Formal Reports: Essentials of Business Communication 9e

Chapter 10
Formal Reports
Essentials of
Business
Communication 9e
Mary Ellen Guffey & Dana Loewy

© 2013 Cengage Learning ● All Rights Reserved
Understanding Business Reports
▪ Product of thorough investigation and
analysis.
▪ Presents vital information to decision
makers in business, industry, government,
and education.
Chapter 10, Slide 2

Understanding Business Reports
Report Writing Process
 Prepare to write.
 Research secondary data.
 Generate primary data.
 Document data.
 Organize, outline, and
discuss data.
 Illustrate data.
 Present final report.
Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 10, Slide 3
Preparing to Write
▪ Define the purpose of the project.
▪ Write a statement of purpose to describe
the following:
• Goal
• Significance
• Limitations
▪ Use action verbs.
Statement of Purpose
The purpose of this report is to explore possible
locations for expansion. The report will consider
economic data, general costs, consumer
demand, and local competition. This research is
significant because for our company to survive,
we must grow. This report won’t consider specific

start-up costs or traffic patterns, which will
require additional research.
Primary v. Secondary Data
Primary Data: come from firsthand experience

and observation.
Secondary Data: come from reading what
others have experienced or observed and
written down.
Nearly every research project
begins with investigating
secondary data.
Generating Primary Data
Surveying Experimenting
Observing Interviewing
Documenting Data
How to Paraphrase
▪ Read original material until you
comprehend its full meaning.
▪ Write your own version without looking at
the original.
▪ Avoid using grammatical structure of the
original.
Documenting Data
Using Citation Formats

▪ Modern Language Association (MLA).
▪ American Psychological Association
(APA).
Outlining Report Data
The main points used to outline a report often
become the main headings of the written report.
1.0 Major headings
left/centered and typed in bold font.
1.1 Second-level headings

start at the left margin
1.1.1 Third-level headings
indented, becoming part of the paragraph.
Illustrating Report Data
Why use visual aids?

▪ To clarify data.
▪ To create visual interest.
▪ To make numerical data meaningful.
▪ To make information more

understandable and easier
to remember.
Illustrating Report Data
Most common types of visual aids

▪ Tables
▪ Charts
▪ Graphs
▪ Photographs
Matching Visuals With Objectives
Table
To show exact figures and values.
2009
Bar Chart
To compare one
item with others.
Line Chart
To demonstrate
changes in
quantitative data
over time.
Pie Chart
To visualize a
whole unit and the
proportions of its
components.
Flowchart
To display a
process or
procedure.
Organization Chart
To define a hierarchy
of elements or a set
of relationships.
Photograph, Map, Illustration

To achieve authenticity, to spotlight a location,
or to show an item in use.
Incorporating Graphics in Reports
▪ Evaluate the audience.

▪ Be honest and ethical.
▪ Introduce a graphic meaningfully.
▪ Choose an appropriate caption or title
style.
▪ Give credit to source if appropriate.
Parts of Formal Appendix
Bibliography
Recommendations
Reports Body
Introduction
Conclusions
Executive summary
List of figures
Table of contents
Letter of transmittal
Title page
Cover
Generally appear in both

formal and informal reports:
Optional in informal reports:
Presenting the Final Formal Report
Prefatory Parts
▪ Title page
▪ Letter or memo of transmittal
▪ Table of contents
▪ List of figures
▪ Executive summary
Title Page
▪ 1st page of a formal report.
▪ Includes identifying information.
▪ Report’s title.
▪ Name of the person or organization for whom

the report was written.
▪ Author’s name, position, and organization.
▪ Date of submission.
Table of Contents
▪ Gives readers a quick overview of the content
and structure.
▪ Helps readers find specific sections of the report.
▪ Include all headings in the report and their page

numbers.
▪ Number pages before the Introduction with lowercase
Roman numerals.
▪ The title page counts as page number i, even though
it is not numbered.
Executive Summary
▪ Gives readers a condensed version of the entire
report.
▪ Standard limit is within 1 single page.
▪ Standard line spacing is 1.0.

▪ Includes all important findings, conclusions, and
recommendations.
▪ May use subheadings to guide the reader.
Body of Report
▪ Introduction
Background
Statement of Purpose
Significance and scope

Sources and Methods/Methodology
Organization (shows structure of the report)
▪ Discussion of findings/Findings and Analysis
▪ Conclusions, recommendations
Supplementary Parts of a Formal Report
▪ Footnotes or endnotes.
▪ Works Cited, References, or Bibliography.
▪ Appendix.
▪ Always follow MLA/APA format in citing

references.
Appendix
• Use appendices for information that readers
might find useful but that would clutter the report
(for example, raw data, calculations, large
tables, and large graphics).

• Begin each appendix on its own page, starting
immediately after the reference list.
END
Essentials of
Business
Communication 9e
Mary Ellen Guffey & Dana Loewy


Formal Reports: Essentials of Business Communication 9e

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Chapter 10

Mary Ellen Guffey & Dana Loewy

Chapter 10, Slide 2

we must grow. This report won’t consider specific

Primary Data: come from firsthand experience

Using Citation Formats

1.1 Second-level headings

Why use visual aids?

▪ To make information more

Most common types of visual aids

item with others.

Photograph, Map, Illustration

▪ Evaluate the audience.

Generally appear in both

Optional in informal reports:

▪ Name of the person or organization for whom

▪ Include all headings in the report and their page

▪ Standard line spacing is 1.0.

Significance and scope

▪ Always follow MLA/APA format in citing

tables, and large graphics).

Mary Ellen Guffey & Dana Loewy

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