What is a Report and their purpose? Def: A report is a formal document written for a specific audience to meet a specific need.
A
Types of Reports
Information and Analytical Reports
Routine and Special Reports Oral and Written Reports Formal and Non-formal Reports
Informational Report
Presents facts of a case, problem,
Analytical Report
Presents data with interpretation
condition, or situation without any analysis, interpretations, or recommendations Relevant information is gathered and compiled
and analysis
Routine Reports
Companies, Institutions,
Special Reports
Presentation of specific
Government departments, and Research Establishments depend on periodical reports for various management decisions Daily, Weekly, Fortnightly, Monthly, Quarterly, or Annual
information related to a single condition, situation, problem, or occasion Most important decisions are taken These may be analytical or informational
For example: Daily production reports, Monthly sales reports, For example: Research Annual reports reports, Inquiry report
Formal Reports It is the result of a thorough investigation of a problem Comparatively longer and need elaborate description and discussion. Have a fixed format Length may vary from a few pages to hundreds of pages. Can be informational, analytical, routine, or special For example: Technical reports, Project reports, Annual reports, etc.
Non-formal Reports A brief account of a specific business activity Comparatively short and dont need elaborate description & discussion. Have printed, letter, or memo form Almost same in length
Match the Following 1. Lengthy Reports 2. Presentation of routine information 3. Data on periodic and situational activities without analysis 4. Short Reports 5. Presentation of specific information 6. Analysis of data to persuade readers a. Informational b. Analytical
c. Routine
d. Special e. Formal
f. Non-formal
Formats of Reports
Printed Format
Forms prepared to record for repetitive and routine data Letter Format Short informal reports to be communicated to someone outside an organization Memo Format Short informal reports to be communicated to someone within an organization Formal Report / Technical Report Formal reports printed on plain paper
Printed Form
TOUR REPORT Report on Participation in Professional Conference Office order No. 14789/2005 Dated 04-01-2005 Name of the Officer: Designation: Address: Name of the conference: Name of the Organiser: Place of Conference: Duration of Conference: (a) Sponsors of the Conference:1. (b) Number of sessions: (c) Number of presentations: Date: 27th January, 2005 Signature:
Letter Format
ALPHA CONSULTANCY PVT.LTD. Communication-21/12, Ring Road, Delhi-110 052
www.alphagroup.com
January 31, 2005
Mr G Ravi Kiran Chief Safety Officer NDP Limited, NDPL Building 37-D, Jawaharlal Nehru Road, Kolkata-700 071
SUBJECT: MINE INSPECTION REPORT
Dear Mr Ravi Kiran: The Alpha Consultancy team inspected the AP section of the IV Seam in NDP Colliery to collect various parameters to determine the Rock Mass Rating of the roof. A detailed description regarding different locations visited is given below:
Sincerely, A Prabha General Manager