Business communication

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
Chapter 12:
Choosing the
Right Type of
Report
© 2014 by McGraw-Hill Education. This is proprietary material
solely for authorized instructor use. Not authorized for sale or
distribution in any manner. This document may not be copied,
scanned, duplicated, forwarded, distributed, or posted on a
website, in whole or part.

2. © 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• Influence of length and formality on report
structure
• How short and long reports differ in writing style
• Choosing an appropriate form for short reports
• Adapting the procedures for writing short reports
to many other types of reports
• Writing longer reports that meet readers’ needs
and are easy to follow
12-2
Overview

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• Long problems and formal contexts require a
more complex makeup.
• Short problems and informal contexts need a
simpler makeup.
12-3
Length and Formality

4. 11-4
The Report Classification Plan
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

5. © 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• Title fly
• Title page
• Transmittal message
• Table of contents
• Executive summary
– Direct order
– Indirect order
12-5
Report Components

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• Little need for introductory information
• Predominance of direct order
• More personal writing style
• Less need for a structured coherence plan
12-6
Characteristics of Short Reports

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• Short report
• Letter report
• Email report
• Other forms, such as newsletters, pamphlets,
and white papers
12-7
Forms of Short Reports

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• Routine operational report
• Progress report
• Problem-solving report
• Audit report
• Meeting minutes
12-8
Common Types of Reports

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• Prefatory components
– Title Fly
– Title Page
– Authorization Message
– Transmittal Message (or Preface or Foreword)
– Table of Contents (and List of Illustrations)
– Executive Summary
• The Report Proper
– Introduction
– Report Findings
– Summary ,Conclusion , and/or Recommendations
• Appended Parts
– Bibliography
– Appendix
12-9
Organization of a Long Report

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
Hamilton County Solid Waste District
Dear Jeanine:
Here is an in-depth qualitative study of Hamilton County residents’ attitudes toward
recycling, which you authorized on December 3, 2012.
We contracted the services of Advanced Marketing, a Cincinnati marketing firm, to
conduct the study in collaboration with four representatives from the District. The
study revealed positive and negative attitudes that Sometimes Recyclers in Hamilton
County have toward recycling. This report describes their attitudes in detail.
In light of these findings, the report identifies several strategies that can be
implemented to make our next recycling campaign a success.
Thank you for authorizing this research. I look forward to working with you to create
our most effective campaign ever.
Sincerely yours,
12-10
Sample Transmittal Message

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
V
III
IV
I
II
12-11
Executive Summary

12. © 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• The report introduction
• Origin of the report
• Problem and purpose
• Scope
• Limitations
• Historical background
• Sources and methods of collecting information
• Definitions, initialisms, and acronyms
• Report preview
12-12
The Report Introduction

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• Uses a logical and appropriate pattern of organization
• Uses clear, parallel headings to announce each
section’s contents
• Uses tables, charts, and any other graphics that can help
the writer present detailed data and help the reader
gather a lot of information at once
• Indicates clearly at each point where the information
came from
• Uses coherence helpers to move the readers smoothly
through the report and help them follow the report’s
logical structure
12-13
The Report Body

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• A summary . . .
pulls together the key findings of the report.
• Conclusions . . .
interpret the key findings to explain what they
mean.
• Recommendations . . .
actually propose action, based on the key
findings and what they mean.
12-14
The Report Ending

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This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
• All the evidence appears to justify our taking steps to correct
the problem. The next section discusses and evaluates
possible solutions.
• For these reasons, three of the work plans are not
acceptable to employees. They strongly favor the fourth,
which is the focus of the next section.
• Having concluded that the machine has failed, we must
determine whether it can be altered to meet our needs.
• The preceding evidence makes clear that sales are likely to
decline sharply in the next quarter. Before we adjust for this
development, however, it is necessary to consider the
outlook for the economy in the region. This analysis follows.
12-15
Coherence Through Transitions