Business Formal

Reports
Factors behind the
decline of the
revenue of the
William
College
Presented by: - Salim

Key Points

1) Informational Reports
2)Analytical Reports
3)Research and methodology limitations
4)Different kinds of patterns for
organization
5)Heterogeneous audiences
6)Professional and appropriate writing
7)Accessibility of the content
8)Forms of transmitting the information
9)Formality of the steps

Informational Reports

gather and present the essential

information.

advise a William college on periodic

and situational activities.

help management in their decision

making.

Analytical Reports

are informational reports with an

addition of analyses, conclusions and
recommendations.

tend to persuade readers to act upon a

situation or change their minds.

are more effective because they provide

solutions to the management.

Research and Methodology

Obtaining and reviewing authorization
indicates you the possible limitations.
Ex.: Budget? Time allowed? Primary sources?

Establish a clear, moving problem statement.

Determinate the scope of the suject.

Collect, organize and interpret your data.

Draw all conclusions and recommendations

before starting the report.

Different Kind of Patterns

for Organization

Comparision/constrast
Problem-solution
Functional
Elimination of alternatives
General-to-particular / Particular-togeneral
Geographical or spatial
Chronological

Heterogeneous
Audiences
Three major audiences:

Primary: will make a decision according to the

writers message

Secondary: will be affected by the decision of the

primary audience

Immediate: will deliver the message to other

audiences

Four Sub-categories of audiences:

Experts: people who know the subject or product

very well

Administration: individuals who take care of the

William college

Professional and
Appropriate Writing

Use of third person (researcher, writer).

Clear denotations: a word could have several

meaning, it is important to make the certain
meaning clear.

Appropriate connotations: some words could

have the same meaning, but it is essential to
chose the more positive one.

Use of short and common words: It is always

better to use short words, however there are a
few exceptions to use long words.

Accessibility of Content

In every case, the reader should be able to

relocate specific information very easily.

To enhance the clarity and the comprehensibility

of the formal report, the author should use the
appropriate format.

The MLA and APA styles will help the author

avoid plagiarism and they will help the reader
trace the sources used in the report.

Forms of Transmitting the

Information

Manuscript Format
This format uses a lot of titles and subtitles and
it is usually for long formal report.

Printed Forms
The printed form facilitate the comprehension of
the formal report. It is normally used for
repetitive data that needs to be look at
frequently.

Digital Format
The digital format is the electronic way to
present a formal report. The software that is
most often used is the PowerPoint.

Formality of the
components
Choosing the right style : APA or
MLA
Do the executive summary after
covering all the steps of your report
The following components are
Front
parts
parts
Supporting
divided
into Body
three
parts:
parts

1. Cover page
2. Title page
3. Letter or memo of
transmittal
4. Table of contents
5. List of figures
6. Executive summary

7. Introduction
8. Body(findings and
discussion)
9. Conclusions and/or
Recommendation

10. Appendix
11. Work cited,
references, or
bibliography