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Business Reports
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Informal Business Reports
Organizationand Structure
Drawing ReportConclusions
ReportRecommendations
Analytical ReportInformationalReports
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Tips for Drawing Report
ConclusionsInterpret and summarizethe findings.Tell what your findings (collected data)mean.
Relate the conclusions to thereport problem.
Focus only on conclusions that help solvethe original problem.
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Limit the conclusions to thedata presented.Do not introduce new material.
Be objective.Avoid exaggerating or manipulatingthe data to prove a point.
Tips for Drawing Report
Conclusions
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Use consistent criteria.In evaluating options, use the samecriteria for each alternative.
Enumerate each conclusion.Number and list each item. Present each
conclusion in parallel form.
Tips for Drawing Report
Conclusions
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Tips for Making Report
RecommendationsSuggest actions.What specific procedures can help solvethe report problem?
Focus on recommendationsthat are practical and agreeable.
Suggest feasible actions that would beacceptable to this audience.
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Present recommendationsseparately.Enumerate each in a statementbeginning with a verb.
Invest two thirds of the income in growth funds.
If requested, describe how therecommendations may
be implemented.Some writers present detailed plans forexecuting the recommendations.
Tips for Making Report
Recommendations
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Organizing InformationReader comprehension, not writer convenience, shouldgovern report organization. Possible methods:
Time
Arrange data by chronology: e.g., 2006, 2007,2008.
ComponentArrange data by classifications: location,geography, division, product, or part. A reportdiscussing company profits could be organizedby each product.
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Importance
Criteria
Convention
Order data from most important to leastimportant, or vice versa.
Arrange data by evaluative categories. In a reportcomparing fax equipment, organize by such areas asprice, warranty, speed, print quality, etc.
Organize data according to prescribed categories.Proposals, for example, are organized by staff,budget, schedule, and so forth.
Organizing Information
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Structural Cues for Reports
Discuss purpose andsignificance of report.
Preview main points and orderof development.
Introductions
Transitionshoweveron the contrary
thereforemoreover
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Example of an introduction introducing a report on computer security: This report examines the security of our current computer operations
and presents suggestions for improving security. Lax computersecurity could mean loss of information, loss of business, and damageto our equipment and systems. Because many former employeesreleased during recent downsizing efforts know our systems,majorchanges must be made. To improve security, I will present threerecommendations: (a) begin using smart cards that limit access to ourcomputer system, (b) alter sign-on and log-off procedures, (c) movecentral computer operations to a more secure area.
This opener tells the purpose (examining computer security),
describes its significance (loss of information and business, damage toequipment and systems), and outlines how the report is organized(three recommendations). Good openers in effect set up a contractwith the reader. The writer promises to cover certain topics in aspecified order.
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Headings
Write short but clear headings.
Experiment with wording thattells who, what, when, where,and why.
Include at least one heading perreport page.
Structural Cues for Reports
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Creating Team Motivation
Treating Employees LikeCustomers
(notEmployees Should BeTreated Like Customers)
Balance headings within levels. Allheadings at a given level should be
grammatically similar. For example:
Structural Cues for Reports
Headings
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Integrate heading gracefully. Try not to repeatthe exact wording from the heading in the
following sentence. Also avoid using theheading as an antecedent to a pronoun.
For example, avoid:
CUSTOMER SURVEYS. These are
Headings
Structural Cues for Reports
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Levels of Report HeadingsREPORT, CHAPTER, AND PART TITLESThe title of a report, chapter heading, or major part should be
centered in all caps.
First-Level Subheading
Headings indicating the first level of division are centered andbolded. Whether a report is single-spaced or double-spaced,
most writers triple-space (leaving two blank lines) before anddouble-space (leaving one blank line) after a first-level heading.
Second-Level Subheading
Headings that divide topics introduced by first-level subheadings
are bolded and begin at the left margin.
Third-level subheading. Because it is part of the paragraph thatfollows, a third-level subheading is also called a paragraphsubheading. It should appear in boldface print.
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Introduction Identify the report and its purpose.
Present a brief overview of the reportsorganization, especially for longerreports.
When readers are unfamiliar with thetopic, briefly fill in the backgrounddetails.
Informational Report Content
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Body
Group facts or findings into three to fiveroughly equal segments that do not
overlap. Organize by time, component,
importance, criteria, convention, or some
other method. Supply functional or talking heads (at
least one per page) to describe eachsection.
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Body
Use an informal, conversational writing
style unless a formal tone is expected.
Use bullets, numbered and letteredlists, headings, underlined items, and
white space to enhance readability.
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Summary/Conclusion
When necessary, briefly review the
main points and discuss what actionwill follow.
If relevant, express appreciation or
describe your willingness to providefurther information.
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Typical Informational Reports
Periodic or activity reportsDescribe production, sales, shipping, service,and other recurring activities.
For example, you must report on the progress of a golftournament your organization is planning.
Trip, convention, conference reports
Describe an event, summarize three to fivemain points of interest, itemize expenses, andanalyze the events value.
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Typical Informational Reports
Progress and interim reports
Explain continuing projects including
work completed, work in progress, futureactivities, and completion date.
Investigative reports
Examine problems and supply facts;
provide little analysis.
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Analytical Report Content
Introduction
Explain why the report is being written.For research studies, include the
significance, scope, limitations, andmethodology of the investigation.
Preview the reports organization.
Summarize the conclusions andrecommendations for receptiveaudiences.
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Analytical Report Content
Findings
Discuss the pros and cons of each
alternative. For receptive audiences,consider placing the recommendedalternative last.
Establish criteria to evaluate
alternatives. In yardstick studiescreate criteria to use in measuringeach alternative consistently.
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Analytical Report Content
Conclusions/Recommendations
Develop reasonable conclusions that
answer the research question. Justifythe conclusions with highlights from thefindings.
Make recommendations, if asked. Useaction verbs. Explain needed action.
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Typical Short Analytical Reports
Justification/recommendation reportsMake recommendations to management;provide data to solve problems and makedecisions, such as buying equipment, changing
a procedure, hiring an employee...Feasibility reports
Analyze problems and predict whetheralternatives will be practical or advisable. For
example, your company must decide whether toadd a child-care facility.
Yardstick reportsEstablish criteria and evaluate alternatives by
measuring against the yardstick criteria.
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Student Progress ReportDATE: January 2, 2007
TO: Cheryl Bryant, DirectorOAS Recycling Program
FROM: Alan ChristopherOAS Business Senator
SUBJECT: Progress of Recycling Study at South Bay College
This report describes the progress of my project with OAS to study theSun Coast University recycling program and to make recommendationsfor increasing participation.
Background
Although results from the campus recycling program are satisfactory,OAS feels the participation could be increased. As a result, I was askedby OAS to spearhead a campaign to learn more about campus attitudestoward recycling
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Student Progress Report
(Continued)
and to suggest ways to improve our program. I agreed to collectsecondary data by reading periodicals about recycling efforts in otherparts of the country. More importantly, I agreed to collect primary data
by conducting a campus survey.
Work Completed
Thus far I have completed the secondary research, which includedusing the library and databases to find current articles about recycling
programs in other areas. Several references had particularly relevantdata that will be useful as I write my report. To collect data from thecampus population, my business communication class and I workedout a pilot questionnaire. We
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Analyze the report problem and purpose Develop a problem question
Are customers satisfied with our service?
Develop a purpose statementThe purpose of this report is to investigate
customer satisfaction and to recommend areas
for improvement.
Preparing Formal Reports
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Anticipate the audience and the issues Consider primary and secondary
audiences. (What do they already know?
What do they need to know?) Divide the major problem into subproblems
for investigation.
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Prepare a work plan Include problem and purpose statements.
Describe sources and methods of
collecting data. Prepare a project outline and work
schedule.
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Collect data Search secondary sources.
Gather primary data.
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Document data sources Prepare note cards or separate sheets
citing all references (author, date, source,
page, and quotation). Use one documentation format
consistently.
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Interpret and organize the data Arrange the collected data in tables, grids,
or outlines that help you visualize
relationships and interpret meanings.
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Prepare the graphics Make tables, charts, graphs, and
illustrationsbut only if they serve a
function. Use graphics to clarify, condense,simplify, or emphasize your data.
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Compose the first draft Write the first draft at a computer. Use
appropriate headings as well as transitional
expressions to guide the reader.
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Revise and proofread Revise to eliminate wordiness, ambiguity,
and redundancy.
Look for ways to improve readability, suchas using bulleted or numbered lists.
Proofread three times: (1) word or
sentence meaning, (2) grammar and
mechanics, and (3) formatting.
Preparing Formal Reports
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Evaluate the productAsk yourself, Will this report achieve its
purpose?
Encourage feedback so that you canimprove future reports.
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Formal Report Components
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Parts of a Formal Report
Prefatory Parts
Title page
Letter of transmittal Table of contents
List of figures
Executive summary
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Parts of a Formal Report
Body of Report
Introduction or background
Discussion of findings
Summary, conclusions, recommendations
Supplementary Parts of a Formal Report
Footnotes or endnotes
Works cited, references, or bibliography
Appendix
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Parts of
Formal Reports
Letter of transmittal
Table of contents
List of figures
Executive summaryIntroduction
Body
Conclusions
Recommendations
Appendix
Bibliography
Title page
Cover
Generally appear in bothformal and informal reports:
Optional in informal reports:
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Title page Balance the following lines:
Name of the report in all caps
Receivers name, title, and organization
Authors name, title, and organization
Date submitted
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Table of contents Show the beginning page number where
each report heading appears in the report.
Connect page numbers and headings withdots.
Formal Report Components
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Executive summary Summarize the report purpose, findings,
conclusions, and recommendations.
Gauge the length of the summary by thelength of the report and by the
organizations practices.
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Executive summary Summarize key points.
Look for strategic words and sentences.
Prepare an outline with headings.
Fill in your outline. Begin with the purpose.
Follow the report sequence.
Eliminate nonessential details.
Control the length.
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Introduction Explain the problem motivating the report.
Describe the problems background andsignificance.
Clarify the scope and limitations of the report. Consider reviewing relevant literature.
Consider describing data sources, methods,and key terms.
Close by previewing the reports organization.
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Body Discuss, analyze, and interpret the
research findings or proposed solution to
the problem.
Arrange the findings in logical segments
that follow your outline.
Use clear, descriptive headings.
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Conclusions and recommendations Explain what the findings mean in relation
to the problem.
Make enumerated recommendations, ifrequested.
Suggest actions for solving the problem.
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Appendix Include items of interest to some, but not
all, readers, such as data-gathering tools
like questionnaires.
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References and bibliography If footnotes are not provided, list all
references in a section called Notes,
Works Cited, or References.
Optionally, include a bibliography showing
all the works cited (and perhaps consulted)
arranged alphabetically.
Formal Report Components
Components in Formal and
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Cover Title page
Letter of transmittal
Table of contents
List of figures
Executive summary orabstract
Introduction
Body
Conclusions
Recommendations Appendix
Notes
Bibliography
Generally appearing in formalreports
(also see Figure 13.4 on p439)
Components in Formal and
Informal Reports
Components in Formal and
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Cover Title page
Letter of transmittal
Table of contents
List of figures
Executive summary orabstract
Introduction
Body
Conclusions
Recommendations Appendix
Notes
Bibliography
Generally optional in informalreports
Generally appearing in informalreports
Components in Formal and
Informal Reports
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