Periodic business reports provide essential information to management in 3 key ways: 1) They help management evaluate operations, profitability, stability and experience over time to make informed policies and procedures. 2) They transmit important information on customers, vendors, markets, production and finances to support decisions on credit, risk management, sales and research. 3) Typical elements include monitoring key factors, stating conclusions, and assessing compliance, properties, corporate relationships, payment records and management arrangements.

1. Typical Business
Reports
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2. Business Communication
Chapter – 13
“TYPICAL BUSINESS REPORTS”
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3. Why we are here:
It attempts to provide a moral
justification, rationale or even establish
clear rules as to “What is the Purpose
of Writing a Business Report and how
we give you more ideas &
comprehensive business report
compiling.
 What is the purpose of the
Business Report
3

4. Basic Strategies
 Audience: When writing the report, you n ce
need to consider the audience you are die
Au
writing for, whether it is the CEO or will
the report be available to all staff
concerned?
r ch
s ea
 Research: The true value of the research Re
may be assessed through a report since
the written report may be the "only
tangible product of hundreds of hours of ng
p il i
work. Com
 Compiling: Reports communicate
information which has been compiled as
a result of research and analysis of data
and of issues.
4

5. "A Report Judges An Organization"
“Good report
Morton, work on it a
little more until it
sounds like one of
mine.”
Brilliant report, Kimble. I
can’t tell where the facts
”Nice work on this report,
end and the fiction begins.”
Carlton. With this information
we can easily lay-off fifty
percent of our employees.
Unfortunately you’ll be the first
to go.”
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6. Informational Report
Writing Informational Report
 Informational report is to provide required
data/information to wish to know about the
things in a specific and complete form.
 Depending on the seriousness, they may
have to be discussed later on.. Once you
have this list, it will be easy for you to contact
someone to clarify any information.
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7. Informational Report
4- Construct 8 - Make Draft
Rough Plan & Proofread
3- Plan 7- Start Sorting
Methodology
2- Brainstorm 6 - Revise
1- Analyze Topic 5 - Research
Submit your Work
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8. Informational Report
Gather and Complete Report Business Informational Report
 Reports can cover a wide range of  Use the Business Information Report to
topics, but usually focus on give you the insight you need to evaluate a
transmitting information with a clear firm’s operations, profitability, and stability.
purpose, to a specific audience. Also use it to evaluate the experience of
the business and business background of
Good reports are documents that are its principals.
accurate, objective and complete.
 The Business Information Report includes
 Such reports are prepared for valuable information that can help you
information purposes only and do make better business decisions.
NOT include Institute
recommendations on the course of
action or the preferred application of  Report is packed with information, analysis,
the data contained therein. and interpretations to enhance your
decision making process.
 The majority of reports are
Informational Reports when the  Information includes payment records,
management wish to know about the public, filings, financial information, banking
new company, products, operations, commentary, business background of
new policies or starting a business principals and a description of the firm’s
for mutual benefits.
operation.
8

9. Comprehensive to transmit
Information
Trade / Market Production
Summary Analysis
Informational
Operation Finance
Report
Evaluate Special Events
9

10. Typical Business Reports
(Chapter # 13)
Yardstick
Feasibility
Investigative
of
Periodic Justification &
e s ts
Recommendation
yp o r
T p
Situational Re Analytical
Compliance
Convention & Progress
Conference & Interim
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11. Periodic Report
 This section is traditionally allocated the most marks, so it is well worth your
investment in time to do it thoroughly. The Periodic report is to help the
Management to make their policies, procedures, operation, products according to
the consumer requirement and by this report management can decide how to
develop their organization for more mutual benefits.
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12. How it is Enhancing
Using Periodic Report’s will help you
Make daily credit Plan for sales calls Check the background
decisions Find out about of
Limit your risk changes that can new clients
exposure impact credit Identify corporate
Determine the relationships relationships and
stability of new or Evaluate potential potential
existing customers vendors and suppliers conflicts of interest
Provide business
details
for research needs
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13. es
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Periodic Reports – Typical Elements
13
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14. Possible Periodic Report Format -
matrix
Criteria for
Organisation Monitoring
listing
Subject Priority &
Value scale
Factors Lead agency
affecting (& others
products involved)
values
Management Due date &
Actions comments
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15. Specimen Reports
Specimen Reports
Informational Periodic
Report Report
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16. Situational Reports
 Reports that are targeted to nonrecurring
situations .i.e. unlike periodic reports, situations
that don’t have a definite pattern of occurrence.
e.g.
 TripConvention & Conference reports
 Progress reports
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17. Situational Reports
Characteristics
 Style
Written like Memos
 Tone
Follow an informal tone
 Length
Usually Short. Could vary on authorizer expectation
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18. Situational Reports
Trip, Convention & Conference
reports
 Submitted by employees when they return from a
business trip, convention or a conference.
 Keep organizations informed how well their money was
spent.
 Also inform management about new procedures,
equipment and laws and supply information affecting
products operations and service.
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19. Situational Reports
Format of Trip, Convention & Conference
reports
 Begin With
Identifying the event , mention the topics to be discussed.
 Body
Three to five important points, carefully selected.
 Expenses
Include your expenses on a separate sheet on request.
 End With
Expression of appreciation, synthesizing value of the event.
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20. Situational Reports
Example : Trip, Convention & Conference
reports
Training Conference on Employment Interviewing
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21. Situational Reports
Things to be kept in mind.
 There could be lots and lots of information. You should
be selective.
 Avoid using chronological order (First X happened then
Y), organizing by importance is a good idea.
 Select topics, the reader might be most interested in.
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22. Situational Reports
Progress and Interim reports
 Explain continuing projects, including work completed,
work in progress, future activities, and completion date.
 Describes the projects status and progress.
 Keeps the management informed whether the project is
going in the right direction.
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23. Situational Reports
Format of Progress reports
 Begin with
Purpose & nature of project.
 Body
 Provide background information if audience require.
 Describe the work completed.
 Current progress of work.
 Problems and possible remedies
 End With
Discussion of future activities and completion date.
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24. Situational Reports
Example : Progress reports
Progress on research on location for a telefilm scene
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25. Situational Reports
Things to be kept in mind.
 Keep the audience in mind. E.g. Include background
information for your director as he/she might not tend to
remember the project specifications.
 Don’t hesitate to include the problems faced in the
project.
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26. Investigative Reports
Investigative reports are generally assigned
reports which focus on examining a situation or
problem. e.g.
 Report
on doing business with and Australian
company.
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27. Investigative Reports
Format of Investigative Reports
 Begin with
Introducing the problem.
 Body
Facts, findings, discussion etc.
 End With
Summarizing
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28. Compliance Reports
 Compliance Reports present data in compliance with
local, state and federal laws.
 Government regulating agencies require organizations to
submit reports verifying compliance with laws
 Usually answer the questions to how much profit, the
organization earned and the taxes owed.
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29. Compliance Reports
Format of compliance reports
 Begin with
 Background information
 Preview of major sections
 Body
 The Content. Data, figures etc
 End With
 Summary of report objective
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30. Compliance Reports
Example : Compliance reports
 Report
Description
Trucking Company Safety Compliance Report
30

31. Compliance Reports
Things to be kept in mind.
 Correctness of data.
 Accuracy of data.
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32. Analytical Reports
32

33. Writing Analytical Reports
Major components:
 Introduction
 Findings
 Conclusions
 Recommendations
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34. Writing Analytical Reports (contd..)
Introduction
 Explain why the report is being written.
 Preview the report’s organization.
 Summarize the conclusions and
recommendations ( for receptive audiences)
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35. Writing Analytical Reports (contd..)
Findings
 Discuss the pros and cons of each alternative.
 Establish criteria to evaluate alternatives.
 Support the findings with evidence(: facts,
statistics, expert opinion, survey data, and other
proof)
 Use headings, enumerations, lists, tables, and
graphics to focus attention.
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36. Writing Analytical Reports (contd..)
Conclusion
 Develop reasonable conclusion that answer the
research question
 Justify the conclusion with highlights from the
finding
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37. Writing Analytical Reports (contd..)
Recommendations
 Make recommendations, if asked.
 Use action verbs. Explain needed
action.
 Must based on the findings
37

38. Typical Business Analytical Reports
 Justification/recommendation reports
 Feasibilityreports
 Yardstick reports
 Research reports
38

39. Justification/Recommendation Reports
 Purpose
 Make recommendations to management
 Provide data to solve problems and make decisions.
 Examples
 Buying equipment
 Changing a procedure
 Hiring an employee
 Contents
 Problem/Need
 Facts
 Discussion (pros & cons)
 Recommendation
 Sample
 A Justification Report
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40. Justification/Recommendation Reports (contd..)
Organizing Report Data
 Indirect Approach  Direct Approach
 Problem  Problem
 Facts  Recommendations
 Discussion  Facts
 Recommendations  Discussion
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41. Justification/Recommendation Reports (contd..)
Choosing Approach
 Direct approach
 Receptive/Open-minded audience
 Nonsensitive Topic (e.g. justifying a purchase)
 Indirect approach
 Skeptical/Hostile audience
 Sensitive Topic (e.g. justifying ways for employees to quit
smoking)
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42. Feasibility Reports
 Purpose
 Analyze problems and predict whether alternatives will be practical or advisable
 Help in decision making (among alternatives)
 Examples
 Should we move to another part of the country?
 Should we rent, lease or buy?
 What is the best location for our company?
 Content
 Decision
 Background
 Benefits
 Potential Problems
 Associated Cost
 Time frame for implementing the solution
 Sample
 A Feasibility Report
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43.  Informational Reports
 Periodic Reports
 Situational Reports
 Progress Reports
 Investigative and compliance Reports
 Analytical Reports
 Justification/Recommendation Reports
 Feasibility Report
 Yardstick Reports
 Research Reports
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44. Yardstick Reports
44

45. Yardstick Reports
 The term "yardstick" is used in
reference to anything which serves as a
test or standard of measurement,
comparison or judgment.
 Usage of Yardstick Reports.
45

46.  Yardstick reports
 Problem statement
 Alternative solutions
 Establish criteria's
 Conclusions
 Recommendations
46

47.  Example
 Comparison of different manufactures for
buying a piece of equipment
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48. Format of Yardstick Reports
 Introduction
 purpose & overview.
 Problem Statement
 background.
 Solutions & Alternatives.
 Established criteria's
 Compare Alternatives
 Use Table or grid .
 Conclusion & Recommendations
48

49. Sample Yardstick Report
A popular cellular network company
(Mobilink) is planning to open their new
franchise at the NWFP Province of
Pakistan
Sample Report
49

50. Research Studies
50

51.  Research Studies Reports
 Problem statement
 Hypothesis
 Present data
 Perform Analysis
 Conclusions
 Recommendations (optional)
51

52. Research Studies
 Follows Indirect Pattern
 Startswith Problem discussion
 Explore possible solutions
 Reason for selecting a particular solution
52

53. Format of Research Studies Report
 Abstract
 Introduction
 Sources & Methods
 Results of Study
 data
 Conclusion
 Recommendation
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54. Introduction
 Background
 Problem or Purpose
 Significance
 Scope
54

55. Sources and Methods
 Secondary Sources
 Books, journals etc
 Primary Sources
 Observations
 Surveys
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56.  Results of Study
 Present Data
 Organize colleted data.
 Conclusion
 Recommendations
 References
56

57. Example of Research Report
Sample Report
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58. Conclusion
 Periodic Reports
 Situational Reports
 Progress Reports
 Investigative and compliance Reports
 Justification/Recommendation Reports
 Feasibility Report
 Yardstick Reports
 Research Reports
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59. References
 MaryEllen Guffey, Business Communication
:Process and Product
 www.glan-hafren.ac.uk/LearnCent
 www.homepages.wmich.edu/rpttypes
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60. Thank you very much for your kind consideration
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