This document provides tips and guidelines for writing effective reports. It discusses identifying the target readership, gathering and evaluating relevant information, and writing concisely using a combination of factual, explanatory, and leading styles. The steps of report preparation include determining the purpose, assembling facts, sorting data, allocating headings, writing, revising, and attaching additional documents. An executive summary should briefly summarize key details like the business description, management, market, and financials to provide essential information for decision makers.

2. The Book
Edition 1992, 1995
The Link http://books.google.com.eg/books
Other Books 1. How to Write a Successful Report.
2. The minutes: A Guide for Company Secretaries & Managers

3. Before we start
“Reading and writing, are the two faces of the knowledge and expression coin”
Rabindranath Tagore
Processing
Thinking
Judging
Consulting
Linking
Summarizing
Memorizing

4. Three types of writing styles
Factual / Informative
Where only facts are mentioned.
Very good for: news
Example:
On Friday 24th, Mexico said oil
output fell 11.1% to 2.52 million
barrel/day in June, compared
with the same month a year ago
with production below 2.6
million barrel/day for the first
time since 1990.
Explanatory / Commentary
Where facts are mentioned with
explanation.
Very good for: books, economics.
Example:
Copper led the advance for base
metals, hitting the ceiling of US$
5,645 per ton before easing back
to US$ 5,595, up 1.3% in spite of a
rise of 3,475 tons in London Metal
Exchange stocks.
Leading / Subjective
Where the goal is to establish
an opinion.
Very good for: brochures,
advertizing.
Example:
Sugar prices continued their
strong run with heavy
expectation that India‟s
government was about to
extend permission for duty free
imports of raw sugar beyond
July.
Source: Financial Times.com

5. The best writing style for a credit report is where the three styles combine in one sentence
Example (1)
Company XYZ
2007 2008
Sales 10.000 12.000
Comment
Sales rose by 2.000 (+20%)
units between the two periods
under analysis. This increase is
mainly due to capacity
expansion rather than prices
increases. It is worthy
mentioning that consumers
prices for such product recorded
only 11.5% inflation.
Example (2)
Company XYZ
2007 2008
Current R 1.1:1 1.2:1
Comment
Current Ratio slightly increased
by 0.1 points in 2008 due to the
increasing volumes of inventory.
The company‟s overstocking, by
its turn, is due to the currency
devaluation leading to cut down
in its imports bill.
Example (3)
Company XYZ
2007 2008
C/Assets 1.500 1.750
Comment
Current Assets rose by 0.250
units of currency, translated to
16.67% in 2008 over 2007.
However, the composition of its
items maintained consistency.
Following is the break-up:
%2008%2007
6.71176.7100Cash
33.358333.3500A/R
60.0105060.0900Inv.
100.01750100.01500Total

6. T i p s
1. Use short sentences, always begin with the fact, followed by your comment.
2. Avoid, as much as possible, establishing an opinion.
3. Target the subject directly and shortly.
4. Avoid repetitions in words, figures, and use of adjectives.
6. Do not think as a “writer”, put yourself in the “reader‟s” seat.
 When doubting, ask someone else to read what you wrote and let him explain it to you.
7. Use illustrations, tables, and/or photos whenever possible.
 Tables proved to be 40% clearer in determining facts rather than texts.
8. Avoid the extreme use of fancy borders, colorful tags, and special fonts.
9. Instead, use the Bold, Italic, or underlining to draw attention. However, do not over use it.
10. Use proper bullets or numbers and strictly follow its order. The same goes for the indents.
11. Establish consistency in your writing style, font size and type, and topic headers.
5. Avoid the use of “BIG” words i.e. Huge, tremendous, great, … etc.
 Instead use “Average” words i.e. acceptable, good, considered, coping with… etc.

7. 1. Identify the readership
How much existing knowledge can be assumed? If the audience has very little
knowledge of the topic then the report will need to explain basic principles. If the
audience is expert-level in the field then too much explanation will make the report
tedious to read.
Is the audience diverse or homogeneous? If the majority of the readership has
similar backgrounds and exposure to the topic then the report can be aimed
directly at that group. If they have very different backgrounds or widely varying
experience of the topic then care must be taken not to inadvertently exclude part
of the group.
Are there any aspects of the audience that you must take into account in order to
achieve a positive outcome? For example; those operating under financial
constraints will appreciate your attention to costs; if the readership is mostly
people who will be directly affected by the recommendations then the report
should anticipate their concerns.
It is important that the report is pitched at the correct readership. The following
reader characteristics should be considered:

8. 2. Steps of Report Preparation

9. 2. Steps of Report Preparation
2.1 Identify the purpose of the report:
The report should lead the reader from the facts to the recommendations
via a logical path. It is necessary to identify the desired outcome of
discussions based on the report before writing begins. A leading report
should persuade the reader to make the decisions that the author favours.
Those decisions need to be identified in advance.
Examples
1) A report aiming to grant a company for the first time should concentrate on the
opportunity for the bank to do business or to show interest in activity.
2) A report aiming to renew facilities should concentrate on the previous experience
and the history with the bank. Also, profitability is an important issue.
3) A report aiming to amend terms should concentrate on the lacks in fulfilling the
“old” terms and the possible reflection of your recommendation.
4) A report aiming to liquidate an account should hold the “exit scenario” and the
measures taken before proposing liquidation.

10. 2. Steps of Report Preparation
2.2 Assemble the information:
The report is based on facts. Statements of fact should be supported. The
report must not expect the reader to take things on trust or to accept
assumptions. Sources of information must be referenced and recorded in
the report. If possible the „original‟ source should be found even if attached.
Examples
1) If your report quotes figures from a government body, visit the body’s website,
find those figures and reference them there.
2) The investigation report should not be included in the report body. Only if there
is something to mention or comment on. The full text can be simply attached.
3) The market studies should be referenced as well; even if they come from the
bank’s market research department.

11. 2. Steps of Report Preparation
2.3 Identify relevant Information:
The report should contain facts and figures related to its subject. Cross
matching the information mentioned in the report in its different topics
should lead to same facts.
In other terms, the whole report should tell the same “story”
Examples
1) If your report is about a food trader, market study cannot concern the trade of
commodities, even if it is about “wheat”.
2) The financial analysis should reflect the activity description and the market
and/or economic circumstances. They simply cannot be apart.
3) If the report concerns a group of companies, concentration should be made on
the group main activity and its liaison with the subject customer. Do not draw the
reader’s attention to the sister companies’activities.

12. 2. Steps of Report Preparation
2.4 Examine accuracy:
The facts included in the report should reflect “reliability”. The report does
not only show the customer, but it also shows the writer.
The writer‟s efforts in investigating the case and care for a balanced
positioning for the bank and the customer benefits should be obvious.
Examples
1) The use of secondary source of data, or out of date supports reflect reluctance in
studying and analysing the case.
2) The use of “stamp sentences” destroys the report structure, even in similar
cases. Remember, God created different people with similarities, and not similar
people with differences.
3) In case of using the “similarity” that exists in other reports in your report, kindly
give extra attention in re-reading or re-writing it before use.

13. 2. Steps of Report Preparation
2.5 Evaluate:
Evaluation is an important process. It comes right in the middle of the
process of writing a successful report because the balance depends on this
phase.
In this stage you have to evaluate whether the information gathered,
relevant, and checked serve the purpose of your report or they drive it out.
Examples
1) This is the last phase where you can get backward in your report writing or even
your decision. It is better to declare the lacks in the file rather than ruin your track.
2) In case you touch the lacks in your case, it might be recommended to re-tailor
your report to excuse the bank from entering in relationship.
3) Evaluation, if it does not have a “negative” impact on the way you regard the
case, then it will strengthen your presentation and awareness of the case.

14. 2. Steps of Report Preparation
2.6 Sort and group:
Congratulation! Coming to this stage means that you are building a strong
case. Remember, you can only sell what you have.
Try to reorganize the information you have and set a plan for the use of
them in your report.
Examples
1) Establish the connections between the related parts of the report. Usually, the
report includes technical aspects e.g. the limits structure which should be grouped
to the commercial aspects of the activity.
2) Concentrate on the purpose meant to be financed e.g. asset finance or cash-flow.
If there is a combination proposed, sort the limits structure accordingly.
3) SWOT analysis is a useful tool to sort and group the cons and against you
propose the relationship to the management.

15. 2. Steps of Report Preparation
2.7 Allocate Headings:
The use of heading is very important as it classifies the topics of
presentation. However, it is two sides weapon if the heading chosen does
not reflect the subject or leads the reader elsewhere.
Examples
1) Use the bank “report form” for better and consistent heading allocation.
However, if your report needs different or changed heading do never hesitate to use
it as long as it serves your purpose.
2) Heading should not contain figures, dates, or any other facts. The disclosure of
such items shall be mentioned in the text body.

16. 2. Steps of Report Preparation
2.8 Writing:
As previously mentioned, the report writing should reflect the writer as well
as the customer. It reflects the level of the writer‟s intelligence, literacy,
innovation, creativity, organization, presentation, and expression.
Examples
1) Do not try to imitate “others” style, simply use your own. However, do not try to
draw the reader’s attention to “you” instead of the “case”.
2) Use appropriate terms. In credit reports use the practical and professional
expressions, not the literature and odd ones.
3) Train yourself in following the tips mentioned in the writing style. The more you
write or contribute in reports, the more you will gain style, accuracy, and speed.

17. 2. Steps of Report Preparation
2.9 Revision:
Take off your suite, and put the reader‟s one. Though it is hard to do, but
important. While writing, the brain speed is always faster than the hand
typing. That‟s why you will stop again to correct the spelling mistakes and
presentations.
But this is not the revision meant. You should revise the core of your report.
Examples
1) Try to establish two-parts revision. Check the spelling mistakes that skip from the
spelling checkers after you finish typing. But the second part of the revision which
concerns the core should be done 24 hours after typing it.
2) It is recommended to ask a colleague to read your report and discuss it with him.
But do not violate the report confidentiality or specialization.
3) In case of working under dead time limits, it is recommended to disclose to your
boss –while presenting the report- that you did not finally revise it.

18. 2. Steps of Report Preparation
2.10 Fine tuning of semantics:
The expressions used can have different meanings if not opposite ones.
Accept whatever comes out from the revision because it is a second eye.
Discuss it, but do not close your mind on your standings. Remember that
nobody can claim his/her seniority in caring about the bank rights.
Examples
1) Fine tuning the expressions and semantics used in the recommendation gives
strength and deepness to it.
2) Try not to use vague or elastic expressions, simply use “proper” ones.
3) Imagine yourself in two situations:
- The customer, who will be liable in carrying your terms and conditions,
- and the credit administration, which will implement it.

19. 3. Writing the executive summary:
Though the Executive Summary is put in the front page of your report, it is
highly recommended that you write it after the report completion.
Reasons
1) It should summarize every part of the report in few and concise words. Giving
the first and important impression for the decision maker.
2) It should not exceed one letter-size page (A4). Otherwise, the reader will loose
interest with going through too much details reading it.
3) The Executive Summary should hold the “latest” changes and amendments you
performed in your report while preparing it.

20. 3. Writing the executive summary:
The Executive Summary should briefly tells the following:
General Information
Business name, names of principals, social security number for each
principal, and the business address.
Purpose of the loan - exactly what the loan will be used for and why it is
needed.
Amount required - the exact amount you need to achieve your purpose.
Business Description
History and nature of the business - what kind of business it is, its age,
number of employees, and current business assets.
Management Profile
Develop a short statement on the business principal, education, experience,
skills, and accomplishments.

21. 3. Continued: Writing the executive summary:
The Executive Summary should briefly tells the following:
Market Information
Define the company's products as well as its market.
Identify the competition and brief how the business competes in the
marketplace.
Profile the company‟s customers and explain how your business can satisfy
their needs.
Financial Information
Highlight the essentials of the financial statements, without getting into too
much details about ratios or whatsoever.
Conclusion
Brief your recommendation without mentioning the terms and conditions.
Always start by the lending rationales.

22. 4. Attachments:
The attachments are part of your report. They are – by definition – attached
to it but not “annexed”.
What to attach ?
The detailed reports that do not form a crucial part of the report e.g. the
investigation report, the market study, the full spread sheet, … etc.
What is an attachment ?
The attachment is an “independent” report by itself. The list of customers
clients or the company‟s previous activity do not constitute an attachment.
How to attach ?
Though the detailed information exist in the attachment, it is necessary to
summarize the attachment inside the report. Simply in few sentences.
Why they are separate than the report ?
Actually they are not separate, they contain additional information that might
interest the reader.

23. 4. Continued: Attachments:
The total attachments pages should not exceed the report itself number of
pages
Some important notes about the attachments
If there is more than five attachments, it is recommended that you prepare
an index for the attachments to cover them.
The attachments that are not prepared by you, should be referenced and
“not signed” by you.
Remember that the attachment is an independent report by itself. So it must
go will all the steps of preparing the report (gathering, evaluating, checking
accuracy,…etc.)
The attachments should be sequenced and following the same order
mentioned in the report.