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BUSINESS COMMUNICATION
REPORT WRITING
Overview
Report and its Importance Report Writing Classification of Reports Styles of Report Writing Tips For Effective Report Writing Who writes and reads Reports Purpose of Report Writing Steps involved in Report Writing Essentials of a Good Report Parts of Formal Reports Three Levels of Reports Some Principles of Report Writing Presentation of a Report Various Examples of Reports
What is a Report?
Report Writing
Decision making Progress reporting Root cause analysis Problem solving MIS
Writing a Report
Assembling material
REPORTS
Informational Report
Analytical Report
Informational Report
Informational Reports include those for monitoring and controlling operations, progress reports and compliance reports.
E.g. Annual Report prepared by the company secretary for presentation at Annual General Meeting.
Classification of Reports
Analytical Report
Designed
to
convince
audience
that
the
conclusions
and
Body of the report presents all the facts and ends by presenting a decision or a solution to a problem.
Classification of Reports
Schematic Report
Schematic Report
Is
generally
requested
by
format.
E.g. -- a sales manager forecasts sales on the basis of field representative s report.
2. Analyzing
3. Recommending
Informing
Facts and events surrounding a particular situation. No attempt is made to analyze or interpret the data or to
Main interest lies in providing all relevant information, objectively and accurately.
Analyzing
Interpret data as per the requirement of problem. It involves going into depth of problem, understanding it and coming out with some solutions.
Recommending
Planning
Data gathering
Organizing
Analyzing Drafting
Planning
Define the purpose of report ---
Whether it is for internal or external reader. Level of interest and knowledge of reader.
Steps Involved in Report Writing
Gathering Information
Determine what data would be required. Know what data is available with you.
Compiling data in a systematic and logical form. Organizing data according to problem.
Analyzing Data
It brings out---
Conclusion.
Meet the needs of the readers and answer the questions in their minds. At the right level for the readers- some readers have an in-depth knowledge of the subject; others may be decision-makers without specialized technical knowledge.
Have a clear, logical structure- with clear signposting to show where the ideas are leading.
Not to make assumptions about the readers understanding. All writers need to apply the so what test and need to explain why something is a good idea. Give a good first impression. Presentation is very important.
Preliminary Section
Supplementary Section
Preliminary Section
A) Title page
Typically contains the title of the report; the writers name, title & department; and the date of submission.
It introduces report to the reader. Its like Preface or Foreword. It may include personal comments or suggestions and any item worthy of discussion.
Lists all major sections and the page on which each begins. An aid in quickly locating specific information in the report Usually for reports of more than five pages. Sometimes also contains list of illustrations.
General Information about the problem and main issues involved in it.
Statement of problem which clearly identifies the specific problem that was investigated. Purpose of the study that why the study was conducted. It should convince the reader that the problem was important and need to be studied. Scope of the research which can include resources, time, or geographic boundaries.
Writer can define the terms unfamiliar to the reader. If there are many terms than glossary should be included in the supplementary section.
It includes the steps taken in conducting the study. It allows readers to determine whether all aspects of the problem were investigated adequately. They are results discovered during the research. Presented in a factual and objective manner without personal opinion or interpretations. Present all findings- Positive and Negative. It is the writers interpretation of the qualitative and quantitative assessments of the findings. Analysis assists reader in determining which relationships are important.
C) Findings
D) Analysis
These are drawn from the findings of the study. Summary of the content of the Analysis Section. No new data should be presented in this section. A study may have one or more conclusions. It is the writers suggestion to the reader as to the actions that should be taken to solve the problem.
F) Recommendations
These should develop logically from the findings, analysis and conclusions
of the study.
Supplementary Section
A) Glossary
Alphabetic list of terms used in the report with brief definition of each. Used only when numerous unfamiliar terms are included in the text.
B) Appendix
Related information excluded from the body to improve its readability. All appendixes should be referred to in the body of the report. Some examples are: questionnaires, computer printouts, follow-up letters, working papers, intricate tables and supporting material.
Levels of Reports
There are three levels of reports that means a Report can provide:
Information plus Analysis plus a Recommendation: Feasibility reports, Justification reports and Problem-solving reports.
2.
3.
Presentation of a Report
Errors in interpreting the data Not being too elaborative Congestion of data must be avoided The report must look good
Presentation of Reports
Adding colors to the facts Drawing unnecessary conclusions Interpreting the lack of evidence as a proof of the contrary Comparing the non-comparable data Drawing illogical cause-effect conclusion Relying on unreliable and unrepresentative sources
Presentation of Reports
Remedial Steps
Maintain a judicious attitude (Without bias or prejudice) Consult others Test your interpretations. For this, the two tests are: i. The experience test ii. The negative test
Presentation of Reports
Focus on the subject matter Attention span of the audience must be kept in mind Not too lengthy Unnecessary details and explanations must be avoided
Presentation of Reports
Data to be arranged in paragraphs, paragraphs to be evenly placed. Paragraphs must be duly identified. Consecutive lines/paragraphs must be properly spaced. Font size of the words must be adequate for the readers to read.
Presentation of Reports
Looking Good
Use pleasant colored background Different color font for titles, headings and body text. Font size for titles, headings and body text must be different. Appropriate diagrams must be used at proper place
Presentation of Reports
Annual Reports
Audit Reports Feasibility Reports Sales Reports Progress Reports
Directors Reports
Case Studies
Annual Report
An annual report lists the achievements and failures of an organization. It is a progress report in which every department is accounted for.
Audit Report
There are two types of auditor: the external auditor and the internal auditor. External auditors are independent of the companies on which they report. They are required to report to the shareholders at
and the internal control of the business for which they are
employed.
Feasibility Reports
They also discuss the desirability of the proposed project from the viewpoint of those who would be affected by it. Report writers must come to a conclusion, and must recommend that some action is taken or is not taken and/or that some choice is adopted or is rejected.
Sales Report
Progress Report
You write a progress report to inform a supervisor, associate, or customer about progress you've made on a project over a certain period of time.
The project can be the design, construction, or repair of something, the study or research of a problem or question, or the gathering of information on a technical subject.
Directors Report
Case Studies
Case study refers to the collection and presentation of detailed information about a particular participant or small group, frequently including the accounts of subjects themselves.
Researchers do not focus on the discovery of a universal, generalizable truth, nor do they typically look for cause-effect relationships; instead, emphasis is placed on exploration and description.