Click to edit Master title style

Report writing
Presented by: Fatima rafiq (sec: “F”)

1
Click to edit Master title style

Report
Definition: i t i s a p r e s e n t a t i o n
of facts and findings, usually as a
basis for recommendations;
written for a specific readership,
and probably intended to be kept
as a record.

2 2
Click to edit Master title style

Business report
Definition: a n o r g a n i z e d
presentation of information to a
specific audience for the purpose
of helping an organization
achieve an objective.

3 3
Click to edit Master title style

Formats of reports
• Formal report
• Informal report

4
Click to edit Master title style
formal report
The reports that are prepared in prescribed forms,
according to some established procedures to proper
authorities
. are called formal reports.
• Form of the report: Formal report is highly structured and is
prepared in a prescribed format. Most Formal report is always
written in a manuscript (narrative style) format.
• Purpose: Formal report is written to help management in
making long term and strategic decisions.
• Objective: Objective of the formal report is to assist decision
making by providing an effective recommendation.
• Length: It is long in size. Size of a formal report is large. It
generally includes some particular pages (e.g. prefatory page)
that do not appear in short reports.
• Distribution: In most cases, formal reports are circulated to
top-level executives and outside parties. 5 5
 Click to edit Master title style
Nature of problem: Formal report deals with complex and non-
recurring problems. It is analytical and systematic in nature. It
deals with key complex problems.
•Frequency of writing: Formal report is written very
infrequently.
•Writing responsibility: This type of report is usually written by
internal or external experts.
•Use of visual aids: This type of report makes extensive use of
visual aids to present the facts and findings.
•Writing Style: This report follows inductive (indirect) and
impersonal writing style. A formal report on the other hand, after
analyzing and interpreting the conclusion of the draw and makes
recommendations.
•Recommendation: Recommendation is an essential part of a
formal report.

6 6
Click to edit Master title style
Informal report
An informal report is one that is prepared not by
following any prescribed rule or formality.

•Form of the report: Informal report is less structured and it is less important to
follow the prescribed format. Most Informal reports are written in memorandum and
letter formats.
•Purpose: The main purpose of an informal report is to present the facts that help
managers in making thy-to-thy business decisions.
•Objective: Conveying routine messages and to help routine functions are the
basic objectives of the informal report.
•Length: It is short in size. An informal report is short in size. This report writing is
generally complete in a page or two.
•Distribution: Short report is usually circulated within the organization.

7 7
Click to edit Master title style
•Nature of problem: Informal report deals with less complex and
recurring problems. It is not methodical in nature. This report deals
with the schedule matters.
•Frequency of writing: It is written very frequently even daily a
weekly.
•Writing responsibility: These reports are usually written by a
subordinate.
•Use of visual aids: This type of report seldom uses visual aids.
• Writing Style: This report follows deductive (direct) and personal
writing style. Informal reports follow deductive writing styles. A short
report highlights facts and specific recommendations. It avoids
analysis and inclusion of supporting information.
•Recommendations: Recommendations are not required in an
informal report.

8 8
 Click to edit Master title style
Informal/Short reports may feature:
• letter or memo format
• minimal use of headings and visual aids
• personal pronouns and contractions
• a length from a few paragraphs up to five pages
• content primarily for internal audiences

More formal/Long reports however tend to have:

• a more standard format organized into separate sections
• front and back matter (sections) along with the body of the report
• a greater number of headings (including subheadings) and visual aids
• third person pronouns and no contractions or slang
• a length from five pages to several hundred
• content designed for internal and/or external audiences
9 9
Past paper
Click question
to edit for style
Master title practice

Q.5 (a) Read the following table which shows the market share of the products sold
by the company you work for. Having interpreted the given information in the table,
write a report to your boss explaining about the current market share of each product.
Moreover, make some recommendations to improve the market share of your
products where applicable. Remember, it is not easy to persuade your boss. (You
may assume the details where appropriate)

Market share of each product

Products Your market Competitor's Your market
Share market share share (last year)
Lipsticks 20% 80% 50%
Fairness cream 70% 30% 50%
Ladies handbags 50% 50% 40%
1010
Click to edit Master title style

1111
Click to edit Master title style

1212
Click to edit Master title style

Thank
You
13