MTM 3063 BUSINESS COMMUNICATION

REPORT
WRITING
PREPARED BY: MDM NURUL NADIA
TOPICS:
KEY TOPICS DISCUSSED IN
THIS PRESENTATION

Definition of Report
Function (purpose) of a Report
Characteristics of a good Report
Types of report
Writing Process for Reports and Proposals
Components of Formal Report
Oral Presentations
Definition of Report
The process of creating formal documents to assist decision-making within an
organisation that conveys:
1. information
2. analysis
3. findings
4. recommendations

According to (Bovée & Thill, 2017, p. 442), a business report is defined as :

“A written or oral communication that describes and analyses a situation

and recommends action” (Bovée & Thill, 2017, p. 442).

These reports are typically structured, well-organized, and objective in

nature.
Function (purpose ) of Report Writing
Serve as a crucial tool for:
1. conveying important data
2. insights
3. progress to various stakeholders

To provide accurate and relevant information in a clear and concise manner,

aiding in the understanding of complex issues and facilitating informed
decision-making.
Business communication reports serve various purposes, and their specific objectives may include:

Informing Stakeholders:provide stakeholders with relevant and accurate information to ensure they are updated
regarding the organization’s progress and activities.

Supporting Decision-Making: provide comprehensive information, analysis, and recommendations.

Facilitating Communication:ensure that essential information is shared across the organization and helps to create a
common understanding.

Documenting Activities and Results:provide a historical record of events, achievements, and challenges.
Characterstics of a Good Report

Reports must be accurate.

The information presented is clear and precise.
Relevant information such as facts and figures.
Written in an unambiguous style with simple language.
Business reports are objective and logical.
Characterstics of a Good Report
Accurate and relevant in a clear and concise manner.
A good report should:
1. Objective Nature
2. Formal Tone
3. Structure
4. Clarity and Concise
5. Data and Evidence
6. Recommendations
7. Credibility
 Characteristics of a Good Report

1 2 3 4 5 6 7
OBJECTIVE FORMAL STRUCTURE CLARITY AND DATA AND STEP
RECOMME
NATURE TONE CONCISENESS EVIDENCE
standardized NDATIONS cite sources
based on maintain a structure, Information is incorporate of
facts, data, formal and including an presented tables,
conclude
information
and professional introduction, clearly graphs, and with and data
evidence tone. main body, other visual recommend
avoiding
and provide
presented in established unnecessary aids ations.
references to
an unbiased
conclusion details
writing showcase data any external
manner
should be
conventions, Sections may be and illustrate research or
including practical and
divided into essential experts
proper backed by the consulted
headings and points.
language, subheadings to data during the
grammar, and enhance presented. report’s
punctuatiOn readability preparation.
 TYPES OF REPORT
INFORMAL FORMAL
are generally brief. may consist of all or some of the following parts:
1. title page,
they can consist of a body and a title page or a 2. authorisation message
body only. 3. transmittal message
4. table of content's
informal reports often are formatted as memos or 5. list of illustrations
letters. 6. abstract
7. body
Memo reports communicate information to 8. glossary
individuals within an organization. 9. appendix
10. bibliography or reference list.
 TYPES OF REPORT
INFORMAL
Memo reports communicate information to
individuals within an organization.
This style is used primarily for reporting routine
information concerning day-to-day opera- tions or
to provide a written record.
Letter reports use a letter format to present
information and make recommendations to
individuals outside an organization; a subject line
may be used to identify the topic of the report.
FORMAL
The body of the report will span several pages and
include multiple levels of headings.
Content could be drawn from primary and/or
secondary sources.
Visual aids help readers interpret information
presented as text.
 TYPES OF REPORT
INFORMAL
. When formatted as cor- respondence, informal
reports may contain side headings to guide the
reader from topic to topic.
This type of report rarely contains graphic aids and
seldom draws on material from secondary sources.
Informal reports are usually written in the first
person
FORMAL
Formal reports are usually written in the third
person (It is recommended that . . . ).
Recent trends suggest that informality is becoming
more acceptable in formal reports.
The degree of formality is based on the culture of
the organization and is determined after the report
origi- nator has analyzed the receiver(s).
INFORMAL
REPORT
used to provide factual data,
updates, or summaries of events or
progress within an organization..
ANALYTICAL
REPORT
include an examination of the data,
identification of trends, and
explanations of patterns.
https://open.library.okstat
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onalwriting/chapter/chapte
r-11/
RESEARCH
REPORT
detailed research methodologies,
data collection, analysis, and
interpretations.
PROGRESS
REPORT
Track the status of ongoing
projects, tasks, or initiatives.
INCIDENTS
REPORT
document and analyze accidents,
errors, or issues that occurred
within an organization.
Writing Process for Reports and Proposals
THREE-STEP WRITING PROCESS FOR REPORTS AND PROPOSALS
 Components of a Formal Report
A formal report is prepared for and read by top-level
managers inside or outside the writer’s organization.
Conducting the research and writing the report may take
from several weeks to several months.
These activities can be completed by one person or by a
team.
A formal report generally contains three major divisions: the
preliminary sec- tion, the body, and the supplementary section.
A formal report may contain all or some of the following parts:
 Components of a Formal Report
1. Preliminary Section
a. TitlePage
b. Letter or Memo of Transmittal
c. TableofContents
d. ListofIllustrations
e. Executive Summary