by • 23/08/2011 • B.com part 2 Business CommunicationComments (0)1409

A business report may be classified in at least six different ways. These classifications are as follows:

1. According to Frequency of Issue

The reports are prepared according to the frequency of the occurrence of the problem. These are known as periodic reports, such as daily, weekly, monthly, quarterly, half yearly or yearly reports. These may be regular or special.

2. According to Origin

The origin of the report may be authorized or voluntary. It may also be private or public.

Authorized reports: They are written on request.

Voluntary reports: You write them on your own discretion.

Private reports: They come into existence in a private business firm.

Public reports: It originates in a government, public institution, University.

3. According to Functions

The function of the report may be informing or analyzing.

Informational report: it presents mere facts and summary with no analysis, interpretation, conclusion, or recommendations. They may be called progress report. It may be formal, informal, letterform, or memorandum report.

Analytical reports: They present facts, analysis, interpretation, conclusion, and recommendations. They are also referred to as recommendation, Proposal, or justification reports.

4. According to Subject Matter

The reports may be written subject wise. Examples are accounting, marketing, collection, advertising, insurance, financial, labor, production, product, operations, personnel, credit, statistical, and control reports.

5. According to Formality.

Reports may be formal or informal.

a. Formal reports: They are in detail and pertain to complex problems. They have the following parts:

(i) Prefatory part: Title fly, title page, letter of authorization, letter of transmittal, approval, acknowledgments, preface, table of contents; table of tables, synopsis, summary, and/or abstracts comprise prefatory parts.

(ii) Body: History, introduction, text, conclusion, and recommendation are included in the body.

(iii) Supplemental parts: Appendix, bibliography, and index from supplementary parts.

b. Informal Reports: Informal reports are generally short. They usually include only the body but sometimes they may have a title page, transmittal, and appendix.

6. According to Type of Appearance.

This classification is on the basis of length and formality. It is as follows:

a. Memorandum Reports:

They have a memo format as follows:

To: _____________

From: _______________

Subject: _______________

Date: _________________

These reports are used within the organization. They are short, to the point, objective, and act as ready reference for the manager. They briskly catch the attention of the reader and provider the precise information needed. They are also referred to as informal reports.

b. Letter Report:

It has a letter format. It includes letterhead, inside address, salutation, complimentary close, signature, and reference section. It travels outside the organization.

c. Printed Report:

It is filled with printed blank lines and spaces-left for the writer. It travels within and outside the company.

d. Formal Report:

It is longer than the a, b, c reports explained above. It has parts explained in 5A above. It moves within and outside the firm.

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