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Business Reports

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Title: Business Reports


1
Business Reports
  • Types
  • Preparation
  • Organization
  • presentation

2
Meaning and Classification of Business
Reports
  • Business Reports Definition.
  • Business Report is an impartial,
    objective, planned presentation of facts to one
    or more persons for specific, significant
    business purpose.
  • The report facts could relate to
    events, conditions, qualities, progress, results,
    products, problems, or suggested solutions.

3
Long Formal Report
  • The length of a long report is not
    less than 10 pages, and the report usually
    includes the following parts some of the parts
    optional
  • Prefatory Parts
  • Cover title fly title page letters
    of authorization acceptance
  • approval transmittal
    acknowledgements (abstract, synopsis,
  • executive summary) table of
    contents table of tables.
  • Report Body
  • Introduction, Text or body, Terminal
    section.

  • Supplemental Parts
  • Appendix, bibliography or endnotes,
    glossary, index.

4
Business Reports Classification
  • .
  • Function informational or analytical.
  • Subject matter accounting, advertising, finance,
    marketingetc.
  • Formality formal or informal, the formal is long
    and the informal
  • is short report.
  • Formal reports always include some of
    or all these prefatory and
  • supplemental parts
  • prefatory parts
  • cover title fly title page letters
    of authorization acceptance approval
  • transmittal acknowledgements
    (abstract, synopsis, or executive
  • summary) table of contents table of
    tables.

5
  • Supplemental parts
  • appendix, bibliography or endnotes,
    glossary, index.
  • some informal reports may include
    ,in addition to the body, a title page,
  • transmittal, endnotes, and appendix.
  • Origin authorized or voluntary, private or
    public.
  • Frequency of issue periodic or special.
  • Type or Appearance influenced by length and
    formality.
  • informal and short reports
    memorandum, letter, a printed form

6
Preparation before Writing Reports
  • Define the Problem, Purpose, and Scope
  • Consider Who will Receive the Report
  • Determine Ideas to Include
  • Collect Needed Material

  • Secondary/ Primary
  • Sort, Analyze, and Interpret Data
  • Organize Data and Prepare Final Outline

7
Main Parts of the Report
  • Introduction
  • Authorization,
  • Plan of presentation (layout),
  • Problem,
  • Purpose,
  • Scope,
  • Methodology,
  • Sources,
  • Background or (history of the situation being
    investigated),
  • Definition of Terms, (introduction, a glossary at
    the end, or text)
  • Limitations,
  • Brief Statement of the Results or Recommendation.

8
  • Text or body
  • The longest portion of any report
    body, Its title may be Discussion, Findings
    or Data.
  • Terminal section
  • It is based on the text discussion
    no new material included.
  • The terminal section for the
    informational report is called Summary.
  • For analytical report is called
    Conclusions or Recommendations.
  • or combination.

9
Organization and Outline of Report Body
  • when you choose the organizational
    plan for the entire report body and text section,
    you should consider the reader, purpose, and
    subject matter.
  • Plans for Organizing Report Body
  • Two ways to organizing a report body
    deductive and inductive arrangement.
  • Deductive Arrangement direct is common way in
    organizing business reports.
  • The three sections may be arranged in
    one of these two ways
  • Terminal section
    Introduction
  • Introduction
    or Terminal section
  • Text (discussion explanation)
    Text (discussion


  • explanation)

10
  • Inductive Arrangement indirect.
  • The three sections are arranged as the
    following
  • Introduction
  • Text (discussion
    explanation)
  • Terminal section

11
Ways to Organize Report Text Section
  • By criteria or topics
  • This is the most common way.
  • The main headings could be the
    standards, factors, solutions, benefitsetc.
  • By order of occurrence. Progress reports,
  • By order of location or space.
  • By procedure or process.
  • By order of importance or by alphabetization.
  • By order of familiarity or simplicity.
  • By sources.
  • By problem solution.

12
  • For example, organizing report text section by
    criteria.
  • The problem is to replace the old PCs by new PCs.
  • DISCUSSION
  • Reliability
  • Service
  • Warranty Period
  • Price
  • Case Style

13
Methods of Outlining
  • Methods of Outlining
  • It is becoming your table content.
  • Before writing the report, the outline helps
    you to see the relationship between topics,
    compare proportions and headings, check for
    loopholes in logical order, and eliminate
    overlapping.
  • you need to consider Types of Heading,
    Formats of Outline, and Parallelism in Heading.
  • Type of Heading
  • For wording heading, you can choose from
    four type of heading
  • Topic single words (nouns), a few words,
    or short phrases. Globalization
  • Complete sentence heading Globalization
    is a Syndrome of Process and

  • Activities
  • Imperative sentence heading Keep Driving
    Record Clear
  • Variant heading Improving Employees
    Productivity

14
  • A good Heading should indicate the Subject
    Matter. It is better not to use more than eight
    words. If your topic is one word, make sure that
    the word not to be too Broad.

15
Formats of Outline
  • After choosing your organizational plan and
    the wording of your main headings, you next
    choose a way to show levels degrees) for various
    items in your outline.
  • For long report, three ways to number
    heading degrees.
  • Numeral-Letter Combination it is used in
    business.
  • Decimal System it is used in scientific and
    technical reports.
  • Letter- Numeral Combination it is used by those
    who prefer letters before

  • main heading and they do not need the

  • additional degree that is possible with

  • Roman numerals.

16
  • Degree of Heading Numeral-Letter
    Combination
  • 1st
    I.
  • Introduction 2d
    A.
  • 2d
    B.
  • 2d
    C.
  • 1st
    II.
  • 2d
    A.
  • Text/ 3d
    1.
  • Discussion 3d
    2.
  • 2d
    B.
  • 3d
    1.
  • 3d
    2.
  • 4th
    a.
  • 4th
    b.
  • 5th
    (1)

17
  • 1st
    III.
  • 2d
    A.
  • Text/ 3d
    1.
  • Discussion 3d
    2.
  • 2d
    B.
  • 3d
    1.
  • 3d
    2.
  • 1st
    IV.
  • 2d
    A.
  • 3dh
    1.
  • 3d
    2.
  • 2d
    B.
  • 3d
    1.
  • 3d
    2.
  • Terminal 1st
  • 2d

18
Five Important Cautions
  • Place the most important ideas (Criteria) in the
    highest degrees of heading, considering report
    length, subject matter, and reader.
  • Try to balance the sections as well as possible.
  • For example, if section II.A, had 12
    subheading and section II.B had no subheading,
    the proportion would be lopsided. Then try to
    narrow the scope of heading II.A (by rewarding it
    and by rearranging facts) and broaden II.B.
  • Have at least two subheading if you divide any
    topic for example, A.1 and A.2 never ever only
    A.1.
  • The number of section headings neither too many
    nor too few. Usually three to seven main sections
    are desirable.
  • Do not consider the report title as a section
    heading, and do not begin the first sentence with
    exactly the same words as the heading.

19
Parallelism in Heading
  • For parallel, consistent, and construction all
    headings of the same degree within any part of an
    outline should be parallel to each other. They
    should have the same grammatical form- all nouns,
    all phrases, or all sentences. For example, the
    following headings should be parallel to each
    other
  • I, II, III, IV, V.
  • A, B, C under I.
  • 1, 2, 3 under II.A
  • 1 and 2 under II.B
  • a and b under II.B.2etc. However,
    subheadings 1, 2, 3 under II.A need not be
    parallel with subheadings 1 and 2 under II. B,
    and other third-degree subheadings in other
    sections.

20
Visual Aids
  • To improve both readability and appearance of a
    report, you should use
  • heading and when desirable also graphic
    materials.
  • Heading and Subheading as Directional Signs
  • The headings you have selected for your
    final outline will be directional signs for the
    reader of the finished report. Headings help
    direct the reader through the entire
    presentation.
  • System of styling the headings

  • FIRST-DEGREE HEADINGS

  • (Centred and in all capitals-caps)
  • Second-
    Degree Headings
  • (
    Centred, caps and lowercase, underlined)
  • Third-Degree Headings

  • (left margin, caps and lowercase, underlined)

21
  • Fourth-degree headings. -- (Indented,
    underlined, lowercase paragraph

  • begins on same line).
  • Fifth-degree headings (Indented,
    underlined sentence begins with

  • the heading).

22
Sample Graphics for Quantitative and Other Data
  • Tables
  • Bar Graphs
  • Pie Charts
  • Line Graphs
  • Area Graph
  • Pictogramsetc.

23
Cover Design and Wording of Title
  • Wording Title Includes
  • Who the company
  • What the subject matter
  • When the year
  • Where the country
  • Why the objective

24
How to Make References
  1. Author Name (Year) Title, PP. (2-5).
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