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LECTURE 6BUSINESS REPORT
WRITING (I)
BUS1514BUSINESS COMMUNICATION
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REPORT WRITING IN BUSINESS
Reports are a very important method of_________ and ________ information.
Some reports are presented orally but mostare usually presented in writing.
2 types of reports:i. Routine reports
ii. Special reports
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ROUTINE OR SPECIAL REPORT?
Market researchreport
Report regarding achange of policy
Equipment andmaintenance report
Progress report Report in response
to requests forspecific information
Accident report
Reports made onspecial topic afterresearch andinvestigation
Managers reports
on theirdepartments work
Safety report
Representatives
reports on sales visit
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THREE LEVELS OF REPORT
I__________Reports
ProvideINFORMATIONonly
No ANALYSIS orRECOMMENDA-TION
Examples:
Sales reports
Quarterly reports Progress reports
A_________Reports
INFORMATION +ANALYSIS(can also include
RECOMMENDA-TIONS)
Examples:
Annual reports
Problem-solving/troubleshootingreports
Market analysisreports
Justificationreports
Proposals
Persuasiverequests fordecisions or
actions
InternalProposals:
Fundingproposal
General Projectproposal
ExternalProposals:
Investmentproposal
Sales proposal
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VARIETIES OF REPORTS
F_____ reports: contain formal elementse.g. cover page, table of contents, list of
figures. I______ reports: letters, memos, computer
print outs of sales figures.
But all reports, regardless of length or degree
of formality, provide information needed tomake plans and solve problem.
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LEVEL OF FORMALITY
More formal Less formal
Cover
Title page
Table ofcontents
List of figures
SummaryBodyReferencesAppendices
Title pageTable of
contentsSummaryBody
Intro
Body
ConclusionsRecommendations
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Discussion/Findings
Foreword/Preface
Recommendations
Glossary
Cover sheet Summary/Abstract
Bibliography
Title page
Introduction
Reference list
Appendix
Table of contents
List of figures
Conclusions
14-POINT REPORT
Arrange the 14 elements belowinto the correct order.
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Function: _______________
Contents: As prescribed by TU
1. _________________
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Function: _____________________
Contents: Title (Business Report on )Names of authors & Student ID
Authority / Request (whom the
report is prepared for)Organisation
Date of submission
2. _________________
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Function: Introduces the reportDiscusses (briefly) methodemployed, scope and limitations
Acknowledges aid
Contents: General orientation about__________ and topic
_______ employedScope definedHelpers named, _______ given,acknowledgements
3. _________________
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Function: Identifies ________ coveredProvides ______ or overall plan
Contents: ______________All sub-headingsAppendices
Glossary
*Use ________________*Make numbering consistent
4. _________________
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Function: Identifies ______________materials used in report
Contents: No of material + _______ +________
E.g.
Figure Details Page
Figure 1 Sales 2000-2011 3
* Use visual material to aid understanding. Place
visual material as close as possible to the text itrefers to.
5. _________________
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Function: Describes briefly ___________of report
Contents: Summarises _____________Gives overview of purpose ofinvestigationShould be ____% of the total
length of report
* A reader must be able to understand majorpoints of the report without having to skim
through the whole report.
6. _________________
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Function: Introduces reader to _________
______________
Contents: Background information:
_____ for doing work, possible
benefits, ________________General make-up of report
7. _________________
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Function: __________ materials in detailand __________________.
Contents: Describes what you did.
Tells what you found detailedpresentation of findings/data.
Analyses, _______________results and discusses
_________________.
8. _________________
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Contents for the assignment August 2012:
Background of the company
Daily operations_____________
Marketing strategies
Communication: internal and external Future plans
____________
8. FINDINGS/DISCUSSION
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Function: ___________ results objectively
Contents: ___________to be drawn fromevidence and analyticaldiscussion, key points andfindings
* Should follow logically from material inDiscussion. No new information should be
presented after Discussion.
9. _________________
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Function: _______________of author(s)drawn from investigation
Contents: Detailed statement of howresults may be applied and whatshould be done
__________________ toovercome _______________
* Should arise out of evidence and conclusions.
10. _________________
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Function: List __________ used duringresearch into topic and writingof the text.
These sources must be fullyreferenced in the text.
Contents: Follow __________________
11. _________________
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Function: ______________: sourcematerial relevant to topic butnot used in compilation ofreport
Contents: Follow Harvard Referencing
System
12. _________________
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Function: Gives supporting data _______or ___________ for the text
Contents: ___________ for important butnon-essential material:e.g. questionnaires, pamphlets,
tables, diagrams, photographs
13. _________________
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Function: Explains difficult ____________
Contents: A list of important technicalterms from the body of text andtheir ______________
14. _________________
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REFERENCES
Bovey, C. & Thill, J. (2012) BusinessCommunication Essentials. 5th ed. New
Jersey: Pearson Prentice Hall.Locker, K.O. (2006) Business andAdministrative Communication. 5th ed.
USA: McGraw Hill-Irwin.Taylor, S. (2005) Communication for
Business: A Practical Approach. 4th ed.
UK: Pearson
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