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9.4 Report
Learning Objectives
1. Discuss the main parts of a report.
2. Understand the different types of reports.
3. Write a basic report.
What Is a Report?
Figure 9.6

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Choose a type of report by its function, and display the information in a vivid way that is easily
understood.
Pixabay – CC0 public domain.
Reports are documents designed to record and convey information to the reader. Reports are part of
any business or organization; from credit reports to police reports, they serve to document specific
information for specific audiences, goals, or functions. The type of report is often identified by its
primary purpose or function, as in an accident report, a laboratory report, a sales report, or even a
book report. Reports are often analytical, or involve the rational analysis of information. Sometimes
they simply “report the facts” with no analysis at all, but still need to communicate the information
in a clear and concise format. Other reports summarize past events, present current data, and
forecast future trends. While a report may have conclusions, propositions, or even a call to action,
the demonstration of the analysis is the primary function. A sales report, for example, is not
designed to make an individual sale. It is, however, supposed to report sales to date, and may
forecast future sales based on previous trends. This chapter is designed to introduce you to the
basics of report writing.

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Types of Reports
Reports come in all sizes, but are typically longer than a page and somewhat shorter than a book.
The type of report depends on its function. The function of the report is its essential purpose, often
indicated in the thesis or purpose statement. The function will also influence the types of visual
content or visual aids, representing words, numbers, and their relationships to the central purpose in
graphic, representational ways that are easy for the reader to understand. The function may also
contribute to parameters like report length (page or word count) or word choice and readability.
“Focusing on the content of your longer business documents is not only natural but necessary
because doing so helps ensure complete, correct information” (Bovee, C., and Thill, J., 2010).
Reports vary by function, and they also vary by style and tradition. Within your organization, there
may be employer-specific expectations that need to be addressed to meet audience expectations.