REPORTS

INAC HR T&D
WHY is it
important to learn
Reports?
It helps you build a professional image
It helps you create a good first impression
It helps you write a business report
WHAT will you
learn today?
Writing a short business
1
report
 The Basic
We are going to learn how to write a simple business report with four sections:
Introduction
Finding
Conclusion
Recommendation

Generally, the language used in a report is formal and should be logical and
factual. We tend not to use the word ‘I’ or ‘We’. Therefore, we use the passive
voice. However, this is a rule that is often broken. Modern writers do sometimes
use ‘I’ or ‘We’ in a report.
 Introduction
The introduction answers the following:
Who ordered the report?
What is the purpose of the report?
Where does the information come from?
Are recommendations given?
 Introduction: example
This report is written at the request of the Chief Financial Officer in order to investigate
the high turnover rate amongst employees in the Kingsley Helpdesk Operation. The
information in the report is based on a week-long investigation into the matter by three
members of the Human Resource Department. The three-member team interviewed
staff, checked administration records and observed working conditions.
Recommendations are made in this report on how to decrease the high rate of staff
turnover at the center.
 Finding
The Findings or Body section is generally the longest section of a
report. It is called the findings because it is generally written after a
period of some sort of investigation or research.

The findings section should simply present information without

drawing conclusion (which go in the conclusion section) or giving
recommendation (which go in the recommendation section).
However, it should be written in a way that conclusion and
recommendation naturally follow.
 Finding: example
One of the first things that the team noticed was the lack of training of the personnel in handling a call.
Each employee had their own system of dealing with an issue. Where a process needed to be explained,
different employees would provide different steps. In many instances, the employees felt frustrated
because they had not been trained how to handle an issue and were merely guessing at the solution.

The employees work in teams of eight, supervised by a team leader. The team leaders observed to
criticise and correct the employees when they made mistakes, but never to praise the employees when
they did well. Interviews with the team members confirmed this.

Finally, many employees complained that there was no chance of decent career progression. Team
leaders are paid only very slightly more than the team members and have to work slightly longer hours.
The center is run by three managers, who were sent there from headquarters rather than being promoted
from amongst the ranks.
 Conclusion
Note that, unlike an academic essay, the conclusion section is not the
last section of the report – it is the second last.

In this case, the conclusions have been numbered to make it easy to

see that there are four main conclusions. Look back at the findings; for
each body paragraph, there is one conclusion, and they are written in
the same order. Each conclusion is basically a summary of a problem
written about in the Findings section.
 Conclusion: example
The main issues that we found were as follows:
1. A lack of training leads to employee frustrations and disillusionment.
2. Employees are reprimanded but never praised, leading to employee disillusionment.
3. Employees do not perceive that they are able to better themselves by remaining in this
organization.
 Recommendation
The last section of a report is the recommendation section. For each concluding
point, a recommendation is given. The recommendation is given in the same
order as the conclusion and are numbered for easy reference.

Notice the language that is used. The most common modal verb used in the
recommendations section is ‘should’. Remember that the person writing the
report is not the person who makes the decisions – the writer’s job is simply to
give recommendations. Hence, we do not use the word ‘will’ and we prefer
‘should’. We reserve ‘must’ for strong advice.
 Recommendation: example
To address these four main issues, we recommend the following steps be taken:
1. A team of three full time training officers should be hired by the center. These officers
should be tasked with organizing a proper training session for all incoming staff. The staff
must be trained on company procedures as well as basic and advanced customer service
skills.
2. A workshop should be held for team leaders and they should be trained on how to give
appropriate feedback – constructive criticism and praise.
3. Team leaders should receive either a pay increase or an improved annual bonus in order to
reward their greater contribution. At least one manager should be promoted from within.
 Conversation
Martha : Good morning, Olivia.

Olivia : Morning, Martha.

Martha : Have you finished the training report?

Olivia : I have worked on the training report for a fiew day. And of course it’s

done.

Martha : What's the finding?

Olivia: lack of presentation skill from our employee. They do not know how to

make a great presentation and present it well.

 Conversation
Martha : How about the conclusion?

Olivia : First of all is lack of skill on giving a great presentation. Second is lack of

experience, they rarely present their report.

Martha : So what is your reccommendation?

Olivia : First, I suggest we have a regular training that will cover all of our

employee. Second, we need to have an environment where they need to

present their report.

Martha : Good job, Olivia! Don’t forget to submit it to the manager.

 Learn More
If you want to learn more about this course, you may
check on the following site:

www.roadtogrammar.com/businessenglish/
biz6/
Business English Expressions You Can’t
Live Without
Heads up (If you give someone a heads up, you inform or
warn someone in advance of something so that they can
prepare themselves)
Example: “Heads up Bob! The VP of Finance is coming from NY
today and he’ll expect to see the office in perfect state”
Address an issue (When you decide it’s time to discuss a
problem, you can use ‘address the issue’)
Example: “I think it’s time that we address the issue of budget
cuts”
Keep one’s eye on the ball (When you want someone to focus
on the goal)
Example: "Keep your eye on the ball and you won’t miss out."