BUSINESS COMMUNICATION

PLANNING, WRITING AND

COMPLETING REPORTS

Mahfuza Khatun
Lecturer, F & B, JU

REPORTS:
Written accounts that objectively communicate information
about some aspects of the business.
A business report is an orderly objective communication of
factual information that serves some business purpose.

Mahfuza Khatun
Lecturer, F & B,JU

THE CHARACTERISTICS OF THE

REPORTS(Contd.):
Specific Issue
Pre-specified Audience
Specific Structure or Layout
Written on Past Events
Neutral in Nature
Factual Information
Orderly Presentation
Upward Flow

Mahfuza Khatun
Lecturer, F & B,JU

Parts of a Formal Report:

1. Prefatory parts
2. Text Parts
3. Supplementary Parts

Mahfuza Khatun
Lecturer, F & B,JU

Parts of a Formal Report(Contd.):

1. Prefatory parts includeso Cover

o Title fly
o Title page
o Letter of authorization
o Letter of acceptance
o Letter of transmittal
o Table of contents
o List of Illustrations
o Executive summary
Mahfuza Khatun
Lecturer, F & B,JU

Parts of a Formal Report(Contd.):

2. Text Parts includeso Introduction

o Body
o Summary
o Conclusions
o Recommendations

Mahfuza Khatun
Lecturer, F & B,JU

Parts of a Formal Report(Contd.):

3. Supplementary Parts includes-

o Appendixes
o References/Bibliography
o Index

Mahfuza Khatun
Lecturer, F & B,JU

Parts of a Formal Report(Contd.):

Mahfuza Khatun
Lecturer, F & B,JU

Formal report can contain a variety of preparatory parts,

from a cover page to a synopsis or executive summary.
1. Prefatory parts includes(Contd.)o Cover: Many company have a standard covers for
reports.
o Title fly: The Title fly is a single sheet of paper with only
the title of the report on it.

Mahfuza Khatun
Lecturer, F & B,JU

Formal report can contain a variety of preparatory parts,

from a cover page to a synopsis or executive summary.
1. Prefatory parts includes(Contd.)o Title page: includes the four blocks of information:
1.The title of the report.
2.The name, title and address of the person, group, or organization that
authorized the report.
3. The name, title and address of the person, group, or organization
that prepared the report
4. The date on which the report was submitted

Mahfuza Khatun
Lecturer, F & B,JU

Formal report can contain a variety of preparatory parts,

from a cover page to a synopsis or executive summary.
1. Prefatory parts includeso Letter of authorization: If received the written
authorization to prepare the report, you may want to
include the letter or memo in your report.
o Letter of acceptance: in response to that
communication, accepting the assignment and clarifying
any conditions or limitations.

Mahfuza Khatun
Lecturer, F & B,JU

Formal report can contain a variety of preparatory parts,

from a cover page to a synopsis or executive summary.
1. Prefatory parts includes(Contd.)o Letter of transmittal: introduces the report to your
audience.
o Table of contents: The heading used in the text are the
basis for the table of content.

Mahfuza Khatun
Lecturer, F & B,JU

Formal report can contain a variety of preparatory parts,

from a cover page to a synopsis or executive summary.
1. Prefatory parts includes(Contd.)o List of Illustrations: include a list of illustrations after the
table of contents.

o Executive summary: a brief overview of a reports most

important points, designed to give readers a quick
preview of the contents.

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts:
2.Text Parts includesI. Introduction:
II. Body
III.Close

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2. The text of reports has three main sections:
I. Report Introduction : The introduction is the first section
in the text of any report. The introduction need to
provide context for the reader,
introduces the subject,
preview main ideas
establish the tone of the document.

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2.Text Parts includesI. Report Introduction (Contd.): An introduction could
contain all of the following topics-

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2.Text Parts includesI. Report Introduction (Contd.): An introduction could
contain all of the following topics BACKGROUND: the historical conditions or factors that led up to
the report. This section enables readers to understand how the
problem, situation or opportunity developed and what has been
done about it so far.
PROBLEM/OPPORTUNITY/ PURPOSE: The reason for the
reports existence and what is to be accomplished as a result of
having written the report.
SCOPE: What is and what isnt going to be covered in the report.
The scope indicates the reports size and complexity; it also helps
with the critical job of setting the audiences expectations.
Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2.Text Parts includesI. Report Introduction (Contd.): An introduction could
contain all of the following topics SOURCES AND METHODS: The primary and secondary sources
of information used. This section explains how samples were
selected, how questionnaire were constructed, what follow-up was
done and so on.

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2.Text Parts includesI. Report Introduction (Contd.): An introduction could
contain all of the following topics SOURCES AND METHODS(CONTD.):

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2.Text Parts includesI. Report Introduction (Contd.): An introduction could
contain all of the following topics LIMITATIONS: Factors beyond control that affect report quality,
such as budget limitations, schedule constraints or limited access to
information or people. This section we can also express any doubts
we have an aspects of the report.

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2.Text Parts includesII. Report Body (Contd.): The body of the report require
some tough decisions about which elements to include
how much detail to offer as supporting evidence. Some
audience and situations require detailed coverage,
Others can be handled with more concise treatment

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2.Text Parts includesII. Report Body (Contd.): The topics commonly covered in
a report body include:
Explanations of a problem or opportunity
Facts , statistical evidence and trends
Results of studies or investigations
Discussions and analysis of potential course of action
Advantages and disadvantages, costs and benefits of a
particular course of action
Procedures or steps in a process
Methods and approaches
Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
2.Text Parts includesIII. REPORT CLOSE(CONTD.):

Briefly restate the conclusions and recommendations and the

logical arguments .

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
3. Supplementary Parts includeso Appendixes: An appendix contains materials related to the
report but not included in the text because they are too
lengthy, too bulky, or perhaps not relevant to everyone in the
audience.
The content of the report appendix varies widely, including
any sample questionnaires, cover letters, sample forms,
computer print out, statistical formulas, financial statement
and spreadsheets, copies of important document and multiple
illustrations that would break up the follow of the text.
For example, Appendix A: Questionnaire

Appendix B: Computer printout of raw data.

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
3. Supplementary Parts includeso References/Bibliography: A list of the secondary
sources consulted when preparing the report. Source or
references should be handled as conveniently and gently
as possible.
The most familiar citation methods are
i. American Psychological Association (APA)
ii. The Chicago Manual of Style
iii. Modern Language Association(MLA)

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
3. Supplementary Parts includeso References/Bibliography (Contd.):

Mahfuza Khatun
Lecturer, F & B,JU

Report may contain a variety of components, the heart of

a report is always composed of three main parts(Contd.):
3. Supplementary Parts includeso Index: An index is an alphabetical list of names, places
and subjects mentioned in the report.

Mahfuza Khatun
Lecturer, F & B,JU

Common Types of Business Reports:

I. INFORMATIONAL REPORTS:

Informational reports offer

data, facts, feedback and other types of information without
analysis or recommendation. Four major categories of
Informational reports and provide example of each.
For example, Business managers rely on a wide range of reports
to see how well the various systems inside their companies
are functioning.

Mahfuza Khatun
Lecturer, F & B,JU

Common Types of Business Reports:

I. INFORMATIONAL REPORTS(CONTD.):
1. REPORTS TO MONITOR AND CONTROL OPERATIONS:
Provide feedback and other information for decision making
(plans, operating reports, personal activity reports).
Operating reports provide feedback on a wide variety of an
organizations functions, including sales, inventories,
expense, shipments and so on.
Personal activity reports provide information regarding an
individuals experience during sales calls, industry
conferences, market research trips and so on.

Mahfuza Khatun
Lecturer, F & B,JU

Common Types of Business Reports:

I. INFORMATIONAL REPORTS(CONTD.):
1.REPORTS TO MONITOR AND CONTROL OPERATIONS:
Plans establish expectations and guidelines to direct future
action. Plan can range from narrowly focused tactical plans
covering shorts period to high-level strategies plans that
direct organizational activities over the course of several
years, such as business plan.

Mahfuza Khatun
Lecturer, F & B,JU

Common Types of Business Reports:

I.

INFORMATIONAL REPORTS(CONTD.):

2. REPORTS TO IMPLEMENT POLICIES AND

PROCEDURES: Reports are the most common vehicle

for conveying guidelines, approved procedure, and other
organizational decisions.
Policy reports that are as short as a page or two, such
as to share a new procedure with your colleagues.
Hand book or Policy manual that run dozens or even
hundred pages, either in print or online.
Positions Papers are a special type of policy report that
outlines an individual executives (or entire
organizations) official position on issue that affect
Mahfuza Khatun
company success.
Lecturer, F & B,JU

Common Types of Business Reports:

I. INFORMATIONAL REPORTS(CONTD.):
3. REPORT TO DEMONSTRATE COMPLIANCE: Provide
information to show regulators or other authorities that
the company meets' formal requirements. Companies
reports are usually created in specific formats that must
be followed precisely.
Such compliance reports are quarterly and annual tax
reports, affect all business. Other concern particular
industries, companies using hazardous material, specific
professional functions, or other special factors.

Mahfuza Khatun
Lecturer, F & B,JU

Common Types of Business Reports:

I.

INFORMATIONAL REPORTS(CONTD.):

4. REPORTS TO DOCUMENTS PROGRESS: Supervisors,

investors, and customers frequently expect to be

informed of the progress of the projects and other
activities.
Progress reports are range from simple updates in
memo form to comprehensive reports include such
elements as measured progress toward goals,
comparisons of budgeted versus actual expenses and
lists of ongoing concern and risks.

Mahfuza Khatun
Lecturer, F & B,JU

Common Types of Business Reports:

II. ANALYTICAL REPORTS: Analytical reports offer both
information and analysis, and they also include
recommendations. Three major categories of
Informational reports and provide example of each.
1. REPOT TO ASSESS OPPORTUNITIES: Every business opportunity
carries some degree of risk and also requires a variety of decisions
and actions in order to capitalize the opportunity.
For example,
Market analysis reports are used to judge he likelihood of success
for new products or sales initiatives by suggesting potential
opportunities in a given market and identifying competitive threats
and other risks.
Due diligence reports examine the financial aspects of a proposed
decisions, such as acquiring another company.Mahfuza Khatun
Lecturer, F & B,JU

Common Types of Business Reports:

II. ANALYTICAL REPORTS(CONTD.):

2. REPORT TO SOLVE PROBLEMS: Analyze problems and

(optionally) suggest solutions (troubleshooting reports, failure
analysis reports),
Troubleshooting reports: Troubleshooting reports when they need
to understand why something isnt working properly, from
malfunctioning industrial processes to financial disappointments and
what needs to be done to fix it.
Failure analysis reports: Failure analysis reports, studies events
that happened in the past, with the hope of learning how to avoid
similar failures in the future.

Mahfuza Khatun
Lecturer, F & B,JU

Common Types of Business Reports:

II. ANALYTICAL REPORTS(CONTD.):
3. REPORT TO SUPPORT DECISIONS: Judge the merits of
past or future decisions( feasibility reports, justification
reports)
Feasibility reports: Feasibility reports are used when
manger need to explore the ramifications of a decisions about
to make.
For example, replacing an advertising agency or switching a
materials used in a manufacturing process.
Justification reports: Justification reports justify a decision
that has already been made.
Mahfuza Khatun
Lecturer, F & B,JU

Differences Between Informational Report and Analytical

Report::
Basis of difference
1. Purpose

2. Example

3. Scope

Informational
report
The purpose of
informational report
is to provide
information on a
particular issue.
Financial statement,
turnover, daily
report, monthly
report, annual
report, etc are some
example of
informational
reports.
The scope of
informational report
is comparatively
limited.

Analytical report
The purpose of
analytical report is to
provide solution to a
specific problem.
Feasibility report,
research report, etc
are some example
of analytical report.

The scope of
analytical report is
comparatively wider.
Mahfuza Khatun
Lecturer, F & B,JU

Differences Between Informational Report and Analytical

Report::
Basis of difference
4. Users

5. Length

6.Decision making

Informational
report
Shareholders,
directors, officers
use this type of
report.
Its length is relatively
short.

It can be helpful in
decision making but
decision cannot be
made just based on
it.

Analytical report
This type of report is
usually used by top
level executives.
Its length has no
boundary. It may
take huge number of
pages.
Decisions can be
made based on this
type of report as it
provides analytical
presentation and
recommendations.

Mahfuza Khatun
Lecturer, F & B,JU

Differences Between Informational Report and Analytical

Report::
Basis of difference
7.Problem solving

8.Recommendation

9.Comprehension

Informational
report
It provides the
important insight into
the problem.
It does not have any
recommendation; it
just contains the
description of the
event.
It is not a
comprehensive
report as it contains
only information.

Analytical report
It provides the
solution to specific
problem.
It includes the
important
recommendations
for the problem.
It is a
comprehensive
report as it contains
analysis,
recommendation
and conclusion.

Mahfuza Khatun
Lecturer, F & B,JU

Questions
Mahfuza Khatun
Lecturer, F & B,JU