Business Report Writing

Formal Reports
 Structure of a Report

High 1st Title Fly Title Letter of Table of Executive Report

Level Page Transmittal Contents Summary Proper

2nd Title Letter of Table of Executive Report

Level Page Transmittal Contents Summary Proper

3rd Title Table of Transmittal, Report

Formality

Level Page Contents Summary Proper

4th Title Transmittal, Report
Level Page Summary Proper
5th Title Report Proper
Level Page

6th Letter Report

Level
7th E-mail
Low Level Report
Forms of Shorter Report

Short Report: Direct order such as presenting

concluding remarks and recommendation first.

Letter Report: It is used to transmit the

message to a person outside the organization.
 The length is usually three or four pages.
 Letter report with “Direct order”, a subject line is
appropriate.

Email Report: Email reports tend to be more

formal and factual.
Letter Report
Types of Short Reports

Routine Operational Report: These reports

keep others informed about company/department
operations.

Progress Report: These reports focus on the

progress toward a goal and/or a task.
 May also include problems encountered, and
projections.
 Can be internal or external.

Problem-Solving Report: These reports provide

direction about “What to do” if a problem arises.
Problem-Solving
Report
Types of Short Reports (Contd.)

Audit Report: These reports are prepared to

hold an organization accountable to certain
standards as prescribed by some regulatory
bodies.
 Both internal and external auditors can write these
reports.

Meeting Minutes: These reports record activities

and decisions of a group meeting.
 Can include who will do what, when, where, and how.
Meeting Minutes
Preliminary Body Closing Items
Items Items
 Place and time of
 Name of the  Approval of next meeting
Company previous meeting
 Notation of the
minutes
 Type of meeting meeting’s ending
 Meeting time
 Place, date, and
announcements
time  Name and
 Reports on signature of the
 Name of the
previous and new person responsible
participants (to
matters for preparing the
determine if a
minutes
quorum is present)
 Name of those
absent
Meeting Minutes
Structure of a Long, Formal Report

Any long and formal business report has three

essential parts –

The Prefatory Part: This part includes the

introductory issues of the report.

The Report Proper: This part covers the main

issues and purposes of the report in detail.

Appended Part: This part includes the additional

information that might be important for the
reader.
Components and Formality

Type of
Report
Audience

Length
Report
Needs

Prefatory Supplementary
Report Proper
Parts Parts

Type of
Company
The Prefatory Part

The logical sequence of the contents of the

prefatory part is –
 Title fly
 Title page
 Authorization message/letter
 Transmittal message/letter, Preface/Foreword
 Table of Contents
 List of Illustrations/Figures
 Executive Summary
The Prefatory Part

Title Fly
It is the opening page of the report stating only the
title of the report.
The title should answer the five Ws –
Who: Company, department, sub-unit, person.
What: HR Training, Investment Plan, Sales Analysis
Where: Dhaka, Rajshahi, Netrokhona
When: Year, Month, Quarter, Week
Why: Process Improvement, Investment Decision
The Prefatory Part (Continued)

Title Page
Title page includes the title of the report,
identification of the reader and the sender, and
date of submission.

Authorization Message
The written message attached after to title page in
order to show the authorization of the research
source.
Title Page
Authorization Letter
The Prefatory Part (Continued)

Transmittal Message/Letter
 The transmittal message pass on the report from
the sender to the reader.
 Transmittal message should be delivered directly
without much explanation.
 Suggestions about follow-up studies, advise
about limitations of the report; etc can be added
here.
 This message can be presented using personal
pronouns (you, I, we) or in conversational style.
Transmittal Letter
The Prefatory Part (Continued)

Table of Contents
This table is the report outline with page numbers
that previews the structure and contents of the
report.
It lists some issues under the prefatory part (i.e.
executive summary).

List of Illustrations/Figures
This list shows the locations of figures (i.e. charts,
graphs) and pictures in the report.
Table of Contents
The Prefatory Part (Continued)

Executive Summary
Alternative names include synopsis, abstract,
epitome, précis, digest.

 Stating all the major parts and findings of the

report with word economy.
 Stating all the suggestions (if any) in brief.
 Using either indirect order (introduction, body,
conclusion) or direct order by opening with major
findings and recommendations.
Executive Summary
The Report Proper
Introduction
 Origin of the Report
 Problem and Purpose
 Scope of the Report
 Background of the Report
 Methodology
 Definitions, and Acronyms
 Report Preview
 Limitations
The Ending Part
 Ending Summary
The Report Body  Conclusions
 Recommendations
Comprises of the
information, analysis,
and results Appended Parts
 Appendix
 Bibliography
The Report Proper

Introduction

Origin: It reviews the authorization and presents such facts

as when, how, and by whom the report was authorized.

Problem and Purpose: A problem statement is what the

report seeks to do, and the situation it addresses.
Purpose is also termed as Objective, Aim, Goal alternatively.
It states the reason for the report.

Scope: It states the boundaries of the report and clearly

defines what is and is not included in the report.
The Report Proper (Continued)
Introduction

Background: It gives a clear indication about how the

problem has developed and what has been done about it. It
shows the past investigations about the problem, and what
still needs to be done.

Methodology: It covers the technique that has been used to

collect the required data –
 Sources of data
 Type of data
 Survey design
 Techniques of data analysis
The Report Proper (Continued)
Introduction

Definitions, and Acronyms: It defines unfamiliar words, and

key terms of the report. These can be done within the text
as footnotes or in a separate part.

Report Preview: It explains the route of the report by

explaining the reason/s for following this route. It is the
summary of how the report has been structured.

Limitations: It sates the obstacles or problems that the

writer faced at the time of data collection and report
preparation.
The Report Proper

The Ending Part

Ending Summary: It presents the key or major findings of
the report without interpretations and/or analyses. Any new
issue/s can not be added in this section.

Conclusions: If there is a single problem, the conclusion

reviews the preceding information, analyses, and finally
answers.
In case of multiple goals, separate sections can be added.

Recommendations: It includes the course of action that

needs to follow to overcome the current problem.
The Report Proper

The Appended Parts

Appendix: It covers the supplementary information that
supports the body of the report. It usually includes –
 Questionnaire
 Working papers
 Summary tables
 Additional references
 Other reports

Bibliography: It includes a list of publications used in the

report. It is also alternatively known as Reference.
Organizing the Report

Organizing a report deals with the preparation of

an outline, which helps to group and order the
information and distinguish main points from the
supporting points.

A report can be outlined based on –

 Conventional System
Or
 Decimal System
Organizing the Report (Contd.)

Conventional System
Uses Roman numerals to show the major
headings and Alphabets and Arabic numbers to
show the subheadings, or lesser headings.

I. First-level heading
A. Second level
1. Third level, first part
2. Third level, second part
Organizing the Report (Contd.)

Decimal System
Uses Whole numbers to show the major headings
or sections. Decimals follow the whole number to
indicate each of the subsections in the outline.

1.0 First-level heading

1.1 Second level
1.1.1 Third level, first part
1.1.2 Third level, second part
Proposals
Proposals

Proposals are written to persuade reader to

take a decision in favor of the
writer/sender.

Proposals are usually –

 Internal VS External
 Solicited VS Unsolicited
Proposal Format & Contents

Format & Formality

 Small proposals resemble email report.
 Internal proposal are less formal.
Requested proposals need to follow the requirements
as prescribed in the request.

Content
 Contents must be persuasive in tone.
 Focusing on readers interest and needs
Proposal Format & Contents (Contd.)

Reader’s evaluate a proposal on three evaluative

criteria:

Desirability of the solution (Do we need this? Will

it solve our problem?)
Qualifications of the sender (Can the author of the
proposal really deliver on time and on budget?)
Return on Investment (Is the expense, whether
time or money, justified?)
Contents of a Proposal

Writer’s purpose and the reader’s need: Stating

the writer’s purpose and the reader’s need. The
statement of the problem should be stated clearly.

Background: Reviewing the background

information relating to the statement of the
problem.

Need: Stating the need for what is being

proposed.

Description of Plan: Stating the description of

what the writer wants/proposes to do.
Contents of a Proposal (Continued)

Benefits of the Proposal: Adding a brief statement

of benefits at the front of your proposal.

Particulars: Stating the schedules, costs,

performance standards, means of appraising
performance, equipment, human resources; etc.

Evidence of Ability to Deliver: Presenting

information that shows experience and expertise.

Concluding Comments: Adding a summary of

proposal, suggestions, and concluding remarks.
Preparatory Parts

Executive Summary
List of Illustrations
Table of Contents
Letter of Transmittal
RFP
Title Page
Title Fly
Cover
Proposal Introduction

Report Organization

Scope

Solution

Background or Statement
of the Problem
Proposal Body

Costs

Statement of Qualifications

Work Plan

Proposed Approach
(Research design,
work statement)
End of Issue