REPORTS A report is a medium for putting across a body of ideas to an audience.

Reports are diverse in focus and aim and differ in structure. They may be progress reports, accident reports, disciplinary reports, budgetary control reports, sales reports, market research reports, investigation reports, feasibility reports, evaluation reports or exploratory reports (problem-solution reports). Purpose Reports are meant to be useful in several ways: to assist management, to be used as a permanent source of reference, to provide information to interested parties or to make your own views known. There are different types of information that might be included in a report: factual (these are the facts), dialectical (this is what is happening, has happened or will happen), or instructive (this is what should be done). Planning In planning a report, you need to consider the following questions: - Who is the user? - What kind of report will be most useful to the user? - What exactly does the reader need to know and for what purpose? - How much information is required, how quickly and at what cost? - Do you need to give judgements, recommendations, or just information? PROBLEM-SOLUTION REPORT Structure 1. Statement of problem(s) - Brief background - Concise & accurate identification of key issues, challenges or problems - No use of irrelevant or redundant information 2. Analysis of Data - Identify the underlying causes of these problems. - Insightful analysis of underlying causes of these problems - Identification of links between issues 3. Analysis of Alternative Solutions: - Appropriate application of analytical frameworks to propose suitable alternatives - Clear and logical critical thinking in discussing advantages and disadvantages of each 4. Recommendations and Action Plan - Specific, realistic and feasible courses of action - Distinction between urgent and long-term solutions - Logical connection with the problem statement and the analysis - Distinguish between short and long-term solutions.

Sample outline 1. Background and Statement of Problems and Issues 2. Analysis of Data 2.1 2.2 2.3 2.4 3. Analysis of Alternative Solutions 3.1 3.2 3.3 3.4 4. Recommendations and Action Plan Prompt/Urgent action 4.1 4.2 4.3 4.4 In the long term 4.5 Stylistic requirements in the writing of reports REQUIREMENTS Objectivity and impersonality GUIDELINES Avoid subjective value judgements and emotions, which can undermine the credibility of the report and its recommendations Avoid emotional and loaded language Avoid colloquialisms and abbreviated forms Use impersonal constructions Avoid technical language for non-technical users Use clear, concise sentences Organise the material logically especially if it is leading to a conclusion or recommendation Signal relevant themes by appropriate headings, or highlight for easy scanning Avoid using vague language Specify recommendations firmly

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Business Communication Course Tutor: Emilia Plcintar emilia.placintar@lingua.ubbcluj.ro