Repo r t Writi ng

Definition

❚ A Business Report is an
orderly and objective
communication of factual
information that serves a
business purpose.
Determining the Report
Purpose

The Preliminary
Investigation
Clear statement of Problem

❚ The problem statement may be

❙ Infinitive Phrase: “ To determining the
causes of decreasing sales at Store X”
❙ Question: “ What are the causes of
decreasing sales at Store X?”
❙ Declarative statement: “ Store X sales
are decreasing , and management
wants to know why.”
Parts of a Business Report

❚ The Prefatory Parts

❚ The Report Proper
❚ Appended Parts
The Prefatory Parts
Title Fly

❚ Answers 5 Ws
❙ Who
❙ What
❙ Where
❙ When
❙ Why
❙ How
Title: Sales Training Recommendations for
ARMOR Motors based on a 1995 study of
company sales activity.

Who: ARMOR Motors

What: Sales Training Recommendation
Where: Implied ( Armor dealership)
When: 1995
Why: Understood (to improve sales training)
How: based on a 1995 study of company sales
activity.
❚ Title Page
❚ Letter of Authorization
❚ Letter of Transmittal, Foreward,
Preface
❚ Acknowledgement
❚ Table of Contents, List of
Illustrations
2 systems

❚ Conventional System.
❚ Decimal System.
Conventional System
1. First-level Heading
A. 2nd Level, 1st part
B. 2nd Level, 2nd part
1. 3rd level, 1st part
2. 3rd level, 2nd part
a. Fourth level
(1) 5th level
(a) 6th level
Decimal System
1.0 1st level heading
1.1 2nd level, 1st part
1.2 2nd level, 2nd part
1.2.1 3rd level, 1st part
1.2.2 3nd level, 2nd part
2.0 1st level Heading
2.1 2nd level, 1st part
2.2 2nd level, 2nd part
 Executive Summary

❚ Also called synopsis,

abstract, epitome, précis,
digest.
The Report Proper
1.0 Introduction

❚ The introduction should prepare the

readers.
❚ Consider all likely readers
❚ Determine what those readers need
to know
❚ Use the following Checklist
1.1 Origin of the Report

The facts of authorization.

1.2 Problem
&purpose/objective/goal/aim

❚ The problem is whatever report

seeks to do.
❚The objective is commonly
stated in infinitive or question
form.
2 types of objectives

❚Primary
❚Secondary
1.3 Scope

❚ The boundaries of the

problem.
1.4 Limitations

❚ Anything that impairs the

quality of the report.
❚ May be shortage of time,
fund crisis, unavoidable
conditions, restrictions within
the problem, absence of
historical information etc.
1.5 Historical Background

❚ History- how the problem

developed and what is
known about it.
1.6 Methodology

❚Primary sources
❚Secondary
sources
1.7 Definitions, Initials &
Acronyms.

❚ Definitions of unfamiliar
words acronyms or initials.
❚ This can also be placed either
in footnotes or in appendix
part of the report.
1.8 Report Preview

❚ A description of the
route ahead.
The Report Body

❚ The report body presents

and analyses the
information gathered.
2.0 Literature Review

❚ Also known as
Conceptual framework.
3.0 Organizational Overview

❚ Brief description of the

organization where you
will work.
4.0 Analysis & Interpretations
5.0 Findings
6.0 Conclusions &
Recommendations.
Appended Part

❚Appendix
❚Bibliography/
Reference