Note on Report

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Report
Report

A report is one of the important tools of office procedure. It is a written statement of job done by an organizaton, committee, commission, etc. for particular period of time. It includes the detail about the problems, progess, achivements, facts, infromation etc. regarding the problem under study. It reflects real position and condition of the office.

Objectives of Report

  1. To find out the inefficiencies of particular department and ways to overcome them.
  2. To disclose the facts about public programs run by government and their relevance to society.
  3. To discuss the performance and progress of particular organization.
  4. To serve as the foundation on the basis of which decisions are taken.
  5. To inform about the activities, performance, progess, achievement, problems to the board and shareholders.
  6. To share the knowledge, skill and experience gained by performing the offical acitivites.
  7. To provide guide to prepare official plans and policies by suppling real facts and information about the official activities.
  8. To give opinions, suggestion and recommendation in offical activities.

Considerations for Drafting Report

Report being a significant document for an organization should be prepared by skilled and experienced staffs by following standard procedures. Hence, the following factors should be considered while drafting a report:

  1. The heading of the report along side with date and subject should be established on top of the report.
  2. The objective of the report and the period of the time should be clearly mentioned.
  3. The information should be represented in such a manner that they are comprehensive communicate.
  4. The report must contains the detail of survey, inspection, investigation, research.
  5. The report must be clear, concise, complete, correct and polite using simple words.
  6. The report must be incorporate the opinions and suggestion of the report writer.
  7. As far as possible there should not be use of code or symbol but if it is used then it must be meaningful.
  8. Finally, it should be signed and the date on the report should be mentioned.

Types of Report

Reports are written with varying objectives. The following are some of the important types of report written with different objectives: -

  1. Audit report
    Audit Report
    Audit Report

    A report covering the acitivites, progess and achievements made in a particular year is called Audit report. It is prepared to measure the performance over the year of the office. Audit report check if the financial transactions is made as per the general accepted accounting report or not.

  2. Committee report
    A report prepared by a specific committee or commission to provide information about their findings, facts and suggestions after the completion of investigation and research is known as a committee report. Different committees are formed for the specific purposes. They prepare a report after the specific task completes which is called committee report or commission report.

  3. Annual report
    Annual Report
    Annual Report
    A report prepared by an organization or association to provide the information of activities performed during the particular year is known as an annual report. It is called annual report because it is prepared to state the performances of the office of a particular year at the end of the fiscal year.

  4. Government report
    A report prepared by the government authority to prove the information of its plans and achievement for its own purpose or public knowledge is known as government report. It is prepared by forming committee or commission from time to time.

  5. Academic report
    Academic Report
    Academic Report

    A report prepared by the students during or after the completion of a study on the basis of the investigation over a specific subject is known as an academic report. It is also called as educational report. Generally, the students of the post-graduate level write this type of report as a thesis.

  • Report is a historical statement which presents performance, progress, achievements and problems of the organization. 
  • Report is the mirror of the office which reflects its real position and condition.
  • Report is a formal and reliable source of information. 
  • Report writing is a specialized job. 
.

Very Short Questions

Report is a formal and reliable source of information. It is a strong basis for formulating plans and policies and taking administrative decisions. Since, report writing is a specialized job. The report writer requires expertise, skill and experience for drafting a report. It should be drafted by the report writer quite seriously. Hence, the following factors should be considered while drafting a report: -

  1. The report writer should state the heading of the report on its top. The heading includes the date on which the report is written, the name(s) of the people to whom the report is written and subject of the report.
  2. The report writer should state the objectives of writing report and the period of time the report covers.
  3. The report writer should state the activities, performance, progress, achievement, challenges, problems, strengths and weaknesses of the organization in an orderly manner.
  4. The report writer should state the findings of the survey or inspection or investigation or research, process and executing the findings for the benefit of organization in an orderly manner.
  5. The report writer should state his opinions, suggestions and recommendations which allow the organization to make plan and execute its activities.
  6. The report writer should write the report clearly, concisely, completely, correctly and politely using simple words.
  7. The report writer should present the data and information in appropriate table, chart and diagram.
  8. The report writer, as far as possible, should not use code and symbol in the report. If the code and symbol is used, the meaning of such code and symbol must be given clearly.
  9. The report writer finally should make signature and mention the date on the report.

The following are the main objectives of report: -

  1. To submit the information to the board and shareholders about the activities, challenges, performance, progress, achievements and problems of the organization.
  2. To present information to all the interested parties about the real performance, position and condition of the organization.
  3. To inform to the concerned authority whether the office is rendering services to the customers and people efficiently.
  4. To evaluate the effectiveness of the supply of the goods and services by the office and its impact upon the general people.
  5. To inform the concerned authority about the completion of the assigned job and its contribution to the successful operation of the organization.
  6. To disclose the findings of the survey, inspection, investigation and research for the knowledge of the general people.
  7. To share the knowledge, skill and experience gained by performing the official activities during a long period of time.
  8. To know the delay in the office procedures, reasons of delay and to form the ways of overcoming such delay, wastage, inefficiency and loss.
  9. To provide guidelines in preparing official plans and policies by supplying real facts and information about the official activities.
  10. To give opinion, suggestion and recommendation in official activities which serve as a guide to the staff in carrying out the official activities more efficiently.

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  • A historical statement which presents performance, progress, achievements and problems of the organization is known as ______.

    tippani


    resolution


    report


    memo


  • Which one of them is not the objective of report writing?

    ;i:4;s:122:
    ;i:1;s:140:
    ;i:2;s:126:
    ;i:3;s:130:
  • A report prepared by an auditor to provide the information and facts revealed after the examination of books of accounts of an organization is known as ______.

     

    ;i:2;s:26:
    ;i:1;s:25:
    ;i:4;s:25:
    ;i:3;s:23:
  • A report prepared by a specific committee or commission to provide information about their finding, facts and suggestions after the completion of investigation and research is known as ______.

    ;i:1;s:36:
    ;i:4;s:25:
    ;i:3;s:26:
    ;i:2;s:37:
  • A report prepared by an organization or association to provide the information of activities performed during the particular year is known as ______.

    an audit report


    a committee report


    a government report


    an annual report


  • A report prepared by the government authority to prove the information of its plans and achievement for its own purpose or public knowledge is known as ______.

    an annual report


    an academic report


    a government report


    an audit report


  • A report prepared by the students during or after the completion of a study on the basis of the investigation over a specific subject is known as ______.

    an academic report


    a government report


    an audit report


    an annual report


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Forum Time Replies Report
susan basnet

how does report play a vital role to take a decision?


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