Lesson 2: Classifications of Technical Report

In the workplace, the report plays an important role, whether you are preparing one for your
supervisor, the executive staff, board of directors, or clients. It may be short and simple, in the
form of a memorandum or email, or it may be more several pages long. Whatever its length,
content, or destination, is the result is the same: a report must be informative, factual,
understandable, and neatly presented (Oxford Dictionary).

Business report is broad in scope and covers numerous written documents necessary in doing
business such as Incident report, accomplishment report. recommendation report, financial
report, and so on.

Even though there are several types of business reports, having a standard business report
format, according to Custodio et al. (2013), allows the reader to locate easily the important
information presented. It also enables the writer to organize the report effectively and logically.
Knowing how to write a business report is necessary in the business world

There are basic classifications of written report:

1. Article Report is a simple report which aims to inform the masses. This report focuses
on any general interest. This is like the magazine article we read on regular days.

2. Laboratory Report it is a comprehensive report written to communicate laboratory

works and observations to the management. It also discuses on the question, "How did
we do it?"

The following are the parts of laboratory report:

a. Abstract: This part shows the outline of the entire experiment,

b. Introduction: This part presents the objectives and importance of the experiment. Sometimes,
the background of the report often includes theoretical predictions for what the results should
be..

c. Procedures: This part is sometimes Called methods or steps for it presents the step-by-step
methods on how the experiment is done.

d. Results and Discussion: This part presents the discussion of the experiment as well as the
results which are composed of tables and figures.

e. References: This part includes the sources and references used in conducting the
experiment.

f. Conclusions: This part summarizes the results of the experiment.

g. Appendices: This part is composed of raw data, calculations, graphs, figures, pictures,
communication and so on that you included in the report itself.

3. Informational Report- this report includes periodic and annual reports.

a. Periodic Report is a type of information report written by the employees. or subordinates

which they submit daily, weekly, or monthly to their superiors to note information of interest to
the organization to show comparison and tendencies.

b. Annual Report-is a type of information report which includes the listing of activities, projects,
and events of an organization during the whole year round to show progress, financial status,
and general situation. This report can be classified as public or private.

Special Information Report is composed of three subcategories which are preliminary report,
progress report, and final report.
a. Preliminary Report is a type of special information report that collects information about a
proposed project which includes the costing, designs, and other elements.

b. Progress Report is a type of special information report that records the history of an activity
from the time it has started up to the present date of writing.

C. Final Report is a type of special information report submitted after completing a project to
show how plans were delivered.

4. Research Report- it is a common report which generates data either in a laboratory or

in the field. The contents and organization of this type of report have a basic logic: you
present your data and conclusions, but also present info on on how you went about the
experiment or survey.

The following are the contents of a research report:

a. Introduction

b. Problem

c. Purpose, Objectives, and Scope

d. Review of Literature

e. Materials, Equipment and Facilities

1. Theory, Methods, and Procedure

g. Results, Findings, and Data

h. Discussion, Conclusions, and Recommendations

i. Bibliography

The general format of a research report commonly includes the following:

L. Transmittal Letter

II. Title Page

Table of Contents

IV. List of Figures

V. List of Tables

VI. Abstract

VII. Introduction

VIII. Background

IX. Purposes Objectives, and Scope

X. Review of Literature

XI. Machines, Equipment, and Facilities

XII. Theory, Methods, and Procedures

XIII. Results, Findings, Data

XIV. Discussions. Conclusions, and Recommendations

XV. Bibliography

5. Field Report- It is intended to improve student understanding of key theoretical

concepts of a course through observation and reflection of real life practice. In addition,
this type of report facilitates the development of data collection and observation skills
and allows students to see how theory applies to real world practice.

When writing a field report, you need to consider two things:

a. systematically observe and accurately record the details and Information of a certain aspect
of a situation; constantly analyze your observation for meaning.

b. keep the report's alms in mind while you are observing; consciously observe, record, and
analyze what you hear and see in the context of a theoretical framework (Glesne & Peshkin,
1992).

Therefore, field report is linking theory and practice, It also involves both description and
analysis, it is necessary to avoid some common student errors when writing a field report such
as presenting description without any analysis of what has been described or observed.

6. Recommendation Report- it is written to answer questions which are somehow critical

to decide on. It shows options or choices so that a good decision can be drafted.

The following elements are the typical contents of a recommendation report:

a. Introduction

b. Technical Background

c. Make Comparisons

d. Critical Requirements

e. Conclusions

f. Recommendations

7. Incident Report- it is written to narrate incidents prior to, during, and after a situation
suddenly occurred, we should bear in mind that incident report is different from narrative
type of essay. The presentation of ideas in an incident report is systematically arranged
and organized using appropriate language. This kind of report uses simple and clear
words and avolds using jargons and technical terms..

There are things to consider in writing an incident report:

a. The context of the incident

b. Details of the incident

c. thoughts, feelings, and concem about the s incident

d. Demands of the Incident

e. Impact of the incident

8. Accomplishment Report - It is written for the purpose of presenting the company,

organization, or institution's check activities and achievements and to monitor and check
if the plans were successfully carried out. Every organization or business entity provides
a format of an accomplishment report.

The following are some steps in Writing an accomplishment report:

a. Use the prescribed template of your company.

D. Create tables or charts with the following columns: number, action or activity, initiator, person
responsible, remarks (target fime, comments):

c. Add risk factor if needed; and

d. Include a list of who will be receiving this report.