Unit 13

Internal and External

Business CommunicationWriting Business Reports

Unit outline
1.
2.
3.
4.

Characteristics of business reports

Types of Business reports
Format for Business report
Steps in preparing business reports

Characteristics of Business
Reports

Orderly- logical sequence

Objective unbaised
Informative- based on facts
Aids decision making- problem solution
Varied- purpose, length, format, complexity
Upward, downward or lateral
Internal and External
Quality depends on process and accuracy
of data

Types of Business Reports

1. Periodic reports- inform, internal and
external

Routine management reports

Compliance reports
Progress reports

2.Proposals- persuade, internal and external

3.Policies and procedures- inform, internal
4.Situational reports-one time , inform,
analyze and persuade

Format for Business

Reports
Memo format- condensed report
Narrative/ manuscript formatcaption, subheads, summary, e.g.,
proposal
Narrative format with extra partsassist reader understanding, e.g.,
research report

Reports with
Supplementary Parts
1. Preliminary parts

Letter of transmittal- authorization of

report
Title page- purpose of study
Contents page- guide for reader
Executive summary- overview of entire
report

Reports with
Supplementary Parts
2.Body of Reports
Introduction background and
purpose
Problem definition- main issue
Research methodology- research
type, data collection, sample,
questionnaire
Analysis , findings and conclusionsinterpretations of raw data
Recommendations- problem solut

Reports with
Supplementary Parts
3. Annexes- items after body of report
Bibliography/references- information
sources
Appendices- technical/extra
information
Index- list of key terms in report
Glossary- explanation of technical
terms

Steps in report preparation

1. Planning

Type of report
Purpose of report
Problem definition- main issue and sub
issue
Audience analysis
- type of reader
- extent of knowledge and familiarity
- level of interest

Steps in report preparation

2. Selecting method of data collection
Primary and secondary research
3.Collecting and organizing data
Raw data in meaningful form
4.Arriving at a conclusion
Interpretation of data

Steps in Report Preparation

5. Writing the report
Begin after problem solution
Prepare outline and first draft
Proceed from easy to difficult
Set aside uninterrupted writing time
Review and improve content and style
Use techniques of conviction
Objective statement of facts
Views of experts
Documentation/ sources of information

Steps in Report Preparation

5. Writing the report (Contd.)
Use techniques of writing style
Use concrete vs. abstract nouns
Avoid first and second person pronouns
Use tenses correctly
Use transition sentences between
sections
Give complete definition of key terms