Chapter 9 Writing Reports Business Communication Chapter 9 Writing Reports Copyright 2010 South-Western Cengage Learning

Types of Reports Style Purpose Format Formal reports Informal reports Informational reports Analytical reports Format © Rubberball Productions / Getty Images A report provides facts, opinions, or ideas about a specific topic or problem. 9.1 Planning Reports

Formal Long Contain preliminary parts Examples: Title page Summary Table of contents Bibliography Appendix Examples: Company’s annual report to stockholders, report to a government agency, external proposal

Informal Shorter than formal reports Less formal style No preliminary pages except a title page Examples: Sales report Internal proposal (analyzes an internal problem and recommends a solution)

Purpose Informational reports Analytical reports Present facts Include very little analysis Example: A bank manager may ask the head cashier to prepare an informational report about the average number and value of money orders sold each day Analyze a problem Present facts Draw conclusions Make recommendations Suggests ways to solve a problem

Report Formats Memo Letter Manuscript

Defining the Report Identify the problem or topic Determine the scope (what will be included, what will not) Develop a timeline (schedule that lists the dates by which each Task and phase of a project must be completed) 9.1 Planning Reports

Collecting the Data Primary research (gathering new data) Interview Survey Observation Secondary research (locating data that already have been gathered and reported) Evaluating data sources Bibliography notes Research notes 9.1 Planning Reports

Bibliography Notes 9.1 Planning Reports

Research Note 9.1 Planning Reports

Processing the Data Create a report outline Analyze the data Draw conclusions and make recommendations 9.1 Planning Reports

Outline Examples Topical Outline Discussion Outline I. Characteristics of IM A. Speed B. Cost C. Equipment Discussion Outline I. IM offers the latest technology for sending messages. A. It offers speed. B. It is often free via the Internet. C. All that is needed is a computer. 9.1 Planning Reports

Searching for Data Online Focus your search to locate relevant data Use advanced search techniques Boolean operators OR AND NOT AND NOT Wildcards 9.1 Planning Reports

Reading for Research Reading skills are important for secondary research Scan material to determine relevancy Look for keywords or phrases to use for further study Evaluate data found for: Relevance and timeliness Accuracy and reliability Bias 9.1 Planning Reports

Organizing Informal Reports Direct order Indirect order © Dex Image / Getty Images Reports written in direct order give the main idea early in the report. 9.2 Writing Informal Reports

Direct Order Use if the report is routine or if you expect the reader to respond favorably Present the main idea first Follow with supporting details Informational reports

Indirect Order Use when you expect an unfavorable response When the receiver may need persuasion

Outlining and Writing Informal Reports Report outlines Writing style Informational Report Outline in Direct Order 9.2 Writing Informal Reports

Formatting Informal Reports Parts of an informal report Opening, body, closing Letter reports Memo reports Manuscript reports 9.2 Writing Informal Reports

Organizing and Writing Formal Reports Direct and indirect order Writing styles © Zsolt Nyulaszi / Shutterstock Objective reports help managers make business decisions. 9.3 Writing Formal Reports

Parts of a Formal Report Preliminary parts Letter of transmittal Title page Table of contents Executive summary The report body Introduction Findings and analysis Summary, conclusions, and recommendations 9.3 Writing Formal Reports

Letter of Transmittal Introduces a formal report to the reader Conveys what you would say if you were handing the report directly to the reader Usually less formal than the report Uses direct order

Table of Contents A list of what the report includes Lists the main headings and the page number where each heading occurs

Executive Summary A brief overview of the report Gives the key points of the report to the reader

Appendix Contains supplementary materials that are placed at the end of a document or book

Parts of a Formal Report Supplementary parts Bibliography or Works Cited page Appendix Formatting formal reports Margins and spacing Headings Visual aids 9.3 Writing Formal Reports

MLA Report Style Style often used for school reports MLA Handbook shows details of this report style Questions When was MLA founded? About how many people are members of MLA? Locate the frequently asked questions about the MLA Handbook. Select one of the questions and give a brief summary of the answer. school.cengage.com/bcomm/buscomm 9.3 Writing Formal Reports

Vocabulary alternative analytical report analyze appendix bibliography conclusion documentation executive summary hypothesis informational report interview observation outline primary research recommendation report scope secondary research survey table of contents timeline wildcard