Business communication

1. REPORT
WRITING
MTM 3063 BUSINESS COMMUNICATION
PREPARED BY: MDM NURUL NADIA

2. TOPICS:
KEY TOPICS DISCUSSED IN
THIS PRESENTATION
Definition of Report
Function (purpose) of a Report
Characteristics of a good Report
Types of report
Writing Process for Reports and Proposals
Components of Formal Report
Oral Presentations

3. Definition of Report
The process of creating formal documents to assist decision-making within an
organisation that conveys:
information
1.
analysis
2.
findings
3.
recommendations
4.
According to (Bovée & Thill, 2017, p. 442), a business report is defined as :
“A written or oral communication that describes and analyses a situation
and recommends action” (Bovée & Thill, 2017, p. 442).
These reports are typically structured, well-organized, and objective in
nature.

4. Function (purpose ) of Report Writing
Serve as a crucial tool for:
conveying important data
1.
insights
2.
progress to various stakeholders
3.
To provide accurate and relevant information in a clear and concise manner,
aiding in the understanding of complex issues and facilitating informed
decision-making.

5. Business communication reports serve various purposes, and their specific objectives may include:
Informing Stakeholders:provide stakeholders with relevant and accurate information to ensure they are updated
regarding the organization’s progress and activities.
Supporting Decision-Making: provide comprehensive information, analysis, and recommendations.
Facilitating Communication:ensure that essential information is shared across the organization and helps to create a
common understanding.
Documenting Activities and Results:provide a historical record of events, achievements, and challenges.

6. Characterstics of a Good Report
Reports must be accurate.
The information presented is clear and precise.
Relevant information such as facts and figures.
Written in an unambiguous style with simple language.
Business reports are objective and logical.

7. Characterstics of a Good Report
Accurate and relevant in a clear and concise manner.
A good report should:
Objective Nature
1.
Formal Tone
2.
Structure
3.
Clarity and Concise
4.
Data and Evidence
5.
Recommendations
6.
Credibility
7.

8. 1 2
Characteristics of a Good Report
RECOMME
NDATIONS
should be
practical and
backed by the
data
presented.
conclude
with
recommend
ations.
3 4 5 6
FORMAL
TONE
established
writing
conventions,
including
proper
language,
grammar, and
punctuatiOn
maintain a
formal and
professional
tone.
STRUCTURE
Sections may be
divided into
headings and
subheadings to
enhance
readability
standardized
structure,
including an
introduction,
main body,
and
conclusion
CLARITY AND
CONCISENESS
avoiding
unnecessary
details
Information is
presented
clearly
DATA AND
EVIDENCE
showcase data
and illustrate
essential
points.
incorporate
tables,
graphs, and
other visual
aids
OBJECTIVE
NATURE
presented in
an unbiased
manner
based on
facts, data,
and
evidence
7
STEP
provide
references to
any external
research or
experts
consulted
during the
report’s
preparation.
cite sources
of
information
and data

9. INFORMAL FORMAL
are generally brief.
they can consist of a body and a title page or a
body only.
informal reports often are formatted as memos or
letters.
Memo reports communicate information to
individuals within an organization.
may consist of all or some of the following parts:
title page,
1.
authorisation message
2.
transmittal message
3.
table of content's
4.
list of illustrations
5.
abstract
6.
body
7.
glossary
8.
appendix
9.
bibliography or reference list.
10.
TYPES OF REPORT

10. INFORMAL FORMAL
Memo reports communicate information to
individuals within an organization.
This style is used primarily for reporting routine
information concerning day-to-day opera- tions or
to provide a written record.
Letter reports use a letter format to present
information and make recommendations to
individuals outside an organization; a subject line
may be used to identify the topic of the report.
The body of the report will span several pages and
include multiple levels of headings.
Content could be drawn from primary and/or
secondary sources.
Visual aids help readers interpret information
presented as text.
TYPES OF REPORT

11. INFORMAL FORMAL
. When formatted as cor- respondence, informal
reports may contain side headings to guide the
reader from topic to topic.
This type of report rarely contains graphic aids and
seldom draws on material from secondary sources.
Informal reports are usually written in the first
person
Formal reports are usually written in the third
person (It is recommended that . . . ).
Recent trends suggest that informality is becoming
more acceptable in formal reports.
The degree of formality is based on the culture of
the organization and is determined after the report
origi- nator has analyzed the receiver(s).
TYPES OF REPORT

12. INFORMAL
REPORT
used to provide factual data,
updates, or summaries of events or
progress within an organization..

13. ANALYTICAL
REPORT
include an examination of the data,
identification of trends, and
explanations of patterns.
h t t p s : / / o p e n . l i b r a r y . o k s t a t
e . e d u / t e c h n i c a l a n d p r o f e s s i
o n a l w r i t i n g / c h a p t e r / c h a p t e
r - 1 1 /

14. RESEARCH
REPORT
detailed research methodologies,
data collection, analysis, and
interpretations.

15. PROGRESS
REPORT
Track the status of ongoing
projects, tasks, or initiatives.

16. INCIDENTS
REPORT
document and analyze accidents,
errors, or issues that occurred
within an organization.

17. Writing Process for Reports and Proposals
THREE-STEP WRITING PROCESS FOR REPORTS AND PROPOSALS

18. Components of a Formal Report
A f o r m a l r e p o r t i s p r e p a r e d f o r a n d r e a d b y t o p - l e v e l
m a n a g e r s i n s i d e o r o u t s i d e t h e w r i t e r ’ s o r g a n i z a t i o n .
C o n d u c t i n g t h e r e s e a r c h a n d w r i t i n g t h e r e p o r t m a y t a k e
f r o m s e v e r a l w e e k s t o s e v e r a l m o n t h s .
T h e s e a c t i v i t i e s c a n b e c o m p l e t e d b y o n e p e r s o n o r b y a
t e a m .
A f o r m a l r e p o r t g e n e r a l l y c o n t a i n s t h r e e m a j o r d i v i s i o n s : t h e
p r e l i m i n a r y s e c - t i o n , t h e b o d y , a n d t h e s u p p l e m e n t a r y s e c t i o n .
A f o r m a l r e p o r t m a y c o n t a i n a l l o r s o m e o f t h e f o l l o w i n g p a r t s :

19. Components of a Formal Report
P r e l i m i n a r y S e c t i o n
1 .
a . T i t l e P a g e
b . L e t t e r o r M e m o o f T r a n s m i t t a l
c . T a b l e o f C o n t e n t s
d . L i s t o f I l l u s t r a t i o n s
e . E x e c u t i v e S u m m a r y