KCP
BUSINESS COMMUNICATION
REPORT WRITING
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 Formal Reports
REPORTS
Informational Report
Analytical 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 Report
Schematic Report
Covering mainly one topic Is used to make requests, pass information.
Deals with a number of related topics.
Is
generally
requested
by
Used for detailed communication.
senior management. Is presented in a particular
format.
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. Recommending
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 writers 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. 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. It is the writers interpretation of the qualitative and quantitative assessments of the findings. Analysis assists reader in determining which relationships are important.
C) Findings
D) Analysis
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. It is the writers suggestion to the reader as to the actions that should be taken to solve the problem.
F) Recommendations
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. 5.
Principle of Brevity: Should be brief enough. 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
