Formats of Report and Essential features of a Report (Unit four)

 Formats of Report

All routine reports have a fixed format. Therefore you must present them in the format that is conventional in your organization. However on demand report has three formats in which it may be presented. They are as mentioned below:-

1. Memo format 

A memo or interoffice memorandum is a small traditional letter like format that is used for internal communication in an organization. (To know the details, go to Letter Writing section of this book)

This memo can be used for presenting a report but you must know that your report must be small and your recipient is locally placed.

2. Letter format 

You can present your report in a letter also but your report is only one or two pages long and your recipient is not locally placed. He is at a remote location and he wants you to send him report in a letter.

3. Manuscript format 

A manuscript report is a full report presented in a book for format having all 19 elements that have already been discussed. Such reports are long and require investigation along with collection of data. A time frame and terms of reference are prescribed for such reports.

Essential Features of a Good Report. A good report is a comprehensive document that communicates information clearly and effectively. Although a specific report may have specific requirements that may vary depending on the type of report and its intended audience, yet we may say that there are certain essential features that are generally applicable to all reports. Clarity and Conciseness Use clear and straightforward language and avoid verbosity. If you express a thing in too many words, you will kill the idea therefore use succinct language. It will enhance readability. Speak in the language of the audience. Avoid unnecessary jargon and technical terms unless the audience is familiar with them. Structure Organize the report logically with a clear introduction, main body, and conclusion. Use headings and subheadings to break down information into sections. Ensure cohesion between sentences and paragraphs so that there may be a smooth flow of ideas till the end, and use transitions between sections. Relevance Focus on the key points and information relevant to the purpose of the report. Avoid including unnecessary details or unrelated information. Objectivity Present information objectively without bias. Support conclusions and recommendations with evidence and data. Accuracy Ensure that all information presented is accurate and up-to-date. Verify facts, statistics, and any other data included in the report. Completeness Cover all relevant aspects of the topic or issue at hand. Provide enough detail for the audience to understand the subject matter. Visual Elements Use charts, graphs, tables, and other visual aids to enhance understanding. Ensure that visuals are clear, labeled appropriately, and directly related to the content. Consistency Maintain consistency in formatting, style, and tone throughout the report. Use a consistent citation style if referencing sources. Grammar and Language Check for grammatical errors, spelling mistakes, and typos. Ensure proper punctuation and sentence structure. Audience Consideration Tailor the report to the needs and expectations of the intended audience. Use language and terminology that is appropriate for the audience's level of understanding. Concise Executive Summary Include a brief and clear executive summary at the beginning of the report. Summarize the key findings, conclusions, and recommendations for those who may not read the entire document. References and Citations Provide accurate and complete references for all sources used. Follow a consistent citation style (e.g., APA, MLA, Chicago). If you include these features, you can create a report that effectively communicates information, meets the needs of your audience, and serves its intended purpose. Questions

1. What are different formats in which a report may be presented? Describe.

2. What are essential features of a good report? Describe.

***


Report Definition and Importance


Types of Report


Structure / Layout of a Report


Sample Recommendation Report


Sample Report of Trouble


Sample Progress Report




RGPV B.Tech First Year English  Unit 4 Formats of Report

 

Location: Satna, Madhya Pradesh, India

Comments

Post a Comment

Popular posts from this blog

Uncle Podger Hangs a Picture by Jerome K. Jerome

Image
  Uncle Podger Hangs a Picture You never saw such a commotion up and down a house, in all your life, as when my Uncle Podger undertook to do a job. A picture would have come home from the frame-maker's, and be standing in the dining-room, waiting to be put up; and Aunt Podger would ask what was to be done with it, and Uncle Podger would say: "Oh, you leave that to me. Don't you, any of you, worry yourselves about that. I'll do all that." And then he would take off his coat, and begin. He would send the girl out for sixpenny worth of nails, and then one of the boys after her to tell her what size to get; and, from that, he would gradually work down, and start the whole house. "Now you go and get me my hammer, Will," he would shout; "and you bring me the rule, Tom; and I shall want the step-ladder, and I had better have a kitchen-chair, too; and, Jim! You run round to Mr. Goggles, and tell him, 'Pa's kind regards, and hopes his leg's
Read more

The Axe by R K Narayan

Image
  The Axe  by  R.K. Narayan An astrologer passing through the village foretold that Velan would live in a three-storeyed house surrounded by many acres of garden. At this everybody gathered round young Velan and made fun of him. For Koppal did not have a more ragged and godforsaken family than Velan’s. His father had mortgaged every bit of property he had, and worked, with his whole family, on other people’s lands in return for a few annas a week . . . A three-storeyed house for Velan indeed! . . . But the scoffers would have congratulated the astrologer if they had seen Velan about thirty or forty years later. He became the sole occupant of Kumar Baugh—that palatial house on the outskirts of Malgudi town. When he was eighteen Velan left home. His father slapped his face one day for coming late with the midday-meal, and he did that in the presence of others in the field. Velan put down the basket, glared at his father and left the place. He just walked out of the village, and walke
Read more

Preface to the Mahabharata: C. Rajagopalachari

Image
Preface to the Mahabharata C. Rajagopalachari  It is not an exaggeration to say that the persons and incidents portrayed in the great literature of a people influence national character no less potently than the actual heroes and events enshrined in its history. It may be claimed that the former play an even more important part in the formation of ideals, which give to character its impulse of growth. In the moving history of our land, from time immemorial great minds have been formed and nourished and touched to heroic deeds by the Ramayana and the Mahabharata. In most Indian homes, children formerly learnt these immortal stories as they learnt their mother tongue at the mother's knee. And the sweetness and sorrows of Sita and Draupadi, the heroic fortitude of Rama and Arjuna and the loving fidelity of Lakshmana and Hanuman became the stuff of their young philosophy of life. The growing complexity of life has changed the simple pattern of early home life. Still, there are few in o
Read more