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A business report is a technical report designed to

persuade readers.
A written business report communicates research

findings, progress evaluations, proposals plans, or other information regarding a business practice, situation, or project.

Types of Business Reports

Analytical Research

Rhetorical Triangle
(your ethics, morals, skill set and plans

(passion, interests, or characteristics of the ones youre trying to persuade and their characteristics)

to use; your
characteristics to meet your purpose)

(the logic you will present - your topic or message)

Two Main Types of Business Report Readers

Skimmers read quickly and

look for key words in reports look for bulleted information.

Skeptics read every word and

are looking for logic flaws or reasons to disbelieve or say No provide them with plenty of examples, details, support statements

3 Kinds of Audiences
Primary decision makers
Secondary those affected by the actions the primary

audiences would take in response to the business report.

Immediate the ones responsible for examining the

business report, weighing its viability and distributing the report to a broader audience.

Know your purpose and outline first

Outlining: create a hierarchy of your ideas. Outlining helps you to identify (1) what your main points are, (2) what supporting material is available, and (3) what other information you need to include.

SAMPLE Progress Report for January 2012 I. Background A. Detailed plan regarding staff hired in Dec. 2011 B. Objectives set for the first month 1. Training/Orientation 2. End-of-Month testing II. Work completed to date A. Developed a training plan and presented it to the necessary committee B. Plan approved Jan. 2011 III. Work to be completed A. Plan to be initiated by March 2011 B. Contact new staff C. Train new staff

Business Report Format

Identification Lines Date, To, From, Subject. The subject line would be typed in all caps and contain a topic and focus. Introduction/Terms of Reference Background information on the reason for the report. It usually includes the person requesting the report. Body Explains what you have accomplished and what problems you encountered, what procedure you followed and what you learned; what options exist as feasible solutions to a problem. Conclusions - logical conclusions based on the findings. This could include what you plan to do and recommendations.

Elements of Effective Business Report Writing

ACCURACY Information Writing
OBJECTIVE Distinguish facts and opinions Present both positive and negative aspects Bias free language Use impersonal style Use Graphics in Business Reports

Why do REPORTS fail?

Overall message is not clear.
Report is badly structured Report is too long

Inappropriate language for intended audience

Does not engage the reader.

All previously sent memos relating to this subject with earlier dates may be disregarded.
1. Disregard previous memos on this subject.

The consensus of opinion is that the end result will be favorable in a positive manner.
2. Opinion is that the result will be positive/favorable.

I would like to extend my thanks to you for your aid and assistance on the Humbolt operation.
3. Thank you for your help on the Humbolt operation.

The letter is to inform you that you will attend the upcoming mandatory meeting.
4. We appreciate your attendance at the upcoming mandatory meeting.

You did not assemble the parts correctly, and so the product is malfunctioning.
5. The product may not work correctly if any errors occur during assembly.

Group work:
Discuss general problems that people have to deal with

in a work environment. Make a list .

1. 2. 3. 4. 5.

What is the problem? What are the causes of the problem? (1 or more) What information sources are to be used? What information has been gathered? What are the recommendations or solutions to the problem?

Analytical Report
Analyze and determine the problem. Why is it a problem?

Why is this happening? Offer an explanation of the problem. How would you explain the phenomenon. All your arguments should be supported by empirical evidence. Evidence can come from written materials or other data resources. Summarize your evidence and how it supports the overall phenomenon. Create an outline for your report. Write the first draft. Include a clear conclusion that summarizes your explanation and how it is supported empirically.