Module - 4

Business Reports
 Writing Reports
Report is an assigned communication for a purpose
and for a specific reader or /receiver to give information.
A report can be defined as a communication in
which the writer gives information to some individual or
organization because it is his or her responsibility to do
so. It is an assigned communication for a purpose and for
a specific receiver/reader.
The common elements in all the reports, as a distinct
form of writing, are the element of responsibility. The
writer is obliged to communicate what he/she knows to
one who needs, it, as a part his/her assigned, clearly
defined and time-bound task.
 The word ‘report’ is derived from the French word ‘repportes’
which means “combination of some related sentences”. In simple
language, the report is a statement of facts relating to a particular
subject or event. The report is a self-explanatory statement of facts
relating to a specific subject and serves the purpose of providing
information for decision making and follow up actions. It is generally
prepared by inquiring and analyzing any specific past event.
Thus, a report is a statement that contains information obtained by
proper inquiry, examination and evaluation of any past event. The
report may be oral or written. However, written reports are widely used.
Some definitions of reports given by renowned authors are cited below:
According to G. R. Terry, “A report is a formal presentation of
summary information dealing with the utilization of resources or status
of operations useful in evaluating progress, making decisions and
directing activities.”
Ricks and Gow defined, “A report is a written or oral
message presenting information that will help a decision
maker to solve a business problem.”
C.A. Brown said, “A report is a communication from
someone who has some information to someone who wants
to use that information.”

In conclusion, we can say that report is an objective and

factual presentation of information on any specific past event.
It is a basic management tool used in decision making. The
basic ingredient of a report is factual information- events,
records and the various forms of data.
 BUSINESS REPORT
Some important definitions on business reports are quoted below:
In the words of Lesikar and Pettit, “A business report is an
orderly, objective communication of factual information that
serves some business purpose.”
Louis E. Boone and others defined, “A business report is a
document that organizes information on a specific topic for a
specific business purposes.”
In the opinion of Murphy and Hildebrandt, “A business report
is an impartial, objective, planned presentation of facts to one or
more persons for a specific, significant business purpose.”
From the above discussion and definitions, it can be said that
business report is an orderly and objective presentation of
accurate and organized information on any event related to
business
 Purpose of a Report
1. To make sound decisions and find effective solutions
2. To provide a formal, verifiable link between people,
places, and times
3. To serve as permanent records
4. To solve immediate problems
5. To provide complete, accurate, objective information
6. Information about company‘s activities, progress,
plans, problems
7. Specific Action
8. Justify and Persuade
9. Present fact
OBJECTIVES OF BUSINESS REPORTS
In large-scale organizations, there is no alternative to use reports. Reports also
play an important role in small-scale organizations. Some points highlighting
the purposes / objectives / importance of business report are presented below:
Transmitting Information: Business report is very important for transmitting
information from one person to another or from one level to another. Although
a manager can personally collect required information in a small-scale
enterprise, it is not possible in the context of a large-scale organization. In the
latter case, the managers rely on reports for obtaining necessary information
Interpretation and explanation of event: Report provides interpretation and
explanation of information. As a result, readers can easily understand it.
Making Decisions: A report is the basic management tool for making
decisions. The job of a manager is nothing but making decisions. Reports
supply necessary information to managers to solve problems.
OBJECTIVES OF BUSINESS REPORTS
Developing labor-management relationship: Reports also help to
improve labor management relationships particularly, in large organizations.
In a large organization, there is little opportunity of direct communication
between top-level management and employees. In this case, report is used as
a mechanism of keeping both sides informed about each other and improving
their relationships.
Controlling: Controlling is the final function of management. It ensures
whether the actual performance meets the standard. In order to perform the
managerial function of controlling, report sent as a yardstick. It supplies
necessary information to impose controlling mechanism.
Recommending actions: Reports may only supply information but also
recommend neutral actions or solutions to problem. When someone is given
the charge of investigating a complex problems and suggesting appropriately
remedy, the investigator usually submits a report to the concerned manner.
 Objectives of Reports
The purpose of the report is to help the management
identify the reasons underlying a situation that the management
already knows.
The alternatives available for solving it and the best
course of action that emerges from the study of all relevant facts
and factors, leading to specific conclusions regarding the
problem‘s existence and solution.
Guidelines for defining report objectives :-
1. For whom is the report written?
2. Their level of information and education
3. The reason for report
4. The final results
 Different Kinds of Report
Reports are of two kinds:-
i) Formal reports that contain all essential
elements of a report.
ii) Semi-formal /informal reports.
Reports are usually identified as:-
i) Reports made by filling in a printed form
ii) Reports in the form of letters
iii) Reports in the forms of memos
iv) Reports on the progress and status of a project
v) Periodic Reports
vi) Laboratory reports
vii) Short informal reports
ix) Formal reports
 Organization & Preparing reports

A report presents facts, conclusions, and

recommendations in simple and clear words, in
a logical and well-defined structure. The
elements of full report, in the order of their
sequence are
 Elements or contents involved in
preparing reports
1. Cover
2. Title page
3. Acknowledgements
4. Table of Contents
5. Executive Summary
6. Introduction
7. Discussion/Description
8. Conclusions
9. Recommendations
10. Appendix (supplementary material at the end of a book)
11. List of references
12. Bibliography (a list of the books referred to in a scholarly work)
 Short and long reports Writing
Proposals: Structure & preparation
A Short Report:-
A short report is usually written either in the form
of memorandum or a letter. Usually, report meant for
persons outside the company or clients are written in
letter form. The short report- consists of the title page or
just the report‘s title as the heading or subject.
Usually, it is in direct order beginning with a
summary or a statement summarizing the whole content.
Presents findings, analysis, conclusions and
recommendations.
A short report and a long report are two main forms of report
categorization based on the length and procedure of the
report. The mean of any report, whether long or short is to be
clear so that the information that is projected to be accepted
on is easily understood.
Difference between Short and long reports
A short report is generally called an informal report while a
long report is usually referred to as a formal report. Long
reports present a range and an in-depth view of a problem or
idea. It also requires lots of studies and is much more
widespread. For a short report, it is suitable to write it in a
letter or memo format, but for a long report, it must be
written in a very prearranged style.
 Long Formal Report
Elements of long term Report:-
1. The Title Page:-
Name and status of author
Department and date of issue
The heading should be short, clear and
unambiguous
2. Acknowledgements
Should thank everyone associated with the
assignment and preparation of the report. Should
be generous in expressing gratitude.
3. Cover Letter
A cover letter is usually written by top
management/or project guide as a preface or
foreword to a report, reflecting the management‘s
policy and interpretation of the report‘s findings,
conclusions and recommendations.
4. Letter of Transmittal:-
Many times, a formal report is a
accompanied by a letter to outside readers.
Although the letter of transmittal is usually
placed after the title page, it functions as a
greeting to the reader.
5. Table of Contents:-
Long reports must have a Table of
Contents placed after acknowledgements and
before the summary. It is an important element
in a long formal report. It identifies the topics
and their page numbers in the report for the
reader.
6. Abstract and Executive Summary
7. Introduction
8. Findings
9. Conclusions
10. Recommendations
 Executive Summary
An executive summary is a short
document or section of a document produced
for business purposes. It summarizes a longer
report or proposal or a group of related
reports in such a way that readers can rapidly
become acquainted with a large body of
material without having to read it all.
 Writing memos
Memo is a form used by a person known
to the receiver personally. Therefore, it is less
formal in tone and without formal elements
such as situation, subscription‘, greetings.
 How to Write a Memo
A memo begins straight with the subject. It
is short and written in a friendly tone. All
business message and information solicit a
friendly, cooperative and positive response from
the employees, clients, senior or junior
colleagues.
Principles of writing memos:-
1. Give necessary and sufficient information.
2. Do not assume that everyone knows everything
related to the issue discussed in the memo.
3. Explain the causes of problems or reasons for
changes being suggested.
4.being pleasant rather than order.
5.Giving feedback or suggestions.
 Media Management

Media management is a term used for

several related tasks throughout post-
production. In general, any task that relates to
processing your media is considered to
be media management, such as capturing,
compressing, copying, moving, or
deleting media files.
 The Press Release
An official statement issued to newspapers
giving information on a particular matter.
A press release is a written communication
that reports specific but brief information about
an event, circumstance or other happening. It's
typically tied to a business or organization and is
provided to media through a variety of means.
 Elements of Press release
1. FOR IMMEDIATE RELEASE: These words
should appear in the upper left-hand margin,
just under your letterhead. You should capitalize
every letter.
2. Contact Information: Skip a line or two after
release statement and list the name, title,
telephone and fax numbers of your company
spokesperson (the person with the most
information).
3.Headline: Skip two lines after your contact
information and use a boldface type.

4. Dateline: This should be the city your press

release is issued from and the date you are
mailing your release.
5. Introduction.
The first paragraph needs to grasp the
reader’s attention and should contain the
relevant information to your message
W’s: (who, what, when, where, why)
6.Text & Content:
The main body of your press release where
your message should fully develop. The content of
the press release, beginning with the date and city
of origin, should be typed in a clear, basic font
(Times New Roman, Arial, etc.) and double-spaced.
If your press release exceeds one page, the
second page should indicate ‘ Page Two’ in the
upper right hand corner.
 Press conference
Meaning:-
An interview given to journalists by a
prominent person in order to make an
announcement or answer questions.
A press conference is a meeting organized for
the purposes of distributing information to the
media and answering questions from reporters.
Press conferences can also be issued in
response to addressing public relations issues.
 Why press conference is used
1. Launching a new product or service
2. Improvement in old product
3.New use of Old product
4.Appointments and Promotion
5.Opening new branch
6.Giving awards
7.Important dates
8.Contract won
9.Charitable event
 Media Interviews
A recorded conversation, usually
conducted by a reporter, in which an individual
provides information and expertise on a certain
subject for use in the reporter‘s article
 Keys to a Good Interview
1. Talking in lay terms, using as little professional or technical
jargon as possible.
2. Keeping the answers short.
3. Thinking about what he/she wants to say before speaking.
4. Defining two to three main points he/she would like to
make about their subject.
5. Gathering facts, figures to support the points.
6. Anticipating questions the reporter might ask and having
responses ready.
7. Speaking in complete thoughts.
8. The reporter‘s question may be edited out and interviewee
response should stand on its own.
 Group Communication

Group Communication is among small or

large groups, like an organization, club, or
classroom, in which all individuals retain their
identity
 Meetings
Meetings An act or process of coming
together as an assembly for a common purpose. A
meeting is a gathering of two or more people that
has been convened for the purpose of achieving a
common goal through verbal interaction, such as
sharing information or reaching agreement.
Meetings may occur face to face or virtually,
as mediated by communications technology, such
as a telephone conference call, a Skype conference
call or a videoconference
 Planning Meetings
1. Identifying the purpose of the meeting.
2. Determining whether it in necessary.
3. Preparing an agenda – what topics and in which
order meeting should conduct.
4. Deciding who should attend the meeting
-who are related to the purpose?
-who will make the decision?
-who will implement the decision?
-who can provide needed background
information?
5. Determining the logistics of the meeting –
timing, location, seating arrangements & any
equipment needed.
6. Assigning someone the task of taking notes
during the meeting. These notes should be
accurate, objective & complete.
 Objectives of Meeting
1. To solve the problem.
2. To understand the situation.
3. To inform and explain.
4. To get feedback
5. To collect ideas.
6. To learn and train
 Participants

Every participant has the stake in the

meeting. Participants are those who are directly
related to the purpose of the meeting. The
meeting become effective and successful only
by the effective participation of the participants.
 suggestions for effective participation
Study the every item of the agenda, collect &
gather points of view for each item.
Keep an open mind – be prepare to learn and
correct any mistake in thinking.
Do not disturb other participants or talking or
thinking about unrelated matter.
Show interest in what other says.
Never personalize a difference of opinion.
Speak up if you have something to contribute
and share, however keep the comments short
and precise.
Be a good listener.
 Time and Venue of Meeting
To get the participants to the meeting they need to be
invited, or if an appointment was made at a previous meeting
or via telephone they still need to receive an agenda and
supplementary documents.
For small and/or well defined groups invitation, agenda
and all other documents should be sent at least a week in
advance of the meeting to all participants.
If the group is very small, the meeting takes place at a
fixed time and the participants agree to it but in all other
situations a week is an absolute minimum. Of course if the
meeting takes place every week, there is no other option but
sending the agenda and documents at shorter notice.
 Meeting Documentation
Notice

Meeting must be called in advance,

according to the common rules. The idea of
sending a notice of meeting is to ensure that all
participants are informed of the meeting well in
advance.
 Meeting Notice should contain
1. Association calling the meeting
2. Meeting type: a general or a board meeting
3. meeting time
4. Place of meeting
5. reference to the purpose of the meeting – such
as changing the association's rules or other issues
6.Person calling the meeting
7. Preferably the matters that will be discussed in
the meeting
 Agenda
An agenda is a list of meeting activities in the
order in which they are to be taken up.
It usually includes one or more specific items of
business to be considered. It may, but is not
required to, include specific times for one or
more activities.
 Resolution & Minutes
A resolution is a written document that
describes the actions taken by the board of
directors of a corporation.
The minutes are written document that
describes actions taken and resolutions passed
by the directors during a regular board meeting.
 Contents involved in minutes
1. The nature of the meeting – regular or special (if special,
state the purpose)
2. The name of the body - associated office, department or
organization holding the meeting
3. Date, time and location of the meeting
4. The list of those invited - attendees
5. Names of the meeting Chair and Secretary
6. Record of motion to call the meeting to order
7. A record of all motions that were presented and discussed
8. What was decided, what action will be taken and who will
do it
9. Date and place of the next meeting.