1. Business Reports

2. Purpose
To convey essential information in an
organized, useful format.
The ability to convey information of any sort remains
a highly marketable skill!

3. A well prepared report…
 …contains complete, accurate information
 …may vary from expense to profits, to sales, etc.
 …is often meant to influence decisions
 …must be clear, concise and readable

4. Formats
Brief Informal
 In House Use
Longer, Formal
 National, public distribution
 May contain
charts, tables, graphs, etc.

5. Formal Reports
 Longer and more thorough
 Extensive gathering of information in stylized
format
 Library
research, surveys, interviews, experimentation
 Organized Data

6. Organization
 Title Page
 Table of Contents
 Abstract
 Introduction
 Summary
 Body
 Conclusion
 Recommendations
 Appendix
 Bibliography/References

7. Types of Reports
PG. 284
 Record Report
 Statistical Report
 Progress Report
 Investigative Report
 Recommendation Report
 Incident/Trouble Report

8. Rules & Style
Rules
 Cite your sources!
 Date your report
 Keep a copy for your own
reference
Style
 Depends on the audience
 Informal: OK to use “I’ and “we”
 Formal: Impersonal, third
person

9. Short Reports

10. Why Short Reports are
Important
 Tell whether
 Work is being completed
 Schedules are being met
 Costs have been contained
 Sales projects are being met
 Unexpected problems have been solved

11. Informal Reports
 Common Form
 Usually 5 or fewer pages
 Drafted in memo form (in house)
 Prepared quickly (Information is casual and
unscientific)
 Thorough and Factual
 Defines your purpose and expresses the
precise reason for the report
Organization
(General)
•1st Para: Main idea
is clear and concise
•2nd Para: Develop
main point with
supporting details
•3rd Para: State
objective conclusion;
comments &
recommendations

12. 7 Guidelines for Short
Reports
 How will your audience use your report?
 Do the necessary research
 Be objective and ethical
 Organize carefully
 Use Reader-Centered
Headings, Bullets, Numbering, and Visuals
 Write clearly and concisely
 Choose most appropriate format

13. Organization
Most have 3 or 4 main parts:
 Introduction
 Body
 Conclusion
 Recommendations

14. Reader-Centered Design
 Help readers locate and digest information quickly
 Make your report look professional, readable and
easy to follow
 Be consistent in your design and format
 Include only the most relevant visuals
 Place visuals in the most appropriate place

15. Types of Short Reports
 Periodic
 Sales
 Progress
 Trip/Travel Reports
 Incident Reports

16. Progress Report
Reveals whether you are…
 Specifying what work has been done
 Keeping on your schedule
 Staying within your budget
 Using the proper technology/equipment
 Making the right assignments
 Identifying an unexpected problem
 Providing adjustments in schedules, personnel, etc.
 Indicates what work remains to be done

17. Parts of a Progress
Report
 Brief Introduction
 Indicate why you are writing
 Provide necessary project titles, codes, dates
 Help readers recall the job you are doing for them
 Body
 Provide details about costs, materials, personnel, and
times
 Includes work you have done; Work you are presently
doing
 Conclusion
 Timetable for completion of duties

18. Trip/Travel Reports
 Answer the following questions:
 Where did you go?
 When did you go?
 Why did you go?
 What did you see?
 Whom did you see?
 What did they tell you?
 What did you do about it?

19. Gathering Information
 Before you leave…
 Get instructions
 Check files for previous correspondence, case
studies, etc.
 Download work orders, instructions, etc…
 Make notes of what you saw and heard
 Save all receipts
 When you get back…
 Write your report promptly
 Exclude irrelevant details
 Be objective
 Double check facts

20. Incident Reports
 Parts
 Identification Details
 Type of Incident
 Time/Location of Incident
 Description of what happened
 What was done after the incident
 What caused the incident
 Recommendations?

21. Incident Reports: Protecting
Yourself Legally
 Submit your report promptly
 Double-check spelling
 Names, pieces of equipment, etc.
 Be accurate, objective and complete
 Give facts, not opinions
 Do not exceed professional responsibilities
 Answer only what you are qualified to answer