A blind boy sat on the steps of a building with a hat by his feet.

He held up a sign which said: "I am blind, please help." There were only a few coins in the hat.   A man was walking by. He took a few coins 

from his pocket and dropped them into the hat. He then took the sign, turned it around, and wrote some words. He put the sign back so that everyone who walked by would see the new words.

 Soon

the hat began to fill up. A lot more people were giving money to the blind boy. That afternoon the man who had changed the sign came to see how things were. The boy recognized his footsteps and asked, "Were you the one who changed my sign this morning? What did you write?"

The man said, "I only wrote the truth. I said what you said but in a different way."

What he had written was: "Today is a beautiful day

and I cannot see it."

Do you think the first sign and the second sign were saying the same thing? Of course both signs told people the boy was blind. But the first sign simply said the boy was blind. The second sign told people they were so lucky that they were not blind. Should we be surprised that the second sign was more effective?

REPORT WRITING

How to Write a Business Report

 “A

Business Report is an orderly, objectively communication of factual information that serves some business purpose.”  Business reports are required in disciplines such as accounting, finance, management, marketing and commerce

Proposals are:
 Special  

category of reports that combineInformation delivery Persuasive communication

Three basic categories of Reports:
 1.

Informational reports: offer data, facts feedback,& other type of information without analysis or recommendations  2. Analytical reports: offers Information + analysis, includes recommendations  3. Proposals: offers structured persuasion for internal or external audience

 It

is important, to be clear what the overall purpose of your report is:  is it to inform,  to make a proposal, or  to solve a problem?

Three basic parts of a Formal Report

Three basic parts of a Formal Report Prefatory Part, Text Part, Supplementary Part Prefatory Part:

Prefatory Part
        

Cover Title fly Title page Letter of authorization Letter of acceptance Letter of Transmittal Table of Contents List of Illustrations Synopsis or Executive summary

2

• • • • • •

Text Parts:
Introduction Body Summary Conclusions Recommendations Notes

3

Supplementary Parts:

• • •

Appendixes Bibliography Index

The Parts of a Formal Report:
              

Cover Title fly Title page Letter of authorization Letter of acceptance Letter of Transmittal Table of Contents List of Illustrations Synopsis or Executive summary Introduction Body Summary Conclusions Recommendations Notes

• • •

Appendixes Bibliography Index

Letter of Transmittal

The transmittal may be the last item you write, but it is the first item most readers see. So make it perfect. Verify the spelling of names. Scrutinize your wording and tact. Recheck your numerical accuracy, grammar, and punctuation. Consider the overall tone of the letter, the connotations of its words, and the degree of its egocentricity.

A letter of transmittal

A letter of transmittal introduces a document such as a report to the reader, typically with less formality than the report itself Although it accompanies a report, it is separate from the document; therefore, do not include it in the report table of contents and do not bind it with the report. Place it on top of the report instead. A letter of transmittal typically includes the following:

A letter of transmittal typically includes the following
1. 2. 3. 4. 

name and address of recipient of report in the inside address information about what is being sent follow-up action expected of the reader offer of continued communication or clarification As with the memo, the letter's appearance is important. Use standard stationery (the return address may be omitted--but not the date--if you are using letterhead) with vertical and horizontal margins of at least one inch. A number of acceptable business letter forms exist. This letter illustrates a standard block form.

Street Address City, Month Date, Year

Name of recipient Title Company Street Address City, Dear Dr. Name: Why was the report written? When was it assigned? What is its title and additional identifying information? What is the scope of the report? Its purpose? Limitations? What are your conclusions? Recommendations? (The letter of transmittal is the appropriate place to discuss matters of concern that need to be raised but not circulated with the report.) What action or input is requested? Sincerely, Your Signature Your typed name Your title Encl. [List any enclosures]

May 16, 2005 H. E. Dr. Ishrat Husain Chairman, ACU Board of Directors State Bank of Pakistan Karachi, Pakistan Dear Mr. Chairman, I have the honor to present to the Board of Directors, the Annual Report of the ACU for the year 2004, duly signed by me, in accordance with chapter III, Article VIII, section 3(c) of the Agreement Establishing the Asian Clearing Union. Yours sincerely, Bahereh Mirzaei-Tehrani Secretary General, ACU

EXECUTIVE SUMMARY
 Overview  methods  findings

of subject matter

of analysis

TABLE OF CONTENTS
 list

of numbered sections in report and their page numbers

INTRODUCTION
 

   

terms of reference outline of report’s structure Develop one paragraph for each idea or topic. Write a strong opening sentence for each paragraph, which will indicate the conclusions you made at the case analysis stage. When presenting more than three facts or numbers at one time, consider whether a table or chart might communicate the information better in fewer words. Avoid redundant or overblown words. Be concise! When 6 words will replace 14 words, let them do so! Check grammar, spelling, and punctuation. Number the pages.

At the final state, put your recommendations. After working so hard to identify the problems, do not neglect your role of providing recommendations. Explain them in simple terms and in order of their priority. The report ends with the appendices. Here, you must stock all the information needed by specialists. Include all the details that support your argumentations, but only if they are not already included in the main body of the report.

Bibliography/ References
 Very

important aspect

The four most common format styles are those of the Modern Language Association of America (MLA or Bibliography in MLA style), the American Psychological Association (APA), the Chicago Manual of Style, and the Council of Science Editors, formerly known as the Council of Biology Editors (CBE) and still referred to as CBE style

For example: (APA Style)
Books: Ellington, W., Jr., & Henrickson, E.B. (1995). The elements of dance (3rd ed.). New York: Macmillan. Journals:  Bauzá, R.H. (1982). Manitoba nematodes. Journal of Cool Nematodes, 10, 252-264 Website:  Summers, M. (2007) Cool scenes. Retrieved August 27, 2007, from http://coolscenesilove.edu/

Remember In

order to avoid your report ending in the trash can, make use of the generally accepted format  Report writing is a time consuming business so it is a great shame if, having devoted all that time to writing your report, the quality is such that hardly anyone can be bothered to read it.

Good luck with your report writing