Explain various types of reports.

Ans.

Research reports vary greatly in length and type. In each individual case, both the length and the form are largely dictated by the problems at hand. For instance, business firms prefer reports in the letter form, just one or two pages in length. Banks, insurance organizations and financial institutions are generally fond of the short balance-sheet type of tabulation for their annual reports to their customers and shareholders.

(A) Technical Report

In the technical report the main emphasis is on (i) the methods employed, (ii) assumptions made in the course of the study, (iii) the detailed presentation of the findings including their limitations and supporting data.

A general outline of a technical report can be as follows:

1. Summary of results: A brief review of the main findings just in two or three pages.

2. Nature of the study: Description of the general objectives of study, formulation of the problem in operational terms, the working hypothesis, the type of analysis and data required, etc.

3. Methods employed: Specific methods used in the study and their limitations. For instance, in sampling studies we should give details of sample design viz., sample size, sample selection, etc.

4. Data: Discussion of data collected, their sources, characteristics and limitations. If secondary data are used, their suitability to the problem at hand be fully assessed. In case of a survey, the manner in which data were collected should be fully described.

5. Analysis of data and presentation of findings: The analysis of data and presentation of the findings of the study with supporting data in the form of tables and charts be fully narrated. This, in fact, happens to be the main body of the report usually extending over several chapters.

6. Conclusions: A detailed summary of the findings and the policy implications drawn from the results be explained.

7. Bibliography: Bibliography of various sources consulted be prepared and attached.

8. Technical appendices: Appendices be given for all technical matters relating to questionnaire, mathematical derivations, elaboration on particular technique of analysis and the like ones.

9. Index: Index must be prepared and be given invariably in the report at the end.

The order presented above only gives a general idea of the nature of a technical report; the order of presentation may not necessarily be the same in all the technical reports. This, in other words, means that the presentation may vary in different reports; even the different sections outlined above will not always be the same, nor will all these sections appear in any particular report.

(B) Popular Report

The popular report is one which gives emphasis on simplicity and attractiveness. The simplification should be sought through clear writing, minimization of technical, particularly mathematical, details and liberal use of charts and diagrams. Attractive layout along with large print, many subheadings, even an occasional cartoon now and then is another characteristic feature of the popular report. Besides, in such a report emphasis is given on practical aspects and policy implications. We give below a general outline of a popular report.

1. The findings and their implications: Emphasis in the report is given on the findings of most practical interest and on the implications of these findings.

2. Recommendations for action: Recommendations for action on the basis of the findings of the study is made in this section of the report.

3. Objective of the study: A general review of how the problem arise is presented along with the specific objectives of the project under study.

4. Methods employed: A brief and non-technical description of the methods and techniques used, including a short review of the data on which the study is based, is given in this part of the report.

5. Results: This section constitutes the main body of the report wherein the results of the study are presented in clear and non-technical terms with liberal use of all sorts of illustrations such as charts, diagrams and the like ones.

6. Technical, appendices: More detailed information on methods used, forms, etc. is presented in the form of appendices. But the appendices are often not detailed if the report is entirely meant for general public.

There can be several variations of the form in which a popular report can be prepared. The only important thing about such a report is that it gives emphasis on simplicity and policy implications from the operational point of view, avoiding the technical details of all sorts to the extent possible.