The report provides factual information depending on which decisions are made. So everyone should be taken to ensure that a report has all the essential qualities which turn it into a good report. A good report must have the following qualities:
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 the unity to the report and makes it a valuable document for best usage.
- Accuracy of Facts
The information contained in a report must be based on accurate fact. Since decisions are taken on the basis of report information, any inaccurate information or statistics will lead to wrong decision. It will hamper to achieve the organizational goal.
The facts presented in a report should not be only accurate but also be relevant. Irrelevant facts make a report confusing and likely to be misleading to make a proper decision.
While drafting any report, it is necessary to keep in mind about the person who is going to read it. That’s why a good report is always reader oriented. Readers’ knowledge and level of understanding should be considered by the writer of the report. Well, reader-oriented information qualifies a report to be a good one.
- Simple Language
This is just another essential feature of a good report. A good report is written in a 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 report should be concise but it does not mean that a report can never belong. Rather it means that a good report or a business report is one that transmits maximum information with minimum words. It avoids unnecessary detail and includes everything which is significant and necessary to present proper information.
- Grammatical Accuracy
A good report is free from errors. Any faulty construction of a sentence may make its meaning different to the reader’s mind. And sometimes it may become confusing or ambiguous.
- Unbiased Recommendation
Recommendation On report usually makes the effect on the reader mind. So if recommendations are made at the end of a report, they must be impartial and objective. They should come as logical conclusion for investigation and analysis
Clarity depends on the proper arrangement of facts. A good report is absolutely clear. The reporter should make his purpose clear, define his sources, state his findings and finally make a necessary recommendation. To be an effective communication through the report, a report must be clear to understand for making communication success.
- Attractive Presentation
Presentation of a report is also a factor which should be considered for a good report. A good report provides a catchy and smart look and creates attention of the reader. 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.
The inclusion of above factors features or characteristics, make a good report to be effective and fruitful. It also helps to achieve the report goal. A reporter who is making the report always should be careful about those factors to make his report a good one.