Report Writing A report is an orderly and objective communication of factual information that serves some business purpose 1

Report Objectives To present the facts in an unbiased manner To seek the truth, regardless of the consequences To use factual information, interpretations, conclusions, and recommendations must be supported by fact or clearly labeled as opinion 2

Fact vs. Opinion Factual information is documented and verifiable Example: The room is very warm. The temperature on the wall indicates that it is 85 degrees. Opinion is a perception, an interpretation Example: Everyone in the room has removed their jackets; therefore, it must be very warm. 3

Business Purpose To be classified as a business report, a report must serve some business purpose. This purpose may be to solve a problem. A business report must be specific enough to be meaningful, broad enough to take in variations found in reports. 4

Functions of Business Reports Informational- a presentation of facts on a subject Examination- a presentation of facts with analyses and interpretations Analytical- a presentation of facts with analyses, interpretations, conclusions, and perhaps recommendations. 5

Business Reports Formal vs. informal Memorandum, Letter, short, long Special (one time only), periodic (regular intervals), progress, justification, recommendation. 6

Word Selection Passive voice Avoid personal pronouns Use future tense for the proposal, past tense for the completed report Avoid biasness Use impersonal tone 7

Two Types of Needs for Reports Businesses need reports for two reasons: To solve a problem To function properly Reports are assigned in three ways: by a direct request through standard operating procedures through your initiative 8

Determining the Problem Work on a report begins with a study of the problem. The problem may be vaguely defined or complex. Problem clarification is developed by having a thorough knowledge of the subject by gathering information through research (primary and secondary). 9

Problem Statements Your problem statement may be: An infinitive phrase Example: To determine whether Techron, diesel, or other oil additives are the best solutions for long-term car engine performance. A question Example: Is it necessary to add some type of oil additive to a car to prolong the life of a car engine? A declarative statement Techron, diesel, and other oil additives will be compared in order to determine which one is best for long-term engine performance. 10

Determining the Factors Factors may be subtopics of the main problem, hypothesis, or bases for comparison Factors are the topical breakdowns (variables) of the problem. Example: Oil additives: Prolong, STP, Brand 3000 11

Hypotheses (Problem requiring a solution) Hypotheses are possible explanations or solutions for analyzing a problem. Example: Does it make a difference which oil additive consumers use to ensure a car’s optimum engine performance? (problem statement) Increased activity in the oil additive industry has caused higher quality products such as Techron to lead the market. (hypothesis) 12

Other Sample Problem Statements and Factors Problem statement: Why have sales declined at the Milltown store? Factors: competition, economy, store management, merchandising Hypotheses: Increased activity of conpetition in the store’s trade area has caused a loss in sales. Declining economic activity in the trade area explains the loss in sales.. The loss in sales is a result of weak administration and merchandising practices.

Another Sample Problem Statement To determine whether Y Company’s new factory should be located in City A, City B, or City C Factors: Three city characteristics, availability of skilled labor, availability of raw materials, transportation facilities, location desirability, community attitude, tax structure, energy supply.

Now Let’s look at each Problem Statement In the question format, it is important to develop hypotheses in order to test each one objectively. The purpose is to prove or disprove each hypothesis. Use logic and appropriate statistical techniques.(quantitative) In the Infinitive format, the purpose is to gather data for each factor and compare it to the other factors. On the basis of these comparisons, you would develop your decisions. (qualitative)

Research Secondary (all works in in published format--books, magazines, almanacs, govt documents, journals.) Primary (experiments, observations, surveys, questionnaires, interviews, company records) 13

Organizational Pattern Direct-(deductive order)--summaries, conclusions, or recommendations are presented first. Indirect (inductive order)--moving from the known to the unknown. 14

Proposal Purpose of the report Problem statement Two key elements--to explore/analyze and to determine Problem statement Justification statement Scope (factors, limitations, delimitations) Methods and Techniques of research Audience 15

Acceptable Proposal arrangements The Problem: Statement of the problem; its scope and limitations factors (working hypotheses) or areas of information to be investigated. Background material. Limitations to the investigation (time, money, qualified people, etc.)

Proposal Methodology: Complete yet concise description of how the research is to be conducted If secondary research is to be employed, would include description of basic sources to be consulted. May include a tentative bibliography. If primary research is to be used, would consist of a step-by-step how-to-do-it description of the procedures. (sample design, selecting/training workers, conduct of investigation, pilot study, controls and checks, time schedule)

Proposal Beginning An appropriate beginning consists of a statement of the purpose and the problem. A clear background is helpful to understanding the problem A need (justification) presents the facts and background and its relevance. Description--factors, what is proposed. Particulars--scope, limitations. Benefits of proposal--reader benefits, audience. Concluding comments--what is next step? A summary review of highlights.

Report Parts Prefatory Parts Body Supplementary Parts 16

Prefatory Parts Title page (title, prepared by, prepared for, date of completion) Title Fly Letter of authorization Letter of Transmittal, Foreword, Preface Table of Contents, List of Illustrations Executive Summary 17

Report Body Introduction (proposal components + background/history+ definitions) Literature Review/Findings (research) Terminal Section (Summary of findings, conclusions, recommendations)

Supplementary Part Appendix Bibliography