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Types of Reports
After thorough study, collection of all relevant
facts and information and proper scrutiny and
analysis of a problem relating to past or present,
submission of the conclusions supported by
statements and other relevant data etc. is called a
report, which offers suggestions for solution of
the problem studied.
The following are the two bases of classifying
the reports-
According to function, and
According to formality.
According to functions the reports may be
divided into three parts:
Informational reports.
Analytical reports
Research reports.
According to formality the reports may be
divided into two parts:
Statutory reports
Non statutory or voluntary reports.
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The above two may further be divided into two
parts again, i.e. (i) routine reports and (ii) special
reports.
Informational reports. These reports present
facts about certain given activity in detail
without any note or suggestions. Whatever is
gathered is reported without giving any thing by
way of either explanation or any suggestion. A
vice-chancellor asking about the number of
candidates appearing at a particular examination
naturally seeks only information of the fact
(candidates taking up the examination) of course
without any comment. Generally such reports
are of routine nature. Sometimes they may fall
under statutory routine category. A company
registrar asking for allotment return within the
stipulate period is nothing but informational
routine, falling under statutory but routine
report.
Analytical reports. These reports contain facts
along with analytical explanations offered by the
reporter himself or may be asked for by the one
who is seeking the report. Such reports contain
the narration of facts, collected data and
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information, classified and tabulated data and
also explanatory note followed by the
conclusions arrived at or interpretations. A
company chairman may ask for a report on
falling trends in sale in a particular area. He will
in this case be naturally interested in knowing all
the details including that of opinion of any of the
investigator.
Research reports. These reports are based on
some research work conducted by either an
individual or a group of individuals on a given
problem. Indian oil company might have asked
its research division to find some substitute for
petrol, and if such a study is conducted then a
report shall be submitted by the research
division detailing its findings and then offering
their own suggestions, including the conclusions
at which the division has arrived at as to whether
such a substitute is these and if it is there can the
same be put to use with advantage and
effectively. All details shall naturally be asked
and has to be given. In fact such a report is the
result of a research.
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Statutory reports. These reports are to be
presented according to the requirements of a
particular law or a rule or a custom now has
become a rule. The auditor reports to company
registrar has to be submitted as per the
requirements of country legal requirement. A
return on compensation paid to factory workers
during a period by a factory has to be submitted
to competent authorities periodically. These
reports are generally prepared in the prescribed
form as the rules have prescribed.
Non statutory reports. These reports are not in
the nature of legal requirements or rules wants,
therefore, the reports are to be prepared and
submitted. These reports are required to be
prepared and submitted: (i) for the
administrative and other conveniences,(ii) for
taking decision in a matter (iii) for policy
formulations, (iv) for projecting the future or (v)
any thing alike so that efficient and smooth
functioning maybe assured and proper and
necessary decision may be taken with a view to
see that every thing goes well and the objectives
of the organization are achieved with assured
success.
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Routine reports. These reports are required to
be prepared and submitted periodically on
matters required by the organization so as to
help the management of the organization to take
decisions in the matters relating to day to day
affairs. The main objectives of routine reports
are to let the management know as to what is
happening in the organization, what is its
progress where the deviation is, what measures
have been taken in solving the problems and
what to do so that the organization may run
smoothly and efficiently. Routine reports are
generally brief. They only give the facts. No
comments or explanations are usually offered in
such reports. Generally forms are prescribed for
preparation and submission of such reports.
Special reports. Such a type of report is
specially required to be prepared and submitted
on matters of special nature. Due to an accident
a death of the foreman has occurred in a factory.
The factory manager may ask for a detail report
from the head foreman. Such a report is
classified as special reports. These reports
contain not only facts and details but they may
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contain suggestion, comments and explanations
as well.
