MS 111
BUSINESS
COMMUNICATIO
N REPORT WRITING
Presented By:
025 Anil Gupta
026 Tanvi Jindal
027 Anshul Jain
028 Vipul Singhal (Group
Leader)
029 Vineet Kumar
030 Ishita Dhingra
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?
Management tool for effective decision making.
Detailed examination of a situation or problem, of action
taken, or of the findings of an investigation.
Written in a clear, informative way.
Often drawing conclusions, making recommendations.
Orderly and objective communication of factual
information that serves a business purpose.
Report Writing
Importance of Report writing:
Report writing is central to:
Decision making
Progress reporting
Root cause analysis
Problem solving
MIS
Report writing can be done by an individual or by a team.
Writing a Report
Assembling material Planning the Report
Editing the Report Drafting the Report
Classification of Reports
REPORTS
Informational Analytical
Report Report
Informational Report
Intended to explain something or educate readers.
Focus on data and facts without analysis or
recommendations.
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
recommendations developed are valid.
Body of the report presents all the facts and ends by
presenting a decision or a solution to a problem.
E.g. Technical Reports
Classification of Reports
Styles of Report Writing
Report Writing styles
Letter style Report Schematic Report
Letter Style vs Schematic
Style Report
Letter Style of Schematic Report
Report Deals with a number of
related topics.
Covering mainly one topic
Is generally requested by
Is used to make requests,
senior management.
pass information.
Is presented in a particular
Used for detailed
format.
communi-cation.
Styles of Report Writing
Tips For Effective Report
Writing
While writing a Report, some useful tips are as under:
Simple words and Short Paragraphs
Avoid adverb and adjectives
Avoid emphatic words like very, highly, extremely
Be specific and precise
Never exaggerate
Write to inform and not to impress
Who Writes And Reads
Reports
Generally subordinate to superior.
In specific terms, it depends on purpose of writing it.
Because of constraints, managers delegate this duty
to their subordinates.
E.g. -- a sales manager forecasts sales on the basis of
field representative ‘s report.
Purpose of Report Writing
1. Informing
2. Analyzing 3.
Recommendin
g
Informing
Facts and events surrounding a particular situation.
No attempt is made to analyze or interpret the data or to
draw conclusions or recommend a course of action.
Main interest lies in providing all relevant information,
objectively and accurately.
Purpose of Report Writing
Analyzing
Data in itself is meaningless, so should be played
with to serve the purpose.
Interpret data as per the requirement of problem.
It involves going into depth of problem,
understanding it and coming out with some
solutions.
Purpose of Report Writing
Recommending
Endorsing a specific course of action
After interpretation , suggesting a plan of attack
Recommendation should be based on problem in
question and data gathered and analyzed.
Purpose of Report Writing
Steps Involved in Report
Writing
Planning
Data gathering
Organizing
Analyzing
Drafting
Planning
Define the purpose of report ----
Determine why issue is important
What use of report will be made?
Decide purpose of report and know constraints.
Define the audience for 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.
Trace the sources from where remaining data can
be obtained.
Collect the data actually.
Steps Involved in Report Writing
Organizing the Data
Compiling data in a systematic and logical form.
Organizing data according to problem.
It involves classifying data, tabulating them,
using graphs and other pictorials.
Steps Involved in Report Writing
Analyzing Data
Each bit of data individually and then in conjunction
with other data.
It brings out----
Findings
Alternative solutions and sometimes probable solution
as well
Conclusion.
Steps Involved in Report Writing
Drafting the Report
Consider needs of reader and nature of problem.
Determine length, formality and format of report.
Make sure that report is complete, objective and
credible.
Proofread to ensure it reflects highest standards
of accuracy, thinking and care.
Steps Involved in Report Writing
Essentials of a Good
Report
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.
Parts of Formal
Reports
A Report is divided in three sections:
Preliminary Section
Body of the Report
Supplementary Section
Preliminary Section
A) Title page
Typically contains the title of the report; the writer’s name, title &
department; and the date of submission.
Should indicate the purpose and content of the report.
B) Letter and Memo of Transmittal
It introduces report to the reader. Its like Preface or Foreword.
It may include personal comments or suggestions and any item
worthy of discussion.
Should be concise and subjective.
Parts of Formal Reports
Preliminary Section
(cont.)
C) Table of Contents
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.
Parts of Formal Reports
Body of the Report
A) Introduction
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.
Parts of Formal Reports
Body of the Report
(cont.)
B) Procedures or Methodology
It includes the steps taken in conducting the study.
It allows readers to determine whether all aspects of the problem
were investigated adequately.
C) Findings
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.
D) Analysis
It is the writer’s interpretation of the qualitative and quantitative
assessments of the findings.
Analysis assists reader in determining which relationships are
important.
Parts of Formal Reports
Body of the Report
(cont.)
E) Conclusions
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.
F) Recommendations
It is the writer’s suggestion to the reader as to the actions that
should be taken to solve the problem.
These should develop logically from the findings, analysis and
conclusions of the study.
Parts of Formal Reports
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.
Parts of Formal Reports
Levels of Reports
There are three levels of reports that means a Report can provide:
Information Only:
Sales report and Quarterly reports
Information plus Analysis:
Annual Reports, Audit Reports and Make-good or pay-back reports
Information plus Analysis plus a Recommendation:
Feasibility reports, Justification reports and Problem-solving reports.
Principles of Drafting a
Report
1. Principle of Purpose: Must have a specific and
sound purpose.
2. Principle of Organization: Should be properly
planned and well-organized.
3. Principle of Clarity: Written in Simple Language.
Principles of Drafting a
Report (cont.)
4. Principle of Brevity: Should be brief
enough.
5. Principle of Scheduling: Without
undue burden on staff and with sufficient
time for their preparation.
6. Principle of Cost: Cost should be less
than the benefits.
Presentation of a Report
After the collection of data for the
report comes the stage of presentation
of the data in the report. This stage is
one of the most important stage in
report writing and presentation thereof
as however good the data may be if it
is not presented correctly and the
hardwork put in collecting the data may
go in vain.
Factors to be
considered in
Presenting 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
Errors in Interpreting the
Data
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
Oversimplification of the problem
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
Not being too elaborative
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
Congestion must be
avoided
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
Various Examples 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.
Various Examples of Reports
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 general meetings on whether the final
statements of a company give a 'true and fair view' of
the state of the company's affairs.
Internal auditors are concerned with the segregation of
duties and the internal control of the business for which
they are employed.
Various Examples of Reports
Feasibility Reports
These discuss the practicality, and possibly the
suitability and compatibility of a given project, both
in physical and economic terms.
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.
Various Examples of Reports
Sales Report
It is a salesperson's detailed record of sales calls and
results for a given period; typically, a sales report will
include information such as the sales volume per
product or product line, the number of existing and
new accounts called upon, and the expenses incurred
in making the calls.
Various Examples of Reports
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.
You write progress reports when it takes well over
three or four months to complete a project.
Various Examples of Reports
Directors Report
Financial Report prepared for company directors.
The report is typically prepared on a quarterly and
annual basis.
It includes detailed items such as the accountant's
financial analyses and management
recommendations.
The report is usually unaudited.
Various Examples of Reports
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.
A form of qualitative descriptive research, the case study looks
intensely at an individual or small participant pool, drawing
conclusions only about that participant or group and only in that
specific context.
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.
Various Examples of Reports
