A report is an official document made on a particular matter after thorough investigation or consideration. All of us will be writing many reports in relation to our profession. These reports will be for different purposes. The report may be for monitoring the progress of a project undertaken, evaluation of a particular project for taking up the work, investigation done on a particular subject or feasibility of a particular task. A good report should be written with an objective of achieving the purpose for what the report is made. Otherwise the whole exercise will be futile.
When we make a report we should keep some important factors in our mind to make the report fruitful. The following points are some important points for making our report useful.
Factual & Objective
The information given should be of facts only. No information should be manipulated. The information given should have valid proofs to verify if necessary. The report should be very accurate and specific.
The report should be objective.
The report should be structured in such a way that the report reading flows and there will not be any referring back.
The report should be logical. The base for the report should be your knowledge and results. The report should be prepared in such a way that the reader can make a decision correctly. The report should not be very lengthy. It should be precise covering all the information. A lengthy report shall make the reader to skip some portion of the report. That may lead to incorrect decision.
Results & Analysis
The report should not be only descriptive. The results attained during the actions taken or made should also be mentioned. Simply giving results also is not sufficient. Before making the report one should analyse the results and the same analysis should be mentioned. This is to facilitate the reader to know the progress made so far in the subject.
Grammar & Spellings
The report should not have any errors. All the sentences and words should be checked for correctness of grammar and spellings. Before sending the report, it should be verified carefully and proof reading should be carried out so that there are no mistakes in the report. If the report goes with grammatical and spelling mistakes it may lead to under rating of the report. There should not be any repeating of the information.
Simple and on time
The language of the report should be very simple and easy. The words should be precise so that there will not be any confusion between the maker and the reader. The reader should be able to receive the message what maker wants to give by reading the report. It should be kept in mind that reports are for flow of correct information but not for showing the English skills of the writer.
Report should be made in time and submitted to the reader in time. A delayed report is a report not made as it is not serving the purpose.
The report should be able to answer the six important questions namely, who, what, why, when, where and how. If your report is answering the above six questions your report is supposed to be a good report.
A report well written shall make the recipient to take the decision correctly and logically. If the points discussed are taken care in the report writing the report made shall be a good report.