BUSINESS BUSINESS

REPORTS AND REPORTS AND

PROPOSALSPROPOSALS

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CLASSIFICATION OF BUSINESS REPORTS

I. Voluntary or authorized

II. Routine or special

III. Internal or external

IV. Short or long

V. Informational or analytical

GENERAL PURPOSE OF REPORTS

Informational Reports

I. Monitor and control operations

II. Implement policies and procedures

III. Comply with legal or regulatory requirements

IV. Document work performed for clients

Analytical Reports

I. Guide decision on particular issues

II. Get products, plan or projects accepted by others

Monitoring and Controlling Operations

Three types of reports used for monitoring and controlling operation are plans, operating reports and personal activity reports.

PlansI. Coordinate the various activities of the

business.II. Guide the distribution of the resources.III. Motivate the employees.

Operating Reports

I. Provide information regarding sales, production, inventory, shipments, backlogs, costs, personnel and so on.

Example :- Periodic operating report

corporate annual report and monthly sale reports are example of periodic report.

I. Describe the facts and decisions that emerge during conversation, trips and business meetings.

II.Example :- Sale call reports

It summarizes what occurred during the appointment with customers.

Personal Activity Reports

Reports for implementing policies and procedures

• Help managers communicate company’s standard.• Some policy / procedures reports are preserved as lasting

guidelines; others are one time position papers.

Lasting Guidelines :- Comprises the rules of organization.

Position Papers :- Treat less permanent issue, Explain non recurring issue

Reports for complying with government Reports for complying with government regulationsregulations

Explain what a company is doing to conform to government regulations. Annual compliance report :- They are

prepared on annual basis. Examples :- income tax returns, annual reports from corporation that have pension plans,and annual shareholders reports for the companies that sell their stock to general public.

Interim Compliance report :-Interim Compliance report :-

Government agencies requires it to

monitor and control their licensees. Examples :- Public corporation, are required

by SEC to file 10Q quarterly reports & Large employers are required to submit monthly and quarterly tax reports.

Reports for Documenting Progress

Reports documenting progress provides all the information that the client needs.

Example:- 1. Interim progress reports :- • Vary in length depending on the period

covered and the complexity of the contract.• Provide regular updates in the form of reports.

2. Final Reports:-

•At the end of the project final report provide the wrap – up of results.

ANALYTICAL REPORTS

Reports that help managers to make decisions about problems and opportunities.

Require a strong foundation of fact combined with good insight and excellent communication skill on the part of writer.

Ends by presenting the decision to a problem or by recommending a number of action.

Content may vary greatly, all of them tend to ask “should we or shouldn’t we” questions.

PROBLEM – SOLVING REPORTS

• Provide management with background information and analysis of option.

• TYPES

1. Troubleshooting Reports1. Troubleshooting Reports :- Usually start with some background

information on the problem, then analyze alternative solutions and finally recommend the best approach.

2. Feasibility and Justification Reports2. Feasibility and Justification Reports :- :-

Feasibility Report – Answer the question as:

Will this action work? Is it profitable? etc.

Justification Report- They are written after course of action has been taken or after the decision has been made to justify the action or decision.

PROPOSALSPROPOSALS Proposals are the reports written to get

products, plans or projects accepted by others.

TypesTypesAccording to target audience

1. Internal proposals1. Internal proposals :- They are directed to the decision makers in the

organization and have two purpose.• To seek approval for the project or course of

action.• To request additional resources.

2. External proposals2. External proposals :- :-

•They are directed to outsiders and if accepted they become a legally binding document.

•Spell out precisely what your company will provide under specific term and conditions.

According to the sourcesAccording to the sources

3. 3. Solicited proposalsSolicited proposals :- :-

• Prepared at the request of external parties.• Demonstrates that your organization is better

qualified than competitors to handle a particular contract.

• Effective solicited proposals address each item in RFP (request for proposal)

4. 4. Unsolicited proposalsUnsolicited proposals:-:-

•Initiated by the organization without the specific invitation from the potential client.

•First establish that the problem exists.

•The form, length and purpose vary widely.

Exercises for Proposals and Reports

PLANNING WRITING COMPLETING

ANALYZE :- Study the situation and define the problem. Write the statement of purpose, select an appropriate report type, compose a preliminary outline, and develop a work plan.

INVESTIGATE :- Gather preliminary and secondary information.

ADAPT:- Establish good audience relationship and choose the right channel

ORGANIZE :- Decide on format, length, order and structure.

COMPOSE:- Prepare final outline and draft introduction, body and closing.

Control your style through level of formality and tone.

Establish time perspective and provide supporting detail. Help readers find their way.

REVISE :- Evaluate content and review readability, edit and rewrite for conciseness and clarity.

PRODUCE :- Use effective design elements, Include prefatory and supplement parts.

PROOFREAD :- Review text and visuals for error in layout, spelling, and mechanics.