The document discusses various topics related to business communication and report writing. It provides details on a group project involving 5 students. It then covers the topics of report writing, including definitions of different types of reports such as formal reports, short reports, long reports, and technical reports. For each type of report, it outlines the typical structure, components, and considerations for writing. It provides an example of a technical report on DVD technology.

2. Group members:
• Arzoo Nawaz Roll no.63
• Syed Ali Kamran. Roll no.50
• Mirza Ali Raza. Roll no.90
• Syed Hussain Zain. Roll no.85
• Zeeshan Buhtta. Roll no.89

3. Presentation of Business
Communication:

4. Topics to be described are:
• Report Writing.
• Formal Report.
• Short Report.
• Long Report.
• Technical Report.
• Proposals

5. Topic “Report Writing”

6. Definition of report
• A report is a document
characterized by information or other
content reflective of inquiry or
investigation, tailored to the context
of a given situation and audience.

7. Planning for report
• Five steps involved in planning.
1. Introduction.
2. Structure Of A Report.
3. How To Begin.
4. Layout Of The Report.
5. Conclusions.

8. 1. INTRODUCTION
• The purpose of a report is to convey
information factually, briefly, and clearly.
Brevity is important; a report is not an
essay.
• Clarity is achieved by subdividing the
report into headed sections each with a
definite part to play. There is no single
"best" way to present a report.

9. 2. STRUCTURE OF A
REPORT
There are five main parts to any
report, and each of these has a
different purpose:
• Summary
• Introduction
• Core
• Conclusions
• Appendix

10. 3. HOW TO BEGIN
• Start with the introduction.
• The core of the report may now be
written, with as much detail as is
required for the reader to understand
everything which was done.
• Conclusion
• Discussion
• Summary

11. 4. LAYOUT OF THE
REPORT
• The purpose of structuring the report is to
make it accessible to likely readers.
• The purpose of layout is to enhance the
ease with which the reader can find their
way about.
• With currently available word processors it
is possible to use a variety of different
methods to enhance the report (e.g. bold
characters and bullet points).

12. 5. CONCLUSIONS
• Good reporting is very important.
• The purpose of the report is to inform the reader.
• Good layout helps the reader.
• The abstract should be a self-contained guide to the
contents
• The introduction and conclusion should be sufficient
to inform the reader of the main outcomes of the
report.
• The writing of a report is a straight-forward exercise,
which will occur naturally if the above guidelines are
followed.

13. General Formatting Guidelines
• Here are some general formatting guidelines that apply to
the entire report:
• Use 1- or 1-1/2-inch margins for all four margins of the
report. You might want to use a 1-1/2-inch margin at the
top and 1-inch margins for the left, right, and bottom.
• Use a 1-1/2-inch left margin if your binding uses a lot of
space (for example, brad-type binders that require 2- or 3-
hole punch).
• Generally use double-spaced typing except in those areas
where single spacing is shown (for example, in the
transmittal letter, descriptive abstract, figure titles, short
vertical lists, and items in the information-sources list).
• Use one side of the paper only.

14. Formal Reports: Component by
Component
• This section examines each
component of the formal report and
points out the key requirements in
terms of content, design, and format.
Remember that these are
requirements, or "specifications."

15. Covers and
label.

16. Transmittal
letter

17. Title page and descriptive
abstract
• This is the first "official" page in the
report. No page number is displayed
on this page.
• At the bottom of the title page is the
descriptive abstract.

19. Table of
contents

20. List of figures

21. Abstract
(informative).

22. Body of the report:
introduction
• The title of the report is set at the
top, just above the first-level heading
and that no page number is
displayed

24. Page with headings and
graphics.
• In the body of your report, be sure to
use the standard format for
headings, for lists, and for graphics.
If you are writing instructions, don't
forget to use the standard format for
special notices.

26. List of information sources
• Remember to put all information
sources in this list, including no
printed, no published ones. For style
and format of these entries.

27. Appendix
• The appendix is a good place to put
information that just will not fit in the main
body of the report, but still needs to be in
the report. For example, big tables of data,
large maps, forms used in an organization,
or background discussion-these are good
candidates for the appendix. Notice that
each one is given a letter (A, B, C, and so
on).

29. Page-Numbering Style
• Pages within the front and back
covers are numbered (except for the
transmittal letter); but the page
number is not always displayed.
• All pages coming before page 1 of
the introduction use lowercase
Roman numerals.

30. Page-Numbering Style
• All pages beginning with page 1 of
the introduction use with Arabic
numerals.
• Page numbers are not displayed on
the transmittal letter, title page, first
page of the table of contents, page 1
of the introduction, and the appendix
divider page.

31. Final Production
• Make a good printout of your report, on good
paper, using fresh print supplier. Remember to
design and type or print your cover label.
• Make sure your graphics are good quality. If
they are, tape them down onto the pages. Make
sure they fit neatly within the margins-top and
bottom, left and right.
• Make sure all the component are in place and
everything looks okay.

32. Topic “Short Reports”
Syed Hussain Zain ul Abeden Gardezi.
Roll No. 85

33. Short Report:
• As the name suggest it’s a short report of two or
three paragraph usually use as a memorandum in an
organization to inform and analyze any problem or
suggestion.
There are three main Features of Short Report:
• Concise.
• Accurate.
• Unbiased.

34. For Example:
• President Lincoln of America asked his
cabinet to write him suggestion in the
form of short report so that he could
review them from his busy time, and do
according to their suggestion.

35. Developing The Main Sections:
Short Report contains three main section:
3. Introduction.
4. Body (discussion, text).
5. Terminal Section
(summary, conclusion,
recommendation).

36. Introduction:
• Main elements which should be
included in short reports
introduction are,
• Purpose or aim.
• Authorization.
• Sources.
• Scope.
• Background.
• Limits.

37. Body:
The main point which should be
included in the body of short report:
• Present all facts accurately and impartially.
• Emphasize important ideas by showing details.
• Include visual aids.
• Use headings.
• Apply the seven C writing principles.

38. Terminal Section:
• Remember that a summary condenses the text,
conclusion evaluate the text, and
recommendations offer specific course of
action.
• Do not include any new material in the
terminal section of the report.
• Usually list summary points in the same order
as topics are discussed in the report.

39. Five Cautions Regarding to
Headings & Sub Heading
• Place the most important ideas in the highest
degree of headings.
• Balance the section according to the number of
headings.
• Have at least two subheading if you divide any
topic.
• Use about three to seven main points in a report.
• Avoid using the report title as a section heading.

40. Short reports are to be completed as
described below.
• Short reports are not to exceed 1
page.
• Your work should be double-spaced
with 1" margins on all sides.
• Preferred font is 12-point Times-
Roman.

41. Topic “Long Reports”
Zeeshan Bhutta
Roll no. 89

42. Introduction
Introduction

43. Cover & External Title
Five Suggestions
i)Remember the W’S questions.
ii)Keep the title short.
iii)Consider subtitle with colon
such as:
Argentina:Recommendations for
establishing joint venture.

44. iv)Vague Titles:
Example:
Unclear Better
Root causes Core issues affecting decline in profits.
Company plans A strategic financial plans 1998-2000.
Drugs Marijuana & its abuse in the work place.
V)Eliminates judgment Terms:
Example:
Why overseas personnel do badly.
Error in accounting procedures in the past two
years.

45. Title Fly & Internal Title
The four main parts of the title
page are title,for whom,by
whom,date.

46. Example
[Title]
Industrial water Pollution.
[For Whom]
For the environmental Committee.
[By Whom]
Prepared by Olga lotz.
[Date]
September 25.199.

47. Contents of the Reports.
 Table of tables.
 Visuals or figures.
 Executive Summary.

48. Supplementary Parts
 Appendix.
 Bibliography.
 Index.

49. Topic “Technical Reports”
Mirza Ali Raza Roll No.90

50. Technical Reoprts:
A technical report (also: scientific report) is a document
that describes the progress or results of technical or
scientific research, or the state of a technical or scientific
research problem. Such reports are often prepared for
sponsors of research projects.
 A technical report is a formal report designed to convey technical
information in a clear and easily accessible format.
Examples of such reports include annual environmental
reports to regulators, annual reports to shareholders, project
proposals, tender documents and journal articles.

51. Planning steps before writing TR:
•Report topic: Decide what subject you are going to write on; narrow
it as much as possible.
•Report audience: Define a specific person or group of people for
whom you are going to write the report. Define the circumstances in
which this report is needed.
•Report purpose: Define what the report will accomplish—what needs
of the audience it is going to fulfill.
•Report type: Decide on the type of report—for example, technical
background report, feasibility report, instructions, or some other.

52. Report
on
DVD TECHNOLOGY AND
APPLICATIONS
submitted to
Dr. David McMurrey
Technical Research Associates, Inc.
1307 Marshall Lane
Austin, TX 78705
May 6, 1998
by
Thurston Taylor
E. Taylor, Consultants

53. Types of Technical Reports:

54. • Technical-background report:
The background report is the hardest to define but the most commonly
written. This type of technical report provides background on a topic—for
example, solar energy, global warming, CD-ROM technology, a medical
problem, or U.S. recycling activity
2) Feasibility, recommendation, and evaluation report:
• A feasibility report tells whether a project is "feasible"—that is, whether
it is practical and technologically possible.
• A recommendation report compares two or more alternatives and
recommends one (or, if necessary, none).
• An evaluation or assessment report studies something in terms of its
worth or value For example, a college might investigate the feasibility of
giving every student an e-mail address and putting many of the college
functions online.

55. 3) Primary research report:
Primary research refers to the actual work someone does in a laboratory or
in the field—in other words, experiments and surveys.
4) Technical specifications:
In this report type, you discuss some new product design in terms of its
construction, materials, functions, features, operation, and market
potential.
5) Report-length proposal:
As you may be aware, proposals can be monster documents of hundreds
or even thousands of pages.Most of the elements are the same, just
bigger. Plus elements from other kinds of reports get imported—such as
feasibility discussion, review of literature, and qualifications; these become
much more elaborate.

56. 6) Business plans:
If you are ambitious to run your own business, you can write a business
plan, which is a plan or proposal to start a new business or to expand
an existing one. It is aimed primarily at potential investors.
7) Technical Manuals and Instructions :
Here the emphasis is on using appliances, equipment or programs. The
task here is to write step-by-step procedures anyone can understand
and follow.

57. General Characteristics of Technical Reports :
Graphics: The report should have graphics. If you can't
think of any graphics for your report project, you may not
have a good topic.
Factual detail: The report should be very detailed and
factual. The point of the report is to go into details, the kind
of details your specific audience needs.
Information sources: Your report should make use of
information sources. These may include not only books and
articles that can be found in libraries but also technical
brochures, interviews or correspondence with experts, as
well as first-hand inspections

58. Documentation: When you use borrowed information in
your technical report, be sure to cite your sources. The style
of citing your sources (also called "documenting" your
sources).
Realistic audience and situation: The report must be defined
for a real or realistic group of readers who exist in a real or
realistic situation.The audience can't merely be something
like "anybody who might be interested in global warming."
Headings and lists: The report should use the format for
headings that is required for the course, as well as various
kinds of lists as appropriate
Special format: The technical report uses a rather involved
format including covers, binding, title page, table of contents,
list of figures, transmittal letter, and appendixes.

59. Production: The technical report should be typed or
printed out neatly. If graphics are taped in, the whole
report must be photocopied, and the photocopy handed in
(not the original with the taped-in graphics).
Length: The report should be at least 8 doublespaced
typed or printed pages (using 1-inch margins), counting
from introduction to conclusion.
Technical content: You must design your report project in
such a way that your poor technical-writing instructor has a
chance to understand it—in other words, you must write for
the nonspecialist.

60. How to write Technical Report?

61. Format of technical reports:
Title page:Must include the title of the report.
Summary:A summary of the whole report including important features,
results and conclusions.
Contents:Numbers and lists all section and subsection headings with page
number.
Introduction:States the objectives of the report and comments on the way the
topic of the report is to be treated. Leads straight into the report itself.

62. Conclusions:A short, logical summing up of the theme developed in the main text.
References:Details of published sources of material referred to or quoted in the text
(including any lecture notes and URL addresses of any websites used)
Bibliography:Other published sources of material, including websites,not
referred to in the text but useful for background or further reading.
Acknowledgements:List of people who helped you research or prepare the
report, including your proofreaders.
Appendices (if appropriate):Any further material which is essential for full
understanding of your report (e.g. large scale diagrams, computer code, raw data,
specifications) but not required by a casual reader

63. Sample of Technical Report

64. Topic “Proposals”
Syed Ali Kamran Abidi.
Roll No. 50

65. Proposals
Something that is put forward for consideration.
• Like proposals in general,
documentation proposals can be
lengthy or they can be a business letter
under ten pages. For a lengthy
proposal, use the standard design of
reports. Use transmittal letter, covers,
title pages, tables of contents,
abstracts, headings, lists, tables,
graphics etc.

66. Components of a Proposal:
• Introduction.
• Background.
• Benefits and Feasibility.
• Description.
• Method or Procedure.
• Schedule.
• Qualifications.
• Costs or Resources required.
• Conclusions.

67. Introduction.
• Indicate that the document to follow is a
proposal.
• Refer to some previous contact with the
recipient of the proposal or to your source of
information about the project.
• Find one brief motivating statement that will
encourage the recipient to read on and to
consider doing the project.
• Give an overview of the contents of the
proposal.

68. Background on the problem,
opportunity, or situation
• It's true that the audience of the
proposal may know the problem very
well but writing the background
section still might be useful,
however, in demonstrating your
particular view of the problem.

69. Benefits and feasibility of the
proposed project.
• Most proposals discuss the
advantages or benefits of doing the
proposed project. This acts as an
argument in favor of approving the
project. Also, some proposals
discuss the likelihood of the
project's success.

70. Description of the proposal:
• Most proposals must describe the
finished product of the proposed
project. In this course, that means
describing the written document
you propose to write, the purpose;
providing an outline; and
discussing such things as its
length, graphics, binding etc.

71. Method or procedure:
• This acts as an additional persuasive
element; it shows the audience you have a
sound, well-thought-out approach to the
project. Remember that the background
section focused on the problem or need
that brings about the proposal. However,
in this section, you discuss the technical
background relating to the procedures or
technology you plan to use in the
proposed work.

72. Schedule:
• Most proposals contain a section that
shows not only the projected completion
date but also key milestones for the
project. If you are doing a large project
spreading over many months, the
timeline would also show dates on which
you would deliver progress reports. And
if you can't cite specific dates, cite
amounts of time or time spans for each
phase of the project.

73. Qualifications:
• Most proposals contain a summary
of the proposing individual's or
organization's qualifications to do
the proposed work. Therefore, this
section lists work experience,
similar projects, references,
training, and education that shows
familiarity with the project.

74. Costs or resources required:
• Most proposals also contain a section
detailing the costs of the project, With
hourly rates, projected hours, costs of
equipment and supplies etc. and then
calculate the total cost of the complete
project.
• For example, hours you will need to
complete the project, equipment and
supplies you'll be using, assistance from
other people in the organization, and so
on.

75. Conclusions.
• The final paragraph or section of
the proposal should bring readers
back to a focus on the positive
aspects of the project. In the final
section, you put in one last plug for
you or your organization as the
right choice for the project.