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    Business Reports

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    Muji_MS
    The document discusses business reports and their importance. It provides definitions of business reports and notes that they are formal statements used to communicate information and support decision making. The key aspects of an effective business report are outlined as accuracy, clarity, conciseness, relevance, and objectivity. Reports help decision making by allowing more rational and evaluated processes. Various elements, essentials, advantages, and types of business reports are also described.

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    Business Reports

    Uploaded by

    Muji_MS
    13 views27 pages
    The document discusses business reports and their importance. It provides definitions of business reports and notes that they are formal statements used to communicate information and support decision making. The key aspects of an effective business report are outlined as accuracy, clarity, conciseness, relevance, and objectivity. Reports help decision making by allowing more rational and evaluated processes. Various elements, essentials, advantages, and types of business reports are also described.

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    The document discusses business reports and their importance. It provides definitions of business reports and notes that they are formal statements used to communicate information and support decision making. The key aspects of an effective business report are outlined as accuracy, clarity, conciseness, relevance, and objectivity. Reports help decision making by allowing more rational and evaluated processes. Various elements, essentials, advantages, and types of business reports are also described.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    13 views27 pages

    Business Reports

    Uploaded by

    Muji_MS
    The document discusses business reports and their importance. It provides definitions of business reports and notes that they are formal statements used to communicate information and support decision making. The key aspects of an effective business report are outlined as accuracy, clarity, conciseness, relevance, and objectivity. Reports help decision making by allowing more rational and evaluated processes. Various elements, essentials, advantages, and types of business reports are also described.

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    of 27

    Business Reports

    Presenter Mr. Iftikhar Ahmad


    0300-4466062
    Business Reports
    Business Report is a formal statement of the
    results of an investigation or of any matter on which
    definite information is required, made by some
    person or body instructed or required to do
    so.Reports help in Decision Making with more
    rational and evaluated process. Probably the best
    overview of reports can be obtained by grouping and
    describing them according to purpose and format &
    style.
    Business Reports
    Elements of effective report writing
    Accuracy
    Clarity
    Concise
    Relevant
    Objectivity
    Business Reports
    Why are reports so important?
    Major channel for the communication
    of information
    Part of a business everyday work
    Tool for decision making
    What is a good report?
    A good report should be one, which
    effectively conveys, what the outcome of
    the project is or what the writer wants to
    say.
    Business Reports
    The essentials of a good report are as follows:
    are written in powerful and convincing style to
    facilitate the decision makers
    cover all possible aspects of information required
    Create motivation among readers
    Provide all statistical data with the use of graphs,
    and other aids.
    Supported with supplementary and prefatory parts
    Are well structured with introduction, body and
    close.
    Advantages of Writing Business Reports
    Adequate time to comprehend the issues
    No wastage of time on discussions as in
    meetings
    presented objectively and impartially
    is formal and impersonal without emotive
    surges or conflicts
    REPORTS
    Reports are written in three steps to remain focused and
    comprehensive.
    PLAN
    Analyze the
    situation
    Gather
    Information
    Select the right
    medium
    Organize the
    information
    WRITE
    Adapt to your
    audience
    Compose the
    message
    COMPLETE
    Revise the
    message
    produce the
    message
    Proof read the
    message
    Distribute the
    message
    Business Reports
    Prefatory
    Cover : The title of the report
    Title : Title that tells about the subject
    Letter of Authorization: Name of the individual who authorised the
    report
    Letter of Acceptance :
    Letter of Transmittal
    Table of Contents
    List of Illustrations
    Synopsis or Summary
    Business Reports
    Title Page: A report title page should indicate briefly
    and clearly what the report covers. It should:
    Cover 5 Ws for the best analysis
    Consider a suitable, often indicated with a colon. (:)
    Be short with in eight to ten words and try to omit
    articles-the ,a and an.
    Avoid titles that are vague, or extremely short
    Eliminate judgement errors
    Business Reports
    Table of contents: It should be prepared in
    the last after you have assigned the
    headings and final page numbers. Place it
    just before the report body, being sure that
    all headings parallel those in the text. Try to
    limit only to second degree of heading in
    the table of contents. You may include a
    supplementary table or list of visuals if you
    see many statistical and figures.
    Business Reports
    Table of table (illustrations) : The long
    report will include illustrations, statistical
    data, clarifying end notes, visuals, even
    bibliographic citations.
    Business Reports
    Text of the parts
    Introduction
    Body
    Summary
    Conclusions
    Recommendations
    Notes
    Business Reports
    Supplementary
    Appendices
    Bibliography
    Index
    Glossary
    Business Reports
    Supplementary
    Glossary
    Define all terms that unfamiliar to a meaning in your in
    the table of report
    List your glossary and its first page number in the table
    of contents
    List all terms in alphabetical order. Underline each term
    and use a colon to separate it from its single-spaced
    definition
    Define only terms that need it.
    Business Reports
    Supplementary
    Appendix
    Statistical or measurements
    Maps
    Complex formulas
    Long quotations
    Photographs
    Related correspondence (letters of inquiry etc)
    Texts of law, regulations etc.
    Business Reports
    Supplementary
    Index
    The index lists topics alphabetically and guides
    the readers to various places that discuss certain
    topics
    Bibliography: Not a part of business reports
    Business Reports
    Types:
    Formal or Informal
    Special reports
    Business Reports
    Informational Reports
    Offer data, facts, feedback, and other types of information
    without analysis and recommendations.
    Reports to control and monitor operation: include plans
    and operating reports, personal activity reports.
    Reports on implementation of policies and procedures:
    Communicate organizational rules and positions (guidelines,
    position papers
    Reports to demonstrate compliance:
    Provide information to show regulators that the company
    meets formal requirements
    Progress reports: Provides managers or customers with
    information on project status
    Business Reports
    Analytical Reports
    Offer information and analysis and recommendations.
    Reports to assess opportunities: include market Analysis or
    due diligence reports. Explains the risk and rewards of any
    course of action.
    Reports to solve problem: include trobule shooting and
    failure analysis reports.
    Reports to support decisions: include justification and
    FEASIBILITY REPORTS.
    Your manager would like your views on the use of flexible working hours in your company. You are to
    write him a report considering the advantages and disadvantages to all concerned and give your
    conclusion. Compose a plan for this report.
    1. Introduction
    2. Effects
    2.1 Staff
    (a) Advantages
    (b) Disadvatnage
    3. Management
    (a) Advantages
    (b) Disadvantage
    4. Customers
    (a) Advantages
    (b) Disadvatnage
    5. Conclusion
    Format
    Style No 1
    To: Chief Executive Officer Ref: 77 DSP-23BC
    From: Human Resource Manager Date: 20 August, 2005.
    Subject: Staff Motivation
    Style No 2
    To : Chief Executive Officer
    From : Human Resource Manager
    Date : 20 August, 2005.
    Subject : Staff Motivation
    Memo Report
    Style No 1
    To: Chief Executive Officer Ref: 77 DSP-23BC
    From: Human Resource Manager Date: 20 August, 2005.
    Subject: Staff Motivation
    1. Introduction
    2. Methodology
    3. Findings
    4. Recommendations & Conclusions
    Memo Report
    Informational Report
    To: Chief Executive Officer Ref: 77 DSP-23BC
    From: Human Resource Manager Date: 20 August, 2005.
    Subject: Staff Motivation
    1. Introduction
    2. Methodology
    3. Findings
    4. Conclusions
    Memo Report
    Analytical Report
    To: Chief Executive Officer Ref: 77 DSP-23BC
    From: Human Resource Manager Date: 20 August, 2005.
    Subject: Staff Motivation
    1. Introduction
    2. Methodology
    3. Findings
    4. Recommendations & Conclusions
    Memo Report
    Ref: 77 DSP-23BC
    20 August, 2005.
    Miss Hafsa Ahmad
    Chief Executive Officer
    Rehman Chemicals, 34 Industrial Area
    Lahore
    Dear Madam
    Staff Motivation
    Introduction, Methodology, Findings, Recommendations &
    Conclusions (Format vary as per contents that changes on situations)
    Letter Report
    Letter Report
    Decline in sales
    Internal reasons
    Poor communication
    ineffective strategies
    untrained staff
    poor control and
    review
    absence of motivation
    External reasons
    High
    competition
    New entrants
    No market analysis
    pitiable advertisements
    and promotions
    substitute products
    and price issues
    quality issues
    non compliance to the
    law

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