Report Writing

“ A Business Report is an orderly,

objective communication of factual
information that serves some
business purpose.”
Raymond V.Lesikar & John D. Pettit
Characteristics of a Report
 Orderly
 Objective
 Communication
 Factual information
 Business purpose
Functions of a Report
 Measuring executive performance
 Help in combating changes
 Information on Planning
 Information for controlling
 Coordinating
 Research
 Reviews
 Information
 Contact
Essentials/ Qualities of a good
Business Report
 Accuracy
 Achievement of Objectives
 Unbiased and Objective
 Good Judgement
 Complete and convincing
 Clarity
 Consistency
 User friendly/ Reader’s friendly
 Brevity
 Interesting
 Relevant
 Friendly Format, style and Organisation.
 Relevant to time
 Probable Reception.
Types of Reports-Based on Manner
or Style
 Formal or Informal Report
 Short or Long Report
 Vertical or Lateral Report
 Internal or External Report
 Individual or Committee Report
Types of Reports-Based on Matter
 Informational Report
 Analytical Report
 Research Report
 Routine Report
 Special Report
 Annual Report
 Marketing Report
 Accounting Report
 Production Report, etc
Steps in Business Report Writing
(General Report)

I. Prewriting Stage
II. Writing Stage
III. Rewriting Stage
Prewriting Stage
 Establish the purpose of your writing Report.
 Determine the intended reader.
 Narrow down the subject to a few listed topics in the
light of the purpose of the report.
 Collect the background research material from
various sources.( Libraries, industrial and government
data, etc.)
 Obtain complete information on the topic under study.
 Analyse and evaluate the data.
Writing Stage
 Subject and purpose of the Report.
 Data and its sources.
 Methods of Study.
 Findings and Conclusion.
 Recommendations.
Rewriting Stage
 Is the report coherent with the overall purpose and selective
objectives of its writing?
 Is the information presented completely?
 Does the reader need more data to understand the situation?
 Is the matter written concisely by elimination of unnecessary
words and phrases?
 Will the language of the Report be clear to the intended
reader?
 Are technical terms defined sufficiently and vague impression
avoided?
 Are the facts and figures recorded correctly?
 Is the report written in a courteous way?
 Format of Report

 PREFATORY PARTS

 TEXT OF THE REPORT

 SUPPLEMENTARY PARTS
Prefatory Parts
 Cover
 Title Fly- It is the cover of the Report containing the
title of the report, the receiver of the report, the
name of the writer.
 Title Page- It is next to the Title Fly- It has more
information than the title fly-
a. Title of the report
b. Name of the receiver, designation, name of his
company.
c. Name of the writer, his designation, name of his
company.
d. The date of the submission of the report.
 Letter of Transmittal- It is a covering letter
because it transmits the report. The transmittal letter
may include the following:
1. Authorization of the receiver.
2. Acknowledgement to those who helped with the
report.
3.Unexpected findings, major conclusions, and special
suggestions
4. Emphasis on follow up research, if need be.
5. Personal comments not included in the body of report.
6. Urging the reader to take action.
Note- This letter of Transmittal serves the purpose of
Preface as well, so Preface is not required.
 Acknowledgement
 Table of Contents
 Abstract / Executive Summary-
i. It is also known as Epitome, Executive overview,
Management summary, management overview.
ii. It is one page condensation of the complete report.
iii. Deals with background and major findings of the
report.
Text of Report

 Introduction
 Body (Methodology, Procedure followed)
 Findings (Discussion of findings and
Analysis)
 Conclusions
 Recommendations
 Supplementary Parts
 Appendix
 Bibliography
 Glossary
 Index
Thank you