this presentation is for those who want a brief explanation upon report writing

1. Presented by
Muhammad Sheeraz Tabish
M.Omair Hamid
Syed Zahid Abbas Naqvi
Jahangir Khan

2.  What are business reports?
introduction
definition
characteristics
types
 Why business reports are important?
why business reports?
objectives/importance
 Conclusion

3.  What is meant by report?
“A report is a formal communication written for a
specific purpose that includes a description of
procedures followed for collection and analysis of data,
their significance, the conclusions drawn from them and
the recommendations, if required.”
(R. C. Sharma and Krishna Mohan)

4.  When a report is written for business purpose,
it is called business report. It is a little bit
different from other reports. It deals with
business related information. A business report
is prepared containing business related
information that assists the management to
take better decisions.
 Business reports are a type of assignment
in which you analyze a situation (either a real
situation or a case study) and apply business
theories to produce a range of suggestion for
improvements.

5.  Boney said
“ A business report is a document that
organizes information and a specific topic for
specific business purpose .
 Murphy said
“ a business report is an impartial, objective,
planed presentation of a fact to one or more
persons for a specific, significant business purpose

6. i. Specific issue
ii. Pre-specified audience
iii. Specific structure/layout
iv. Written on past events
v. Neutral in nature
vi. Factual information
vii. Joint efforts of a group of people or team
viii. Orderly presentation
ix. Upward flow
x. Some additional aids in presentation
xi. Signature
xii. date

8. There are Different types of report according to
their nature, and functions some reports are
written formally and some are written informally.

10. Any report can be presented either in written from or in
oral.
1. Oral report:
When report on a matter presented verbally or through
oral media then it is known as oral report. In this case, after
investigating the matter the investigator express his/her
findings verbally to the top management. It is less effective
because it cannot be used as documentary evidence.
2. Written report:
On the other hand when reports are presented in written
form then it is called written report. Written reports are
prepared by following specific format. It has documentary
evidence.

11.  Business reports can be prepared either by
following specific formats and formalities or it
can be drafted informally without maintaining
much formalities. Thus on the basis of degree of
formality business reports can be of two types:
1.Formal
Formal reports are usually detailed. It examines a
complex problem in depth and provides
recommendations. Formal reports are prepared
accounting to specific formats.
 This type of report again can be divided in two
categories:

12.  (i) Informational:
This type of report presents information on particular
topic but does not provide any explanation and
recommendations.
Example: Annual reports, progress reports of
taskforces, statuary reports ,nonstatuary reports etc.
 (ii) Analytical:
Analytical reports not only present and analyze data
but also interpret the data and make recommendation.
Usually critical problems are analyzed through
analytical repots.
Example: Feasibility reports, request
approval, evaluation of investment project, etc.

13.  These types of reports are prepared to assists
routine managerial functions.
 These reports are usually written by
subordinates.
 Informal reports are short in length and
written in letter or memo, format.
 These reports are less planned.

14. On the basis of length, repot can be of two types:
1. Short Report:
Interim progress reports, personal activity repot, etc. are
examples of short report. Length of these reports can be on
page or several pages. Routine reports are shot in length.
Less time is allotted for the preparation of this type of
report.
2. Long report:
Length of long report may be more than hundred pages
depending on the nature and importance of the matter.
In depth analysis is made to prepare a long report. It is
time consuming and formal in nature.

16. Business reports are typically assigned to enable you
to:-
 Examine available and potential solution to a
problems, situations or issues.
 Apply business management theory to a practical
situation.
 Reach conclusions about a problem.
 Demonstrate your analytical, reasoning and
evaluation skills in identifying and weighing-up
possible solutions and outcomes.
 Provide recommendations for future actions.
 Show concise and clear communication skills

17.  The prime objective of report is to provide
information about any event or object or situation to
the proper persons. It helps business people to take
accurate and pragmatic decisions.
 The purposes of Report can be mentioned as below-
 To carry business information to the concerned
quarters
 To analyze the data for interpretation
 To help planning by providing factual information
 To help decision making by providing necessary
information and evidence
 To reduce administrative cost by eliminating
searching cost for information

18.  To help establish effective control system
through the information on employee
performance
 To help reduce and resole organizational
disputes
 To help to bring effective coordination between
and among the departments
 To help to bring dynamism in the organization
by supplying latest information
 To find out the reason behind a problem
 To present the findings of investigation or
inquiry
 To recommend specific action to solve a problem

19.  Reports serve several functions.
 They may be used to communicate information
within an organization upwards to senior
management, downwards to staff, or externally to
government regulators.
 They can also serve a persuasive role to get
management motivated to take a desired action,
support a project, or approve an investment
decision.
 To make an effective report one should consider
these points important:-

20.  Identify the purpose of a report and the needs of
your audience
 Distinguish between informational and analytical
reports
 Develop an effective report structure
 Decide on what language and level of detail is
appropriate for your target audience
 Apply an appropriate degree of formality to your
report Determine if the direct or indirect method is
appropriate for your target audience
 Create headings, transitions, and graphics to enhance
your report’s readability