Business Reports

Presenter Mr. Iftikhar Ahmad

0300-4466062

Business Reports

Business Report is a formal statement of the

results of an investigation or of any matter on which

definite information is required, made by some

person or body instructed or required to do

so.”Reports help in Decision Making with more

rational and evaluated process. Probably the best

overview of reports can be obtained by grouping and

describing them according to purpose and format &

style.

Business Reports

Elements of effective report writing

• Accuracy

• Clarity

• Concise

• Relevant

• Objectivity

Business Reports

Why are reports so important?• Major channel for the communication of information• Part of a business’ everyday work• Tool for decision making

What is a “good” report?

A good report should be one, which

effectively conveys, what the outcome of

the project is or what the writer wants to

say.

Business ReportsThe essentials of a good report are as follows:

• are written in powerful and convincing style to facilitate the decision makers

• cover all possible aspects of information required

• Create motivation among readers

• Provide all statistical data with the use of graphs, and other aids.

• Supported with supplementary and prefatory parts

• Are well structured with introduction, body and close.

Advantages of Writing Business Reports

• Adequate time to comprehend the issues• No wastage of time on discussions as in meetings• presented objectively and impartially• is formal and impersonal without emotive surges or conflicts

REPORTSReports are written in three steps to remain focused and comprehensive.

PLAN

Analyze the situation

Gather Information

Select the right medium

Organize the information

WRITE

Adapt to your

audience

Compose the message

COMPLETE

Revise the message

produce the message

Proof read the message

Distribute the message

Business Reports

Prefatory Cover : The title of the reportTitle : Title that tells about the subjectLetter of Authorization: Name of the individual who authorised the

report

Letter of Acceptance :Letter of Transmittal Table of ContentsList of IllustrationsSynopsis or Summary

Business Reports

Title Page: A report title page should indicate briefly

and clearly what the report covers. It should:

• Cover 5 Ws for the best analysis

• Consider a suitable, often indicated with a colon. (:)

• Be short with in eight to ten words and try to omit

articles-the ,a and an.

• Avoid titles that are vague, or extremely short

• Eliminate judgement errors

Business Reports

Table of contents: It should be prepared in

the last after you have assigned the

headings and final page numbers. Place it

just before the report body, being sure that

all headings parallel those in the text. Try to

limit only to second degree of heading in

the table of contents. You may include a

supplementary table or list of visuals if you

see many statistical and figures.

Business Reports

Table of table (illustrations) : The long

report will include illustrations, statistical

data, clarifying end notes, visuals, even

bibliographic citations.

Business Reports

Text of the parts•Introduction•Body•Summary•Conclusions•Recommendations•Notes

Business Reports

Supplementary•Appendices•Bibliography•Index•Glossary

Business Reports

SupplementaryGlossary•Define all terms that unfamiliar to a meaning in your inthe table of report•List your glossary and its first page number in the tableof contents•List all terms in alphabetical order. Underline each termand use a colon to separate it from its single-spaceddefinition•Define only terms that need it.

Business ReportsSupplementaryAppendix• Statistical or measurements• Maps• Complex formulas• Long quotations• Photographs• Related correspondence (letters of inquiry etc)• Texts of law, regulations etc.

Business ReportsSupplementaryIndex• The index lists topics alphabetically and guidesthe readers to various places that discuss certaintopics• Bibliography: Not a part of business reports

Business Reports

Types:Formal or InformalSpecial reports

Business ReportsInformational ReportsOffer data, facts, feedback, and other types of informationwithout analysis and recommendations.

• Reports to control and monitor operation: include plansand operating reports, personal activity reports.

• Reports on implementation of policies and procedures:Communicate organizational rules and positions (guidelines,position papers• Reports to demonstrate compliance:

Provide information to show regulators that the companymeets formal requirementsProgress reports: Provides managers or customers with

information on project status

Business Reports

Analytical ReportsOffer information and analysis and recommendations.

• Reports to assess opportunities: include market Analysis ordue diligence reports. Explains the risk and rewards of anycourse of action.• Reports to solve problem: include trobule shooting andfailure analysis reports.• Reports to support decisions: include justification andFEASIBILITY REPORTS.

Your manager would like your views on the use of flexible working hours in your company. You are to write him a report considering the advantages and disadvantages to all concerned and give your conclusion. Compose a plan for this report.

1. Introduction

2. Effects2.1 Staff

(a) Advantages(b) Disadvatnage

3. Management(a) Advantages(b) Disadvantage

4. Customers(a) Advantages(b) Disadvatnage

5. Conclusion

Format

Style No 1To: Chief Executive Officer Ref: 77 DSP-23BCFrom: Human Resource Manager Date: 20 August, 2005.Subject: Staff Motivation

Style No 2

To : Chief Executive OfficerFrom : Human Resource ManagerDate : 20 August, 2005.Subject : Staff Motivation

Memo Report

Style No 1To: Chief Executive Officer Ref: 77 DSP-23BCFrom: Human Resource Manager Date: 20 August, 2005.Subject: Staff Motivation

1. Introduction

2. Methodology

3. Findings

4. Recommendations & Conclusions

Memo Report

Informational Report

To: Chief Executive Officer Ref: 77 DSP-23BCFrom: Human Resource Manager Date: 20 August, 2005.Subject: Staff Motivation

1. Introduction

2. Methodology

3. Findings

4. Conclusions

Memo Report

Analytical Report

To: Chief Executive Officer Ref: 77 DSP-23BCFrom: Human Resource Manager Date: 20 August, 2005.Subject: Staff Motivation

1. Introduction

2. Methodology

3. Findings

4. Recommendations & Conclusions

Memo Report

Ref: 77 DSP-23BC

20 August, 2005.

Miss Hafsa AhmadChief Executive OfficerRehman Chemicals, 34 Industrial AreaLahore

Dear Madam

Staff Motivation

Introduction, Methodology, Findings, Recommendations & Conclusions (Format vary as per contents that changes on situations)

Letter Report

Letter Report

Decline in sales

Internal reasons

• Poor communication

• ineffective strategies

• untrained staff

• poor control and review

• absence of motivation

External reasons

• High competition

• New entrants

• No market analysis

• pitiable advertisements and promotions

• substitute products and price issues

• quality issues

• non compliance to the law