Characteristics of a good report. The report provides factual information depending on which decisions are made. Therefore, everyone should take conscious steps to ensure that a report has all the essential qualities which turn it into a good report. A report is a written document that shows information in an organized way using a specific format and presentation. The audience and objective are specific for a report.
Characteristics Of A Good Report
A well-written report “tells a story.” A report must answer the following questions: who, what, when, where, why, how and how much? Writing a qualitative report may be a hard nut to crack. But not for those who know the essential characteristics of a good report. Because it helps to judge them what the qualities are present in their report.
Several characteristics of a good report include:
In a good report, the report writer is very clear about the exact and definite purpose of writing the report. His investigation, analysis, recommendations, and others are directed by this central purpose. The precision of a report provides unity to the report and makes it a valuable document for best usage.
Accuracy of Facts
Information contained in a report must be based on accurate facts. Since decisions are taken based on report information, any inaccurate information or statistics will lead to a wrong decision. It will hamper ensuring the achievement of the organizational goal.
The facts presented in a report should be not only accurate but also be relevant. Irrelevant facts make a report confusing and likely to be misleading.
Simplicity is the best for anything. It is just another essential feature of a good report. A good report is written in simple language, avoiding vague and unclear words. The language of the report should not be influenced by the writer’s emotion or goal. The message of a good report should be self-explanatory. A good reporter should be careful of using simple sentences instead of using complex sentences in the narration of facts.
A good report should be concise, but it does not mean that a report can never belong. Rather it means that a report transmits maximum information with minimum words. It avoids unnecessary detail and includes everything significant and necessary to present proper information.
A good report is free from errors. Any faulty construction of a sentence may change its meaning in the reader’s mind and potentially make it confusing or ambiguous.
Recommendations usually affect the reader’s mind. Therefore, if recommendations are made at the end of a report, they should be impartial and objective and come to a logical conclusion for investigation and analysis.
Clarity depends on the proper arrangement of facts. A good report is absolutely clear. The reporter should make their purpose clear, define their sources, state their findings, and finally make a necessary recommendation. A report must be clear to understand to ensure effective communication throughout.
The presentation of a report is also a factor that should be considered for a good report. The structure, content, language, typing, and presentation style of a good report should be attractive to make a clear impression in the mind of its reader.
A good report shows important information. Most of this information is analyzed as the basis of importance. The report should not contain useless or vague information.
A good report should have a summary by which the reader of the report can take a decision at all or stand on a particular decision. A summary can reflect the whole picture at a glance. Therefore, it has a large impact. The inclusion of the above factors features or characteristics makes a good report effective and fruitful. It also helps to achieve the report goal.