Presentation on writing Business reports successfully. The impoprtant elements of business reports is covered in the presentation.

1. Objectives
You will:
• Learn the main report formats
• Learn mechanics in presenting reports
• Use a checklist to write reports more quickly
• Create statistical diagrams on computer
• Present reports orally
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2. COURSE OUTLINE
• Introduction • Principles of Effective Writing • Defining a report • Types of
reports
•
• The Organisation and Structure of a Report • Facts and ideas • The
sections of a report • Reports and proposals • Organising material
•
• Writing the Report • Case study • Minding the logic gaps • The table of
contents • The summary • Front loading information • Avoiding
redundant phrases • Recommendations vs conclusions • Using plain
English
• Using charts and diagrams on trends • Oral presentation
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3. What is a business report?
• ‘A business report is an orderly and objective communication
of factual information that serves a business purpose.’ – Lesikar &
Flatley
– Information Reports (present facts)
– Analytical Reports (also include interpretations & may have
conclusions and recommendations)
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13. Business Correspondence: Principles
• Courtesy & Consideration
• Directness & Conciseness
• Clarity and Precision
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14. Revising for Conciseness
Drop unnecessary fillers, such as there
is/was and it is/was .
Poor:
There are three items
we must discuss today.
It was Lisa and Jeff
who were honored.
Improved:
We must discuss
three items today.
Lisa and Jeff were
honored.

15. Revising for Conciseness
Reject redundancies (repetitions):
What words could be omitted in these
expressions?
advance warning
close proximity
exactly identical
filled to capacity
final outcome
necessary requisite
new beginning
past history
refer back
serious danger

16. Principles: Clarity & Precision
• Simple Expression
• Clear & logical thinking
• Plain Style
‘Have something to say and say it as clearly as you can. That’s
the only secret of style.’
- Matthew Arnold
BJM-CBFS mathew@cbfs.edu.om 16

17. Revising for Clarity
Dump trite business expressions.
Trite and Outdated
as per your request
attached hereto
enclosed please find
pursuant to your request
thank you in advance
under separate cover
Modern
at your request
attached
enclosed is/are
at your request
thank you
separately

18. Revising for Clarity
Substitute precise words for overused expressions.
Poor:
Last but not least, you
should keep your nose
to the grindstone.
We had reached the
end of our rope.
Improved:
Finally, you should
work diligently.
We could go no
further.

19. The Comma story
A woman without her man is nothing.
 Men wrote:
A woman, without her man, is nothing.
 Women wrote:
A woman, without her, man is nothing.

20. Relevance of Report Writing
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21. Relevance of Report Writing (cont’d)
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22. Relevance of Report Writing (cont’d)
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23. Relevance of Report Writing (cont’d)
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25. Characteristics of a good report
• Precise and Brief
• Accurate (factually & grammatically)
• Relevant
• Reader-oriented
• Objective
• Clear, brief and unambiguous
• Grammatically correct
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26. Common Types of Reports
• Short Information Reports
– Mainly to give information
– Convenience & Flexibility
• Title
• Introduction / Background
• Analysis of situation / findings
• Conclusion / Evaluation
• Memo Reports
– Three main sections
• Beginning
• Middle
• End
• Short Formal Reports
– Title, Terms of Reference,
Procedure, Findings,
Conclusions,
Recommendations (if
asked)
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27. 5 Ws & 1 H
of Report Writing – Reporters’ Question
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28. Organization of a Long Report
1. Introduction 2. Body 3. Addenda
• Introductory Parts
– Letter of transmittal / presentation
– Title page
– Table of contents
– List of illustrations
– Abstract / Summary
• Body of the Report
– Introduction
– Discussion / Description
– Conclusion
– Recommendations (findings / resolutions)
• Addenda
– List of reference (footnotes – works cited)
– Bibliography (works consulted)
– Glossary (list of technical words / jargon)
– Appendices (data / charts not incorporated)
– Index (A – Z contents of report)
– Signature (by whom submitted)
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Abstract/Synopsis – what the report is
about (2 – 5% of report)
Summary – gives substance of report
(5 – 10% of report)

29. BJM-CBFS mathew@cbfs.edu.om 29

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31. 1. Purpose of report
• First task – to get problem clearly in mind
– Preliminary investigation (information / analysis)
– State problem clearly
– Problem statement –
• infinitive phrase
– (‘to determine the causes of decreasing sales at Store X.’
• a question, or
– (‘What are the causes of decreasing sales at Store X?’)
• declarative statement
– (‘Store X sales are decreasing, and management wants to know
why’)
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32. 2. Determining Factors (1/3)
• Method 1
– Subtopics
• Problem statement: to review operations of Company X from Jan 1 to March
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1. Production
2. Sales & promotion
3. Financial status
4. Computer systems
5. Product development
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33. 2. Determining Factors (2/3)
• Method 2
– Hypothesis
• Problem statement: Sales at the Capital Branch have
declined, and management wants to know why
(hypothesis)
1. Activities of the competition have caused the decline
2. Changes in the economy of the area have caused the
decline
3. Merchandising the deficiencies have caused the decline
4. Changes in environment (population shifts, political
actions) have caused the decline
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34. 2. Determining Factors (3/3)
• Method 3
– Comparison
Problem statement: To determine whether Y
Company’s new location should be built in City A,
B or C
1. Availability of skilled workers
2. Tax structure
3. Community attitude
4. Transport facilities
5. Nearness to markets
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35. 3. Gathering Information
– Conduct research – personal investigation
– Experiments or surveys
– Library research
– The Internet research
– Apply Research Techniques
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36. 4. Interpreting Findings (1/2)
– Apply information to problem
– Mental interpretation
– Avoid human errors
• Report facts as they are
• Conclusions are not necessary
• Lack of evidence is not a proof
• Do not compare non-comparable data
• Do not draw illogical cause-effect conclusions
• Beware of unreliable and unrepresentative data
• Do not oversimplify
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37. 4. Interpreting Findings (2/2)
– Appropriate Attitudes & Practices
• Maintain a judicial attitude
• Consult with others
• Test your interpretations
– Use statistical tools to interpret
• Statistics permit to examine facts
• Use descriptive statistics (probability, ratio, inference, etc)
• Do not use statistics to confuse reader
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38. 5. Writing the Report (1/3)
– Organizing Report Information
– Make an outline
– Outlines serve as contents & captions
– Conventional system
• First Level
– Second level 1
– Second level 2
» Third level 1
» Third level 2
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39. 5. Writing the Report (2/3)
– Decimal system
1.0 First Level
1.1 Second level 1
1.2 Second level 2
1.2.1 Third level 1
1.2.2 Third level 2
1.2.2.1 Fourth level 1
1.2.2.2 Fourth level 2
2.0 Second Level
2.1 Second level 1
2.1 Second level 2
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40. 5. Writing the Report (3/3)
– Objectivity (passive statements)
– Seek truth – keep out all bias
– Objective writing is believable
– Objective style – impersonal (no I’s we’s you’s)
– Use personal style for routine reports and impersonal style for
more formal reports
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41. Personal vs. Impersonal
Having studied the
advantages and
disadvantages of
using coupons, I
conclude that your
company should not
adopt this practice. (Personal)
A study of the advantages and
disadvantages of using coupons
supports the conclusion that the
XYZ Company should not adopt
this practice. (Impersonal)
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42. 6. Collaborative Report Writing (1/2)
– Determination of group makeup
• Fewer the better
• Select a leader – not necessary
– Techniques of participation
• Leaders and participants have clear duties
• Consultation and discussion necessary
• At least 2 meeting & a work period
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43. 6. Collaborative Report Writing (2/2)
– Activities involved
• Determine purpose
• Derive factors
• Gather information needed
• Interpret information
• Organize material
• Plan writing
• Assign parts to be written
• Write parts assigned
• Revise collaboratively
• Edit final draft
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44. Consistency in Time Viewpoint
– Past / Present – do not change
– Use transitions
• Sentence
– These data clearly show that alternative fuel cars are most economical
• Words
– In addition, moreover, firstly, secondly…
– On the other hand, in contrast, however…
– Similarly, consequently, therefore…
– To illustrate, for instance…
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