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Top 22 Qualities | Characteristics | Essentials of a good and Ideal Report

A report should contain all the information which are required by the interested parties. Hence, some principles are followed while drafting a report. These principles are simply guidelines.

The accountant should not feel that he has to conform to a set of rules that places him in a straight jacket. However, there are few guides that he should keep in mind. The rules will not be valid in all cases because of the difference in capabilities of top management to digest information and because of variations in the form in which management wants that information.

Therefore, a report is prepared by considering the following points.

Top 22 qualities or Characteristics of Good and Ideal report

Table of Contents

Qualities or Characteristics of Good or Essential report

1. suitable title.

A suitable title has to be provided to each report according to the nature of contents. It should also highlight upon its origin and the person for whom it is being prepared.

A report should be readable by an ordinary layman and in known language. Such type of simple style of language is used in the report preparation. As far as possible, scientific or technical language is best left out of reports , unless it becomes unavoidable. In case the reports are of regular nature, it is preferable to get language more or less standardized.

3. Promptness

A report should be prepared and submitted within short span of time or time stipulated by the request letter. Information delayed is information denied. At the same time, accuracy of information should not be given up at the cost of achieving objective of promptness. The following steps may be taken to collect the information as early as possible.

4. Comparability

Sometimes a report is prepared with some comparative information. In this case, a standard information is compared with actual information. If not so, current year information is compared with last year information. In certain cases, the prospective information is prepared well in advance and the actual information is compared. The main objective of comparability is to highlight significant variations.

5. Consistency

A report should be prepared for many years from the same type of information and statistical data . If so, there is a possibility of preparing a report in consistency. It is possible if same accounting principles and concepts are used for collecting, classifying, tabulating and presenting the information. The usage of report is increased through consistency.

6. Precise and Accurate

A report should be precise, accurate and specific. It can be just a bad reporting practice to supply too much information which over whelms the order; as too little which leaves him guessing. If report is quite long or detailed, then a synopsis should be prepared to cover all significant facts and conclusions.

7. Relevant Information

Relevant accurate data is alone included in the report. If not so, it will involve unnecessary expenditure and the reports will be a waste.

8. Presented to Required Person or Group or Department

The reports should be specific and presented only to the person in need . Sometimes, reports are sent to various departments in a routine way, if so, the reports are prepared in such a way that includes common information.

9. Routine Details

Every report should contain the routine detail s like the period of time of preparing report, the period covered in the report, date of presentation of report, the units of information, the name of the person preparing and presenting it, names of persons to whom it is being submitted. etc.

10. Timeliness

A report should be prepared and presented within the stipulated time . If a report is received late, there is no meaning of preparing such report and no use for management. If the report is presented in time, necessary actions may be taken.

Obviously financial data are more valuable when the events are fresh in the minds of users. The element of time elapsing between the events and the report determines to a large extent, the value of financial reports. Timeliness is generally more important than a high degree of accuracy in the figures.

11. Adaptability

The format and contents of the report should be suitable to the person or group of person s who are going to use the report and the purpose for which it is required. A report can be adoptable if it is prepared and presented according to the needs of the different levels of management (top, middle and lower).

According to Welsch,

“In the design of reports suited to the principal user, consideration must be given to the method of presentation. Those executives, who are going to utilize the reports, have different backgrounds, working methods personalities and personal preferences. Executives having controller-ship background, generally prefer tabulated and detailed data, those having engineering backgrounds frequently prefer graphic presentations, highly summarized data”. (adsbygoogle = window.adsbygoogle || []).push({});

12. Ability to Control

The reports should give full details of variances such favorable and unfavorable. In the case of unfavorable variances, the report should contain a massage about the unfavorable variances which are controllable at that point. If so, corrective controllable actions may be taken by the appropriate level of authority. Moreover, some unfavorable variances which are beyond the control of the executive receiving the report should be mentioned separately or highlighted in the report.

13. Economy or Cost Consciousness

This cost of preparing and presenting the report should also be considered. This cost should not be more than the advantage derived from such reports. The cost of preparing the report should be reasonable so that reporting may be used by all types of concerns.

14. Effective Communications

If the management executives have taken the action on the basis of report and the report influence decisions, there is an effective communication.

In order to be useful to management, accounting information must be communicated to managerial persona l. Communication implies that a person receiving the information understands the nature and significance of material contained in the reports he receives when communication is genuinely effective, management’s actions and decisions are likely to be based on the facts which they receive rather than on untested impressions and guesses.

However, there is a reason to believe that accounting reports to management have not always achieved their intended purpose because the reports were not understood, recipients lacked time required to grasp the meaning or contents of reports was not relevant to problems facing the persons who received them.

15. Principle of Exception

The principle of exception should be followed while preparing and presenting the reports. If so, trouble spots and/or illuminating priority areas are calling for management attention and action. In this case, some benefits are derived such as essential matters only included in the report to the user of the report, more concentration is possible and minimum data is included in the report. Even though, this principle has limited use.

16. Frequency of Reports

The frequency of reports should be decided, well in advance according to the nature of information and its purpose. It means that the reports should be sent regularly when they are demanded or required. Therefore, some reports may be sent daily, some weekly, some once in ten days, some fortnightly, some monthly and so on.

17. Media of Presentation

A report may be prepared for presenting the same in several medias. Therefore, a report may be in written form or oral form or graphic form . An ideal report is presented in the form which carries successful blending of different media.

18. Attractiveness

The style of presenting the report should attract the attention of the user of the report. In meeting this broad requirement for attractiveness in reporting, the accountant assumes the role of an artist . His task is to print a picture that will appeal to the eyes. His report should serve as panorama which is attractive in an artistic sense and therefore one that will be regarded and studied by the potential viewer.

19. Co-ordination of Data

All type of information are collected from various departments including accounting data while preparing the report. In this case, there is a need of coordination of data. It means that data used by different departments should not be unrelated , otherwise a lot of misunderstandings and confusions may arise which would defeat the very purpose of reporting .

20. Up to Date

A report should contain only latest information . Even though, excessive information cannot be included in the report. It means that report should be kept up to date which are necessitated by the changing conditions.

21. Number of Reports

There is no ideal number of reports to be used in an organization. At the same time, a report should be an additional one and should not give birth to be a duplication. Therefore, reports should be prepared and used only for selective areas . The number of reports should be kept as minimum as possible .

22. Good Form and Content

The following points are to be considered while drafting a report.

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Characteristics of bad report writing.

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Formal writing demands adherence to strict codes. Writing a report -- whether for school or for the workplace -- says much about the professionalism of you as the writer . Turning in a report that's characterized by a lack of organization and grammatical and spelling errors places you, your organization or your department in a negative light. The quality of writing in a report can mean the difference between receiving grant funding and failing the grant process, or acquiring a contract and losing the bid.

A solid report addresses problems specifically; highlights varying methods of analysis; includes particular findings and conclusions, and offers recommendations for improvement. A poorly executed piece is thin, offering mere generalities. According to the Unilearning website, it outlines the information of the report but goes no further.

A poorly written report uses multiple words to express ideas that a skillful wordsmith can convey in one. For instance, a more concise way of saying "Gas prices soared upward toward the sky in 2011" would be to say, "Gas prices soared in 2011."

Poor Spelling/Grammar

Typographical and grammatical errors can be the bane of a formal report. Whether there is one or 10, it can cause a report -- whether a school essay, business document or news story -- to look unprofessional, and the writer to appear uneducated. It can call so much attention to itself that it can distract the reader from the message of the report. Don't just use spellcheck on your computer; use an extra pair of eyes to catch errors your spelling and grammar software may miss.

Stresses Problems, Not Solutions

A poor report stresses difficulties but doesn't offer much information about solutions. It talks about weaknesses rather than strengths, as the Upwrite Press website says. It seeks to make threats rather than suggest changes to right the wrongs. Though it's acceptable to write about problems, balance the discussion of the negatives with a proposal of methods to change them into positives. For instance, it's not helpful to write an entire report about how much money slow workers cost the company without mentioning plans to help them improve their performance rate.

Inappropriate Language

An unsuccessful report uses inappropriate language, such as slang words and colloquialisms. If you write a report in such a way, your audience may fail to take you seriously as a professional. Also, such diction undermines the impact of your overall message. For example, in preparing a report on the 2010 economy, you would say that hiring fell sharply in 2010, rather than writing a phrase such as, "Hiring hit the skids in 2010."

Stilted Prose

Stilted prose is a mistake because it gives the reader the message that you're trying too hard to impress him with your superior knowledge of words. Instead of writing, "Gas prices impacted the company's ability to maximize profits," say "Gas prices hurt profits." To determine whether your prose is stilted, read your sentence aloud to yourself, then to someone else. If it's not something you would normally say in conversation, chances are it's trying too hard.


Repetitious wording is a characteristic of poor writing. It looks lazy. In sentences of this nature, the writer repeats words instead of varying his words by using synonyms. A thesaurus can help combat this. For example, use "firm" for "company" to avoid using one word too often.

Lack of Appropriate Supporting Information

It's a mistake to turn in a report that lacks the proper information that would support claims you made. A well-written report includes a plethora of sources, charts and graphs to support claims you've made. In addition, citing all of your sources is a requirement. Otherwise, you run the risk of a plagiarism charge.

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Angus Koolbreeze has been a freelance writer since 2007. He has been published in a variety of venues, including "He Reigns Magazine" and online publications. Koolbreeze has a Master of Arts in English from Western Michigan University.



11 Characteristics of a Good Business Report

Table of Contents

Wondering what are the characteristics of a good business report?

To answer this question and to make your business report effective and purpose worthy. We have prepared this guide which contains the top 15 characteristics of report writing along with the importance and scope of a business report to enhance your knowledge.

Overview of a business report

A business report represents the compilation of various information regarding business interests such as present facts, statistical data, arguments, research analysis, and more such data.

It is usually an unbiased, orderly, and factual report readied to back the purpose of the business. That is why every organization values the characteristics of a good report.

A business report is prepared after thorough scrutiny, estimation, and assessment of significant conditions and issues that concern the operating organization.

Essential qualities of a business report help to handle several steps in running a business, such as –

11 Characteristics of a Good Business Report That You Should Check

1) the report should be accurate and reliable:.

Just like any other report, the information and data in the business report should be accurate and reliable. This is a prime characteristic of an effective business report as accurate and reliable information will influence decision-making, leading to better growth for the organization.

Business reports play a vital role in making important decisions for the business. Hence the information feature within the report should be backed up with facts and figures. The method for data collection should be analyzed before implementation to reduce the marginal error and represent reliable data.

2) Create a short but clear title:

The report’s title is the essential feature of any business report. The title should accurately reflect the crust of your business report and indicate the content present. The title should be drafted keeping in mind the need of the reader and the target group of people for whom the report is prepared.

Ensure the drawn title is short and easy to read. The opening para after the title should state the report’s purpose, which will help justify the reason for preparing the report. 

Example of a short and clear title from a business report


3) Reader-specific language:

The report’s target audience should be kept in mind while drafting the business report. The information should not consist of any grammatical or factual errors.

Moreover, the critical content of the report should be visible clearly, with supportive graphs and data. Avoid using too much technical jargon, as it gets difficult for the reader to understand. 

4) Keep your paragraph structured:

For better understanding, you should divide your business report into required paragraphs. The crucial paragraphs should be placed logically toward the beginning. Each paragraph needs to describe the point mentioned descriptively.

It is always recommended to keep your paragraphs between 200 to 300 words with 10 to 17 words per line. This is an important characteristic of business reports as small sentences always make it easier for the user to read and grapes the idea of the sentence. 

5) Concise writing:

A business report that remains objectively intact is always more helpful for the organization. Therefore report should be concise in nature to extract the most productivity.

One should also aim at incorporating the most crucial information within the body section of your report. The supporting data and elements should be appended at the end of your business report. 

6) Clear suggestions and recommendations:

It is in the nature of a business report that it is prepared to solve complex business problems and discover alternative solutions. The business report should create a separate section consisting of suggestions and recommendations.

The following can help business management make constructive decisions for the organization. Furthermore, suggestions should be made based on what has been studied and analyzed in the following report.  

Example of a conclusion drawn within a business report


7) Signature and Date:

Authenticity plays a vital role in creating a business report. After all, big business decisions will be taken with the help of business reports. Therefore a good business report feature that the creator should follow is to have his signature on the report as an act of reliability.

The date signifies the period within which the report was drafted. This is useful at the time of comparing two reports from different periods. 

8) Usage of effecting headings and subheadings:

A business report may consist of many sections, but structure formatting makes it more compelling. When a writer uses headings and subheadings within a report, it gives a clear hierarchy to your content.

Better representable content is always easy to consume and is considered to be the main characteristic of an effective report. On top of this, it helps the reader identify your report’s vital section. Make sure your headings and subheadings are aligned with each other and are descriptive.

This is one of the crucial characteristics of any report, and don’t you want your headings to be longer and meaning less. Ensure the content under each heading is focused on justifying the report’s purpose. 

9) Maintain professionalism in writing:

Business reports are often formal in nature. Therefore it is essential to keep your writing tone appropriate for the reader. An essential of a good business report is that it should not contain offensive words which may disturb the purpose of the report.

In most cases, the readers look for the group responsible for completing the following task. Therefore, avoid being gender specific such as “She/He,” and instead use plural pronouns, such are “they,” while referring to any identity.

Another essential feature of a good report is to use an active voice over a passive voice in your writing and leave the contraction words out of the report. 

10) Have numbering pages:

One of the foremost qualities of a good business report is to Use proper page numbering which helps the reader map the report in a structured format.

Roman numerals should be used for executive summary and table of contents. The rest of the pages within the report can be denoted with Arabic numerals.

Table and figures should be placed separately under the appendices section. Each table and figure should contain a label and a title for better recognition. It is always recommended to give a short text description for the data in the figures and tables mentioned.

Required data diagrams can be inserted within the body text of the report for better explanation. Moreover, make sure the footnotes and endnotes are used for better reference. 

11) Targeted communication:

One of the essential characteristics of business reports is that the report should be drafted while keeping in mind the target audience/group.

The report must include the answer the intended audience is looking for to be able to solve its purpose. Therefore it is essential to understand the need and the problem the report will solve before starting.  

Essentials Elements of a Business Report

1) title page.

The presentation of the title page of a business report represents its eminence. Hence, it is of great significance. The title page must begin with a proper label along with the name of the person who prepared the report, the name/names of the audience it is being submitted to, the date of submission, and the name of the organization. 

2) Effective Abstract 

It is of most importance that the report has a highly efficient abstract that summarizes the purpose and key points of the entire business report. The usual length of an Abstract is 200-250 words. In case, an executive summary is added, it can be one page or shorter. Including an “abstract” is a must for both long and short reports .

3) Table of Contents

No matter how short, the table of contents should be listed on a separate page. This is basically the third page following the title and abstract page. 

4) List of Tables/Figures/Symbols/Abbreviations

In case, there are more than five tables or figures in a business report, it is safe to prepare a separate “list of tables” page following the contents page. Similarly, if there are more than five symbols or abbreviations used in the report, including a “list of symbols” or “abbreviations” page is the smartest decision. 

5) Introduction

The main body of an effective report should start with an excellent introduction that depicts the goal and scope of the entire report. Whatever background research data has been added in the report, must be mentioned here to help the audience understand them without any trouble. 

Each primary section of the report should begin with an apt heading. The body covers the key sections of the report be it an existing problem, a potential solution, or any subject of interest that matters to the audience. Also, including illustrations, tables, figures, symbols, research and sources makes the body of a report more proficient. 

7) Conclusion & Objectives

This is one of the essentials of a good report . The report must end with a well-prepared concluding page where the presenter may add his/her own arguments and ideas. 

8) Endnotes & Bibliography 

If there is no footnote in the body of the report, the page after “conclusion” must be dedicated to “endnotes,”. The “bibliography” contains sources of any info such as books, websites, interviews, research papers, and so on. 

Related Readings: 8 Elements of Business Report Structure With Process of Report Writing

Importance of a Business Report

Apart from monitoring the business report characteristics, preparing business reports on a regular basis helps to keep track of everything regarding the management and work in an organization. 

Let’s have a look at how significant the reports play in a business

Related Readin: Importance of Report Writing In Business Communication

Scopes of a Business Report

Frequently Ask Questions

Q1) 5 characteristics of a good report .

Ans: The only five characteristics of a good are, Accuracy, Clarity in the title, and Concise and professional writing with the proper numbering of pages. 

Q2) Which is not an essential characteristic of a good report? 

Ans: Using technical jargon is not an essential characteristic of a good report, as it makes it difficult for the reader to understand and creates unnecessary complexities. 

Q3) What are the characteristics of reporting?

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Characteristics of an effective essay writing

Characteristics of an effective essay writing : Essay writing as become an integral part of our academic life. Essay writing plays a vital role to examine knowledge and ability of students. It is supposed that students will explain their thoughts effectively on a given topic. Essay writing also gives students an opportunity to think outside the course materials. These days, student writes poor essay because they don’t know the main characteristics of effective essay writing .

Also Read: How to improve reading comprehension skills?

They just write essays in a forced descriptive manner and fill the sheets of answer booklet. They ignore this fact that your examiners are paid for every minutes and they are not going to waste a single minutes in reading the whole essay. So it better to be subjected, narrative and organized when you are writing an essay .

Also Read: How to write a good research paper?

Here I am going to introduce you with some characteristics of effective essay writing . I hope that after reading these characteristics, you will write effective essay for your exams.


A description does not mean that you are free to write anything about the topic. It should be related to the particular persons, things and places . Students should explain about them. Students must add some background information to give a smart description about the essay topic.

`characteristics of an effective essay writing

Also Read: Essay writing format in English?


You should write to the point when you are witting about any topic . No body will praise you for filling the answer sheets. As I have told you that examiner have to save his precious time so don’t try to pull the essay like a rubber. Always write unambiguously about the main content of the essay.

Students start writing essay with a great tone but they don’t let their tone same till the end of essay. They forget their subject of writing and start making their own assumptions for filling the sheets. Of course student’s assumptions are needed but never go so far from the subject of the topic. Try to be subjected in the whole essay writing.

Also Read: Book review format and guideline for students?


Good news become well when there is some spicy content added into them. It is human nature that we like spicy content or content in which there are lots of arguments. Same case is with essay writing, try to put arguments and disagreement in the essay. Students should write about both the aspects where agreement and disagreement are carried. And at the end they need to tell what aspect is right.

An essay should be like one that explains any event . These events can be biographical, incidental, accidental, journey and historical. Try to pick a narrow topic instead of picking a broader topic. A narrow topic is easy to narrate or one can cover its all parts easily in a descriptive manner.

Also read: Report writing format for cbse students?

There should be a particular order to represent an essay . It is not a good idea to structure the essay as it goes along. The structure of the essay should be predefined by the students. Decide the order of the essay before you start writing it.

Last but not the least characteristic is that there should be no grammatical error in the essay. Students make this Himalayan blunder mistake is their essay. This mistake can just make all your hard work useless. English grammar should be appropriate in the whole essay.

So it was all about characteristics of an effective essay writing . I hope you all enjoyed reading this article. If you feel any problem regarding this topic then please comment below. We would like to help you.

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  1. Top 22 Qualities

    We are familiar with technical report writing, here are the characteristics of report writing. These points will help to make an effective report

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  3. Characteristics of Bad Report Writing

    A poor report stresses difficulties but doesn't offer much information about solutions. It talks about weaknesses rather than strengths, as the Upwrite Press website says

  4. 11 Characteristics of a Good Business Report

    Discover the useful characteristics and features of the business report along with the importance and scope of report writing

  5. Characteristics of an effective essay writing

    An essay should be like one that explains any event. These events can be biographical, incidental, accidental, journey and historical