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8/9/2019 Combined Report Writing
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Business CommunicationBusiness Communication
Report WritingReport Writing
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Purpose of reportPurpose of report
To present data and record events
To provide the foundation for decisions to
be made and action taken. To describe problems and suggest
solutions
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Classification of ReportsClassification of Reports
1. Formal Reports and Non-formal Reports
Annual Reports, thesis, Project reports
Lab reports, Trip reports
2. Information Reports
Conference, Seminar reports
3. Analytical Reports
Project reports, Feasibility reports, Marketresearch reports
4. Recommendation Reports
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VARIOUS REPORTSVARIOUS REPORTS
Annual Reports
Sales Reports
Feasibility Reports
Inspection Reports
Audit Reports
Progress Reports
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Length of ReportsLength of Reports
ShortShort andand informalinformal SimpleSimple
statementstatement recordingrecording anan event,event,withwith aa notenote ofof actionaction takentaken..
((11oror22pages)pages)
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Length of ReportsLength of Reports
Long and formal Detailedexplanation of facts, conclusions, and
perhaps recommendations for action.(more than 4 or5 pages)
Detailed report needs a lot of research:
Involves interviews, visits, Questionnaires
and investigations
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Report FormatReport Format
1. Print Format
Daily,Weekly, Monthly or Routine
Reports, Trip Reports2. Memo Format
Within the Organisation
3. Letter Format Outside the Organisation
4. Manuscript Format
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5 Steps to Report Writing5 Steps to Report Writing
1. Define the purpose
2. Gather the necessary information
3. Analyze the information
4. Organize the information
5. Write the report
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1. Defining the Purpose
Why you are writing
Who your readers,
What to include and what to omit
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ExamplesExamples of purpose statementof purpose statement
Infinitive phrase:
To determine the causes of
decreasing sales at Store X
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ExamplesExamples of purpose statementof purpose statement
Question:
What are the causes of
decreasing sales at Store X
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ExamplesExamples of purpose statementof purpose statement
Declarative statement:
Store X sales aredecreasing, and
management wants to
know why.
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2. Gathering information2. Gathering information
Person to person
(interviews)
Experiments or surveys (primary data)
Library research
(secondary information)
Internet search
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3. Analyzing Information3. Analyzing Information
Involves two steps:
Evaluating the information objectively
Making a comparative analysis of
different sets of information
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4. Organizing Reports4. Organizing Reports
Comparison/contrast
Problem-solution
Elimination of alternatives General to particular
Geographic or spatial
Functional Chronological
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C
onventional systems Decimal systems
Types of outlines
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Conventional systemsConventional systems
I.
A.
B.
1.
2.
(1)
a.
II.
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Decimal systemDecimal system
1.0
1.1
1.2
1.2.1
1.2.2
1.2.2.1
1.2.2.1.1.
1.2.2.1.1.1.
2.0
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5. Writing the report5. Writing the report
First draft
Clear, concise,
Edit-revise-proofread
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Anatomy of a ReportAnatomy of a Report
CoverPage
Title Page
Letter of Transmittal Table of Contents
List of Illustrations
Executive Summary Report Body
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CoverPageCoverPage
Title
Submitted ToReaders name
Submitted By
Author's name
Date of Submission
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Letter of TransmittalLetter of Transmittal
Background
Summarize conclusions and
recommendations Minor problems. Thank those who helped.
Additional research necessary
Thank the reader. Offer to answerquestions.
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Table of contentsTable of contents
Your report should include a table of
contents if longer than about 5-10 pages.
This allows the reader to quickly find the
relevant section.
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Table of ContentsTable of Contents
Abstract/ Executive Summary
Table of Contents
1. Introduction 12. Discussion 2
3. Conclusion 3
4. Recommendations 4
5. References 5
Table ofContents
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Report BodyReport Body
Introduction Purpose and Scope;Limitations, Assumptions, and
Methods
Background/History of the Problem
Body Presents and interprets data
Conclusions and Recommendations
References or Works Cited
Appendices Interview transcripts, questionnaires, question tallies,
printouts, and previous reports
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INTRODUCTIONINTRODUCTION
This describes the background to the
report, the reasons for doing the work andthe aims of the work. It should set up the
rest of the report in such a way as to leave
the reader in no doubt as to why they are
reading the report and what they are goingto get out of it.
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Main BodyMain Body
The main body of the report needs to beclear, concise and follow a logical order.
Figures and tables must be referred to inthe body of the text and need to have clearcaptions.
Label figures at the bottom and tables at
the top in numerical order. Each figureshould be capable of being understood onits own using the caption as the onlyreference.
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ConclusionsConclusions
No new material introduced
Follows logically from the Discussion Conclusions section should give:
Key points
NOT just another Executive
Summary
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RecommendationsRecommendations
Consult the assessment criteria
as to whether recommendations
are required
Are suggestions for possible
actions based on the discussion
section of the report
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References or BibliographyReferences or Bibliography
It is essential that any research material
used in the report is cited in the body of
the text and the reference included in the
reference section.
Also material included in the reference
section must be cited in the text.
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ReferencesReferences
1. Business Communication, Kity O Locker
and Stephen Kyo Kaczmarek, 2004
2. A Decent
Proposal by John Fellows,www.sellingpower.com, 2002
3. Better Business Writing, The Sunday
Times
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AppendicesAppendices
Any material that is not essential to the
understanding of the document but is
useful for the reader to have available
should be put in the appendices.
Examples include raw data, extended
calculations, computer code, equipment
design calculations, detailed proceduresfor equipment operation and calibration
curves.
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Document DesignDocument Design
Use nomore than 5 fonts.
Use no more than 5colors.
Use glossy paper. Use white space.
Use templates.
Use parallelism. Avoid double emphasis.
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Effective White Space
Blank line between paragraphs
Left-justified or blocked
Writing StyleWriting Style
Points to Remember
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Writing StyleWriting Style
Brief writing style Omit needless words
Combine sentences
Rewrite
Campus Jewelers main objective is to increase
sales. Specifically, the objective is to double sales
in the next five years by becoming a more
successful business. Campus Jewelers objective is to double sales in
the next five years.
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Words, Words, WordsWords, Words, Words
UK English and US English International English and Indian English
Denotation and Connotation
Let me know when youre free next week for ameeting.
Could you let me know what times you have free?
Tone
Terry is hung up on trivial details.
Terry is meticulous and takes care of details thatothers sometimes ignore.
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Easy to ReadEasy to Read
Clear, concise language
Short sentences Use examples where appropriate to
illustrate argument
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Effective ParagraphsEffective Paragraphs
Place information where it will be seen:
First and last paragraphs
The start of the paragraph
Keep paragraphs simple:
Short paragraphs
Each paragraph should contain one
main point
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Time to ReflectTime to Reflect
You should initially spend time noting key ideas/theory and their linkages
Leave enough time so as to enable you to set the
draft aside
When coming back to this work:
You should find that your ideas have fallen into
place and that you can see the way ahead more
clearly One draft is not enough. You should redraft your
work to further organise your argument
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The endThe end
BEST OF LUCK