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Week 1.Kinds of Reports

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12 views3 pages

Week 1.Kinds of Reports

Uploaded by

areebshoukat26
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Kinds of Reports

Based on some special characteristics, a report can be a certain kind.


Why classify them in kinds? Well, depending upon the purpose of the
report, it’s always best to know what kind would be the best for that
case.
For example, informal reports in office formal contexts may not be
suitable. In that case, even if your report is on point and the best, just
the structure or format or language could work against your report.
Small things like that should not stand in the way of you conveying your
point. And thus for these reasons and more, let’s dive into the kinds of
reports that exist so we can make clear decisions of their usage.
Steps in Report Writing
Long Report and Short Reports:
These kinds of reports are quite clear, as the name suggests. A two-
page report or sometimes referred to as a memorandum is short, and a
thirty-page report is absolutely long. But what makes a clear division of
short reports or long reports? Well, usually, notice that longer reports
are generally written in a formal manner.
Internal and External Reports:
As the name suggests, an internal report stays within a certain
organization or group of people. In the case of office settings, internal
reports are for within the organization.

We prepare external reports, such as a news report in the newspaper


about an incident or the annual reports of companies for distribution
outside the organization. We call these as public reports.
Vertical and Lateral Reports:
This is about the hierarchy of the reports’ ultimate target. If the report
is for your management or for your mentees, it’s a vertical report.
Wherever a direction of upwards or downwards comes into motion, we
call it a vertical report.
Lateral reports, on the other hand, assist in coordination in the
organization. A report traveling between units of the same
organization level (for example, a report among the administration and
finance departments) is lateral.
Periodic Reports:
Periodic reports are sent out on regularly pre-scheduled dates. In most
cases, their direction is upward and serves as management control.
Some, like annual reports, is not vertical but is a Government mandate
to be periodic in nature.
That is why we have annual or quarterly or half-yearly reports. If they
are this frequent, it only makes sense to pre-set the structure of these
reports and just fill in the data every period. That’s exactly what
happens in most cases too.
Furthermore,
Formal and Informal Reports:
Formal reports are meticulously structured. They focus on objectivity
and organization, contain deeper detail, and the writer must write
them in a style that eliminates factors like personal pronouns.

Informal reports are usually short messages with free-flowing, casual


use of language. We generally describe the internal
report/memorandum as an informal report. For example, a report
among your peers, or a report for your small group or team, etc.
Informational and Analytical Reports:
Informational reports (attendance reports, annual budget reports,
monthly financial reports, and such) carry objective information from
one area of an organization to maybe a larger system.
Analytical reports (scientific research, feasibility reports, and employee
appraisals) show attempts to solve actual problems. These analytical
reports usually require suggestions at the end.
Proposal Reports:
These kinds of reports are like an extension to the analytical/problem-
solving reports. A proposal is a document one prepares to describe how
one organization can provide a solution to a problem they are facing.
There’s usually always a need to prepare a report in a business set-up.
The end goal is usually very solution-oriented. We call such kinds of
reports as proposal reports.
Functional Reports:
These kinds of reports include marketing reports, financial reports,
accounting reports, and a spectrum of other reports that provide a
function specifically. By and large, we can include almost all reports in
most of these categories. Furthermore, we can include a single report
in several kinds of report

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