1. Unit 13
Internal and External Business Communication – Writing Business Reports

2. Unit Outline Characteristics of business reports
Types of business reports
Format for business reports
Steps in preparing business reports

3. Characteristics of Business Reports
Orderly – logical sequence
Objective – unbiased
Informative – based on facts
Aids decision making – problem solution
Varied - purpose, length, format, complexity
Upward, downward or lateral
Internal and external
Quality depends on process and accuracy of data

4. Types of Business Reports
Periodic reports – inform, internal and external
Routine management reports
Compliance reports
Progress reports
2. Proposals – persuade, internal and external
3. Policies and Procedures – inform, internal
4. Situational reports – one time, inform, analyze and persuade

5. Format for Business Reports
Memo format – condensed report
Narrative/manuscript format – caption, subheads, summary, e.g., proposal
Narrative format with extra parts – assist reader understanding, e.g., research reports

6. Reports with Supplementary Parts
Preliminary parts
Letter of transmittal – authorization of report
Title page – purpose of study
Contents page – guide for reader
Executive summary – overview of entire report

7. Reports with Supplementary Parts
2. Body of Report
Introduction – background and purpose
Problem definition – main issue
Research methodology – research type, data collection, sample, questionnaire
Analysis, findings and conclusions – interpretation of raw data
Recommendations – problem solution

8. Reports with Supplementary Parts
3. Annexes – items after body of report
Bibliography/references – information sources
Appendices – technical/extra information
Index – list of key terms in report
Glossary – explanation of technical terms

9. Steps in Report Preparation
1. Planning
Type of report
Purpose of report
Problem definition – main issue and sub issues
Audience analysis
- type of reader
- extent of knowledge and familiarity
- level of interest

10. Steps in Report Preparation
2.Selecting method of data collection
Primary and secondary research
3.Collecting and organizing data
Raw data in meaningful form
4. Arriving at a conclusion
Interpretation of data

11. Steps in Report Preparation
5. Writing the report
Begin after problem solution
Prepare outline and first draft
Proceed from easy to difficult
Set aside uninterrupted writing time
Review and improve content and style

12. Steps in Report Preparation
5. Writing the report (contd.)
Use techniques of conviction
- objective statement of facts
- views of experts
- documentation/sources of information

13. Steps in Report Preparation
5. Writing the report (contd.)
Use techniques of writing style
- use concrete vs. abstract nouns
- avoid first and second person pronouns
- use tenses correctly
- use transition sentences between sections
- give complete definition of key terms