By Lisa McQuerrey Updated July 01, 2018
Reports represent a way for those in a business to communicate facts, figures and information in a prepared, professional format. The size and scope of the report will depend on internal policy and protocols, as well as on the contents of the report and its intended usage. The objective is to create documents that are detailed and all-inclusive, and that deliver key points in a way that is informative and easy to understand.
Briefs
A brief is a succinct overview of a particular issue or topic that provides a summation of the issue being discussed or debated. For example, if your boss asks you to attend a conference on best practices in customer service, she may request a brief following the event. In this instance, you would provide an overview of the conference, and highlight the main take-always. Briefs should be short, but contain enough valuable information they can be distributed to others and serve a practical purpose.
Summaries
A summary is a written compilation of a larger piece. For example, if you have annual reports from three different companies you’re thinking of doing business with, you might ask your assistant to summarize each report for you to save you the time of reading each document in its entirety. In this instance, you might want to provide specific direction to ensure you’re getting the information you need. Using this example, you might ask for financial highlights, details on new programs, or national rankings in key areas.
Letters or MOUs
A letter report is a very simplistic approach to relaying information. You may use this format when outlining the terms of a discussion or informal agreement, or as an introduction to a larger more complex document. A more formal letter report is a memorandum of understanding, or MOU, in which the terms of an agreement or project are outlined with key elements of project management, financial oversight and contributions highlighted.
Memos
Memos are the standard form of brief report typically used for things such as brief announcements, reminders or updates. Typically used internally, a memo may be issued to note a job promotion, new hire, a termination or new internal protocols. It may also be used to issue group thanks or acknowledgement, issue a reminder or provide an update on a project of event.
Larger, more formal reports include annual reports, earning reports, audits, analytical reports and academic reports. Each of these report formats typically include introductions, tables of contents, executive summaries, chapters or sections and an appendix. These are often used to deliver complex information, convey the results of studies or surveys or to demonstrate research findings.
