Business Reports

Informal Business Reports

Drawing Report Conclusions Organization and Structure Informational Reports Report Recommendations

Analytical Report

Tips for Drawing Report Conclusions

Interpret and summarize the findings.
Tell what your findings (collected data) mean.

Relate the conclusions to the report problem.

Focus only on conclusions that help solve the original problem.

Tips for Drawing Report Conclusions

Limit the conclusions to the data presented.
Do not introduce new material.

Be objective.
Avoid exaggerating or manipulating the data to prove a point.

Tips for Drawing Report Conclusions

Use consistent criteria.
In evaluating options, use the same criteria for each alternative.

Enumerate each conclusion.

Number and list each item. Present each conclusion in parallel form.

Tips for Making Report Recommendations

Suggest actions.
What specific procedures can help solve the report problem?

Focus on recommendations that are practical and agreeable.

Suggest feasible actions that would be acceptable to this audience.

Tips for Making Report Recommendations

Present recommendations separately.

Enumerate each in a statement beginning with a verb. Invest two thirds of the income in growth funds.

If requested, describe how the recommendations may be implemented.

Some writers present detailed plans for executing the recommendations.

Conclusions and Recommendations

Conclusion: Survey results show that the biggest student complaint centered on long registration lines.

Recommendation: Begin a registration reservation system in which students sign up for specific registration time slots.

Organizing Information
Reader comprehension, not writer convenience, should govern report organization. Possible methods:

Time
Arrange data by chronology: e.g., 2006, 2007, 2008.

Component
Arrange data by classifications: location, geography, division, product, or part. A report discussing company profits could be organized by each product.

Organizing Information
Importance
Order data from most important to least important, or vice versa.

Criteria
Arrange data by evaluative categories. In a report comparing fax equipment, organize by such areas as price, warranty, speed, print quality, etc.

Convention
Organize data according to prescribed categories. Proposals, for example, are organized by staff, budget, schedule, and so forth.

Structural Cues for Reports

Introductions

Discuss purpose and

significance of report. Preview main points and order of development.

Transitions
however on the contrary therefore moreover

Example of an introduction introducing a report on computer security: This report examines the security of our current computer operations and presents suggestions for improving security. Lax computer security could mean loss of information, loss of business, and damage to our equipment and systems. Because many former employees released during recent downsizing efforts know our systems,major changes must be made. To improve security, I will present three recommendations: (a) begin using smart cards that limit access to our computer system, (b) alter sign-on and log-off procedures, (c) move central computer operations to a more secure area. This opener tells the purpose (examining computer security), describes its significance (loss of information and business, damage to equipment and systems), and outlines how the report is organized (three recommendations). Good openers in effect set up a contract with the reader. The writer promises to cover certain topics in a specified order.

Structural Cues for Reports

Headings

Write short but clear headings. Experiment with wording that

tells who, what, when, where, and why. Include at least one heading per report page.

Structural Cues for Reports

Headings
Balance headings within levels. All headings at a given level should be grammatically similar. For example:

Creating Team Motivation Treating Employees Like Customers (not Employees Should Be Treated Like Customers)

Structural Cues for Reports

Headings
Integrate heading gracefully. Try not to repeat the exact wording from the heading in the following sentence. Also avoid using the heading as an antecedent to a pronoun. For example, avoid: CUSTOMER SURVEYS. These are

CHAPTER, AND PART TITLES Levels REPORT, of Report Headings The title of a report, chapter heading, or major part should be centered in all caps. First-Level Subheading Headings indicating the first level of division are centered and bolded. Whether a report is single-spaced or double-spaced, most writers triple-space (leaving two blank lines) before and double-space (leaving one blank line) after a first-level heading. Second-Level Subheading Headings that divide topics introduced by first-level subheadings are bolded and begin at the left margin. Third-level subheading. Because it is part of the paragraph that follows, a third-level subheading is also called a paragraph subheading. It should appear in boldface print.

Informational Report Content

Introduction

Identify the report and its purpose. Present a brief overview of the reports
organization, especially for longer reports. When readers are unfamiliar with the topic, briefly fill in the background details.

Informational Report Content

Body

Group facts or findings into three to five

roughly equal segments that do not overlap. Organize by time, component, importance, criteria, convention, or some other method. Supply functional or talking heads (at least one per page) to describe each section.

Informational Report Content

Body

Use an informal, conversational writing

style unless a formal tone is expected. Use bullets, numbered and lettered lists, headings, underlined items, and white space to enhance readability.

Informational Report Content

Summary/Conclusion

When necessary, briefly review the

main points and discuss what action will follow. If relevant, express appreciation or describe your willingness to provide further information.

Typical Informational Reports

Periodic or activity reports
Describe production, sales, shipping, service, and other recurring activities.
For example, you must report on the progress of a golf tournament your organization is planning.

Trip, convention, conference reports

Describe an event, summarize three to five main points of interest, itemize expenses, and analyze the events value.

Typical Informational Reports

Progress and interim reports
Explain continuing projects including work completed, work in progress, future activities, and completion date.

Investigative reports
Examine problems and supply facts; provide little analysis.

Analytical Report Content

Introduction

Explain why the report is being written.

For research studies, include the significance, scope, limitations, and methodology of the investigation.

Preview the reports organization. Summarize the conclusions and

recommendations for receptive audiences.

Analytical Report Content

Findings

Discuss the pros and cons of each

alternative. For receptive audiences, consider placing the recommended alternative last. Establish criteria to evaluate alternatives. In yardstick studies create criteria to use in measuring each alternative consistently.

Analytical Report Content

Findings

Support the findings with evidence:

facts, statistics, expert opinion, survey data, and other proof. Use headings, enumerations, lists, tables, and graphics to focus emphasis.

Analytical Report Content

Conclusions/Recommendations

Develop reasonable conclusions that

answer the research question. Justify the conclusions with highlights from the findings.

Make recommendations, if asked. Use

action verbs. Explain needed action.

Typical Short Analytical Reports

Justification/recommendation reports
Make recommendations to management; provide data to solve problems and make decisions, such as buying equipment, changing a procedure, hiring an employee...

Feasibility reports

Analyze problems and predict whether alternatives will be practical or advisable. For example, your company must decide whether to add a child-care facility.

Yardstick reports

Establish criteria and evaluate alternatives by measuring against the yardstick criteria.

DATE: TO:

January 2, 2007

Student Progress Report Cheryl Bryant, Director OAS Recycling Program

Alan Christopher OAS Business Senator

FROM:

SUBJECT: Progress of Recycling Study at South Bay College This report describes the progress of my project with OAS to study the Sun Coast University recycling program and to make recommendations for increasing participation. Background

Although results from the campus recycling program are satisfactory, OAS feels the participation could be increased. As a result, I was asked by OAS to spearhead a campaign to learn more about campus attitudes toward recycling

Student Progress Report (Continued)

and to suggest ways to improve our program. I agreed to collect secondary data by reading periodicals about recycling efforts in other parts of the country. More importantly, I agreed to collect primary data by conducting a campus survey. Work Completed

Thus far I have completed the secondary research, which included using the library and databases to find current articles about recycling programs in other areas. Several references had particularly relevant data that will be useful as I write my report. To collect data from the campus population, my business communication class and I worked out a pilot questionnaire. We

Student Progress Report Ms. Cheryl Bryant Page 2 January 2, 2008 Continued
tried it out on 28 people and then revised it. Then we administered our revised questionnaire to a convenience sample of 220 individuals. Work to Be Completed The questionnaire data must now be tabulated. I plan to work with a committee of three other students in counting questionnaire responses. After making tables and analyzing the data, I will discuss the findings with my class. We will draw conclusions from the findings and discuss ways to improve participation in the recycling program. I think a group discussion is a good way to brainstorm for ideas to improve the program. Because no problems are anticipated, I should be able to integrate the findings, conclusions, and recommendations into a final report to be submitted to you by our January 18 deadline.

Formal reports
Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 12, Slide 31

Preparing Formal Reports

Analyze the report problem and purpose

Develop a problem question

Are customers satisfied with our service?

Develop a purpose statement

The purpose of this report is to investigate customer satisfaction and to recommend areas for improvement.

Preparing Formal Reports

Anticipate the audience and the issues

Consider primary and secondary audiences. (What do they already know? What do they need to know?) Divide the major problem into subproblems for investigation.

Preparing Formal Reports

Prepare a work plan

Include problem and purpose statements. Describe sources and methods of collecting data. Prepare a project outline and work schedule.

Preparing Formal Reports

Collect data

Search secondary sources. Gather primary data.

Preparing Formal Reports

Document data sources

Prepare note cards or separate sheets citing all references (author, date, source, page, and quotation). Use one documentation format consistently.

Preparing Formal Reports

Interpret and organize the data

Arrange the collected data in tables, grids, or outlines that help you visualize relationships and interpret meanings.

Preparing Formal Reports

Prepare the graphics

Make tables, charts, graphs, and illustrations but only if they serve a function. Use graphics to clarify, condense, simplify, or emphasize your data.

Preparing Formal Reports

Compose the first draft

Write the first draft at a computer. Use appropriate headings as well as transitional expressions to guide the reader.

Preparing Formal Reports

Revise and proofread

Revise to eliminate wordiness, ambiguity, and redundancy.

Look for ways to improve readability, such as using bulleted or numbered lists.
Proofread three times: (1) word or sentence meaning, (2) grammar and mechanics, and (3) formatting.

Preparing Formal Reports

Evaluate the product

Ask yourself, Will this report achieve its purpose?

Encourage feedback so that you can improve future reports.

Formal Report Components

Parts of a Formal Report

Prefatory Parts Title page Letter of transmittal Table of contents List of figures Executive summary

Parts of a Formal Report

Body of Report

Introduction or background Discussion of findings Summary, conclusions, recommendations

Supplementary Parts of a Formal Report

Footnotes or endnotes Works cited, references, or bibliography Appendix

Parts of Formal Reports

List of figures Table of contents Letter of transmittal Title page Cover

Bibliography Appendix Recommendations

Conclusions Body

Introduction Executive summary

Generally appear in both formal and informal reports:

Optional in informal reports:

Formal Report Components

Title page

Balance the following lines:

Name of the report in all caps Receivers name, title, and organization Authors name, title, and organization Date submitted

Formal Report Components

Letter or memo of transmittal

Announce the topic and explain who authorized it. Briefly describe the project and preview the conclusions if the reader is supportive. Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

Formal Report Components

Table of contents

Show the beginning page number where each report heading appears in the report.

Connect page numbers and headings with dots.

Formal Report Components

List of illustrations

Include a list of tables, illustrations, or figures.

Place the list on the same page as the table of contents if possible.

Formal Report Components

Executive summary

Summarize the report purpose, findings, conclusions, and recommendations.

Gauge the length of the summary by the length of the report and by the organizations practices.

Formal Report Components

Executive summary

Summarize key points. Look for strategic words and sentences. Prepare an outline with headings. Fill in your outline. Begin with the purpose. Follow the report sequence. Eliminate nonessential details. Control the length.

Formal Report Components

Introduction
Explain the problem motivating the report. Describe the problems background and significance. Clarify the scope and limitations of the report. Consider reviewing relevant literature. Consider describing data sources, methods, and key terms. Close by previewing the reports organization.

Formal Report Components

Body

Discuss, analyze, and interpret the research findings or proposed solution to the problem. Arrange the findings in logical segments that follow your outline. Use clear, descriptive headings.

Formal Report Components

Conclusions and recommendations

Explain what the findings mean in relation to the problem. Make enumerated recommendations, if requested. Suggest actions for solving the problem.

Formal Report Components

Appendix

Include items of interest to some, but not all, readers, such as data-gathering tools like questionnaires.

Formal Report Components

References and bibliography

If footnotes are not provided, list all references in a section called Notes, Works Cited, or References. Optionally, include a bibliography showing all the works cited (and perhaps consulted) arranged alphabetically.

Components in Formal and Informal Reports

Cover Title page Letter of transmittal Table of contents List of figures Executive summary or abstract Introduction Body Conclusions Recommendations Appendix Notes Bibliography

Generally appearing in formal reports (also see Figure 13.4 on p439)

Components in Formal and Informal Reports

Cover Title page Letter of transmittal Table of contents List of figures Executive summary or abstract Introduction Body Conclusions Recommendations Appendix Notes Bibliography

Generally optional in informal reports Generally appearing in informal reports

End
Mary Ellen Guffey, Business Communication: Process and Product, 6e Ch. 11, Slide 60