What are the characteristics of a good report?

Characteristics of a good report:

The characteristics are:

(i) Simplicity

(ii) Clarity

(iii) Brevity

(iv) Positivity

(v) Punctuation

(vi) Approach

(vii) Readability

(viii) Accuracy

(ix) Logical Sequence

(x) Proper Form

(xi) Presentation.

(i) Simplicity: The language shall be as simple as possible so that a report is easily understandable. Jargons and technical words should be avoided. Even in a technical report there shall be restricted use of technical terms if it has to be presented to laymen.

(ii) Clarity: The language shall be lucid and straight, clearly expressing what is intended to be expressed. For that the report has to be written in correct form and following correct steps.

(iii) Brevity: A report shall not be unnecessarily long so that the patience of the reader is not lost and there is no confusion of ideas. But, at the same time, a report must be complete. A report is not an essay.

(iv) Positivity: As far as possible positive statements should be made instead of negative ones.

For example, it is better to say what should be done and not what should not be done.

(v) Punctuation: Punctuations have to be carefully and correctly used otherwise the meaning of sentences may be misunderstood or misrepresented.

(vi) Approach: There are two types of approaches:

(a) Person - When a report is written based on personal enquiry or observations, the approach shall be personal and the sentences shall be in the first person and in direct speech.

(b) Impersonal - When a report is prepared as a source of information and when it is merely factual (e.g. a report on a meeting); the approach shall be impersonal and the sentences shall be in the third person and in indirect speech.

(vii) Readability: The keynote of a report is readability. The style of presentation and the diction (use of words) shall be such that the readers find it attractive and he is compelled to read the report from the beginning to the end. Then only a report serves its purpose. A report on the same subject matter can be written differently for different classes of readers.

(viii) Accuracy: A report shall be accurate when facts are stated in it. It shall not be biased with personal feelings of the writer.

(ix) Logical Sequence: The points in a report shall be arranged with a logical sequence, step by step and not in a haphazard manner. A planning is necessary before a report is prepared.

(x) Proper Form: A report must be in the proper form sometimes there are statutory forms to follow.

(xi) Presentation: A report needs an attractive presentation. It depends on the quality of typing or printing as well as quality of paper used. Big companies make very attractive and colorful Annual Reports.