B2000

Business
Communications

Chapter Thirteen

TYPICAL BUSINESS
REPORTS
 B2000

What Is a Business Report?

Business
Communications

Chapter Thirteen

Oral presentation or document that—

– Gives information
– Requests funding or approval
– Analyzes company or market data
– Makes recommendations for change
 B2000
Business
Communications
What Are Business
Chapter Thirteen
Reports?

 Business reports are systematic

attempts to answer questions and
solve problems. They include the
following activities.

Planning Research Organization Presentation

 B2000
Business
Communications

Chapter Thirteen

Functions
And Purposes of
Reports
 B2000
Business
Communications Functions of Reports
Chapter Thirteen There are Two Types of
Business Reports
 1. Information reports

 Are written to present data without

analyses or recommendations.
 Examples:
– Trip reports
– Compliance reports
 B2000
Business
Communications

Chapter Thirteen Analytical reports

Analytical reports provide data analyses and
conclusions on the issue that the writer has
been asked to investigate.
Such reports often provide recommendations
for the readers to consider, but only on
request.
Examples
– Feasibility reports
– Justification or recommendation reports
– Yardstick reports
 B2000
Business
Communications

Chapter Thirteen Purposes of Reports

Type of Report Purpose of Report

Informational report contains

Provide objective statistical data or facts.
information Writer does not interpret or draw
conclusions from data

Analytical reports may suggest

Analyze data possible interpretations of data or
and offer solutions to problems
information

Persuasive reports present and

interpret data and suggest a
Persuade course of action
 B2000
Business
Communications Types of Informational
Chapter Thirteen Reports
(1 of 2)
 Written by one person, sent
internally to one or more people
Memos
 Give brief, general information

 Describe status of projects

Progress or  State work done, to be done
interim  Identify potential problems

Offers proof that business

meets government regulations
Compliance
 B2000
Business
Communications
Types of Informational Reports
Chapter Thirteen (2 of 2)

 Describe developments of
organization during past year
Annual
 Valuable public relations tool

 Outlines, explains, and sets

Policy and terms for company policies
procedure
 States how to comply

 Details actions, discussions in

business meetings
Minutes  Reminds meeting participants;
updates non-participants
 B2000
Business
Communications

Chapter Thirteen
Tips for Creating
Good Business
Reports
 B2000
Business
Communications
Ten Truths About Business
Chapter Thirteen
Reports
 Everyone writes reports.
 Most reports flow upward.
 Most reports are informal.
 Three report formats are most common:

 Memo format
 Letter format
 Manuscript format

 Reports differ from memos and letters.

 B2000
Business
Communications
Ten Truths About Business
Chapter Thirteen
Reports
 Today’s reports are written on
computers.
 Some reports are collaborative
efforts.
 Ethical report writers interpret
facts fairly.
 The writer is the reader’s
servant.
 B2000
Business
Applying the Writing
Communications
Process
Chapter Thirteen
to Reports
In Seven Steps
1 Analyze the problem and purpose.
2 Anticipate the audience and issues.
3 Prepare a work plan.
4 Research the data.
5 Organize, analyze, interpret, illustrate
the data.
6 Compose the first draft.
7 Revise, proofread, and evaluate.
 B2000
Business
Communications
Structural Cues for
Chapter Thirteen
Report Readers
 B2000
Business
Communications Structural Cues for
Chapter Thirteen
Report Readers

Headings
•Write short but clear headings.
•Experiment with wording that
tells who, what, when, where, and
why.
–Include at least one heading
per report page.
 B2000
Business
Communications

Chapter Thirteen Use Transitions

 Transitions are words or phrases

that link ideas together (69)

 You should use transitions to

help readers move from one
section, one paragraph or one
sentence to an other.
 B2000
Business
Communications

Chapter Thirteen How Do You Use Transitions

 Giving additional information

– moreover
– in addition
– or besides

Show casual relationship between two

sentences.
-therefore
-because
-consequently
 B2000
Business
Communications

Chapter Thirteen Uses of Transitions

 When comparing two things
– similarly
– in comparison
– still
When you want to compare or contrast
two things.
– conversely
– whereas
– however
 B2000
Business
Communications

Chapter Thirteen Uses of Transitions

 To express intensification
– Indeed
– In any event
– In fact
 To summarize
– In brief
– In short
– To sum up
 B2000
Business
Communications

Chapter Thirteen Uses of Transitions

To summarize
 In brief
 To sum up
 In short
When you want to compare or
contrast two things
Conversely
Whereas
However
 B2000
Pa Essay Coherence: Connections
Business
Communications Between Paragraphs
Chronology
Chapter Thirteen Signposts/Cues for the Reader Soon
Details/ Afterwards
Additional Info
Emphasis Finally
And
In fact Then
Further
For example Previously
Moreover For instance Formerly
Again To illustrate Next
Next Indeed Immediately
What’s more In other words
Also Conclusion In short Contrast
In addition Therefore Obviously However
Equally important Thus That is But
In conclusion Although
Consequently Nonetheless
On the whole In contrast
As a result Meanwhile
Yet
Hence
On the other
In brief hand
Conversely
 B2000
Business
Communications
Writing Short Business
Chapter Thirteen Reports
 B2000
Business
Communications
Overview
Chapter Thirteen  Length and formality
determine report structure
 Characteristics of short
reports
 Direct and indirect order for
organizing short reports
 Forms of short reports
 Forms of special reports
 Length and Formality
B2000
Business
Communications

Chapter Thirteen Determine Report

Structure

 Long problems and formal

contexts require a more
complex structure
 Short problems and informal
contexts need a simpler
structure
 B2000
Business
Communications
Overview
Chapter Thirteen  Length and formality
determine report structure
 Characteristics of short
reports
 Direct and indirect order for
organizing short reports
 Forms of short reports
 Forms of special reports
 B2000
Business
Communications
Characteristics of Short
Chapter Thirteen
Reports

Little need for

introductory information
Usually direct order
More personal writing
style
 B2000
Business
Communications
Overview
Chapter Thirteen
 Length and formality
determine report structure
 Characteristics of short
reports
 Direct and indirect order
for organizing short
reports
 Forms of short reports
 Forms of special reports
 B2000
Business
Communications
Audience Analysis and
Chapter Thirteen
Report Organization

If readers
are informed
Report

-----Main Idea ----

-----------------------
If readers -----------------------
Direct Pattern
are supportive -----------------------
-----------------------
-----------------------
-----------------------
-----------------------
If readers
are eager to
have results first
 B2000
Business
Communications
Audience Analysis and
Chapter Thirteen
Report Organization
If readers
need to be
educated Report

-----------------------
-----------------------
If readers -----------------------
need to be Indirect Pattern -----------------------
persuaded -----------------------
-----------------------
-----------------------
-----Main Idea ----
If readers may
be hostile or
disappointed
 B2000
Business
Communications
Overview
Chapter Thirteen
 Length and formality
determine report structure
 Characteristics of short
reports
 Direct and indirect order
for organizing short
reports
 Forms of short reports
 Forms of special reports
 B2000
Business
Communications

Chapter Thirteen Forms of Short Reports

Short Report
Letter Report
Email Report
Special
Report
 B2000
Business
Communications

Chapter Thirteen Special Report Forms

Staff Report
Meeting Minutes
Progress Report
Audit Report
Proposal
 B2000
Business
Communications

Chapter Thirteen Writing Style

 Formal

 Informal
 B2000
Business
Communications

Chapter Thirteen Styles of Reports

 Informal reports–
– Usually brief
– Use direct strategy
– Include personal pronouns
 Formal reports–
– Usually longer
– Often use indirect strategy,
impersonal style
– Designed in prescribed format
 B2000
Business
Communications
Writing Formal
Chapter Thirteen Reports
 B2000
Business
Communications
Components of Formal
Chapter Thirteen
Reports
 Prefatory Part
– Cover (page 73)
– Title fly and title page (page 73)
– Executive summary (page 75)
– Table of contents (page 76)
– List of illustrations
 B2000
Business
Communications
Work Plan for a Formal
Chapter Thirteen
Report
 Statement of problem
 Statement of purpose
 Sources and methods of data
collection
 Tentative outline
 Work schedule
 B2000
Business
Communications
Writing Informational
Chapter Thirteen Reports
 B2000
Business
Communications
Types of Informational
Chapter Thirteen
Reports
 Periodic Reports
– Summarize regular activities and
events
– Describe unusual events to which
the management should pay
attention
– Highlight problem and needs
– See example on page 84
 B2000
Business
Communications

Chapter Thirteen Informational Reports

 Situational reports
– Summary
– Statement that answer questions
– Other information needed
– Recommendations

– See page 86-87

 B2000
Business
Communications

Chapter Thirteen Investigative Reports

 Investigative reports are written

in response to a request for
information.
 The purpose of such report is to
provide data for a specific
situations
 See page 88-89
 B2000
Business
Communications

Chapter Thirteen Informational Reports

Progress Reports
Introduction
Body
Conclusions and
recommendations

 See page 87-88

 B2000
Business
Communications
Writing Informational
Chapter Thirteen Reports
 B2000
Business

Introduction
Communications

Chapter Thirteen

 Identify the report and its purpose.

 Present a brief overview of the

report’s organization, especially for
longer reports.

 When readers are unfamiliar with the

topic, briefly fill in the background
details.
 B2000
Business
Communications Body
Chapter Thirteen

 Group facts or findings into three to

five roughly equal segments that do
not overlap.

 Organize by time, component,

importance, criteria, convention, or
some other method.

 Supply functional or talking heads

(at least one per page) to describe
each section.
 B2000
Business
Communications
Body
Chapter Thirteen

 Use an informal, conversational

writing style unless a formal
tone is expected.

 Use bullets, numbered and

lettered lists, headings,
underlined items, and white
space to enhance readability.
 B2000
Business
Communications

Chapter Thirteen
Drawing Conclusions
 B2000
Business

Summary/Conclusion
Communications

Chapter Thirteen

 When necessary, briefly review

the main points and discuss
what action will follow.

 If relevant, express appreciation

or describe your willingness to
provide further information.
 B2000
Business
Communications
Writing Analytical
Reports
Chapter Thirteen
 B2000
Business
Communications

Chapter Thirteen What is an A

 An analytical report, like

informational reports, collect
and present data; but their
emphasis, is placed on
analyzing, drawing conclusions,
and proposing recommendations
 B2000
Business
Communications
Analytical Reports
Chapter Thirteen
Direct Approach
 Identify the problem.
 Propose the recommendation,
solution or action.
 Explain the benefits of the
recommendation.
 Discuss pros and cons and costs.
 Summarize the recommendation and
action to be taken.
 B2000
Business

Introduction
Communications

Chapter Thirteen

 Explain why the report is being

written. For research studies, include
the significance, scope, limitations,
and methodology of the
investigation.

 Preview the report’s organization.

 Summarize the conclusions and

recommendations for receptive
audiences.
 B2000
Business
Communications

Chapter Thirteen Findings

 Discuss the pros and cons of each
alternative. For receptive audiences,
consider placing the recommended
alternative last.

 Establish criteria to evaluate

alternatives. In “yardstick” studies
create criteria to use in measuring
each alternative consistently.
 B2000
Business

Findings
Communications

Chapter Thirteen

 Support the findings with

evidence: facts, statistics,
expert opinion, survey data, and
other proof.

 Use headings, enumerations,

lists, tables, and graphics to
focus emphasis.
 B2000
Business
Communications
Analytical Reports
Chapter Thirteen
Indirect Approach
 Describe the problem that the report
focuses on the data
 Use data to show how serious the problem
could be.
 Start with the one you least want to
recommend.
 End with the best solution you propose
 Discuss the advantages and disadvantages
of your recommendation.
 Summarize your recommendations.
 See page 91-92
 B2000
Business
Communications
Tips for Writing Report
Chapter Thirteen
Conclusions
 B2000
Business
Communications
Tips for Writing Report
Chapter Thirteen
Conclusions
 Interpret and summarize the
findings.
Tell what your findings (collected
data) mean.
 Relate the conclusions to the
report problem.
Focus only on conclusions that
help solve the original problem.
 Limit the conclusions to the data
presented.
Do not introduce new material.
 B2000
Business
Communications
Tips for Writing Report
Chapter Thirteen
Conclusions

 Be objective.
Avoid exaggerating or manipulating the
data to prove a point.
 Use consistent criteria.
In evaluating options, use the same
criteria for each alternative.
 Enumerate each conclusion.
Number and list each item. Present items
in parallel form.
 B2000

Conclusions and/or
Business
Communications

Chapter Thirteen
Recommendations
 Develop reasonable conclusions that
answer the research question. Justify
the conclusions with highlights from
the findings.

 Make recommendations, if asked.

Use action verbs. Explain needed
action.
 B2000
Business
Communications Tips for Writing Report
Chapter Thirteen Recommendations
 B2000
Business
Communications Tips for Writing Report
Chapter Thirteen Recommendations

 Suggest actions.
Indicate specific procedures that can help
solve the report problem.

 Focus on recommendations that

are practical and agreeable.
Suggest feasible actions that would be
acceptable to this audience.
 B2000
Business
Communications Tips for Writing Report
Chapter Thirteen Recommendations
 Present recommendations
separately.
Enumerate each in a statement
beginning with a verb.

 If requested, indicate how

the recommendations may
be implemented.
Some writers present detailed plans
for executing the recommendations.
 B2000
Business
Communications Tips for Writing Report
Chapter Thirteen Recommendations

Conclusion:
Survey results show that the
biggest student complaint
centred on long registration
lines.
Recommendation:
Implement a registration
reservation system in which
students sign up for specific
registration time slots.
 B2000
Business
Communications
Types of Analytical Reports
Chapter Thirteen
Feasibility Reports
 A feasibility report analyzes the
available information to determine
whether the project is worth doing
and what is the chance of success.
 Answer questions such as:
– Will the proposal work?
– If so, what are the costs involved?
– How soon can the costs be recovered?
– Is the staff sufficient?
– Are thee any legal or other special
requirements?
 B2000
Business
Communications

Chapter Thirteen Feasibility Reports

 Present your decision.
 Describe the background and
problem initiating the proposal.
 Discuss the benefits of the proposal.
 Analyze the problems that many
result.
 Calculate the costs associated with
the proposal.
 Provide the estimated timetable for
implementing the proposal.
 B2000
Business
Communications

Chapter Thirteen Yardstick Reports

 Yardstick reports examine two

or more solutions to a problem
that needs solving.
 Each alternative is evaluated
against the same standard, so
that you can select the best
solution
 B2000
Business
Communications

Chapter Thirteen Yardstick Reports

 Start by describing the problem
or need.
 Present possible solutions and
alternatives.
 Evaluate each alternative
against the criteria.
 Summarize the evaluations.
 Make the recommendation.
 B2000
Business
Communications

Chapter Thirteen

End