Report Writing
Business English and Communications (F-101)
Online class-3
Overview
Report definition
Features
Structures
A business report
Characteristics of business report
Difference between business report and essay
Letter of transmittal
What is report?
A report is a clearly structured document in which the writer identifies and
examines issues, events or findings of an investigation.
Information obtained from research or from undertaking a project is delivered in a
precise, concise writing style organized under a set of headings and sub-headings, which
enable the reader to find data quickly.
Graphs and table can also be used to present data in the body of the report.
It is a systematic presentation of ascertained facts about a specific event / subject.
Report is a summary of findings and recommendations about a particular
matter / problem.
Report is for the guidance of higher authorities including company executives
and directors.
Report facilitates timely decisions and follow up measures.
Features or Characteristics of Report
Complete and Compact Document: Report is a complete and compact written
document giving updated information about a specific problem.
Systematic Presentation of Facts: Report is a systematic presentation of facts,
figures, conclusions and recommendation.
➢ Report writers closely study the problem under investigation and prepare a report after
analyzing all relevant information regarding the problem.
➢ Report is supported by facts and evidence. There is no scope for imagination in a report
which is basically a factual document.
Features or Characteristics of Report
Prepared in Writing: Report are usually in writing. Writing report are useful
for reference purpose. It serves as complete, compact and self-explanatory
document over a long period. Oral reporting is possible in the case of secret and
confidential matters.
Provides Information and Guidance: Report is a valuable document which
gives information and guidance to the management while framing future policies. It
facilitates planning and decision making. Reports are also useful for solving
problem faced by a business enterprise.
Features or Characteristics of Report
Self-explanatory Document: Report is a comprehensive document and covers all
aspects of the subject matter of study. It is a self-explanatory and complete document by
itself.
Acts as a Tool of Internal Communication: Report is an effective tool of
communication between top executives and subordinate staff working in an
organization. If provides feedback to employees and to executives for decision making.
➢ Reports are generally submitted to higher authorities. It is an example of
upward communication.
➢ Similarly, reports are also sent by company executives to the lower levels of management.
➢ This is treated as downward communication.
➢ In additional reports are also sent to shareholder and others connected with the company.
➢ If may be pointed out that report writing / preparation acts as a backbone of any system of
communication.
Features or Characteristics of Report
Acts as Permanent Record: A report serves as a permanent record
relating to certain business matter. It is useful for future reference and
guidance.
Time Consuming and Costly Activity: Report writing is a time
consuming, lengthy and costly activity as it involves collection of facts,
drawing conclusion and making recommendations.
Report Structure
1. Title
should be clear in its wording
It must say exactly what the report is about
Include a subtitle if necessary,
making sure the font size of each subtitle is
smaller than the title
2. Table of Contents
Always leave the Table of Contents page until
the end. You can’t
write a table of contents after knowing page
numbers
if your Body outline already has each of your
section and subsection titles defined, you can
add those to the contents and leave the
numbering for later
Report Structure
3. Summary/Abstract
the summary of the report is best done after you’ve finished writing the report
A summary is a reflection of the entire report.
It must include the purpose, the process and a snippet of the resolution
4. Introduction
In the introduction, state what the report is about and why it has been created
Depending on the length of your report, the introduction is a paragraph to an entire
page long
For example, one paragraph is enough for a social media report introduction
while an entire page would be more suitable for an annual report
Report Structure
5. Body
The body of your report is where all the information is put together
Follow your initial outline to maintain consistent flow in the content creation
Write the body content as sections and subsections
Furthermore, use bullet points and data visualization as visual cues
These will help your audience to better understand the content of your report
6. Conclusion
Close your report with a well-crafted conclusion
Formulate it as a brief summary of what was covered within the report,
Be sure to include a mention to the recommendations section and the resources in the
appendix
Report Structure
7. Recommendations
Craft the recommendations section as a set of actionable steps with smart goals
associated along with possible solutions
This section is irrelevant for school reports or book reports, but is essential in a
business setting
8. Appendices
This is the section where you list all your sources if it’s a research report
You should also add any links that are relevant to the report – or previous reports about
the same topic
A good rule of thumb when creating your appendices is to only add information that is
relevant to the report or that you referenced when writing your report
Use reference annotations inside the report to link to the content in the appendix
What Is A Business Report?
Organizations need accurate, timely, objective and concise information to
make effective decisions.
One way they can obtain such information is from a business report.
This document can be defined as “an organized presentation of information to a
specific audience for the purpose of helping an organization achieve an objective”
(Bowman & Branchaw, 1988, p. 12).
Writing Tips
Brainstorm ideas – Try to come up with a list of examples regarding your topic
for writing.
Free-write – Grab a pen and paper and jot down anything that comes into mind
regarding your topic or subject
Create flow charts – The use of flow charts to show relationships between ideas
for your topic is effective in creating the sequence or the train of thought for each
point to the topic.
Ask the 5 Ws – Ask about the who, what, where, when, and why to the topic or
subject. Answers are sure to help you form the backbone of your literary piece.
Writing Style
Brief writing style
➢Omit needless words
➢Combine sentences
➢Rewrite
➢Example:
• Campus Jewelers’ main objective is to increase sales. Specifically, the
objective is to double sales in the next five years by becoming a more
successful business.
• Campus Jewelers’ objective is to double sales in the next five years.
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Document Design
Use no more than 5 fonts.
Use no more than 5 colors.
Use glossy paper.
Use white space.
Use templates.
Use parallelism.
Avoid double emphasis (repetition of words).
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Characteristics Of Business Report
While business reports share similar characteristics, they also
need to be customized for their particular purpose.
An informal report may be a brief summary
longer reports follow a more complex and formal structure
Characteristics Of Informal Report
Informal reports may feature:
➢letter or memo format
➢minimal use of headings and visual aids
➢personal pronouns and contractions
➢a length from a few paragraphs up to five pages
➢content primarily for internal audiences
Characteristics Of Formal Report
More formal reports however tend to have:
➢ a more standard format organized into separate sections
➢ front and back matter (sections) along with the body of the report
➢ a greater number of headings (including subheadings) and visual aids
➢ third person pronouns and no contractions or slang
➢ a length from five pages to several hundred
➢ content designed for internal and/or external audiences
Difference Between Business Report And Essay
Key Feature Essays Business Reports
1. Purpose Clear a point of view in relation to a Often recommend action to solve a
particular proposition specific problem
2. Format Have introduction, body and conclusion Always have sections clearly divided by
sections that normally do not use numbered headings (and often sub-
headings headings)
3. Structure Use cohesive paragraphs to link ideas Use shorter, more concise paragraphs
rather than list dot-points and dot-points where applicable
Difference Between Business Report And Essay
4. Abstract Typically don’t normally need an Always have an abstract (or executive
abstract as readers read the text summary) as readers are typically ‘time poor’
carefully from start to finish and skim and scan through the text quickly
5. Graphics Rarely use graphics as written Feature graphics (such as tables and graphs)
evidence for supporting main points
6. Writer Are generally the result of individual Are often the result of group work
work
7. Reader Are written for the lecturer/tutor or Are addressed to a specific audience (i.e.
other academic audiences client or manager) established by the topic
Business Report Checklist
Business Report Checklist
Letter of Transmittal
Background
Summarize conclusions and recommendations
Minor problems. Express gratitude (thanks!) those who helped.
Additional research necessary
Thank the reader. Offer to answer questions.
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Sample of business report…
Thank you
