BUSINESS REPORT

ESSENCE OF A GOOD BUSINESS REPORT

A report is a statement or form, which presents facts relating to an event,

progress of action, State of business affairs in a comprehensive and
systematic manner. The essentials of a good report are:
a) The report should be addressed to definite person or body of persons
and it should be started with a salutation "Dear Sir" or "Dear Sirs".
b) The report should be accompanied with a brief title,
c) The report should contain a table, which states page number in which
a particular point is available.
d) The object of the report must be clear in the opening paragraph.
e) The facts available in the report should be complete and reliable. (/)
Repetition of writing should be avoided.
f) The report should be free from clumsy and it should be submitted at its
proper time.

A. Report provides factual information depending on which decisions are

made. So everyone should be taken to ensure that a report has all the
essential qualities which turn it into a good report. A
good report must have the following qualities:
1. Precision
In a good report, the report writer is very clear about the exact and
definite purpose of writing the report. His investigation, analysis,
recommendations and others are directed by this central purpose.
Precision of a report provides the unity to the report and makes it a
valuable document for best usage.
2. Accuracy of Facts
Information contained in a report must be based on accurate fact.
Since decisions are taken on the basis of report information, any
inaccurate information or statistics will lead to wrong decision. It will

hamper to achieve the organizational goal.

3. Relevancy
The facts presented in a report should not be only accurate but also be
relevant. Irrelevant facts make a report confusing and likely to be
misleading to make proper decision.
4. Reader-Orientation
While drafting any report, it is necessary to keep in mind about the
person who is going to read it. That's why a good report is always
reader oriented. Readers knowledge and level of understanding should
be considered by the writer of report. Well reader-oriented information
qualifies a report to be a good one.
5. Simple Language
this is just another essential features of a good report. A good report is
written in a simple language avoiding vague and unclear words. The
language of the report should not be influenced by the writer's emotion
or goal. The message of a good report should be self-explanatory.
6. Conciseness
A good report should be concise but it does not mean that a report can
never be long. Rather it means that a good report or a business
report is one that transmits maximum information with minimum
words. It avoids unnecessary detail and includes everything which is
significant and necessary to present proper information.
7. Grammatical Accuracy
A good report is free from errors. Any faulty construction of a sentence
may make its meaning different to the reader's mind. And sometimes it
may become confusing or ambiguous.
8. Unbiased Recommendation
Recommendation on report usually makes effect on the reader mind.
So if recommendations are made at the end of a report, they must be
impartial and objective. They should come as logical conclusion for
investigation and analysis.
9. Clarity
Clarity depends on proper arrangement of facts. A good report is
absolutely clear. Reporter should make his purpose clear, define his

sources, state his findings and finally make necessary

recommendation. To be an effective communication through report, A
report must be clear to understand for making communication success.
10. Attractive Presentation
Presentation of a report is also a factor which should be considered for
a good report. A good report provides a catchy and smart look and
creates attention of the reader. Structure, content, language, typing
and presentation style of a good report should be attractive to make a
clear impression in the mind of its reader.
The inclusion of above factors features or characteristics make a good
report to be effective and fruitful. It also helps to achieve the report
goal. A reporter, who is making the report, always should be careful
about those factors to make his report a good one.

Hallmark of a good business report

Qualities of a Good Business Report

A good business report possesses a variety of components. Whether you are to

commission, write or read a business report, you need to know what essential
elements to look for. A business report is only as effective as its content. In all
cases, you want a business report that is fresh, well researched and accurate.

Purpose-The purpose of a business report is to convey information

about a business. A traditional business report serves to communicate
business concepts, business models, objectives, projections and
procedural codes. Some business reports present solutions to existing
challenges, whereas others present information for future planning -either is a viable option.

Steps-A good business report will possess the following steps:

determine the scope of the information, identify the audience to which
the report is written, collect and analyze research, and present

research findings. Without a clear format, a business report may miss

its intended application and/or fail to present a cohesive theme.

Research-The driving force behind a thorough business report is solid

research. Whether market research is achieved through primary
research methods, i.e., a researcher obtains research data first hand
from direct sources such as customers or suppliers, or secondary
research methods, i.e., a researcher obtains data through an
investigative process, its sole purpose is to give a business viable
information about consumer behavior. Without information about
consumer behavior, a business report is ineffectual.

Cautions-A business cannot thrive or make strides toward future

success without an accurate and up-to-date business report. A
business report must be changed as the data within it changes or new
challenges and objectives within the business arise. One way to keep a
business report fresh is to stay away from jargon and buzz words or
concepts and rely on hard researched facts.

Five Characteristics of an Effective Business Report

There are a number of characteristics to effective business report writing. For
example, managers should outline their reports in advance so they include all the
necessary information. Additionally, managers should explain special terms or
words that are outside the typical reader's knowledge base. However, five key
characteristics tend to underline the most effective business reports.

Completeness-Reports need to be complete in what they are trying to

convey. The best way to ensure complete report writing is to make sure
you cover all of your objectives. For example, the objectives of a
marketing research report may be to determine customer satisfaction
levels with products, prices and customer service. Additionally, your
objective may include finding out why some customers have stopped
buying your products or services. The structure of a typical business
report includes an introduction, body and conclusion. You should also
include an executive summary for managers or colleagues who only
have time to scan the results of your report. Use bullet points in your
executive summary, and highlight only the most significant points or
findings

Accuracy-Your reports should always be accurate when stating facts or

figures. For example, marketing managers may want to intersperse
financial information in their reports. The finance manager may provide
the marketing research manager with quarterly sales and profit figures
for two different years. It is up to the marketing research manager to
report those sales and profits accurately when including them in a
report. Similarly, you will need to back up some of your statements
with references. Hence, you need to make sure you fully understand
another author's statements before making any references to them.

Using Simple Language-The message in your report should be simple,

according to the website Entrepreneur. You should write your reports as
if you are addressing someone with a junior high education. Use simple

words and explanations for abstract ideas or topics. A manager should

also avoid using technical terms when addressing audience members
from outside of her field. For example, marketing research professions
should use words like "multiple choice" and "fill-in-the-blank" in lieu of
marketing research terms "open-ended" and "closed-ended,"
respectively. Also, keep the sentences short and to the point.

Correct Spelling, Punctuation and Verb Tense-There is simply no excuse

for doling out reports with spelling or grammatical errors. Always run
your reports through the spell checker on your computer. Have
someone else proofread your report for possible grammatical errors or
use of the wrong verb tenses. Make sure you include commas, periods,
question marks and exclamation points in the proper places of all
reports.

Use An Active Voice-Active voice allows you to write with authority in

your reports, as opposed to passive voice. Use words or phrases like
executed, managed and surveyed instead of their passive
counterparts: executing, managing and surveying. Use words that end
in "ed," as they represent a more active voice.

WRITING BUSINESS REPORTS

WHAT IS A BUSINESS REPORT AND HOW DO I WRITE ONE?

Business reports can take different forms. Generally, they are concise
documents that first inform by summarizing and analyzing key facts and
situations and then make recommendations to the person or group asking for
the report. Before writing this or any report, you must ask yourself two
important questions:
1. Who is my audience? (In business, this is likely to be either your
supervisors or clients, such as the task force above, 1 who will read
your report.)
2. What is my purpose? (This is what your readers need to know to do
their job.)
If you dont understand your audience and purpose, you are not likely to
create a report that meets the needs of those who will be reading it.

AUDIENCE: In the example above, you must write your report as if you
were writing not to your professor, but rather to the task force
members. Who are they? Legislators? Nurses? Lawyers?
Administrators? Taxpayers? All of these? Whoever they are, you need
to ask and answer the following: What do they already know before
they read your report? What do you want them to know after theyve
read it? What are their backgrounds? What are their likely biases? How
do they approach problemsfor example, would certain kinds of
information and terminology be understood by the medical staff but
not by administrators? The medical staff would be familiar with
information on risks and benefits of certain medications for certain
patients, while administrators would be familiar with government
regulations on Medicare reimbursement. Use information, explanations,
and language familiar to your specific readers

PURPOSE: Once you fully understand the audience for your report and
re-consider your assignment with them in mind, your purpose (goals)
should become clear. Most likely, your writing goals will be to inform by
summarizing key information; analyze by comparing costs, or strengths
and weaknesses; and possibly recommend certain actions based on
the facts and data you have presented. In the hospital case, for
example, your job is to give the taskforce the important facts2 and
background so that its members can make an informed decision and
be able to back it up if questioned.

CAN I JAZZ UP MY WRITING TO BE MORE CREATIVE AND PERSONAL?

When you inform or analyze for a business report, your job is not to dazzle
with vocabulary, jargon, or complex sentences. Creative, adjective-filled
prose does not belong in a business report. You can generally use you, but
should avoid I, as well as slang or contractions. What your clients want is
prose that is objective, succinct, non-emotive, and above all, factual.
Consider the connotations of language in the following sentences:
1. Subjective and Emotive Writing: The hospitals lazy unproductive
down in the dumps slackers were ready to turn in their brooms.
This sentence sounds like something from a cheap novel or talk radio;
its loaded with negative connotations.
2. Objective and Unbiased Writing: The custodians who had not met their
recent productivity goals were willing to discuss change
This sentence, on the other hand, doesnt judge the employees, and it
suggests that they want some kind of change.
Let your facts and clear writingnot loaded wordsdo the persuading

HOW CAN I MAKE MY WRITING FIT MY AUDIENCE AND PURPOSE?

1. First, read your assigned task carefully and then do some important
pre-writing:
a. Determine your audience: what are their needs and how much
background do they have? This last is really important because
you dont want to bore readers with information they already know
or summaries of every little detail. At the same time, you dont
want to skip key points or write over their heads by ignoring
important definitions. Jot down what you think your readers will
know or believe before they read your report.
b. Next, define your purpose. Write down what you want your readers
to know after reading your reportthis is your writing goal.
2. Draft your report carefully, being certain to respond to all of the things
you have been asked to include. Subheadings help readers follow your
ideas. Typical short reports have the following sections: Terms of
Reference, Procedure, Findings, Conclusions, and Recommendations.
You, however, may be asked to use different subheadings or decide on
other subheadings that best reflect and organize the report.
a. Each section reflects a different goal.
b. Within a section, each paragraph should explore a single main
ideastart each paragraph with a strong, unifying sentence, one
that summarizes its main point.

3. Consider charts, graphs, or short bulleted lists that can quickly

communicate important information to your readers.
4. Put the draft aside for at least a day. If you can, send it to others for a
review:
a. Dont reveal the audience; instead, ask your reviewers who they
think the audience is. If they cant pinpoint your intended
audience, something is off base in your report.
b. Ask them to write down your three most important points. If they
name three things that arent what you think are most important,
you have work to do.
c. Also ask them to note where things are unclear, fluffy, or out of
place
d. Finally, because you want to be as objective as possible, ask your
reviewers to circle words or passages that seem subjective or too
emotive.
Consider reviewers comments with an open mind. You may think youve
communicated what you intended, but it may not have come out that way.
Dont take it personally.
5. Before you revise your draft, re-read your assigned task one final time.
Often in the heat of writing, we get off track and include things that
arent required or neglect to provide information that weve been
asked for.
6. Revise for wordiness. Consider the following:
a. In my opinion, the main problem is.(revise to The main
problem is)
b. There are numerous considerations that will influence your
decision (revise to Numerous considerations will influence your
decision.)
c. In todays business world, accountants are maintainers of
corporate productivity (revise to Accountants today help
maintain corporate productivity.)
Cutting two or three unneeded words per sentence doesnt create dull
writing; rather, it creates tight, easy-to read reports that will be welcomed by
busy readers
7. Proofread carefullyreading slowly and out loud helps catch things
your eye might skip.

TYPES OF BUSINESS REPORT

Preparing and Planning: the Audience and the Purpose The first
thing you must do when writing a report is determine why and for
whom you are writing. You may be trying to relay requested
information to your boss, or you may make an unsolicited proposal to a
financial officer for an investment that will reduce cost. You may be
asked to investigate an on-the-job accident, or you may have to
explain why a project has fallen behind schedule. The purpose and
audience of your report will determine the use of language, the degree
of formality, the method of delivery, the structure, and the type of
report. For now, lets focus on the different types of reports. The most
common types include
Periodic reports communicate the activities of an ongoing
operation at equal and regular intervals. For example, someone might
write a quarterly sales report at a retail store.
Trip and conference reports communicate experiences, details,
and knowledge gained from attending activities outside of an
organization. For example, an employee that spends a weekend
attending a training seminar may be asked to communicate the
experience to peers in an effort to share knowledge.
Progress reports - update management or a supervisor on the
progress of a project or a process. Examples include reports that
communicate the development of a building site or steps that are
being taken to adhere to regulation. Investigative reports seek to find
answers to predetermined questions. A sample report found in a
separate handout, for example, answers the question what is the
relationship between the TSX Composite Index and the energy sector?

Recommendation reports attempt to persuade an individual or a

group of individuals to take a desired course of action. For example,
someone might write a report that attempts to persuade management
to upgrade its computer system.

Feasibility reports communicate whether a decision to pursue an

action or continue with an on-going action is feasible. These reports
are often used in the field of finance, and in that context they may be
called a cost-benefit analysis. In general, all the different report types
can be classified as either informational or analytical reports.

BUSINESS REPORTER
OBJECTIVES :
>WHAT IS THE JOB OR TASK OF A BUSINESS REPORTER
>WHO ARE THEY
>WHAT ARE THE SKILLS OF AN EFFECTIVE BUSINESS REPORTER

THE SKILLS REQUIRED FOR THE BUSINESS REPORTERS

1ST ARTISTIC
- having or revealing natural creative skill.
2ND RESOURCEFUL
- having the ability to find quick and clever ways to overcome difficulties.
3RD ASSOCIATIVE
- tending to produce social interaction
4TH REALISTIC
- the quality of a person who understands what is real and possible in a particular situation and is
able to deal with problems in an effective and practical way.

5TH ENTERPRISING
- having or showing the ability or desire to do new and difficult things
6TH CONVENTIONAL

- used and accepted by most people: usual or traditional

- of a kind that has been around for a long time and is considered to be usual or typical
-common and ordinary: not unusual

7TH INVESTIGATIVE
- to try to find out the facts about (something, such as a crime or an accident) in order to learn how it
happened, who did it, etc.

MAIN JOB OR THE ACTIVITIES OF A BUSINESS REPORTER

Getting Information - Observing, receiving, and otherwise obtaining

information from all relevant sources.

Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with
others, and maintaining them over time.

Communicating with Persons outside Organization Communicating with people outside the organization, representing the
organization to customers, the public, government, and other external
sources. This information can be exchanged in person, in writing, or by
telephone or e-mail.

Identifying Objects, Actions, and Events - Identifying information

by categorizing, estimating, recognizing differences or similarities, and
detecting changes in circumstances or events.

Interpreting the Meaning of Information for Others - Translating

or explaining what information means and how it can be used.

Documenting/Recording Information - Entering, transcribing,

recording, storing, or maintaining information in written or
electronic/magnetic form.

Updating and Using Relevant Knowledge - Keeping up-to-date

technically and applying new knowledge to your job.

Thinking Creatively - Developing, designing, or creating new

applications, ideas, relationships, systems, or products, including
artistic contributions.

Organizing, Planning, and Prioritizing Work - Developing specific

goals and plans to prioritize, organize, and accomplish your work.

Interacting With Computers - Using computers and computer

systems (including hardware and software) to program, write software,
set up functions, enter data, or process information.

Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by
telephone, in written form, e-mail, or in person.

Analyzing Data or Information - Identifying the underlying

principles, reasons, or facts of information by breaking down
information or data into separate parts.

Making Decisions and Solving Problems - Analyzing information

and evaluating results to choose the best solution and solve problems.

Performing for or Working Directly with the Public - Performing

for people or dealing directly with the public. This includes serving
customers in restaurants and stores, and receiving clients or guests.

Processing Information - Compiling, coding, categorizing,

calculating, tabulating, auditing, or verifying information or data.

Judging the Qualities of Things, Services, or People - Assessing

the value, importance, or quality of things or people.

Monitor Processes, Materials, or Surroundings - Monitoring and

reviewing information from materials, events, or the environment, to
detect or assess problems.

Scheduling Work and Activities - Scheduling events, programs,

and activities, as well as the work of others.

Evaluating Information to Determine Compliance with

Standards - Using relevant information and individual judgment to
determine whether events or processes comply with laws, regulations,
or standards.

Developing and Building Teams - Encouraging and building mutual

trust, respect, and cooperation among team members.

Estimating the Quantifiable Characteristics of Products,

Events, or Information - Estimating sizes, distances, and quantities;
or determining time, costs, resources, or materials needed to perform
a work activity.

Resolving Conflicts and Negotiating with Others - Handling

complaints, settling disputes, and resolving grievances and conflicts, or
otherwise negotiating with others.

Coordinating the Work and Activities of Others - Getting

members of a group to work together to accomplish tasks.

Performing Administrative Activities - Performing day-to-day

administrative tasks such as maintaining information files and
processing paperwork.