WRITING BUSINESS

REPORT
Rezwanul Huque Khan, PhD
Professor, IBA
 What is a Report
A document that organizes information on a specific topic, for a particular
audience, and with a clear purpose
❑ An orderly and objective communication of factual information
❑ Always written for a "client“ within or outside the organisation
❑ A common form of workplace communication typically longer than a
page but shorter than a book
❑ Bridges the gap between the readers' background knowledge and their
needs.
 Analysing Your Audience
Why have they asked for a report?
What do they need to know?
How will they use the report?

Know your ‘audience’ and ‘your objective’. Your report has to

highlight those aspects that will induce action from your ‘audience’
 Two Main Categories of Reports
1. Informational report: informs and presents details of events, activities, or
situations without analysis
How movement of Quota System Reform was handled?
What has been done to control COVID attack in Bangladesh?

2. Analytical report: presents information with a comprehensive analysis to

solve problems, evaluate alternatives, or to make recommendations.
Where to build the new factory, Whether to invest on IT, Change in
policy/procedure?? Zero-Corruption Strategy!!
So, the purpose of a report is either to inform or to persuade
 A well-written report…
➢ Gathers relevant information

➢ Evaluates and analyses that information

➢ Organises material in a logical order with a clear structure

➢ Makes appropriate conclusions that are supported by evidence and analysis

➢ Makes practical recommendations where required

 Time Management

➢Allocate time for planning and preparation.

➢ Create a work plan: divide work into specific tasks linked to

deadlines.

➢Be sure to leave time for final proof reading and checking.
 Stages in Report Writing Process

Stage One: Understanding the Stage Five: Writing the report

report brief

Stage Six: Reviewing and

Stage Two: Gathering and selecting redrafting
information

Stage Three: Analysing the material Stage Seven: Presentation

Stage Four: Organising the material

 Stages in Report Writing Process (contd.)

Stage 1: Understanding of report brief (outline of purpose, audience, problem, specific requirements for
format or structure)

Stage 2: Gathering (start by reading relevant literature to widen understanding of topic or issue) and at
the same time selecting information (by assessing its relevance to the report)

Stage 3: Analysing, evaluating, interpreting, drawing logical conclusions from the data, suggesting
solutions or appropriate actions

Stage 4: Organising material to write sections and chapters by grouping together related points
 Stage 5: Writing the Report
▪Introduce the main idea/ key point of the chapter/section/paragraph

▪Explain and expand the idea

▪Present relevant evidence to support your point(s)/arguments

▪Comment on each piece of evidence showing how it relates to and/or supports your
point(s)

▪Conclude your chapter/section/paragraph by either showing its

significance to the report as a whole or making a link to the next
chapter/section/paragraph.
 Take a break
before you review your first
draft.
 Stages in Report Writing Process (contd.)
Stage 6: Reviewing and redrafting--
✓Be prepared to rearrange or rewrite sections.
✓Retain what is important/ relevant, delete what is not.
✓Is there unnecessary repetition? Can you merge sections?

Stage 7: Presentation--Remember, you have only one chance to make a

positive first impression!
 Elements of a Report
Three main categories of elements:

1. Front Matter/ Prefatory Parts: gives the report a formal appearance

2. Body/ Report Proper: presents and analyzes information gathered

3. Back Matter/ Appended Parts: anything that supports the report.

 Front Matter
- Title Fly
- Title Page
- Letter of Transmittal
- Acknowledgement (use formal wording)
- Table of Contents (not needed if report is less than 20 pages)
- List of Illustrations (if a lot of illustrations)
- Executive Summary
 Body
- Introduction
- Review of the Literature
- Methodology
- Text Discussion (Analysis, findings, Discussions)
- Summary
- Conclusions
- Recommendations

- References
 Back Matter

- Appendices
- Bibliography
 Report Structure
Length and formality determine report structure:

i. Long report contains different categories of report parts

ii. Short report (usually between 10 and 20 pages or less) has title page
and report text

iii. For short problems of greater informality- Letter report, memo report
 Progression of Change in Report
High formality
Makeup
1st Title Title Letter Table Executive
Fly Page of of Summary THE REPORT PROPER
Step Trans. Contents
Letter Table Executive
Title
2nd Step Page
of of Summary THE REPORT PROPER
Trans. Contents

Title Table Combination

3rd Step Page of Transmittal/ THE REPORT PROPER
Contents Exec.Sum.

4th Step Title Combination

Transmittal/ THE REPORT PROPER
Page Exec.Sum.

Title
5th Step Page
THE REPORT PROPER

6th Step LETTER REPORT

MEMO
7th Step REPORT
Low formality
 Characteristics of Short Reports
• Consist of Title Page and report text
• Usually used for routine activities/events
• Predominance of direct order (begin with the Conclusion)
• More likely to use personal writing styles (I, we, and you than only the third
person)
• Less need for a structured coherence plan
• Often based on prototypes or make use of printed forms.
 Components in Formal and Informal Reports
Cover/ Title fly
Title page
Letter of transmittal
Table of contents
List of figures
Executive summary or abstract
Generally appearing in
Introduction formal reports
Body
Conclusions
Recommendations
References
Appendix
Bibliography
Components in Formal and Informal Reports
Cover
Title page
Letter of transmittal
Table of contents
List of figures
Generally appearing in
Title page
informal reports
Introduction
Body
Conclusions
Recommendations
Appendix
Notes
 Formal Report Components

Title fly
▪ Contains only report title

◦ Construct titles to make them describe the report precisely

◦ Should cover 5 Ws: who, what, where, when and why. Sometimes how may be
important
◦ For example: you want to analyze the online advertisement campaign by GP in
2021
◦ Who: GP ; What: Advertisement Campaign
◦ Where: on the web; When: 2021
◦ Why: Implied ; How : Not essential

◦ Title: Analyzing GP’s Online Advertising Campaigns in 2021

 Formal Report Components

Title page
▪ Balance the following lines:
◦ Name of the report in all caps

◦ Receiver’s name, title, and organization

◦ Author’s name, title, and organization

◦ Date submitted
 Analyzing of GP’s Online
Advertising Campaigns in 2021
(10-14 spaces)
Prepared for
-----------
------------
(10-14 spaces)
Prepared by
-----------
------------
(4-10 spaces)

Date of report submission

 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.
Letter of Transmittal
MIDWESTERN RESEARCH, INC.
1732 Midday Avenue
Chicago, IL 60607
Telephone: 312.481.2919
April 13, 2005

Mr. W. Norman W. Bigbee

Vice President in Charge of Sales
Allied Distributors, Inc.
3131 Speedall Street
Akron, Ohio 44302
Dear Mr. Bigbee:
Here is the report on the four makes of subcompact automobiles you
asked me to compare last January 3.
To help you in deciding which of the four makes you should buy as
replacements for your fleet, I gathered what I believe to be the most
complete information available. Much of the operating information comes
from your own records. The remaining data are the findings of both
consumer research engineers and professional automotive analysts. Only
my analyses of these data are subjective.
I sincerely hope, Mr. Bigbee, that my analyses will help you in making the
correct decision. I truly appreciate this assignment. And should you need
any assistance in interpreting my analyses, please call on me.
Sincerely,
George W. Franklin
George W. Franklin
Associate Director
i
 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.
 Table of Contents
Part Page
TABLE OF CONTENTS B. Gamma Gives Best Ride....................................……........11
Part Page C. Gamma Is Judged Most Durable........................................11
Executive Summary .................................................................................. iv
1.. THE FLEET REPLACEMNT PROBLEM......................................1 V. RECOMMENDATION OF GAMMA .....................................12
1.1. The Authorization by Vice President Bigbee.............................1
1.2 Problem of Selecting Fleet Replacements..................................1 LIST OF TABLES AND CHARTS
1.3 Reports and Records as Sources of Data...................................2 TABLES
1.4 A Preview to the Presentation ...................................................2 I. ORIGINAL COST OF FOUR BRANDS
OF SUBCOMPACT CARS IN 2005 .........................................3
2. THE MAJOR FACTOR OF COST .................................................2
II. COMPARISON OF REPAIRS AND RELATED LOST
2.1 Initial Costs Favor Beta .............................................................3
WORKING TIME FOR FOUR MAKES OF CARS FOR
2.2 Trade-in Values Show Uniformity ............................................4 TWO YEARS....................................................................….....5
2.3 Operating Costs Are Lowest for Gamma ..................................4 III. COST-PER-MILE ESTIMATE OF OPERATION...................5
2.4 Cost Composite Favors Gamma ...............................................6 IV. LIST OF STANDARD SAFETY FEATURES ..........................7
3. EVALUATION OF SAFETY FEATURES ....................................6 V. COMPARATIVE WEIGHT DISTRIBUTIONS,
BRAKING DISTANCES, AND CORNERING
A. Delta Is Best Equipped with Safety Devices .............................7
ABILITIES.............................................................................….9
B. Acceleration Adds Extra Safety to Delta ...................................8
VI. COMPARATIVE COMFORT AND RIDE .........................….11
C. Weight Distribution Is Best in Alpha and Gamma ...................9
D. Gamma Has Best Braking Quality ..........................................10 CHARTS
4. RIDING COMFORT AND OVERALL CONSTRUCTION ........10 1. Estimated Total Operating Cost.............................................….6
A. Gamma Ranks First in Handling .............................................10 2. Comparison of Acceleration Times........................................….8
 Formal Report Components (Executive Summary)

• The single most important part of a business document or report

• A miniature report that says as much as possible in the fewest words
• Summarises lengthy reports; outlines key ideas, conclusions, and arguments
• Designed to be read alone without the accompanying report
• General rule of thumb: should be about 5% (or up to 10% in some cases) as long
as the primary document
• Must be written in the same order as the longer document
• Should be written last.
Executive Summary
Executive Summary
The recommendation of this study is that Gamma is the best buy for
Allied Distributors, Inc.
Authorized by Mr. Norman W. Bigbee, Vice President, on January 3.
2005, this report is submitted on April 13, 2005. This study gives Allied
Distributors an insight into the problem of replacing the approximately 50
two-year-old subcompact cars in its present sales fleet. The basis for
this recommendation is an analysis of cost, safety, and construction
factors of four models of subcompact cars (Alpha, Beta, Gamma, and
Delta).
The four cars do not show much difference in ownership cost (initial cost
less trade-in allowance after two years). On a per-car basis, Beta costs
least for a two-year period--$3,216. Compared with costs for the other
cars, Beta is $370 under Gamma, $588 under Alpha, and $634 under
Delta. For the entire sales fleet, these differences become more
significant. A purchase of 50 Betas would save $18,500 over Gamma,
$29,400 over Alpha, and $31,700 over Delta.
Operation costs would favor Gamma. Cost per mile for this car is
$0.13970, as compared with $0.14558 for Alpha, $0.14785 for Delta,
and $0.15184 for Beta. The totals of all costs for the 50-car fleet over
the two-year period show Gamma to be least costly at $385,094. In
second place is Alpha, with a cost of $400,208. Third is Delta with
$406,560, and fourth is Beta with a cost of $417,532.
On the qualities that pertain to driving safety, Gamma is again superior
to the other cars. It has the best brakes and is tied with Alpha for the
best weight distribution. It is second in acceleration and is again tied
with Alpha for the number of standard safety devices. Alpha is second
overall in this category, having the second best brakes of the group.
Beta is last because of its poor acceleration and poor brakes.
Construction features and handling abilities place Gamma all by itself. It
scores higher than any other car in every category. Alpha and Delta are
tied for second place. Again Beta is last, having poor steering and
handling qualities.
iv
 Diagram of the Executive Summary in
Indirect and Direct Order

Executive summary I Executive summary

(in indirect order) (in direct order)

I II V
II I
III III II
IV III
V IV
IV

V
Report Proper/Body
 Introduction Checklist
▪ Explain the problem motivating the report
▪ State the aim/objective and purpose
▪ Scope—what is and is not covered
▪ Limitations
▪ Historical background/ Background to your research (Describe the Problem’s background
referring to the literature--what is already known about your topic, and if there are any gaps)
▪ Sources and methods of collecting information
▪ Definitions, abbreviations, and acronyms
▪ Report preview
 State the objectives in one of
three ways.

 Infinitive phrase:
"To measure the effect of online advertising on GP’s sales"

 Question:
"What are the effects of online advertising on GP’s sales ?"

 Declarative statement:
“GP wants to know how online advertising campaign will affect its
sales."
 Preparing Formal Reports

• Analyze the report problem and purpose

• Develop a problem question
REHAB does not know why sales in real state sector is decreasing

• Objective
To investigate the reasons of sales decrease in Real state sector

• Purpose
To offer recommendations to increase sales
 Analysis, Findings and Discussions

✓Analyze, Interpret and Discuss the research findings or proposed

solution to the problem.

✓Arrange the findings in logical segments that follow your outline.

✓Use clear, descriptive headings.

 Interpret the Data
(Advice for avoiding human error)
• Report the facts as they are.

• Do not think that conclusions are always necessary.

• Do not interpret lack of evidence as proof to the contrary.

• Be sure your data is comparable.

• Be sure the data are reliable and representative.

• Make only those claims that your evidence can support.

• Give attention to all important facts.

 Ending of the Report

The ending of the report achieves the report goal.

✓Use a Summary if the goal is to review information.

✓Use a Conclusion if the goal is to reach an answer.

✓Use a Recommendation if the goal is to determine

a desirable action.
 Ending Summary

❖Part of report text

❖Not the same as Executive Summary

❖A summary of major findings that reviews report

highlights only

❖Contains no new information

 Conclusions

❑ Answer to the objective/problem

❑ Follows from the findings and analyses.

 Recommendations

❑ Contains action items that would solve or reduce the problem

❑ Often combined with Conclusions if both sections are short.

 Types of Outline—Basis for Table
of Contents

I. Alphanumeric Outline

II. Decimal Outline

 Alphanumeric Outline
Roman numerals—I II III

Capitalized letters—A B C

Arabic numerals—1 2 3

Lowercase letters—a b c

Further subdivision: Arabic numerals inside parentheses (1) (2) (3),

and then lowercase letters inside parentheses (a) (b) (c)
II.
A.
1.
a.
(1)
(2)
(a)
(b)
b.
2.
a.
b.
B.
 Decimal System
Clearly shows how every level of the outline relates to the larger whole:
1.0 First-level heading
1.1 Second-level heading
1.2. Second-level heading
1.2.1 Third-level heading
1.2.2 Third-level heading
1.2.2.1 Fourth-level
2.0 First-level heading
2.1 Second-level heading
2.2 Second-level heading Etc.
 Wording of Outline
1.Topic heading:
✓ short constructions
✓ frequently consists of one or two words
✓ merely identifies the topic of discussion

3.0 Covid Patients

3.1Dhaka
3.2Chittagong
3.3Rajshahi
4.0 Income
4.1Dhaka
4.2Rajshahi
4.3Chittagong
 Wording of Outline
2.Talking heading (concise, please!):
✓ identifies the subject matter covered
✓ summarizes the material covered

3.0 Growing number of patients signals second wave of Covid

19
3.1 Dhaka leads the nation
3.2 Chittagong has steadiest increase
3.3 Rajshahi maintains status quo
 Wording of Outline

▪ Equal-level headings to be parallel in structure

▪ Variety of expression needed in headings

▪ Subhead coming immediately after a heading—NO!

Point out any violations of grammatical parallelism in the
following subheads of major division of a report.

I. Sporting Good Shows Market Increase

II. Modest Increase in Hardware Volume
III. Automotive Parts Remains Unchanged
IV. Plumbing Supplies Records Slight Decline
 Variety of Expression
Replace monotonous repetitions of words in topic
headings with a variety of words.
Not this:
A. Dhaka Computer Sales
B. Khulna Computer Sales
C. Sylhet Computer Sales
But this:
A. Dhaka Ranks First in Industry Sales
B. Khulna Maintains Second Position
C. Sylhet Posts Third Slot
 Visual Aid
➢Includes tables and figures (graphs and images/diagrams)

➢Does not replace but supplements written material

➢Emphasizes key points by restating information

➢Relieves monotony

➢Encourages meaningful comparisons

 Tables and Figures
Every graphic should be identified with the word "Table", "Figure", or other
appropriate descriptor and have a title (as a phrase):
✓titles of tables appear above the tabular display

✓titles of other types of graphics appear below it

• Headings/titles to be repeated on second and subsequent pages when a table splits

over two or more pages

• Tables to be split at an appropriate place, e.g. just before a new subheading

 Tables and Figures (contd.)

• Each item to be numbered consecutively in order of appearance.

Two methods for numbering:
i. Sequentially throughout the report, e.g.:
1, 2, 3…
ii. Chapter number first, then numbered sequentially within each chapter, e.g.:
Tables in Chapter 1: Table 1.1, Table 1.2, Table 1.3…
Figures in Chapter 10: Figure 10.1, Figure 10.2, Figure 10.3…
 Report Pages
❑ Abbreviations, acronyms, and symbols defined the first time they appear; abbreviation in
additional uses

❑ One-inch margins on all sides of report pages (extra on left for bindings)

❑ 12-point type size

❑ Single-spacing in report body

❑ Each chapter on a new page

❑ Chapter title at the top of the page

 Writing Styles
➢ Objective and impersonal presentation of information
➢ Maintain a consistent time viewpoint.
➢ Use smooth transitions
➢ Make clear if stating own ideas ("A possible solution would be to…")
➢ Profession-specific jargon—to use or not to use
➢ Brevity and conciseness:

KISS--Keep It Simple, Straightforward

ASAP—As Short As Possible
 Impersonal vs. Personal Styles (1 of 2)

Impersonal
The first week of the period was spent on vacation. Work now is
continuing to complete the next annual report. A description of the new
high-temperature technique is the item that has come under
consideration.

Personal
During the first week of the period, I was on vacation. I now am writing a
description of the new high-temperature technique for the next annual
report.
 Impersonal vs. Personal Styles (2 of 2)

Impersonal
The current period has been devoted to becoming familiar with
the new equipment.

Personal
I have spent the current period in becoming familiar with the
new equipment.
 Maintain Logic and Consistency
in Time Viewpoint (1 of 4)

Avoid Illogical Time Shifts

Almost 37 percent of the merchants interviewed favored the Wilson

plan. Only 14 percent of them prefer the Borden plan.
 Maintain Logic and Consistency
in Time Viewpoint (2 of 4)
Consistent Past

Since Dixie Cola was produced and distributed in the South,

there was little difficulty in establishing its identity in that region.

Strong markets were designated as those that required little

or no logical adaptation of commercials. Mississippi, Louisiana,
and Alabama fell in that category.
 Maintain Logic and Consistency
in Time Viewpoint (3 of 4)
Consistent Present

Since Dixie Cola is produced and distributed in the south,

there is little difficulty in establishing its identity in that region.

Strong markets are designated as those that require little or

no local adaptation of commercials. Mississippi, Louisiana, and
Alabama fall in that category.
 Maintain Logic and Consistency in
Time Viewpoint (4 of 4)

Logical Shifts are All Right

Of the merchants interviewed, 54 percent feel that such

legislation is needed. Only 33 percent held this position a scant
three years ago. Current indications are that the number favoring
the bill will be much greater within another three years.
Transitions are Bridges for Moving the
Reader Through Your Report

Transition Transition

Idea Idea Idea Etc.

Use of Transition Words to Relate Paragraphs
End of paragraph . . . which makes these visuals among the simplest to
construct.
Beginning of next Even though the line graphs are simple, three errors commonly
paragraph are made in constructing them. One is the common violation of
zero origin. The Y scale (vertical axis) must . . .
Beginning of next Second is the error of representing both X and Y scales on
paragraph the grid by unequal distances. Any deviation from . . .

Beginning of next A third error concerns the determination of proportions of

paragraph the . . .

End of paragraph . . . clearly is the most economical to operate.

Beginning of next In spite of its economy, the Xerox copier presents a

paragraph major disadvantage. It has the highest breakdown record
of the machines tested. In fact, over the past seven
months. . .
 Transition Though Word Connection
(1 of 2)

Wormy oranges dumped from a passing ship floated ashore in Texas.

Consequently, another battle had to be waged against the
Mediterranean fruit fly.

Transitional elements are essential to understanding. They are the mortar

that hold bricks of thought together.

Before buying plants, be sure you know which varieties are adapted to
your area. Adapted varieties usually are sold by local nurseries.
 Transition Though Word Connection
(2 of 2)

A knowledge of your subject, a familiarity with words, and a

compassion for your reader--all are essential to clear exposition.

In early spring, prepare the soil. After the soil warms, drill the
seed at a rate of ten pounds per acre.