Report

Good report writing skill includes the capability to write and compile long, complex reports and this is a must requirement for almost all managers. It is very important that the reports you prepare are understandable and perceptive. It will also be appreciable if it has reasonable arguments that build persuasively to recommendations that have an excellent prospect of being accepted.

What is a Report?

A report is a planned written presentation aimed to invite readers in response to some definite purpose. Report can have different varieties, but generally the function is same that is giving description of something, to respond a query, or to suggest a solution to some problem.

What should be the characteristics of an effective report?

An effective report is always supposed to be

• Appropriate to its purpose and audience;
• precise;
• consistent;
• clear;
• to the point; and
• well organized.

A report has its dominant role over other written communication is that it follows
standardized format. This thing specially facilitate readers to find and focus on specific
pieces of information and is the part of good report writing skills. Here I am specifying
a format that most reports use, however you can modify this format according to your desire and need. 

1. Letter of Transmittal

2.  Title Page

3. Table of contents

4. Executive Summary

5. Foreword (Introduction)

6. Debate (Discussion)

7. Conclusions

8. Recommendations/Suggestions

9. Citations

·         Weblography

·         Bibliography

·         Other references

Letter of Transmittal:

Letter of transmittal accompanies the report. Letter of transmittal can also be in the form of memo of minute form.
The function of letter of transmittal is to personalize the report for specific reader and point the segments of report
which can be the matter of interest for reader.

Title Page:

Title page of report generally contains the following information:

•  Title of report

•  Authority for report

•  Author’s name, position and qualifications

• Place of Origin (For e.g. University)

• Date

Table of Contents:

Table of Contents are very important in any report. It should list all titles and major
headings listed in order and should have proper page numbering. Standard page
numbering begins with Introduction. The Executive Summary is usually numbered
with lower case Roman numerals (i, ii, iii, iv, etc.)

Body of Report:

Body of report consist of four elements.

1. the introduction, 

2. the discussion, 

3. the conclusion and the recommendations.

Introduction:

While writing introduction of report, you should keep these things into mind.

• Giving necessary background of the report,

• What are the aims, premises, scope, limitations of your report?

• Possible benefits for audience you are writing for?

• If special terms use in the report, define them clearly

• Explanation of arrangement of report

• Last but not the least, explain why report is necessary.

Discussion:

Discussion part of report explain, investigate and evaluates the procedures, data, consequences,
relationships, visual material, methods and outcomes  in the report.

Discussion part of report is the main body of the report. Perfect discussion should follow these guidelines.

• Use headings and sub-headings,

• Keep overall pitch of discussion part at an appropriate level,

• Organize material logically,

• Use clear, concise language,

• Support your arguments with concrete examples,

• Use of charts and statistics where necessary.

Conclusion:

Conclusions are drawn from evidence, examination of facts, interpretation presented in the discussion.
In conclusion no new material should be introduced.

Good report writing skills demands that conclusion section of report should give:

• Key points

• Main findings

• Conclusion.

Recommendations:

The recommendation section is not necessarily part of every report.
If we are giving recommendations, we should keep following things in mind.
Recommendations should present:

• informed opinions,

• suggestion

• possible actions to be taken

• application and recommendations

Executive Summary

Executive summary is very critical part of report writing skills. It is the concise summary
presentation of the essential elements of the report, from introduction to recommendations.
Executive summary of report should be the real reflection of whole report. It should be  

• independent, 

• comprehensive,

• Clear,

• Concise (10-15% of the length of the report)

Precisely, executive summary should include
the summary of following: 

• Purpose

• Scope

• Accomplishments

• Key points

• Conclusions

• Suggestions