TOPIC 10 BUSINESS REPORTS

SHORT REPORTS
Characteristics
-A clear indication of your purpose;
-Accurate and objective information;
- A suitable ordering of information; and
-Appropriate formatting
Ordering of information - highlighting the main points and
leading the reader to a logical conclusion
-A direct approach when the reader is familiar with the
situation but an indirect ordering le when the reader is
unfamiliar with the situation or likely to resist a proposal for
changes

A formal report comprises:

A title page containing the title of the report, the recipients name,
his/her position and/or organisation, the writers name and position
(and organisation if appropriate) and the date;
An introduction;
Sections with headings in the body;
Conclusion;
Recommendations (if any); and
Attachments (if they contain useful information).
( Activity 10.1 p.167)

TYPES OF SHORT REPORTS

1.Justification report
2.Progress report (and completion report)
3.Periodic report
1. Justification Report
-highlights a course of action or idea, and then presents evidence
to support why something should, or has been done
Format
i. Introduction presents purpose of report and describes
proposal/course of action
ii. Body describes the present situation, need for change, cost
and benefits
iii. Conclusion Evaluates canges and provides
recommendation

2. Progress Report
- Provides information on the progress of a project and forecasts
future development
i.Introduction identifies the reports purpose with a subject line
and describes the current status of the project
ii.Body presents positive features of the operation, describes
problems that arose and how they were solved and includes
scheduled and costs
iii.
Conclusion points to the future

3. Periodic Report
-keeps management informed at regular intervals by providing
information on some aspect of the organisations operations over a
specific period
i.Introduction identifies the reports purpose with a subject line
and presents relevant facts and figures
ii.Body- Presents objective information on achievements and
problems
iii.Conclusion summarises the findings and closes with
recommendations if appropriate
( Try Activity 10.2 on Justification Report pp.170-171)

10.4 PREPOSITIONS
-any word or group of words that relate a noun or pronoun to another
word in the sentence
The report about the manager
The report by the manager
The report for the manager
The report in front of the manager
Examples

Some common prepositions are shown in Table 10.1.

Table 10.1: Common Prepositions
about

before

despite

of

to

above

behind

down

off

toward(s)

across

below

during

on

under

after

beneath

for

out

until

against

beside

from

over

up

along

besides

in

since

upon

among

between

into

through

with

around

beyond

like

throughout

within

at

by

near

till

without

Prepositional phrase
- Consists of a preposition (PREP) and its object (O)
- The object of a preposition is a noun or pronoun.
Table 10.2 provides examples of prepositional phrases.
Table 10.2: Prepositional Phrases
the alternative to job interest in my
cuts
idea
attention to detail

a need for
change

a rise in prices
a rise of 5%

an application for a an order for

grant
goods

the solution to the problem

a cheque for
RM3,500.00

a fall of 4%

the reason for the change

the return on
investment

value for
money

a vote of confidence

(Refer to Activity 10.3 p.171, Activity 10.4 p.172, Activity 10.5 p.173, Activ

10.5 WRITING LONG REPORTS

Formal reports
-major documents written to provide comprehensive information
and expert opinions
-written for specific purposes, for example, to investigate the
suitability of a particular site or to analyse achievements over a
set period
-long and require careful organising.
-produce the main text the part which contains an introduction
to the findings, the body of your findings, your conclusions and
recommendations

10.5.1 Sequencing a Long Report

a. Develop an outline with main headings and sub-headings;
b. Begin with the purpose statement and introduction;
c. Write the main body of the report;
d. Draw conclusions from the information you have presented in the
body of the report and relate it to the purpose;
e. Write the conclusions, then your recommendations;
f. Optional Prepare the preface, abstract, synopsis or executive
summary after presenting facts and findings;
g. Include a list of references (bibliography) if you include researched
material in your report;
h. Include a table of contents and a table of graphics (diagrams,
charts, graphs). Each item is to be placed in the order it appears;
i. Write the letter of transmittal; and
j. Prepare the title page to complete the report.

10.5.2 Presentation
-the arrangement of information on a page. It gives the reader an
initial impression of your organisation
Headings
Underlining
Indentation
Shading
Numbered lists or sections, as in reports
Space between paragraphs, left and right margins
Headers and footers

Parts of a Long Report

Introductory section
Title page
Letter of transmittal
Table of contents
The body (main text)
Introduction
Discussion and analysis of findings
Development of ideas
Conclusions
Recommendations
Final section
References
Appendices

a. Introductory Section
- Starts with purpose statement that defines the reports main
task or
topic
- Presents terms of reference, which are instructions for writing
the repot
- Report s scope and limitations
b. The body(main text)
- Investigates and analyses the findings and proposes solutions
for problems involved
- Presents advantages and disadvantages
- Use headings to highlight main ideas
- A numbering system if there are many ideas

c. Final Section
- Conclusions and recommendations
Conclusions
Summarises and evaluates the reports main facts
- Short
- No new information in conclusion section
Recommendations
- Provide answers to questions and issues raised by the report
- States clearly the action required
Language should be simple, matter of fact and objective

10.5.4 Writing Introductions

( Refer to Extract A and B p.179, Extract C p.180)
(try Activity 10.7 p.181)
EXTRACT A:
Report On Company Attitudes to Safety
Terms of Reference
In response to many complaints and the formation of a Safety
and Security Committee, the Operations Manager requested the
Committee to investigate the current problems regarding safety at
work. A report making recommendations for improvements was to be
submitted by Friday, 25 August 2009.

Procedure
To identify specific sources of complaint, the investigation adopted the
following procedures:
Interviews were held with both supervisory and operations
personnel.

A questionnaire was designed, focusing on current:

Attitudes to safety;
Working conditions; and
Labour problems.

EXTRACT A:
Report On Company Attitudes to Safety
a.Terms of Reference
In response to many complaints and the formation of a Safety and Security Committee, the
Operations Manager requested the Committee to investigate the current problems regarding safety at
work. A report making recommendations for improvements was to be submitted by Friday, 25 August
2009.
b.Procedure
To identify specific sources of complaint, the investigation adopted the following procedures:
1. Interviews were held with both supervisory and operations personnel.
2. A questionnaire was designed, focusing on current:

Attitudes to safety;

Working conditions; and

Labour problems.

a. A cross-section of accident reports covering 2008 and 2009 was studied.

b. On-the-job attitudes to safety regulations were observed on five separate occasions, twice on
each shift.
c. A study of current theory and practice in safety attitudes and standards was made.

EXTRACT B:

Introduction of Flexitime System

Purpose and Scope
During the management meeting on 7 October 2009, this department was
requested to investigate the feasibility of introducing a flexitime system for
all lower managerial and office workers at company headquarters. The
report was to be submitted by 25 November 2009 and was to discuss:
a.The organisation of the system;
b.Financial implications;
c.The effect on work performance; and
d.Employee reactions to the scheme.

EXTRACT C
Methods of Clearing Oil Spills at Sea
1.Overview
This report presents the findings of research into three methods of clearing oil spills at sea as
alternatives to the companys current use of sinking agents. These were: burning, booms and
chemical dispersants. Controlled tests of the alternative methods were held. Burning was rejected as
being unsuitable for deep water conditions. It was therefore decided to recommend the use of
chemical dispersants. Several types of dispersants were considered and YN 1100X was finally
selected.
2.Problem
After a series of accidents involving company tankers at sea, the company came under severe public
criticism for its use of sinking agents to disperse oil spills. The sinking agents used, although the
most effective available, were found to have contaminated fishing gear and greatly damaged the
flora and fauna. It was therefore decided that this department should research alternative methods of
clearing oil spills, with the aim of finding an alternative method which, while equally effective, and
within a similar cost range, would be less detrimental in its side effects.
3.Scope
Three alternative methods were considered: burning, booms and chemical dispersants. These were
discussed in sections 4, 5 and 6 respectively.

Writing Conclusions
In conclusion, the accident was caused by the use of
A outdated and faulty machinery and not by any negligence
on the part of the operator. We therefore recommend
that Mr Yahya Che Long be reinstated and that the
possibility of purchasing new and more modern
machinery be explored.

B Thus, the complaints regarding the quality and quantity

of food in the staff cafeteria would appear to be valid and
we have already taken steps to ensure that matters
improve.

From the findings of the research, it would seem that the use of
chemical dispersants is the only one of the three methods
considered which is:
1.Completely effective;
2.Within a satisfactory price range; and
3.Not harmful to marine life.
Of all the types of chemical dispersants currently in the market,
YN1100X is the least toxic and best meets our requirements.

Ms Sarah has worked diligently and produced work of consistently

high standard. She started in the credit department before moving to
investment banking last month. She rarely takes time off can usually
complete her work before deadlines. She is a reliable and diligent
employee and is held in high regard by both her superiors and
subordinates. She has always been loyal to the company and is
willing to accept extra responsibilities. Besides English, Ms Sarah
speaks Mandarin and French rather fluently. She would have no
difficulty in carrying out the duties of a more demanding position.

ADJECTIVES
-describes a noun or pronoun. It adds information on number,
colour, type and other qualities to your sentence
-used in two positions: before nouns and after verbs such as be,
become, seem, appear and feel

Introductory sections of reports

-The position of the adjectives.
a. In response to many complaints and the formation of a Safety
and Security Committee, the Operations Manager requested the
Committee to investigate the current problems regarding safety
at work.
b. Interviews were held with both supervisory and operations
personnel.
c. A questionnaire was designed, focusing on current:
- Attitudes to safety;
- Working conditions; and
- Labour problems.
d. A cross-section of accident reports covering 2008 and 2009
was studied.
e. On-the-job attitudes to safety regulations were observed on
five separate occasions twice on each shift.
f. A study of current theory and practice in safety attitudes and
standards was made.

Adjectives after link verbs such as be and become are

more common.
E.g.
Complaints are many.
The problems are current.
He has become wealthy.
The customer feels cheated.
(Refer to Activity 10.9 p.184, Activity 10.10 p.185)

10.7 ADJECTIVE FORMATION

- single-word adjectives are not derived from other words e.g. past,
section, similar, high
-recognise some of these adjectives from their endings, for
example:
-ion: Production Department
-al: managerial meeting, departmental heads
-ent: persistent patterns

Other common endings are as follows:

-able: adjustable
-ary: monetary policy
-ed: limited company
-ful: successful career
-ial: industrial sabotage
-ible: deductible income
-ic:
economic policy
-ive: competitive market
-ly:
costly mistake
-ous: ambitious plans
-y:
fussy manager
( Try Activity 10.11 p.187)

10.7.2 Two-Word Adjectives

- Many adjectives are formed by joining two or more words together
with a hyphen, for example, short-term absenteeism and on-the-job
attitudes.
-There are many types of combinations:
Adj + noun:

small-scale operation

Adj + noun + ed:

short-sighted policy

Adj or adverb + past

participle:

low-spirited workers

Adj, adv, noun + present

participle:

problem-solving approach

Noun + adj:

tax-free salary

A few compound adjectives consist of three or more words:

Day-to-day operation

up-to-date information

State of art equipment

Down-to-earth approach

(Activity 10.12)

8 ADVERBS AND ADVERBIALS

Adverbs describe actions. Adverbials are usually adverbs,
adverb phrases or prepositional phrases

Adverb goes:
1.Before the main verb;
2.Between a modal (e.g. could, will) and the main verb;
3.Between the two auxiliaries for frequency adverbs; and
4.After the direct object (NOT *She speaks very well French)
Uses of adverbs
Adverbs give information about verbs saying how, where, when,
how often something happens or is done.
Ms Sarah walked
quickly.
how?
to the next office.
where?
a few minutes ago.
when?
often
how often?
( Try Activity 10.13 p. 189)