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Chapter 9Writing Reports
Business Communication
Copyright 2010 South-Western Cengage Learning
Types of ReportsStyle
Formal reportsInformal reports
PurposeInformational reportsAnalytical reports
Format
29.1 Planning Reports
© Rubberball Productions / Getty Images
A report provides facts, opinions, or ideas about a specific topic or problem.
FormalLongContain preliminary parts
Title pageSummaryTable of contentsBibliographyAppendix
Examples:Company’s annual report to stockholders, report
to a government agency, external proposal 3
InformalShorter than formal reportsLess formal styleNo preliminary pages except a title pageExamples:
Sales reportInternal proposal (analyzes an internal problem
and recommends a solution)
4
PurposeInformational reports Analytical reportsPresent factsInclude very little analysis
Example:A bank manager may ask
the head cashier to prepare an informational report about the average number and value of money orders sold each day
Analyze a problemPresent factsDraw conclusionsMake recommendationsSuggests ways to solve a
problem
5
Report FormatsMemoLetterManuscript
6
Defining the ReportIdentify the problem or topicDetermine the scope (what will
be included, what will not)Develop a timeline (schedule that lists thedates by which eachTask and phase of a project must be completed)
79.1 Planning Reports
Collecting the DataPrimary research (gathering new data)
InterviewSurveyObservation
Secondary research (locating data that already have been gathered and reported)Evaluating data sourcesBibliography notesResearch notes
89.1 Planning Reports
Bibliography Notes
99.1 Planning Reports
Research Note
109.1 Planning Reports
Processing the DataCreate a report outlineAnalyze the dataDraw conclusions and make
recommendations
119.1 Planning Reports
Outline Examples
129.1 Planning Reports
Topical Outline
I. Characteristics of IM
A. Speed
B. Cost
C. Equipment
Discussion OutlineI. IM offers the latest technology for sending messages.
A. It offers speed.
B. It is often free via the Internet.
C. All that is needed is a computer.
Searching for Data OnlineFocus your search to locate relevant dataUse advanced search techniquesBoolean operators
ORANDNOTAND NOT
Wildcards
139.1 Planning Reports
Reading for ResearchReading skills are important for secondary
researchScan material to determine relevancyLook for keywords or phrases to use for
further studyEvaluate data found for:
Relevance and timelinessAccuracy and reliabilityBias
149.1 Planning Reports
Organizing Informal ReportsDirect orderIndirect order
15
Reports written in direct order give the main idea early in the report.
9.2 Writing Informal Reports
© Dex Image / Getty Images
Direct OrderUse if the report is routine or if you expect
the reader to respond favorablyPresent the main idea firstFollow with supporting detailsInformational reports
16
Indirect OrderUse when you expect an unfavorable
responseWhen the receiver may need persuasion
17
Outlining and Writing Informal ReportsReport outlinesWriting style
189.2 Writing Informal Reports
Informational Report Outline in Direct Order
Formatting Informal ReportsParts of an informal report
Opening, body, closingLetter reportsMemo reportsManuscript reports
199.2 Writing Informal Reports
Organizing and Writing Formal ReportsDirect and indirect orderWriting styles
209.3 Writing Formal Reports
Objective reports help managers make business decisions.
© Zsolt Nyulaszi / Shutterstock
Parts of a Formal ReportPreliminary parts
Letter of transmittalTitle pageTable of contentsExecutive summary
The report bodyIntroductionFindings and analysisSummary, conclusions, and recommendations
219.3 Writing Formal Reports
Letter of TransmittalIntroduces a formal report to the readerConveys what you would say if you were
handing the report directly to the readerUsually less formal than the reportUses direct order
22
Table of ContentsA list of what the report includesLists the main headings and the page number
where each heading occurs
23
Executive SummaryA brief overview of the reportGives the key points of the report to the
reader
24
AppendixContains supplementary materials that are
placed at the end of a document or book
25
Parts of a Formal ReportSupplementary parts
Bibliography or Works Cited pageAppendix
269.3 Writing Formal Reports
Formatting formal reportsMargins and spacingHeadingsVisual aids
MLA Report Style
27
Style often used for school reportsMLA Handbook shows details of this
report styleQuestions1.When was MLA founded?2.About how many people are members of MLA?3.Locate the frequently asked questions about the
MLA Handbook. Select one of the questions and give a brief summary of the answer. school.cengage.com/bcomm/buscomm
9.3 Writing Formal Reports
Vocabulary
28
alternativeanalytical reportanalyzeappendix bibliographyconclusiondocumentationexecutive summaryhypothesisinformational reportinterview
observationoutlineprimary researchrecommendationreportscopesecondary researchsurveytable of contentstimelinewildcard