expand on thepurpose of the research should be next. What questions are you seeking to
answer,how did they arise, why are they worth investigating? These will help you to see howto interpret and analyze
your findings.

3. Discussion
Once you have established the questions your research is seeking to answer, you will be able to see how your
results contribute to the answers and what kind of answers they point to. Write this early enough that you still have
time to fill any gaps you find.

4. Conclusions and Recommendations

These should follow logically from your discussion. They should state your conclusions and recommendations
clearly and simply.

5. Abstract/Executive Summary
Once the main body is finished you can write a succinct and accurate summary of the main features.
 Submitted by:

Thank

Group 3

You!!! Aezel Arcellana

Rinalld Rei Panting
Abigel Balbin
Chritine Espinosa
Mary De Guzman
Melvin Tresvalles
Aaron Paul Cedeño