Business and Marketing Analytics
LECTURE 35
Report Writing
Report writing is like putting together information in an
organized way. It helps share facts or ideas with a particular
group through writing. People use it in school, work, science,
and government to share important stuff.
First, you decide why you're writing the report. Then, you
collect info from research or observations. After that, you
look at the info and organize it into a clear document.
Reports can be short or long, easy or hard, depending on
who you're talking to and why.
Purpose of Report Writing
A report has lots of purposes both in the academic and professional world. But since It’s usually
used in the professional world most of the time, we are going to share with you the three main
purposes of this document:
• Making decisions: Reports give a lot of info needed to make important choices. They help
people and businesses understand specific topics better so they can decide what to do.
• Conducting investigations using reports: When there's a big problem, groups or teams look
into it to find out what's causing it. They write a report with their findings and suggestions to
solve the problem. This happens in schools and businesses when issues come up.
§ Professional advancement: Writing good reports can help you move up in your job. It shows
you're smart and capable. Submitting quality reports can lead to promotions and make you
happier at work.
Types of Reports
Different types of reports serve various purposes, and understanding their distinctions is crucial for
effective communication in academic, professional, and organizational settings. Here, we'll explore
four common types of reports:
• Routine Reports: These are regular updates about what's happening within a company. They
give quick info about daily or regular activities, helping everyone stay in the loop and make
decisions. For example, a daily sales report from Flipkart, an attendance report from Infosys, or
an inventory status report from Reliance Industries. These reports help track performance and
keep things running smoothly.
• Special Reports: These are detailed reports made for specific reasons, such as investigating a
problem or analyzing a unique situation. They need a lot of research and present thorough
findings. For example, a special report from Tata Motors to evaluate a new car launch's impact
or a government report from NITI Aayog on the environmental effects of a policy change. These
reports give a deep look into a particular topic and often suggest detailed solutions.
• Formal Reports: These reports are super detailed and have a strict structure. They include
things such as a title page, table of contents, summary, methods, findings, discussion,
suggestions, and conclusion. Formal reports are common in places such as colleges,
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businesses, or government organizations. Examples include a project report from IIT Bombay, a
business plan from Ola, and an annual financial report from Tata Group. These reports need to
be very professional and follow specific rules.
§ Informal Reports: These reports are more relaxed and used for quick communication within a
company. They're shorter and simpler than formal reports, focusing on getting info across fast.
Examples include memos from TCS, email updates from HDFC Bank, or short progress reports
from Infosys. They're all about keeping everyone informed without too much fuss.
Layouts of Research Reports
Research reports typically follow a standard layout to ensure
clarity and coherence in presenting the research findings.
Here's a simplified breakdown of the common sections found in
research reports:
• Title Page: This includes the title of the report, the author's
name, the date of submission, and sometimes institutional
affiliations or logos.
• Abstract: A summary of the report, highlighting the purpose, methodology, key findings, and
conclusions. It provides readers with a quick overview of the entire report.
• Introduction: This section introduces the research topic, provides background information,
states the research objectives or questions, and outlines the structure of the report.
• Literature Review: A review of relevant literature or previous research related to the topic. It
helps contextualize the current study within existing knowledge and identifies gaps or areas for
further investigation.
• Methodology: Describes the methods and procedures used to conduct the research, including
data collection techniques, sample selection, and data analysis methods. This section should be
detailed enough for others to replicate the study.
• Results: Presents the findings of the research, often using tables, charts, or graphs to illustrate
data. It should be objective and organized logically to facilitate understanding.
• Discussion: Interprets the results of the research questions or objectives, compares findings
with existing literature, discusses implications, and limitations, and suggests areas for future
research.
• Conclusion: Summarizes the main findings of the study, restates the research objectives, and
discusses the broader implications of the findings.
• References: Lists all the sources cited in the report, following a specific citation style (e.g.,
APA, MLA).
§ Appendices: Includes additional supplementary material such as raw data, questionnaires, or
detailed analyses that support the main text but are too lengthy or detailed to include in the
body of the report.
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Characteristics of Good Report
The following are the characteristics of a good report:
• Clarity: A good report is easy to understand. It uses clear language and avoids jargon or
complicated terms that might confuse the reader.
• Conciseness: It gets straight to the point without unnecessary fluff or repetition. Every
sentence serves a purpose and contributes to the overall message.
• Accuracy: The information presented in a good report is reliable and backed up by evidence. It
avoids making unsupported claims or assumptions.
• Relevance: The content of the report is directly related to its purpose and audience. It focuses
on what's important and avoids including irrelevant information.
• Organization: A good report is well-structured, with a logical flow of information from
introduction to conclusion. Each section serves a distinct purpose and contributes to the overall
coherence of the report.
• Objectivity: The report presents information in an unbiased manner, without personal opinions
or subjective interpretations influencing the content.
• Completeness: It covers all relevant aspects of the topic, addressing key questions or
objectives comprehensively.
• Accessibility: A good report is accessible to its intended audience. It considers the readers'
level of knowledge and expertise and adjusts the language and presentation style accordingly.
• Professionalism: The report is well-presented, with attention to detail in formatting, grammar,
and spelling. It reflects positively on the author and the organization they represent.
§ Actionability: Finally, a good report provides actionable insights or recommendations that can
be used to inform decision-making or drive further action.
References
§ https://www.theknowledgeacademy.com/blog/what-is-report-
writing/#:~:text=A%20Report%20typically%20starts%20with,the%20intended%20audience%20and%20purpose
§ https://www.romaniajournal.ro/society-people/what-are-the-three-main-purposes-of-a-report-writing/
§ https://www.yourarticlelibrary.com/company/drafting/top-11-characteristics-of-a-good-report/75197#google_vignette
