What do you mean by informal report?

What do you mean by informal report?

Hello dear friend here you will get what do you mean by informal report? What is informal report?, Define informal report. Mention the features of informal report and you also get The important or uses of informal report.

Informal reports basically used for routine functions of an organization. Informal reports are widely used in corporate sector for conveying routine internal messages. There are not research based and take short time to prepare.

In the words of Ricks and Gow, “informal reports are commonly used vehicles to help managers in planning, organizing, staffing and controlling.”

Staff report, progress report, short audit reports etc. are examples of informal report. Features of informal report;
1. Used for conveying routine messages
2. Helps in day to day managerial functions.
3. Begin directly with conclusions and recommendations.
4. Length is short.
5. Introductory and prefatory parts are not required.
6. Usually follow preprinted form, letter formal or memo format.
7. Basic objectives are to inform and to recommend action.

The important or uses of informal report
Informal reports are used frequently to support routine business functions. It is very important for smooth operation of an organization. Uses of informal reports are as follow:
1. To inform weekly production
2. to record absenteeism.
3. Weekly or quarterly sales progress.
4. To inform consumers complaints.
5. To transmit data relating to labor turnover (By the supervisor to Human Resource Manager)
6. Performance report
7. To inform the effectiveness of promotional activities.

What do you mean by informal report?

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What is a formal or long report?

What is a formal or long report?

Hello dear friends here you will get what is a formal or long report? The feature of a formal report. The tone of a formal report is more analytical than informal reports. A formal report does not mean more formal language, it means the report is more detailed, more complex in nature.

Formal reports provide bases for decision making. It can be either informational or analytical. It includes not only presentation of data but also in depth analysis followed by recommendation.

Features of forma or long report: Major features or characteristics of a formal report are as follows:

1. Research based: Formal reports are prepared on the basis of findings of a research work.

2. In-depth analysis: The core concept of a formal report is in depth analysis of the topic or problem.

3. Long length: Usually length of a formal report is longer than that of other types of report.

4. Recommendations: Another unique feature of a formal report is, it provides recommendations for the solution of the problem.

5. Assist decision making: Last but not the least, formal reports help the management to take effective decisions on the basis of the findings and recommendations of the report.

What is a formal or long report?

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Different formats or styles of report writing

Different formats or styles of report writing

Hello dear friends here you will get the different formats or styles of report writing. Style or format of short report and long report differs considerably. Short reports are prepared by following fewer formalities, on the other hand long reports are formal in nature and prepared accordingly.

Format or Style of short report: Short reports can be prepared by following any of the following formats:

1. Preprinted form: It deals with routine information. In this format reports are given in printed forms. An individual need to ‘fill the blanks’ of the printed form to provide information.

2. Letter format: this format is also used for short reports; letter format is used for both internal and external reporting. It includes all the parts of a letter.

3. Memo format: short and informal reports prepared for internal use can follow the memo format. Common headings of a memo also used in memo reports. That is, To, from, Date and subject also used in a memo report.

Format for long report:Formal or long reports are prepared by maintain formalities. The logical and widely used format of a long report contains three parts:

For detailed discussion of the format of a long report see The structure of a formal or long report, or What are the elements of a formal report?

Different formats or styles of report writing

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What are the elements of a formal report?

What are the elements of a formal report?

Hello dear friends here you will get the structure of a formal or long report. What are the elements of a formal report?
A formal or long report has major three (3) parts:
A. Prefatory parts
B. Text parts
C. Supplementary parts

(A) Prefatory Parts
This is the introductory part of any formal report. As this part includes items like ‘table of content’, ‘executive summary’, ‘list of diagrams’, the it is easier on the part of the researcher to prepare this section after the text. A prefatory part includes the following items:

1. Cover: The cover page of a formal report usually includes the following things:
i. The title of the report
ii. Writer’s name
iii. Submission date
iv. Name, title and organization of the recipient.

2. Title fly: it is actually a formality and has no real importance to add a title fly. It is a sheet of paper with only the title of the report on it.

3. Title page: it includes all the items of the cover and placed before the letter of authorization.

4. Letter of authorization: it is the formal request for the preparation of the report. Researchers generally include this in their reports.

5. Letter of acceptance: It approves the assignment to conduct the research and preparation of the report.

6. Letter of transmittal: it conveys the report to the audience. It can be compared with the preface of a book. It appears right before the table of contents.

7. Table of contents: The headings used in the text of the report are the basis of table of contents. It is prepared after the completion of the text.

8. List of illustrations: Basically it is a part of table of contents, but to highlight the given figures and illustration it becomes a trend to prepare an extra list of illustration.

9. Synopsis or executive summary: An executive summary or synopsis is the brief overview of the whole report. It is a fully developed ‘mini’ version of the report. (Thill and Bovee 1996)

(B) Text of the report
The text of the report placed after the prefatory parts. Detailed discussion and interpretations are included in this section. All the collected information’s or data also presented in this section in a systematic manner. Text of the report contains the following elements.
1. Introduction: in this section by a general discussion researcher introduced the reader to the research problem, its importance, process of investigation etc. a good introduction should include the following points:

i. Definition and purpose of the problem.
ii. Scope of the report
iii. Backgrounds
iv. Data sources
v. Research method
vi. Limitations
vii. Definition of the technical terms.

2. Body of the text report: Detailed and analytical discussions of the problem are given in this section. The length of the body depends on the importance of the topic and demand of the audience.

3. Summary of the text report: The key findings of the report briefly discussed in the summary section.

4. Conclusion of the text report: this section is reconsidered as the mirror of the report. It should include:
i. Summary of the discussion.
ii. Opinion of the researcher.

5. Recommendation of the text report: Under this section researcher should clearly state the course of action that should be taken to solve the problem.

6. Notes of the text report: To prepare a report the researcher need to use findings of other people, quotations of different authors, previously collected data etc. but it is the legal obligation of the researcher to give others credit, for their work. Mentioning the original source under notes enhances the acceptance of the report.

(C) Supplementary parts
This is the last part of a report. It includes:
1. Appendix
2. Bibliography
3. Index

1. Appendix: It is a supplementary part which contains the important materials related to the report, but not included in the text. Because they are too lengthy or too bulky.

 2. Bibliography: all published and unpublished materials used in the report must be mentioned at the end of the report. This list of references known as bibliography.

3. Index: It is a list of names and subjects mentioned in the report. It is given in an alphabetical order. The page number of each item also mentioned.

The structure of a formal or long report.or What are the elements of a formal report?

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The steps to writing a report

The steps to report writing

Hello dear friends here you will get the steps to writing a report. Preparation of a report is a systematic and sequential task. Report writing has eight (8) sequential steps.

1. Define the problem: The first step of report writing is identifying the problem and the purpose of the study. The success of the report largely depends on the identification of purposes. That is the objective of the report must be determined before outlining the issues for investigation.

2. Outlining the issues for investigation: after determining the problem and purposes of the report writing issues or areas which will be investigated must be fixed. That is the whole problem should be subdivided to cover every important aspect. In other words possible causes of a problem should be clearly identified for investigation.

3. Prepare a work plan: The third step of report writing is to establish a work plan. This work plan will be prepared on the basis of the outlines. The work plan includes the following things:
i. Selection of sources of data.
ii. Selection of survey employees.
iii. Estimate cost.
iv. Selection of the format of the report.
V. fixation of time schedule for different activities.

4. Conduct research: in this step data are collected from both primary and secondary sources. Documentary evidences, observations, surveys etc. are the primary sources. On the other hand previously published books, periodicals and reports are considered as secondary sources. For collection of primary data a questionnaire can be developed.

5. Analyze data: After conducting the research the researcher need to analyze and interpret his/her findings with the help of statistical tools.

6. Draw conclusions: on the basis of evidences and analysis researches formulate a conclusion. Infect conclusion is the logical interpretation of the findings. It may be based on a combination of facts, value judgments, and assumptions.

7. Develop recommendations: Conclusions are opinions but recommendations are suggestions for action. Recommendations must offer real Advantages to the organizations and it should be financially feasible.

8. Writing the report: Finally the report should be written in such a manner which will be easily understandable and acceptable by the audience. The report should follow the ‘you-view’ that is it should be user oriented. The writer also should be careful about the margins and spaces.

The steps to report writing

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