A business report can be defined as an orderly and objective presentation of information that helps in decision making and problem

solving. The report must be orderly so that the reader can locate the needed information quickly. It must be objective because the reader will use the information to make decisions that will affect the health and welfare of the organization. It must present information facts and data. The report must aid in decision making and / or problem solving. It a report fails to do so your entire effort in the making of the report proves to be futile.

Reports vary widely in length, complexity, formality and format. The quality of report process affects the quality of the product. Accuracy is the most important trait of a report. Reports are often a collaborative effort.

Reports are broadly divided into two categories: Business Reports Academic Reports Business Reports may be classified into the following categories on the basis of the purpose of preparation: Routine Reports (progress reports, inspection reports, performance appraisal, periodical reports, etc.) Special Reports (investigation reports, survey/feasibility reports, first information reports, project reports, etc.) Informational Reports Analytical Reports

Always keep in mind the 5 Ws and 1 H : Why What Who When Where How

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Define the problem and the purpose Outline the issues for investigation Prepare a work plan Conduct research, analyze and interpret Draw conclusions

The subject matter should be analyzed logically. The final outcome is assessed. A rough draft for the final outcome is prepared. Rewriting and polishing (proofreading) the rough draft. Final bibliography is prepared. Writing the final draft.

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Preliminary pages Title page showing the heading Contents along with chapter headings and page numbers Preface and acknowledgements Foreword List of tables List of graphs and diagrams Abbreviations

Main Text (a) Summary (b) Introduction Introducing the theme Review of related literature Methodology (c) Results Statistical analysis Testing of hypothesis Conclusions Recommendations
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End Matter (a) Annexure (b) Bibliography (c) Questionnaire (d) Indexing (e) Mathematical derivations (f) Appendices
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Develop thinking Divide narrations into paragraphs Use present tense and active voice Minimize technical language and jargons Use visual aids Objectivity Hiding the respondents identification Rough draft Avoid vague expressions

Title Section. Summary. Give a clear and very concise account of the main points, main conclusions and main recommendations. Keep it very short, a few percent of the total length. Some people, especially senior managers, may not read anything else so write as if it were a stand-alone document. It isn't but for some people it might as well be. Keep it brief and free from jargon so that anyone can understand it and get the main points. Write it last, but do not copy and paste from the report itself; that rarely works well.

Introduction. This is the first part of the report proper. Use it to paint the background to 'the problem' and to show the reader why the report is important to them. Give your terms of reference (if not in the Title Section) and explain how the details that follow are arranged. Write it in plain english. Methodology. List the methodologies used in your research, like if, you interviewed focus groups or consulted research firms. Also, give the reason why you resorted to using a particular methodology.

Main Body. This is the heart of your report, the facts. It will probably have several sections or sub-sections each with its own subtitle. It is unique to your report and will describe what you discovered about 'the problem'. These sections are most likely to be read by experts so you can use some appropriate jargon but explain it as you introduce it. Arrange the information logically, normally putting things in order of priority -- most important first. In fact, follow that advice in every section of your report. You may choose to include a discussion in which you explain the significance of your findings.

Conclusions. Present the logical conclusions of your investigation of 'the problem'. Bring it all together and maybe offer options for the way forward. Many people will read this section. Write it in plain english. If you have included a discussion then this section may be quite short. Recommendations. What do you suggest should be done? Don't be shy; you did the work so state your recommendations in order of priority, and in plain english. Appendices. Put the heavy details here, the information that only specialists are likely to want to see. As a guide, if some detail is essential to your argument then include it in the main body, if it merely supports the argument then it could go in an appendix.

To, Recepients name, Address. Terms of Reference Procedure Findings Recommendations Sign Sign Name Name (Convener / Designation)
I. II. III. IV.

Date

Sign Name

You are the regional manager of a magazine The Youth, for Delhi-NCR. The sales figure of the magazine have seen a steady decline since the month of January (2010). There have been a new competitor in the market for the segment of youth magazines, Gen-Y, but other competitors have been able to withstand the impact. After a detailed research of some 30 small magazine shop owners and of the printing unit of Kiwi Publishing House (P) Ltd.(publishers for The Youth), you find out that the company has not made any increase in the annual expenditure on paper and it involved in purchasing paper in bulk for all the companys publications. Also, from your editing department you are able to find out that due to the ordinary newsprint reputed photographers, artists and writers are reluctant to contribute to The Youth.