Report Writing

A report is an orderly and objective communication of factual information that serves some business purpose

Report Objectives
To present the facts in an unbiased manner To seek the truth, regardless of the consequences To use factual information, interpretations, conclusions, and recommendations must be supported by fact or clearly labeled as opinion

Fact vs. Opinion

Factual information is documented and verifiable Example: The room is very warm. The temperature on the wall indicates that it is 85 degrees. Opinion is a perception, an interpretation

Example: Everyone in the room has removed their jackets; therefore, it must be very warm.

Business Purpose
To be classified as a business report, a report must serve some business purpose. This purpose may be to solve a problem. A business report must be specific enough to be meaningful, broad enough to take in variations found in reports.

Functions of Business Reports

Informational- a presentation of facts on a subject Examination- a presentation of facts with analyses and interpretations

Analytical- a presentation of facts with analyses, interpretations, conclusions, and perhaps recommendations.

Business Reports
Formal vs. informal Memorandum, Letter, short, long

Special (one time only), periodic (regular intervals), progress, justification, recommendation.

Word Selection
Dont use Passive voice

Avoid personal pronouns

Use future tense for the proposal, past tense for the completed report Avoid biasness Use impersonal tone

Two Types of Needs for Reports

Businesses need reports for two reasons:
To solve a problem To function properly Reports are assigned in three ways:
by a direct request through standard operating procedures through your initiative

Determining the Problem

Work on a report begins with a study of the problem. The problem may be vaguely defined or complex. Problem clarification is developed by having a thorough knowledge of the subject by gathering information through research (primary and secondary).

Problem Statements
Your problem statement may be:
An infinitive phrase
Example: To determine whether Techron, diesel, or other oil additives are the best solutions for long-term car engine performance.

A question
Example: Is it necessary to add some type of oil additive to a car to prolong the life of a car engine?

A declarative statement
Techron, diesel, and other oil additives will be compared in order to determine which one is best for long-term engine performance.

Determining the Factors

Factors may be subtopics of the main problem, hypothesis, or bases for comparison Factors are the topical breakdowns (variables) of the problem.
Example: Oil additives: Prolong, STP, Brand 3000

Hypotheses (Problem requiring a solution)

Hypotheses are possible explanations or solutions for analyzing a problem. Example: Does it make a difference which oil additive consumers use to ensure a cars optimum engine performance? (problem statement) Increased activity in the oil additive industry has caused higher quality products such as Techron to lead the market. (hypothesis)

Other Sample Problem Statements and Factors

Problem statement: Why have sales declined at the Micro store? Factors: competition, economy, store management, merchandising, internet exposure Hypotheses: Increased activity of competition in the stores trade area has caused a loss in sales. Declining economic activity in the trade area explains the loss in sales. The loss in sales is a result of weak administration and merchandising practices.

Another Sample Problem Statement

To determine whether Y Companys new factory should be located in City A, City B, or City C Factors: Three city characteristics, availability of skilled labor, availability of raw materials, transportation facilities, location desirability, community attitude, tax structure, energy supply.

Now Lets look at each Problem Statement

In the question format, it is important to develop hypotheses in order to test each one objectively. The purpose is to prove or disprove each hypothesis. Use logic and appropriate statistical techniques (quantitative).

In the Infinitive format, the purpose is to gather data for each factor and compare it to the other factors. On the basis of these comparisons, you would develop your decisions. (qualitative)

Research
Secondary (all works in in published format--books, magazines, almanacs, govt documents, journals.) Primary (experiments, observations, surveys, questionnaires, interviews, company records)

Organizational Pattern
Direct-(deductive order)--summaries, conclusions, or recommendations are presented first. All classes that follow a case study format are good. My Business Law class follows a case study method and is good. My Math Class does not follow a case study method and is not good. Indirect (inductive order)--moving from the known to the unknown.

My Business Law class follows a case study method. My Business Law Class is good. Therefore, all classes that follow a case study method are good

Proposal
Purpose of the report Two key elements--to explore/analyze and to determine Problem statement Justification statement Scope (factors, limitations, delimitations) Methods and Techniques of research Audience

Acceptable Proposal arrangements

The Problem: Statement of the problem; its scope and limitations Factors (working hypotheses) or areas of information to be investigated. Background material. Limitations to the investigation (time, money, qualified people, etc.)

Report Parts
1. Prefatory Parts 2. Body

3. Supplementary Parts

Prefatory Parts
Cover Title page (title, prepared by, prepared for, date of completion) Letter of authorization Letter of Transmittal, Foreword, Preface Table of Contents, List of Illustrations Executive Summary

Cover & Title Page

Covers are heavy paper and imprinted with companys name and logo. Report titles are printed on these or glued Title Fly: Plain sheet of paper with only title of the report on it. Title Page: Includes four blocks of information (1) The title of the report, (2) The name, title, and address of the person and organization that organized the report, (3) The name, title, and address of the person and organization that prepared the report, (4)The date of submission

Letter of Authorization & Acceptance

Letter/Memo of authorization is a document requesting that a report to be prepared. It follows the direct request plan and specifies the problem, scope, time and money restrictions, special instructions and due date Letter/Memo of Acceptance acknowledges the assignment to conduct the study, it confirms time and money restrictions and other pertinent details. This document is rarely included in the report.

 Conveys your report to your audience Its style is less formal and would use personal pronouns (you, I, we) and conversational language It appears right before the table of contents It is a good way to handle the concerns of skeptical or hostile audience and address the same. Begins with main idea, officially conveying the reports to the readers and summarizing its purpose. It begins with Here is the report you asked me to prepare on The rest includes about the scope of report, the method used, and the limitations that became apparent.

Letter of Transmittal

Letter of Transmittal
In the middle you may highlight the important sections of the report, make comments on side issues, , give suggestions for follow up studies and offer any details that will help reader and acknowledge help given by others. Concluding para is a note of thanks for giving this opportunity and expression of willingness to discuss the report and an offer to assist with future projects.

Contd.
If the report does not have a synopsis, the letter of transmittal may summarize the major findings, conclusions and recommendations

Table of Content
It indicates in outline form the coverage, sequence and the relative importance of the information in the report. The table of contents is prepared after the other parts of the report have been typed so that the beginning page number of each heading can be shown. List of Illustrations: Some reports refer to all visual aids as illustrations or exhibition. If there is enough space, list of illustrations can be included directly beneath the table of contents

Synopsis or Executive Summary

A synopsis is a brief overview of a reports most important things, designed to give readers a quick preview of the contents, can also be called an abstract. Phrasing of Synopsis can be either informative or descriptive depending on whether the report is in direct or indirect order
In informative synopsis, main points of the reports are presented in the order they appear in text In descriptive synopsis, details of what the report is about is presented

Synopsis or Executive Summary

Executive summary is a fully developed mini version of the report itself. These are more comprehensive than synopsis. Many contain headings, well-developed transitions, and even visual aids. It is organized in the way report is i-e Direct or Indirect. They can deviate from the sequence of material in the remainder of the report.

Report Body
Introduction :
Helps reader follow and information that follows comprehend the

Introduction must state the purpose of the report and the background of the problem In case of comprehensive Executive Summary, Introduction can be brief What is in and whats not going to be covered in the report [Scope]. The scope indicates the reports size and complexity. Background: The historical conditions or factors that led upto the report. This helps understand how the problem developed

Introduction
Must contain a list of hypotheses for you to explore further and prove or disprove [Optional] The Primary and Secondary sources of information used. This section explains how samples were selected, how questionnaire were constructed, what follow up was done, and so on. This section builds readers confidence in the work and in the sources and methods used. Must contain the research methodology Definitions: A brief statement introducing a list of terms and their definitions. Terms may also be defined in the body, explanatory note, or glossary.

Report Body
Body:
Explanations of a problem or opportunity Facts, statistical evidence, and trends Results of studies or investigations Discussion and analysis of potential course of action Advantages and disadvantages, costs, benefits of a particular course of action Procedures and steps for a process Methods and Approaches Criteria for evaluating alternatives and options Conclusions and recommendations Supporting reasons for conclusion and recommendations

 Terminal Section / Conclusion (Summary of findings, conclusions, recommendations) If a report is organized in the direct order, end with a summary of key points and list them in order. If appropriate, briefly restate your conclusions or recommendations In the indirect order, your conclusions or recommendations may be presented for the first time at the end. Ending of short report should One or Two paras. However, long report may have separate sections In case of multiple conclusions, recommendations or actions state in numbered form The findings of this study lead to the following conclusions

Reporting
A researcher paper will be submitted containing an in-depth analysis of all results of the survey. The paper will include graphical illustrations and tables to assist the readers in understanding the results of the surveys. It will consists of the following chapters: 1. Abstract 2. Table of content 3. Introduction 4. Literature Review 5. Dissertation Hypothesis 6. Methodology 7. Collected Data 8. Analysis 9. Conclusion 10. References .

Supplementary Part
Appendix Reference Notes and Bibliography