Week 12 Business Reports

Reporti
ng (writing business reports) is a fact of life in today’s businesses. Efficient reporting is very
critical in helping businesses and organizations process data and make major decisions.
Major business decisions are almost always based on the information submitted in reports.
There is a wide variety of business reports: some are formal, others are informal. Some are
short while others can be more than a 100 page.

Types of Business Reports

3- Informational Report: Informational reports present data without analysis or
recommendations. They serve just to inform. In these reports, writers collect and
organize information without analyzing it.
4- Analytical Reports: Analytical reports are reports that present data and findings,
analyses, and conclusions. Analytical reports may intend to persuade readers to act or
change their beliefs.

Organizational Strategies

1- Direct Strategy: When you place the purpose of writing close to the beginning
of a report, the organizational strategy is direct. Informational reports are usually
written using the direct strategy.

2- Indirect strategy: The organizational strategy is indirect if the conclusions and

recommendations appear at the end of the report. Such reports usually begin with an
introduction or description of the problem, followed by facts and explanations. They end
with conclusions and recommendations.

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 Report Samples Informational Report: Letter Format

Reports Samples Informational Report: Letter Format

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Types of Report Formats

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Report Samples Memo Format

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E-mail Format: Progress Report

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Report Writing Process
Business reports are systematic attempts to compile, often, complex information,
answer questions, and solve problems. The best reports are often written methodically-
using a clear writing plan. To compile rigorous report, implement the seven writing
steps listed below:

Step 1: Analyze the problem and purpose.

Step 2: Anticipate the audience and issues.
Step 3: Prepare a work plan.
Step 4: Conduct research to gather enough information
Step 5: Organize, analyze, interpret, and illustrate the data.
Step 6: Compose the first draft.
Step 7: Revise, proofread and evaluate your final draft.

Gathering Data for Reports

Gathering data for your report is one of the most important steps. This step helps you set
the foundation of your report and answer report questions. Data falls into two broad
categories: primary and secondary. Primary data result from your firsthand experience
and observation. Secondary data come from reading what others have experienced or
observed. Below is a chart that helps you differentiate between the different forms of
data and the questions that you could ask for each form.

Forms of Data Questions to Ask

Background or - How much do my readers know about the problem?
historical - Has this topic/issue been investigated before?
- Are those sources current, relevant and/or credible?
- Will I need to add to the available data?
Statistical - What or who is the source?
- How recent is the data?
- How were the figures derived?
- Will this data be useful in this report?
Expert Opinion - Who are the experts?
- What are their biases?
- Are their opinions in print?
- Are they available for interviewing?
- Do we have in-house experts?
Individual or - Whose opinion(s) would the readers value?
group opinion - Have surveys or interviews been conducted on this topic?
- If not, do questionnaire or surveys exist that I can modify
and use.
- Would focus groups provide useful information?
Organizational - What are the proper channels for obtaining in-house data?
- Are permissions required?
- How can I learn about public and private companies?

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