Report Writing: Types, Structure, Steps and Short Reports Questions

Question 1

Define report.

Accepted Answer

A report is a structured written document presenting facts, findings and sometimes recommendations on a topic.

Question 2

What is an informational report?

Accepted Answer

An informational report presents facts/data without analysis and recommendations.

Question 3

What is an analytical report?

Accepted Answer

An analytical report includes analysis of findings and gives recommendations.

Question 4

What are findings in a report?

Accepted Answer

Findings are facts and observations collected in the report.

Question 5

What are recommendations?

Accepted Answer

Recommendations are suggested actions based on findings.

Question 6

State one characteristic of a good report.

Accepted Answer

A good report should be objective and factual.

Question 7

Differentiate between informational and analytical report (any three points).

Accepted Answer

Informational report gives facts and data only. Analytical report includes analysis/interpretation and recommendations. Informational is descriptive; analytical is evaluative and solution-oriented.

Question 8

List any three characteristics of a good report.

Accepted Answer

Accuracy, objectivity, clarity, completeness, conciseness and proper structure are characteristics (any three).

Question 9

Write the basic structure of a report (any five parts).

Accepted Answer

Title, introduction, method/procedure, findings, analysis, conclusion and recommendations are parts of a report (any five).

Question 10

Explain why reports are important in business (any three points).

Accepted Answer

Reports support decision-making, provide record and accountability, help analyse problems, and improve communication between departments (any three).

Question 11

Write any three do’s for report writing.

Accepted Answer

Use headings and numbering, write factual and objective content, keep language clear and formal, and support points with data (any three).

Question 12

Write any three don’ts for report writing.

Accepted Answer

Avoid emotional/biased words, avoid irrelevant details, avoid unverified information and avoid poor structure (any three).

Question 13

Explain characteristics of a good report.

Accepted Answer

Characteristics of a good report:

1) Accuracy: facts and figures must be correct.
2) Objectivity: no personal bias or emotional language.
3) Clarity: simple language and clear headings.
4) Completeness: include all essential details and references.
5) Conciseness: brief but not incomplete.
6) Proper structure: title, introduction, findings, conclusion and recommendations.
7) Relevance: information should match the purpose.
8) Evidence-based: include data, tables or proof when required.

A good report helps management take correct decisions and creates accountability.

Question 14

Explain steps in report writing process.

Accepted Answer

Steps in report writing:
1) Define purpose and audience (why and for whom).
2) Collect information/data from reliable sources.
3) Organise and classify information (headings and sequence).
4) Analyse findings and identify key points.
5) Prepare an outline and write the draft.
6) Edit and revise for clarity, accuracy, grammar and format.
7) Finalise and submit with proper title, date and signature.

Following these steps ensures the report is clear, factual and useful.

Question 15

Explain short report format with a suitable example.

Accepted Answer

Short report format (exam-friendly):

Title
Prepared by, Date

1) Introduction: purpose and scope (2–3 lines)
2) Findings/Observations: key facts in bullets
3) Recommendations: practical suggestions
4) Conclusion: final statement/expected outcome

Example (very short):
Title: Report on Late Delivery Complaints
Introduction: This report summarises late delivery complaints in Jan 2026.
Findings: 12 complaints; main reason courier delay.
Recommendations: improve tracking; add packing staff.
Conclusion: corrective actions will reduce complaints.

Short reports should be clear, numbered and factual.

Report Writing: Types, Structure, Steps and Short Reports

8 more questions to unlock