Sanjivani College of Engineering, Kopargaon

Department of MBA

107 GE-Business Communication

Unit. No. 4
Business Writing
4.2 Report Writing
Presented By:
Dr. V. D. Chavan
Ph. D (Management), MBA(Mkt), B.Com (Banking and Cost Accounting)
Associate Professor

Dept. of www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon 1
 What is Business Report?
• “A business report is an orderly, objective communication of factual
information that serves some business purpose.” (Lashkar & Petit)

• “A business report is an impartial, objective, planned presentation of a

fact to one or more persons for a specific, significant business purpose.”
(Murphy & Hildebrandt)

• “A formal communication written for a specific purpose that includes a

description of procedures followed for collection and analysis of data,
their significance, the conclusions drawn from them and the
recommendations, if required.” (Sharma & Mohan)

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 What is Business Report?
• So, a business report can be defined as an organised, written statement
of facts related to a specific business matter. It helps the interested
persons to get insight into the problem and assists in decision-making
and problem-solving.

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
Why do we write reports?

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 Characteristics of business reports
• As we know, business reports carry information on facts related to
business activities. The very nature of business reports differentiates them
from other reports. The unique characteristics of business reports are
below:
• Specific Issue
• Pre-Specified Audience
• Specific Structure or Layout
• Written on Past Events
• Neutral in Nature
• Factual Information
• Joint Effort
Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 Stages of Report Writing
There are three stages to report writing:
1. Planning
• Define the purpose and scope of the report
• Consider the audience
• Gather information for the report
• Design the structure of the report
2. Writing
3. Proof Reading

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 1.1 Define the Purpose and Scope
• The purpose of the report could be to share an idea, answer a question,
solve a problem, or share information.

• To help define the purpose and scope of the report – think of a possible
report you may have to write in the near future and provide answers to
the following questions.

• Why must you produce the report – for what purpose?

• What business issue is the report going to address?
• What factual information must the report contain?

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 1.1 Define the Purpose and Scope
• What problems will the report share insights on?

• What decisions will the report help to make?

• What is the scope of the report – what will it focus on?

• What will be included, excluded?
• Anything Else

• Once you have established the purpose of the report, you must consider
who the audience for the report is.

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
1.2 Consider the Audience

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
1.2 Consider the Audience

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
1.2 Consider the Audience

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 1.2.1How must you adapt the report for the audience?

• Some things you may consider for adaptation are:

• The use of jargon and technical terms
• Level of the language used in the report
• Scope of the report
• Focus of the report
• The level of detail in the report
• Strategies to handle possible contentious or sensitive issues, given the
target audience, etc

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 1.3 Gather the Information for the report

• Be accurate
• Be selective
• Opinion
• Evidence
• Consider the following pointers when planning to gather information for
business reports:
• What information do you want to gather?
• How will you gather the information, i.e. observation, documentary
review, interviews, etc.?
• What sources will you gather data from? From whom or where?
• How will you analyze and interpret the information you have gathered?
Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 1.4 Design the structure of business report

• There are several basic formats or approaches to writing reports. The type
that you use will depend on how formal the report needs to be, and how
much detail your readers need.
• You can write internal reports (memorandum report), a letter style report,
a short report, or a formal report.

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
4.1 Memorandum Report

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 4.2 Letter Report

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 4.3 Short Report

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
 4.4 Formal Report
• Formal reports are a sophisticated presentation.
• They are more complex and longer than the other
formats due to the content.
• A formal report may include all of the following
elements, which are often described in company policy
in order to keep reports consistent throughout an
organization.

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
4.4 Formal Report

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
4.4 Formal Report

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
4.4 Formal Report

Dept. of
www.sanjivanimba.org.in
MBA, Sanjivani COE, Kopargaon
Thank You
Dept. of MBA, Sanjivani COE, Kopargaon