English Report writing

7/30/2019 English Report writing

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BUSINESS REPORT

Chapter 5


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Business Report

Definition

A Business Report is an impartial, objective,

planned presentation of facts to one or more

persons for a specific business purpose.

An orderly, objective message used to convey

information from one organizational area to

another or from one institution to another to

assist in decision making or problem solving.


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Reports have been classified in numerous

ways by management and by report-

preparation authorities.

We classify reports on the bases of theirforms, uses, contents, etc.


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Purpose of Reports

To monitor andcontrol

operations

Plans, operatingreports,

personal activityreports

Internal reportsmove upward on

recurring basis;external reports goto selectedaudiences

To implementpoliciesand procedures

Lasting guideline,position papers Internal reportsmove downward oron a non-recurringbasis

To comply with

regulatory

Reports IRS, SEC,

Human Rights

External reports are

sent on a recurring


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Definitions of Some Types

Purpose of Report Common Examples Reparation &Distribution

To obtain new

business orfindings

Sales proposals External reports are

sent onnonrecurring basis

To document clientwork

Interim progressreports,

final reports

External reports aresent on a

nonrecurring basis

To guide decisions Research reports,justification reports,trouble shooting

reports

Internal reportsmove upward on anon-recurring basis


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Classification of Report

1. Formal or Informal

Formal reports are carefully structured; theystress objectivity and organization, contain

much detail, and are written in a style that

tends to eliminate such elements as personal

pronouns.

Informal reports are usually short messageswith natural, casual use of language. The

internal memorandum generally can be

described as an informal report.


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Classification of Report

2. Short or Long Reports?

Short-or-long can be a confusing classification

for reports. A one-page memorandum is

obviously short, and a term paper of twentypages is obviously long.

What about in-between lengths?

One important distinction generally holds true:as a report becomes longer, it takes on more

characteristics of formal reports. Thus, the

formal-informal and short-long classifications are

closely related.


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What Makes A Good BusinessReport

Business reports are used by organizations toprovide a formal, verifiable link among people,places, and times.

Some are required as a permanent record;others are needed to solve an immediateproblem or to answer a passing question.

Many move upward through the chain of

command to help managers monitor the variousunits in the organization; some move downwardto explain management decisions to lower-levelemployees responsible for day-to-day

operations.


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The purpose of a business report is to conveyessential information in an organized, useful format.Anddespite technological advances, the ability toaccumulate data, organize facts, and compose a

readable text remains a highly marketable skill.

A well-prepared business report will provideCOMPLETE, ACCURATE information about anaspect of a companys operations.

The information provided by a report is often meantto influence decisions, to determine changes,improvements, or solutions to problems. Therefore,the report must also be CLEAR, CONCISE, and

READABLE.

What Makes A Good BusinessReport


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Format

The format of a business report may vary,from a brief informal report intended for in-house use to avoluminous formal report

intended for a national public distribution.

Some reports consist entirely of prosewhile

others consist of statistics; and still otherreports may employ a combination of prose,

tables, charts, and graphs.


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Style

The style of a report depends upon the audience. Aninformal report to be read only by close associatesmay be worded personally; in such a report I orwe is acceptable.

A formal report, on the other hand, must beimpersonal and expressed entirely in the thirdperson. Note the difference

Example

Informal:I recommend that the spring campaign concentrateon newspaper and television advertising.

Formal:

It is recommended that the spring campaignconcentrate on newspaper and television advertising.


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Types of Reports

Letters Reports

A letter report is simply a report in letterform: it is often used

when sending information to a reader outside your

organization. It includes:

1. Date

2. Inside Address

3. Salutation

4. Body (the heart of the report)

5. Complimentary close

6. Signature

7. Reference section


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Letter reports are of two types:

1. Informational Letter Reports

2. Analytical Letter Reports

1. Informational Letter reportsA staff report to financial officer regarding issuesconcerning personnel turnover in the salesdepartment

A report in reply to inquiry about product andservices provided by your Company

2. Analytical Letter Reports

These include investigation of an issue or problem

Calculation of financial ratios of a company in orderto command on its financial condition.


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Main Features of Reports

The Opening

As the name suggests, the opening is the firstsection in any report. A good opening

accomplishes at least three things:i) Introduces the subject of the report

ii) Indicates why the subject is important

iii) Previews the main ideas and the order inwhich they will be covered.

If you fail to provide readers with these cluesto the structure of your report, theyll read

aimlessly and miss important points


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Headings and Lists

A heading is a brief title at the start of asubdivision within a report that cues readers

about the content of the section that follows. They visually indicate shifts from one idea to

the next, and, when subheadings (lower levelheadings) andheadings are both used, they

help readers see the relationship betweensubordinate and main ideas.

In addition, busy readers can quicklyunderstand the gist of a document simply by

scanning the headings.



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A list is a series of words, names, oritems arranged in a specific order.

Setting off important ideas in a listprovides an additional structural clue. Lists

can show the sequence of ideas or visually

heighten their impact.

In addition, they facilitate the skimming

process for busy readers.



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Previews and Reviews

You may have heard the old saying tellemwhat youre going to tellem; then tell em what

you just toldem. The more formal way of giving this advice is to

tell you to use preview sections before andreview sections after important material in your

report. Using preview section to introduce a topic

helps readers getready for new information.Previews are particularly helpful when the

information is complex or unexpected.



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The Ending

Research shows that the ending, the final

section of a report, leaves strong and lasting

impression.

Thats why its important to use the ending to

emphasize the main points of your message.

In a report you may want to remind readers ofyour key points or your conclusions and

recommendations.

It provides a final opportunity to emphasize the

wholeness of your message.


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