BUSINESS

REPORT
A business report is a written
presentation of facts regarding a
business issue and their logical
analysis.

I. FEATURES :
• Accuracy
• Objectivity
• Logical Presentation
II. BUSINESS REPORT TYPES :

(1) Routine :
• Representative’s reports on sales visits
• Manager’s report on the work of their depts..
• Equipment and maintenance report
• Progress reports
• Safety reports
• Accident reports

(2) Special :
• Reports written in response to requests for specific information.
• Reports made on a special topic after research and investigation.
• Report regarding a change of policy
• Market research reports

The ultimate purpose of any report is to provide the foundation for

decisions to be made and actions to be taken.
III. Strategies for Preparation
The following steps will be useful in organizing
and presenting the report systematically.

• Analyze the problem and the purpose.

• Determine the scope of the report.
• Think of the needs of the audience.
• Gather all information.
• Analyze and organize the information.
• Write the first draft.
• Revise, review and edit.
• Write the final draft.
IV. Formats
1. Printed Form
2. Letter Format
3. Memo Format
Ali Hyder
4. Manuscript Format
Activity – 1
Which of the four formats would be the most
appropriate for each of the following ?
 Annual report of a research organization.
 A report on the progress of a research project.
 Daily production report of a gas-stove manufacturing
company.
 A research report.
 A product launch report to be written by the
marketing manager of a company for the marketing
director.
 Monthly sales report of a Pharma Company.
 A report on the feasibility of launching a new product.
 A short report examining the problem of poor sales of
a new product.
 EXAMPLE OF A FORMAL REPORT

Company’s Name and

Report Title(be specific) AURORA HOLDINGS

REPORT ON COMPLAINTS ABOUT POOR

SERVICE AND FOOD PROVIDED IN THE
STAFF RESTAURANT

Who asked for the report?

What was requested?
When was it requested? TERMS OF REFERENCE

To investigate complaints about poor

service and food provided in the staff
restaurant and to make
recommendations, as requested by
Mr. Michael Lee, Administration
Director, on 14 April 2015.
List the steps taken to
gather the information
(past tense) PROCEDURE

1. An interview was held with

Mrs. Newton, Restaurant
Manageress, on 15 April

2. Interviews were held with a

cross-section of staff(48) who
used the restaurant between
15 and 20 April
Present the information FINDINGS
Obtained through each 1. INTERVIEW WITH RESTAURANT
Step mentioned in MANAGERESS
“Procedure”. 1.1 STAFFING
Mrs. Newton has 3 full-time assistants.
The youngest, Miss Lily Ng. attends
day-release classes at Southpoint
College on Monday, Wednesday and
Friday each week. She works
1400 -1700 on those days.
 1.2 EQUIPMENT

A schedule of current equipment

and their year of purchase is attached. No
problems were reported. However Mrs.
Newton said that additional equipment
would be useful.

1 microwave oven
1 slow cooker
1 rice cooker
Use numbered points
and sub-headings for 2. INTERVIEWS WITH STAFF
Clarity.
20 staff from the 1200 – 1300 lunch
sitting were interviewed, and 28 from
the 1300-1400 sitting.

2.1 CHOICE
The food available is shown on the
attached schedule. 60% of the
staff interviewed said they
would prefer some cold meals
to be provided. They said they
may make alternative
lunch arrangements if the
variety did not improve.
Include the page
number at the top 2
left margin
2.2 QUEUEING
70% of staff took lunch from
1200 to 1300 hours as opposed to
30% from 1300 to 1400. This resulted in
large queues forming at the first
lunch sitting.
What are the logical
Implications from the CONCLUSIONS
‘Findings’? 1. There are insufficient assistants
to cope with the preparation of
food in the morning and with the popular
first lunch sitting.
2. The present equipment is
insufficient.
3. The selection of meals is not
wide enough to cater for
staff requirements.
4. The ratio of staff to each sitting
is not balanced.
What action do you
Suggest should be RECOMMENDATIONS
taken, based on
Findings and Conclusions? 1. A new assistant should be
recruited to work 0900-1400 hours on
Monday, Wednesday
and Friday.
2. Mrs. Newton should be asked to
look into prices and availability of the new
equipment required.
3. Mrs. Newton should be asked to
devise some new dishes which
also include cold choices.
4. The number of staff attending
each sitting be reviewed so that a more even
balance
can be achieved.
Leave a space for the writer
to sign

Name and title or writer TANLAY HONG(Miss)

Business Administration
Officer

Reference and date 24 April 2014

V. Parts of a Formal Report
1 Title Page (Heading)
2 Terms of Reference (Preface)
 Acknowledgement
 Table of Contents
3 Executive Summary / Abstract
4 Procedure / Methodology
5 Findings / (Analysis & Discussion)
6 Conclusions
 Recommendations
7 Closing Section
 Appendices
 References and Bibliography.
V.
V.
VI. Covering Memo :
 Activity- 2
Checkpoint

Rearranging a report
Here are the terms of reference and procedure, for a report,
together with cut-up sections of the rest of the report,
Rewrite the report correctly for your files. You will need to
compose appropriate headings, sub-headings and
numbering. Sign the report as if you have written it, and
decide on a suitable title. Don’t forget to include an
appropriate reference and date at the foot.

Terms of reference
To report on the unrest amongst factory workers and make
recommendations, as requested by Mr. Richard Fish, Works
Manager, on 21 April 2014.
Procedure
1. The three supervisors were interviewed.
2. A meeting was held with all(25) factory workers to gather
details of grievances.
3. 10 factory workers, selected at random, were interviewed
personally.

(a) The human resource manager should hold a

meeting of all factory staff and explain the findings
of this report.

(b) Safety regulations were being ignored by some

members of staff. Protective guards had been
removed from many machines.
Checkpoint continued
(c) A table showing rates of pay at this company and at
other companies is attached.

(d) Rules laid down in the company handbook were

being contravened, with some workers leaving
machines dirty after use.

(e) The company’s rate of pay compare favourably with

those paid to apprentices at other companies in this
area. Grievances might stop if our staff were made aware
of this.

(f) Supervisors reported that many staff were

generally un-cooperative and not working to their usual
standards.
Checkpoint continued
(g) Supervisors should be reminded of the importance of
ensuring that all staff comply with the company’s rules and
safety regulations.

(h) A widespread unrest and resentment, was noted in

view of what is considered to be low rates of pay.

(i) Removal at safety guards from machines is an

offence against the Factories Act.

(j) A training scheme should be compiled that will

ensure balanced experience in all areas of the factory
as well as a adequate supervision.

(k) Supervisors are not enforcing compliance with

rules laid down in the company handbook.
Thank You