WRITING BUSINESS REPORTS

Reports are used in every area of administration, and they announce, explain or
recommend policy.
Reports are requested or commissioned by a person or authority. The writer of the
report can be an external agency, for example a consultant, or an internal source.
In all cases, the writer responds to the request by providing information or answers to
specific problems or issues.
There is no standard layout for a report. However, reports should be divided into
sections. Ideally, the sections should be numbered and/or introduced by headings.
The following format is common in many reports:
Title
It indicates concisely the subject of the report.
Introduction
This section is also called the terms of reference. It explains what the
report is about, and who commissioned the report.
Body
This section presents the main contents of the report: it describes the
problem and how the writer collected the information.
Conclusion
It summarizes the main points of the report and the findings.
Recommendations
It presents the writers interpretation and opinion of the facts, and states
what action to take to solve the problem.
Examine the following model:
This information
is essential
in a report
A title summarizes
what the report
is about

The body of the

report is
divided into
sub-sections

A report ends
with the writers
signature

To: Management of Ace Corporation

From: Sarah Parker
th
Date: 10 May
NEW SITE FOR COMPANY OFFICE
INTRODUCTION
The purpose of this report is to assess the suitability of the Ring Road
building to open our new offices. The report was commissioned by the
general manager of Ace Corporation, and considers the location, facilities
and cost of the premises.
LOCATION AND ACCESS
The Ring Road building is conveniently located in the southern downtown
area of the city. It is also easily accessible by private transport from most
parts of the city and has free parking. Buses run to the city center every 15
minutes from 6 am to 11 pm.
FACILITIES
The building offers an excellent range of facilities. It has large modern
offices, a cafeteria and a restaurant on the top floor and a well-equipped
gym with locker space and showers on the terrace. In addition, the
building is in excellent condition and has security guards working 24 hours
a day, 7 days a week.
COST
The cost of renting an office floor would be $ 5,000 per month, compared
to the $4,500 we are currently paying for the old offices we rent.
RECOMMENDATIONS
It is obvious that the Ring Road building is preferable as it is bigger, better
equipped and nearer the city center. On the other hand, the slight increase
in the cost of rent is acceptable considering that we will reduce parking
costs and we will have more comfort and security.

Sarah Parker

SAMPLE REPORT

TO: Stephen Wade, Chairman

FROM: Yvonne Elliot, Finance Director
DATE: 23rd November, 2001
Proposed Merger with Unibank
Introduction
As requested in your memo of 12 of October, here is my report summarizing the
advantages and disadvantages of a possible merger with Unibank, together with my
recommendations. I have collected information from various sources including
Unibanks publicity material, annual reports, financial publication and material on
the Internet. I have also obtained a confidential study of Unibank carried out by City
Consultants.
Reasons for the merger
a) Unibank is a well-established and highly respected bank, with over forty
branches.
b) It has a number of important corporate clients, a profitable investment
department, a skilled workforce and modern communication systems.
c) Although at one time it was in financial difficulties, it now seems to have fully
recovered.
d) Unibank is an obvious target for us for a merger. It covers the City of London, an
area where we are not well represented, and the merger would allow us to cut
costs. Unprofitable branches could be closed down and staffing costs reduced.
Reasons against the merger
a) The unions would strongly oppose staff cuts.
b) The prospects for growth are not good because of the possibility of a recession.
c) The management styles of the two banks are very different. Our bank is
prepared to take risks to make profits. Unibank, however, is cautious and
conservative.
d) The chairman of Unibank is a strong, charismatic person. He probably would not
like to play a secondary role if the merger takes place.
Recommendations
a) We should make a detailed study of Unibanks financial situation.
b) I recommend we set up a meeting with the chairmen of both banks to discuss
the benefits of a merger.
c) We should also consider mergers with other banks in the city.
d) I recommend you to contact a top public relations consultant to advise us if we
decide to carry out the merger.

Yvonne Elliot

USEFUL LANGUAGE FOR REPORTS

To begin reports:
The purpose of this report is to ...
aim
intention
As requested, this is a report

concerning ...
regarding

This report contains / outlines / examines / assesses / makes recommendations ...

To end reports:
To conclude / To sum up / In conclusion / On the whole ...
On the basis of the points mentioned above, I would recommend that we should ...
We conclude / recommend that ...
I believe you should ...
My / Our recommendation is that you / we should ...

EXERCISE 1:
Look at the beginnings and endings of the three reports below.
Match the introductions and the conclusions.
Identify (1) who requests each report, and (2) what the purpose of the report is.

INTRODUCTIONS

CONCLUSIONS

1 This report contains the suggested plans for

opening a small shopping center in the Kingston
area. As requested by the bank, whose financial
support is required, the proposed size, number of
shops and potential income of the center are
considered.

A To sum up, it is apparent that radical changes

are necessary in the companys use of colors and
fabrics. Furthermore, I would recommend
introducing a sportswear line in the immediate
future.

2 As requested by the Board of Designers, this

report examines information gathered from
observations made at the Miriam Hasawell and
Adrian Banks summer collection shows viewed in
Paris on 5th May and Milan on 9th May.

B On the basis of the points mentioned above, we

strongly recommend that the client should reduce
the retail price of the new products in order to make
them attractive to a wider sector of the consumer
market.

3 The purpose of this report is to analyze the

results of a survey, conducted at the request of
Family Foods, to evaluate public response to the
companys proposed new range of packaged
foods. The report summarizes replies to
questionnaires completed by 400 families,
classified according to income, who sampled the
th
th
new products on 26 and 27 September.

C We feel, therefore, that although the initial

outlay for the center is relatively high, the future
financial benefits will be considerable. In addition,
the opening of such a shopping center would be a
definite asset to the community.

ANSWERS:
Report 1: (1)
Report 2: (1)
Report 3: (1)

1 C, 2 A, 3 B
the bank (2) to suggest a plan for a shopping center
the Board of Designers (2) to analyze the summer collections of two designers
Family Foods (2) to evaluate the results of a survey about a new company product

EXERCISE 2
Write a report for the following situation:

SITUATION: You are Site Manager of Texan Chicken, a fast-food business.

Your General Manager, Edward Thomas, has asked you to write a report on
two possible locations in your area for a new restaurant.
TASK: Write the report using the following information. Analyze advantages
and disadvantages of each site, and recommend the most suitable one giving
reasons for your choice:

Site A
Floor space in square
metres

Site B

330

180

Parking

Car park (maximum: 20

cars)

Unrestricted street parking.

No car park

Location

Melvin Street.
Residential area nearby

On corner in the city centre.

Building

Ground floor of historic

building. A lot of renovation
needed

New building in excellent

condition

Rent per week

520

350

Security of area

High crime rate. Shops

broken into and vandalised

Low crime rate because near

the police station

Estimated customer
numbers

Now: 1,000
In 5 years: 5,000

Now: 2,000
In 5 years: 3,000