Topic

10

Business Reports

LEARNING OUTCOMES
By the end of this topic, you should be able to: 1. Describe the format and layout of short and long reports; 2. Organise information so as to write good reports; 3. Differentiate between different types of short reports; 4. Explain the need for good presentation in long reports; 5. Use prepositions in context; and 6. Use adjectives, adjectival phrases, adverbs and adverbials appropriately in reports.

INTRODUCTION
This topic introduces you to several activities related to business report writing. It outlines the salient features of both short and long reports including the layout, format and content. In addition, the topic also presents exercises on the use of prepositions, adjectives and adverbs which will assist you in writing effective reports.

10.1

PLANNING AND WRITING REPORTS

Planning and writing reports are important skills expected of most working adults. Usually, we write reports when asked to by our boss or superior. It is important to remember that there are several types of reports. These can be long or short, formal or informal. Reports can serve various purposes some inform, some provide background information about something, and some make recommendations or suggest a course of action.

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10.2

LAYOUT OF SHORT REPORTS

The aim of a short report is to place information on a page in such a way that the information is easily seen and understood at a glance. A good short report should contain the following characteristics: A clear indication of your purpose; Accurate and objective information; A suitable ordering of information; and Appropriate formatting. In a short report, ordering of information is important. Usually, this means highlighting the main points and leading the reader to a logical conclusion. A direct approach is recommended when the reader is familiar with the situation but an indirect ordering is acceptable when the reader is unfamiliar with the situation, or likely to resist a proposal for changes, or if the report contains bad news. The format for short reports varies, depending on the kind of information being conveyed. This topic, however, focuses on three short report formats commonly adopted at the workplace the formal report, letter and memo. The letter and memo formats have been discussed in Topics 6 and 8 respectively, so the discussion here will focus only on the formal report. A formal report comprises: A title page containing the title of the report, the recipients name, his/her position and/or organisation, the writers name and position (and organisation if appropriate) and the date; An introduction; Sections with headings in the body; Conclusion; Recommendations (if any); and Attachments (if they contain useful information).

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A sample title page is given in Activity 10.1.

ACTIVITY 10.1
Study this sample of a title page in a formal report and use the checklist to note the information found on the title page. Sample title page of a formal report
RECOMMENDATIONS FOR DEPRECIATING MACHINERY Prepared for Henry Tan, Director Speed Construction 35-37, Jalan Taman Overseas 25000 Kuantan By Gerald Nathan, CPA Kassim and Chong Accounting Services 300 Jalan Selat Baru 25300 Kuantan 4 October 2010

Checklist:
Title page Title of report Recipients name position organisation Details ( )

Writers name position

Date

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10.3
(a) (b) (c)

TYPES OF SHORT REPORTS

There are three widely used types of short reports: Justification report; Progress report (and completion report); and Periodic report.

Sometimes, descriptive headings are used to guide the reader through these reports.

10.3.1

Justification Report

This report highlights a course of action or idea, and then presents evidence to support why something should, or has been done. Basically, the format is as follows: Introduction action. Body Presents purpose of report and describes proposal / course of

Describes the present situation, need for change, costs and benefits. Evaluates changes and provides recommendations.

Conclusion

10.3.2

Progress Report

This report provides information on the progress of a project and forecasts future development. Introduction Identifies the reports purpose with a subject line and describes the current status of the project. Body Presents positive features of the operation, describes problems that arose and how they were solved, and includes schedule and costs. Conclusion Points to the future.

10.3.3

Periodic Report

This report keeps management informed at regular intervals by providing information on some aspect of the organisations operations over a specific period. Introduction Identifies the reports purpose with a subject line and then presents relevant facts and figures.

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Body

Presents objective information on achievements and problems.

Conclusion Summarises the findings and closes with a recommendation if appropriate.

ACTIVITY 10.2
1. Refer back to the outlines of the justification, progress and periodic reports. (a) Do the reports include recommendations at the end? Why? (b) In each case, do you think the report was written upon request or as a regular exercise? Now, read the sample justification report below and answer the questions that follow.
To: From: Date: Subject: Sinnathamby M., General Manager Charlotte Soong, Head of Research 21 June 2010 Appointment of Ms Norlaila Yakub to the position of Laboratory Supervisor

2.

Ms Norlaila was appointed to the position of Laboratory Supervisor on 20 May 2010 because she was clearly the best applicant for the position, even though several of the other applicants were more experienced and had greater seniority. During the interviews, we shortlisted three applicants: Ms Norlaila Yakub, Mr Edward Lee and Mr Idrus Mohd Ngah. All three were equally well trained at a technical level and seemed equally diligent and productive. Ms Norlaila, however, was the only applicant who had pursued further studies. She has completed a special course on the ACOL computer analysis system which we propose to buy next year and she has completed the first two years of a management diploma. These extra studies exactly fit Ms Norlaila for the new position. Furthermore, she impressed us during the interview with her communication skills and understanding of her colleagues. In her annual appraisal for the last three years, she scored higher than any other applicant in communication skills, interpersonal relationships and leadership. From the above, it can be seen that Ms Norlailas promotion was not based on any discrimination against her male counterparts. If she had simply been as good as the other applicants, her promotion would have been justified in terms of the companys affirmative action policy. But in this case, Ms Norlaila was promoted on the grounds of superior abilities.

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(i) (ii)

What does the subject line contain? What is the purpose of the report mentioned in the introduction/opening paragraph?

(iii) What are the justifications given for Ms Norlailas appointment? (iv) How does the concluding paragraph support the decision? (v) Evaluate the justification report. Is it effective in achieving its purpose?

10.4

PREPOSITIONS

Prepositions may be defined as any word or group of words that relate a noun or pronoun to another word in the sentence. Imagine you have two nouns: report and supervisor. How many ways can you connect the two nouns to express ideas? The report about the manager The report by the manager The report for the manager The report in front of the manager The words in bold relate two nouns to each other. These relationship words are called prepositions. However, it can sometimes be difficult to know what preposition comes after a noun or a verb so it is good to familiarise yourself with some of them. Look at the following examples. Note how the prepositions connect the two nouns. The prepositions are underlined.

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Some common prepositions are shown in Table 10.1.

Table 10.1: Common Prepositions about above across after against along among around at before behind below beneath beside besides between beyond by despite down during for from in into like near of off on out over since through throughout till to toward(s) under until up upon with within without

An important element of English sentences is the prepositional phrase. This consists of a preposition (PREP) and its object (O). The object of a preposition is a noun or pronoun. Table 10.2 provides examples of prepositional phrases.
Table 10.2: Prepositional Phrases the alternative to job cuts attention to detail an application for a grant a cheque for RM3,500.00 the return on investment interest in my idea a need for change an order for goods a fall of 4% value for money a rise in prices a rise of 5% the solution to the problem the reason for the change a vote of confidence

ACTIVITY 10.3
Read the sample justification report given in Activity 10.2. Identify the prepositions used in paragraphs 2 and 3. Use these prepositions in sentences of your own. The following are exercises to help you further understand the topic.

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ACTIVITY 10.4
Read the following periodic report and answer the questions below.
To: From: Date: Subject: David Tham, Plant Manager Mohd Azman bin Che Wan, Personnel Manager 23 February 2010 Monthly Absenteeism Report

Overview The absenteeism rate for January was 6%, an improvement of 1.5% over January last year. For the last 12 months, the mean rate of absence has been 6.8%. Breakdown of absences by shift and department *Medical certificates produced per department Shift 1st 2nd 3rd Assembly 8 of 202 10 of 202 19 of 200 Production 1 of 28 2 of 28 N/A Transportation 1 of 20 2 of 20 1 of 10

Success of notification drive Supervisors are now urging their staff to phone in when they are not able to come to work. Here is a breakdown of notifications. Shift 1st 2nd 3rd Assembly 6 of 8 10 of 10 12 of 19 Production 0 of 1 0 of 2 Transportation 0 of 1 2 of 2

At this stage, it would appear that many staff are letting their supervisors know when they are unable to work. Occasional reminders from supervisors may be necessary to make this an ingrained habit for all staff. BH

(a) (b) (c)

Is the report prepared at regular intervals? What is the frequency? Which part of the report contains the purpose of the report? What is the current status of the problem?

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(d)

Which of the following can be found in the body of the report? Statistics of current situation Statistics of previous period Positive features of recommendation Problems incurred Measures taken to solve problem Report on the day-to-day implementation Summary report on the results of implementation Costs involved

(e)

Does the conclusion make a recommendation, point to the future or both?

ACTIVITY 10.5
Fill the gaps in these sentences with a suitable verb or noun + preposition from the list given in the box. You may need to change the verb form so that the sentence is grammatically correct. The first one has been done for you.
account for based on advertise for benefit from apply to bid for approve of blame for backlog of bring up

(a)

In the middle of the meeting, our client brought up the subject of compensation. All reports need to be carefully written and above all The managing director recommendations. was very satisfied; he facts. my

(b) (c)

(d)

If we want to fill the post, we will have to technician. The clerk managed to

___a qualified

(e) (f)

the two missing packages. the manager within.

Computer operators wanted. Please

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(g) The whole company is going to (h) (i) (j) The management and the workers

the China experience. each other the strike. orders.

The clerks had to work long after five to deal with the Our agent the fire.

RM2,000 to replace the merchandise destroyed in

ACTIVITY 10.6
The following report was written by a student who had a work stint with a large accounting firm during the holidays. The student has been asked to write a progress report on his studies because his employment during the next holiday depends on the successful completion of his coursework. His studies have also been interrupted due to illness. 1. Read the report and write the sub-headings in the appropriate space numbered (1) to (4).
Overview Second Semester Conclusion First Semester

2.

Complete the body of the report by correctly filling the spaces (a) to (i) with the words provided in the box.
during available for in in at from periods of in of

SS3/21, Taman SEA 46100 Petaling Jaya Selangor 20 December 2010 Mr Kenneth Au Student Coordinator Human Resources Department DLloyds Accounting Consultants 53050 Kuala Lumpur Dear Mr Au, (1) ___________ By the end (a)__________November 2010, I had completed 24 credits of the Bachelor of Business at Open University Malaysia. There are 28 credits (b)__________this course.

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(2)_________ (c)________March, I was diagnosed as having hepatitis and consequently was granted leave of absence for the first semester. (d)_________this time I undertook some study-related reading but was too ill to maintain extended (e)_________concentration. (3)_________ In the second semester, I enrolled (f)________Financial Accounting, Management of Organisational Performance, International Accounting and Accounting Systems. For these, I received a credit, distinction, credit and pass respectively. Many of these subjects contain a practical component which I believe will be very useful in my work with DLloyds. (4)_________ With only another four subjects to complete the course, I expect to gain the Bachelor of Business by June 2011. These subjects are Strategic Financial Accounting, International Trade, Strategic Management and Strategic Information Systems. My health is excellent and I will be (g)_________work from 3 January 2011. Please call me (h)_________63505021 to let me know if holiday work is available this year. I look forward to hearing (i)_________you. Yours sincerely,

Catherine Lim

10.5

WRITING LONG REPORTS

Formal reports are major documents written to provide comprehensive information and expert opinions. They are written for specific purposes, for example, to investigate the suitability of a particular site or to analyse achievements over a set period. They are therefore usually long and require careful organising. At the writing stage of preparing a long report, your first task is to produce the main text the part which contains an introduction to the findings, the body of your findings, your conclusions and recommendations. You will later need to prepare additional parts which can appear either before or after the main text. Details about each of these additional parts and a suggested writing sequence are given below.

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10.5.1
(a) (b) (c) (d) (e) (f) (g) (h) (i) (j)

Sequencing a Long Report

The following is the sequence to follow when writing a long report: Develop an outline with main headings and sub-headings; Begin with the purpose statement and introduction; Write the main body of the report; Draw conclusions from the information you have presented in the body of the report and relate it to the purpose; Write the conclusions, then your recommendations; Optional Prepare the preface, abstract, synopsis or executive summary after presenting facts and findings; Include a list of references (bibliography) if you include researched material in your report; Include a table of contents and a table of graphics (diagrams, charts, graphs). Each item is to be placed in the order it appears; Write the letter of transmittal; and Prepare the title page to complete the report.

10.5.2

Presentation

Presentation is the arrangement of information on a page. It gives the reader an initial impression of your organisation, so it is important that sufficient attention be paid to the layout if you wish to project a professional image. The presentation of information in letters, memos, faxes and reports follows set conventional rules. However, there is some degree of flexibility allowed, depending on the formality of the communication. What is most important is the content, which has to be set out clearly and well spaced. The following are techniques you can use to make the presentation of information in your document more impactful. Headings Underlining Indentation Shading Numbered lists or sections, as in reports

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Space between paragraphs, left and right margins Headers and footers

You have already studied about the layout for specific types of letters under Business Writing 1 and 2. Please note that proper presentation of a letter, or other business documents, is important as it helps the recipient understand what the sender wants to say. It is only when the communication has been clear and effective that the recipient can take appropriate action promptly.

10.5.3

Parts of a Long Report

(a) Introductory section Title page Letter of transmittal Table of contents The body (main text) Introduction Discussion and analysis of findings Development of ideas Conclusions Recommendations Final section References Appendices

(b)

(c)

Long reports are similar to short reports as they both comprise three main parts: (a) Introductory Section This section starts with the purpose statement that defines the reports main task or topic. It also presents the terms of reference, which are the instructions for writing the report. Finally, state the reports scope and limitations. NOTE: When writing to an expert reader who is familiar with the content, you can start with the conclusions and recommendations first.

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(b)

The body (main text) This section usually investigates and analyses the findings and proposes solutions for problems involved. Present both the advantages and disadvantages. Use headings to highlight main ideas. A numbering system helps if the body of the report contains many ideas.

(c)

Final Section This section contains the conclusions and recommendations. Set these out as separate sections. The conclusion section summarises and evaluates the reports main facts. It is short. Do not present new information in the conclusion section. Recommendations are the writers attempt to provide at least some answers to questions and issues raised by the report. State clearly the action required. Recommendations are not needed if the long report is intended as a database for others who will be responsible for planning and making recommendations.

The language in a report should be simple, matter of fact, and as objective as possible. Make sure that the information is relevant and up to date.

10.5.4

Writing Introductions

Read through the extracts given below. These extracts are all examples of the introductory section in long reports. You will note that although they share common features, they are either organised differently, convey different kinds of information, or order their information differently, based on instructions received to write the report.

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EXTRACT A: Report On Company Attitudes to Safety (A) Terms of Reference In response to many complaints and the formation of a Safety and Security Committee, the Operations Manager requested the Committee to investigate the current problems regarding safety at work. A report making recommendations for improvements was to be submitted by Friday, 25 August 2009. Procedure To identify specific sources of complaint, the investigation adopted the following procedures: 1. 2. Interviews were held with both supervisory and operations personnel. A questionnaire was designed, focusing on current: 3. 4. 5. Attitudes to safety; Working conditions; and Labour problems.

(B)

A cross-section of accident reports covering 2008 and 2009 was studied. On-the-job attitudes to safety regulations were observed on five separate occasions, twice on each shift. A study of current theory and practice in safety attitudes and standards was made.

EXTRACT B Introduction of Flexitime System Purpose and Scope During the management meeting on 7 October 2009, this department was requested to investigate the feasibility of introducing a flexitime system for all lower managerial and office workers at company headquarters. The report was to be submitted by 25 November 2009 and was to discuss: (a) (b) (c) (d) The organisation of the system; Financial implications; The effect on work performance; and Employee reactions to the scheme.

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EXTRACT C Methods of Clearing Oil Spills at Sea 1. Overview This report presents the findings of research into three methods of clearing oil spills at sea as alternatives to the companys current use of sinking agents. These were: burning, booms and chemical dispersants. Controlled tests of the alternative methods were held. Burning was rejected as being unsuitable for deep water conditions. It was therefore decided to recommend the use of chemical dispersants. Several types of dispersants were considered and YN 1100X was finally selected. Problem After a series of accidents involving company tankers at sea, the company came under severe public criticism for its use of sinking agents to disperse oil spills. The sinking agents used, although the most effective available, were found to have contaminated fishing gear and greatly damaged the flora and fauna. It was therefore decided that this department should research alternative methods of clearing oil spills, with the aim of finding an alternative method which, while equally effective, and within a similar cost range, would be less detrimental in its side effects. Scope Three alternative methods were considered: burning, booms and chemical dispersants. These were discussed in sections 4, 5 and 6 respectively.

2.

3.

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ACTIVITY 10.7
Read the explanation given on Parts of a Long Report. Then, go through the extracts carefully, noting the sub-headings used in each of the extracts. Tick ( ) in the appropriate column in the checklist provided if the information is found in each of the extracts. CHECKLIST OF CONTENTS FOR INTRODUCTORY SECTION
TYPES OF INFORMATION 1. 2. Purpose: reports main task/ topic (a) Terms of reference: instructions for writing the report (b) Who requested the report (c) 3. 4. 5. Background of the request (d) The deadline for submission Scope of report Conclusions Recommendations EXTRACTS A B C

10.5.5

Writing Conclusions

The following activity sums up how conclusions in reports can be written.

ACTIVITY 10.8
Look at the following concluding sections from four reports. What information does each contain: conclusions, recommendations, or both? A In conclusion, the accident was caused by the use of outdated and faulty machinery and not by any negligence on the part of the operator. We therefore recommend that Mr Yahya Che Long be reinstated and that the possibility of purchasing new and more modern machinery be explored.

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Thus, the complaints regarding the quality and quantity of food in the staff cafeteria would appear to be valid and we have already taken steps to ensure that matters improve. From the findings of the research, it would seem that the use of chemical dispersants is the only one of the three methods considered which is: (a) Completely effective; (b) Within a satisfactory price range; and (c) Not harmful to marine life. Of all the types of chemical dispersants currently in the market, YN1100X is the least toxic and best meets our requirements.

D Ms Sarah has worked diligently and produced work of consistently high standard. She started in the credit department before moving to investment banking last month. She rarely takes time off can usually complete her work before deadlines. She is a reliable and diligent employee and is held in high regard by both her superiors and subordinates. She has always been loyal to the company and is willing to accept extra responsibilities. Besides English, Ms Sarah speaks Mandarin and French rather fluently. She would have no difficulty in carrying out the duties of a more demanding position.

10.6

ADJECTIVES

An adjective is a word that describes a noun or pronoun. It adds information on number, colour, type and other qualities to your sentence. Most of the time, you will find adjectives in front of a noun or pronoun but that may not always be the case. Adjectives can be used in two positions: before nouns and after verbs such as be,

become, seem, appear and feel.

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Examples:

The following sentences are taken from the introductory sections of reports given earlier. Study the underlined phrases and note the position of the adjectives. (a) In response to many complaints and the formation of a Safety and Security Committee, the Operations Manager requested the Committee to investigate the current problems regarding safety at work. Interviews were held with both supervisory and operations personnel. A questionnaire was designed, focusing on current: Attitudes to safety; Working conditions; and Labour problems.

(b) (c)

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(d) (e)

A cross-section of accident reports covering 2008 and 2009 was studied. On-the-job attitudes to safety regulations were observed on five separate occasions twice on each shift. A study of current theory and practice in safety attitudes and standards was made.

(f)

In the examples above, the position of the adjectives is before a noun. It is not often that we come across link verbs such as seem, feel and appear in business documents because they suggest uncertainty. On the other hand, adjectives after link verbs such as be and become are more common. E.g. Complaints are many. The problems are current. He has become wealthy. The customer feels cheated.

ACTIVITY 10.9
1. Read Extract B again. (a) (b) (c) Identify the adjectives and note their position in the sentence. Are they all in the same position as those in the examples above? What other adjectives can be used for the nouns identified?

Some adjectives are used after the noun. For example: The funds allocated to the project did not cover the expenditure. The people questioned during the survey thought the packaging was good. The issues discussed during the meeting were all resolved. Can I refer to one of the points raised during the last meeting? The goods ordered last week have arrived. The warning issued by the authorities was ignored.

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2.

Fill in the blanks below with the correct adjectives.

furniture international past favourable coming Asian future

favourable variable

Here are the results of my analysis of the (1)_________performance of Cane-Wood International together with some predictions for the (2)__________development of the (3)__________market. Overall, the (4)__________year has been (5)__________for the Cane-Wood Group in all three (6)__________regions. This has been the case despite the (7)_________conditions from country to country. The prospects for the (8)__________years look (9)__________on the whole and only the situation in the East may give some cause for concern.

ACTIVITY 10.10
Read the following paragraph. The information is not arranged in an organised manner. Based on the explanation given on introductions, how would you divide the following introduction into sections and what heading would you give each section?

Over the past year, short-term absenteeism (i.e. absenteeism for two days or less) has risen by an average of 20% throughout the company, with the highest increase (24.3%) occurring in the Production Department. At the last managerial meeting, the Human Resources Department was asked to investigate this problem and to determine the reason(s) for the increase. This report details the findings of the investigation and suggests ways in which absenteeism may be reduced. The reasons for the absenteeism were determined in the following ways: Employees records were checked and interviews were held with all staff members who showed persistent patterns of short-term absenteeism; All departmental and section heads were interviewed; and Union representatives were consulted.

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Once the reasons for absenteeism were established, a survey was carried out in other companies to see if similar problems existed. Particular attention was paid to companies which had experienced high short-term absenteeism in the past but have since been able to reduce the extent of the problem.

10.7
10.7.1

ADJECTIVE FORMATION
Single-Word Adjectives

The following sub-sections briefly explain types of adjectives.

Many single-word adjectives are not derived from other words e.g. past, section, similar, high. However, you can recognise some of these adjectives from their endings, for example: -ion: -al: -ent: Production Department managerial meeting, departmental heads persistent patterns

Other common endings are as follows: -able: adjustable -ary: -ed: -ful: -ial: monetary policy limited company successful career industrial sabotage

-ible: deductible income -ic: -ive: -ly: -ous: -y: economic policy competitive market costly mistake ambitious plans fussy manager

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ACTIVITY 10.11
Complete the following job reference with the correct form of the word in brackets. Use your dictionary if you are not sure. As requested, this is an appraisal of Ms Sarah who spent four years working in my department. Science Corporation is a highly (1)_________(success) company in precision (2)_________(science) instruments in a highly (3) _________ (compete) market. During her time with Science Limited, Ms Sarah was (4) _________ (responsibility) for translating (5) _________ (promotion) literature into English. This work requires someone who is (6) _________ (independence) and capable of producing (7) _________(accuracy) translations of both sales information and (8) _________ (technique) documentation. Ms Sarah proved to be an extremely (9)_________(competence) and (10)_________(loyalty) employee and I fully recommend her for the position.

10.7.2

Two-Word Adjectives

Many adjectives are formed by joining two or more words together with a hyphen, for example, short-term absenteeism and on-the-job attitudes. There are many types of combinations: Adj + noun: Adj + noun + ed: Adj or adverb + past participle: Adj, adv, noun + present participle: Noun + adj: small-scale operation short-sighted policy low-spirited workers problem-solving approach tax-free salary

A few compound adjectives consist of three or more words: day-to-day operation state-of-the-art equipment up-to-date information down-to-earth approach

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ACTIVITY 10.12
Use one word to complete each of these sets of expressions. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. trouble- __________maintenance lead- __________petrol interest-__________credit __________- earned rest __________-timed intervention __________-service restaurant __________-made man short- __________contract free -__________economy medium- __________investment

10.8

ADVERBS AND ADVERBIALS

Adverbs describe actions. Adverbials are usually adverbs, adverb phrases or prepositional phrases. Study the following forms of adverbs:
main verb 1. The staff rarely attends office parties. modal 2. main verb

The cashiers can usually take one hour lunch. auxiliary frequency adverb always auxiliary been loyal to the corporation.

3.

Ms Sarah has

main verb 4. She speaks

direct object French

adverbial very well.

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From these examples we can see that the adverb goes: 1. 2. 3. 4. Before the main verb; Between a modal (e.g. could, will) and the main verb; Between the two auxiliaries for frequency adverbs; and After the direct object (NOT *She speaks very well French).

Uses of adverbs Adverbs give information about verbs saying how, where, when, how often something happens or is done. Ms Sarah walked quickly. to the next office. a few minutes ago. often how? where? when? how often?

ACTIVITY 10.13
Look again at the recommendations given in Extract D of Activity 10.8. (a) (b) (c)
No

Identify the adverbs in the extract. Note the positions of the adverbs. Identify the use of the adverbs: how? where? when? how often?
Adverbs Position Use

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Two forms of reports long and short may be used at different times and may be presented using different formats. This information about reports is accompanied by a number of activities that focus on grammatical items such as prepositions, adjectives and adjectival phrases as well as adverbs and adverbials. These exercises hone your skills so that you may be better able to write whole sentences and paragraphs in your reports.

Adjective Adverb Adverbial Justification report Long report Periodic report

Progress report Report Short report Single-word adjective Two-word adjective