Institute of Business Management & Research

Effective Managers

“Writing a Business Report”
Presented By: (Group K4) 1. Swati Vyawahare 2. Vishwajeet Bittu 3. Syed Mohsin 4. Yogesh Deshmukh 5. Wasim Khan

Topics To Be Covered

Report (Covered by Swati) Business Report (Covered by Swati) Objectives of Business Report (Covered by Swati) Types of Report (Covered by Yogesh) 5 Steps to Report Writing (Covered by Yogesh) Format of Report (Covered by Wasim & Vishwajit) Qualities of Good Report (Covered by Syyed) Tips to Write a Report (Covered by Syyed) Conclusion (Covered by Syyed)

What is a Report?
Definition by various Authors: 1. Bruce Cooper 2. C.A. Brown 3. Philip Atkinson A Document with Information Inquiry or Investigation Purpose- to Inform May also be Persuasive Formats Range from Simpler to Complex

What is a Business Report?

A document (technical or non technical) containing detailed analysis of a particular subject, problem or situation reviewed by the employee under certain specific conditions or term of reference given by the employer For professional purposes Apply theories to real world Bears conclusions regarding business activities


Readable Information Comprehensible Convincing Action-oriented

Classification of Reports

Formal and Informal Reports. Information Reports. Analytical Reports. Recommendation Reports.

Types of Reports
(On the basis of)

Organization Structure

# of Persons Entrusted

Nature of Reports


Informal Individual Committee








5 Steps to Report Writing

Define the Problem. Gather the Necessary Information. Analyze the Information. Organize the Information. Write the Report.

Report Format

Title Page Table of Contents Abstract / Executive Summary / Synopsis Research Methodology Introduction Main body Conclusions Recommendations References Bibliography

Covering Page

Organization Name Project Title
Author's name

XYZ Ltd. Expanding Export Business
Business Development Dept.

Date of Submission

Table of Contents

Table of Contents
1. Abstract / Executive Summary. 2. Introduction. 3. Main Body. •sub-points………..............xx 4. Recommendations •sub-points………..............xx 5. Conclusions •sub-points………..............xx 6. References / Annexure. 7. Bibliography.

Table of Contents
1. Executive Summary. 2. Methodology. 3. Findings. 4. Recommendations. 5. Conclusions. 6. References / Annexure. 7. Bibliography. 03 04 05 07 09 11 14

Executive Summary

Concise summary of the essential elements of the Report.
Purpose. Scope Main Points. Conclusions. Recommendations.

Can be read on its own. Short, only 10-15% of the length of the report

Executive Summary:
Various methods were used to find out the possibilities of expanding the export business. The Business Development Department was appointed for this job.


Purpose: States the: Purpose. Scope. Main Points.
To analyse target market

To find out the feasibilty for export in France & Italy.


Main Body

Main Body of the Report. Headings clearly identify the content Incorporate relevant theory. Integrate theory with specific ‘context’ relate issues. Well Referenced. Methodology -Travelling -Visit to wholesale distributors -Feasibility Findings -Growing demand in target nations -Consumer is price ad quality conscious



First analyse - whether recommendations are required. The suggestions for possible actions should be based on the discussion section of the report.

Recommended to enter the markets in the target nations


Something inferred from the main text. Follows logically from the discussion. Conclusions section should give:
Key points NOT just another Executive Summary.

Conclusions: Entering to the target countries as feasible and profitable.


References / Annexure

The reference section lists all publications cited in the report. Material not directly cited in the main text. Heading – “Other Sources Consulted”. E.g. Questionnaire, Articles, Reference material.


Information Cum Analytical Report- Mumbai Dabbawalas

Qualities of a Good Report

Clarity Precision Accuracy Concise Simplicity Brevity Meaningful Executive Summary Recommendations Restraint

Tips for Writing Reports

Avoid wordiness i.e. Omit needless words. Write for your audience. Don't rely entirely on your word PC’s spell checker. Blank line between paragraphs. Left-justified or blocked. Consistent- font, font size & margins. Clear, Concise Language. Short Sentences. Use examples. Signature of concerned authority is important

Document Design

Use no more than 5 fonts. Use no more than 5 colours. Use glossy paper. Use white space. Use templates. Use parallelism. Avoid double emphasis.


Measuring executive performance Means of communication Helpful to make decisions Gives information about unknowns Useful to people working in diverse field of activity “Instrument of managerial control”

Thank You

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