Meaning & concepts of Business correspondence

1. Business Reports
• Importance, Characteristics, Types, Structure,
Preparation, Technical Description

2. Importance of Reports
• - Provide factual information for decision-making.
• - Record business activities and performance.
• - Ensure accountability and transparency.
• - Help identify problems and suggest solutions.
• - Facilitate communication within and outside the
organization.

3. Characteristics of Reports
• - Objectivity: unbiased and based on facts.
• - Accuracy: correct data and details.
• - Clarity: easily understandable language.
• - Conciseness: brief but comprehensive.
• - Systematic: logical flow and organized format.

4. Qualities of a Good Report
• - Clear purpose and objectives.
• - Relevant and accurate information.
• - Logical and coherent structure.
• - Proper analysis and interpretation.
• - Well-presented with visuals if necessary.
• - Correct grammar and formatting.

5. Types of Reports
• - Formal Reports: Structured, detailed, follow
specific formats; e.g., annual reports, research
reports.
• - Informal Reports: Brief, less structured; e.g.,
memos, internal updates.

6. Structure of a Report
• 1. Title Page
• 2. Table of Contents
• 3. Executive Summary
• 4. Introduction
• 5. Body/Main Content
• 6. Conclusions
• 7. Recommendations
• 8. Appendices
• 9. References/Bibliography

7. Preparation of Reports:
Progress Reports
• - Used to update stakeholders on ongoing projects.
• - Contents:
• • Project objectives.
• • Work completed.
• • Current status.
• • Challenges faced.
• • Next steps and timelines.

8. Preparation of Reports: Survey
Reports
• - Present findings from surveys or research.
• - Contents:
• • Objectives of the survey.
• • Methodology.
• • Data analysis.
• • Findings and interpretations.
• • Conclusions and recommendations.

9. Preparation of Reports:
Meeting Minutes
• - Written record of discussions and decisions during a
meeting.
• - Contents:
• • Date, time, location.
• • Attendees.
• • Agenda items discussed.
• • Key points and decisions.
• • Action items with responsibilities.

10. Technical Description in
Business Reports
• - Explain complex processes, products, or systems.
• - Use diagrams, charts, and visuals for clarity.
• - Include specifications, features, and technical
data.
• - Ensure precision and simplicity to suit the
audience’s understanding.

11. Conclusion
• - Good reports provide reliable information for
effective decision-making.
• - Following proper structure and qualities ensures
clarity and professionalism.
• - Technical descriptions enhance understanding of
complex subjects in business reports.