REPORT

A report is a well-organized written document that presents information about a particular issue,
problem, or situation. It is based on facts, investigations, or research, and it aims to inform,
analyze, or recommend actions. Unlike letters, reports are usually longer and more detailed.

USES OF REPORTS IN BUSINESS

1. Provide Accurate Information

o Reports collect facts and figures about different areas of the business (like sales,
production, or customer feedback).
o This information helps managers understand what is happening in the
organization.
o Example: A sales report shows how much profit was made in a month.

2. Record Progress and Performance

o Reports keep a written record of activities and results over time.
o They help track whether goals are being met and show progress made by
employees or departments.
o Example: A quarterly performance report shows if sales targets were achieved.

3. Identify Problems and Challenges

o Reports can reveal areas where the business is facing difficulties.
o By pointing out these problems, managers can take action early.
o Example: A financial report may reveal that costs are increasing faster than sales.

4. Recommend Solutions or Actions

o Many reports not only describe problems but also suggest practical solutions.
o This makes reports a guide for managers to improve operations.
o Example: A customer service report may recommend more staff training to
handle complaints.

5. Support Decision-Making
o Reports provide evidence and analysis that managers use to make smart decisions.
o This reduces risks and improves the quality of choices made.
o Example: A market research report can help decide whether to launch a new
product.

6. Ensure Accountability and Transparency

o Reports make it clear who is responsible for certain tasks or results.
o They keep everyone in the organization honest and accountable.
o Example: A project report shows which team members completed specific tasks.

7. Facilitate Communication
o Reports communicate important information to different levels of management,
employees, or external stakeholders.
 o They ensure that everyone has the same understanding of the situation.
o Example: A progress report keeps all departments updated on a company project.

TYPES OF REPORTS

1. Routine Reports

 Definition:
Reports that are prepared regularly on a fixed schedule (daily, weekly, monthly,
quarterly, or yearly).
 Purpose:
To give updates on normal, ongoing business operations.
 Characteristics:
o Short and straight to the point.
o Usually follow a standard format.
o Prepared by department heads, supervisors, or managers.
 Examples:
o Monthly sales report.
o Weekly attendance report.
o Quarterly financial performance report.

2. Occasional Reports

 Definition:
Reports prepared when a specific need or special situation arises, not on a routine
schedule.
 Purpose:
To address particular events, emergencies, or investigations.
 Characteristics:
o Prepared only when required.
o Focus on a single event or problem.
o Often brief and urgent.
 Examples:
o A report on a fire outbreak in a warehouse.
o A report on a sudden decline in production.
o A report on the success of a promotional campaign.

3. Commissioned Reports

 Definition:
Reports that are requested (commissioned) by a manager, organization, or authority
to investigate a particular issue.
 Purpose:
To collect facts and provide analysis or recommendations about a specific problem or
opportunity.
 Characteristics:
 o Often formal and detailed.
o Based on research, investigation, or consultation.
o Usually written by experts, consultants, or assigned staff.
 Examples:
o A government-commissioned report on the impact of fuel price changes.
o A company commissioning a consultant to study market competition.

4. Informal Reports

 Definition:
Reports that are simple, short, and written in a less rigid structure, often for internal
communication.
 Purpose:
To give quick updates, share progress, or communicate findings informally.
 Characteristics:
o Often written as memos, emails, or short notes.
o Focus only on key points.
o Usually don’t include sections like methodology or references.
 Examples:
o An email report on daily sales.
o A memo reporting the outcome of a staff meeting.

5. Formal Reports

 Definition:
Reports that follow a strict structure and format, often used for official or external
purposes.
 Purpose:
To present detailed findings, data, and recommendations in a professional and
standardized way.
 Characteristics:
o Includes elements like title page, table of contents, introduction, findings,
conclusion, and recommendations.
o Often longer and more detailed than informal reports.
 Examples:
o Annual financial report of a company.
o A market research report for launching a new product.

6. Analytical Reports

 Definition:
Reports that go beyond presenting facts by analyzing data and making
recommendations.
 Purpose:
To help managers solve problems or make decisions based on evidence.
 Characteristics:
 o Includes problem analysis.
o Often contains charts, graphs, and data interpretations.
 Examples:
o A report analyzing why sales dropped in a particular region.
o A research report on customer satisfaction trends.

7. Progress Reports

 Definition:
Reports that show the progress of a project or ongoing activity over a period.
 Purpose:
To inform supervisors or clients about what has been accomplished and what remains to
be done.
 Characteristics:
o Usually periodic (weekly, monthly, or quarterly).
o Shows percentage of work done and highlights challenges.
 Examples:
o A contractor’s monthly progress report on a building project.
o A project report for a new software development phase.

8. Incident Reports

 Definition:
Reports written to document unexpected events, accidents, or emergencies in the
workplace.
 Purpose:
To keep an official record of the incident for review, investigation, and future prevention.
 Characteristics:
o Focus on the facts of the incident: what happened, when, and how.
o Often required by law or organizational policies.
 Examples:
o A report on an accident in a factory.
o A report on theft or loss of property at the office.

ELEMENTS OF A REPORT

1. Title
o The heading of the report that shows what it is about.
o It should be short, clear, and specific.
o Example: Report on Customer Satisfaction Survey – 2025

2. Terms of Reference / Introduction

o Explains the purpose of the report and why it was prepared.
o States who requested the report and what issues it will cover.
o Example: This report was prepared at the request of the Sales Manager to
analyze customer feedback from January to March 2025.
 3. Methodology
o Describes how the information was collected.
o May include surveys, interviews, observations, experiments, or document
reviews.
o Example: Data was collected through online questionnaires sent to 200
customers.

4. Findings
o The main results or information discovered during the investigation.
o Should be presented clearly, often with facts, figures, or charts.
o Example: 75% of customers reported being satisfied with delivery speed.

5. Conclusion
o A summary of what the findings mean.
o Shows the overall situation or outcome without introducing new information.
o Example: The survey shows that while most customers are satisfied, a significant
number are unhappy with after-sales service.

6. Recommendations
o Practical suggestions based on the findings and conclusion.
o These guide management or readers on what actions to take.
o Example: It is recommended that the company strengthens its after-sales support
system and trains staff in customer care.

FULL SAMPLE LAYOUT

Title:
Report on Customer Complaints – July 2025

Terms of Reference / Introduction:

This report was prepared at the request of the Customer Service Manager to investigate the main
reasons for customer complaints during July 2025.

Methodology:
Data was collected through complaint forms, phone records, and interviews with 50 customers.

Findings:

 40% of complaints were about late deliveries.

 35% were about poor product packaging.
 25% were about unhelpful customer support.

Conclusion:
The majority of customer complaints came from delivery delays and packaging issues.

Recommendations:
 Improve delivery schedules by hiring more drivers.
 Train staff to handle customers more effectively.
 Review packaging quality standards.