INTRODUCTION

TO BUSINESS
REPORT
WRITING
OBJECTIVES:
At the end of our discussion, you will be
able to:
A. Define and understand a business
report;
B. Identify the characteristics a business
report; and
C. Compare and contrast business report
writing to other types of written
communication.
What is a
business report?
What are business
reports for?
For whom do we
write business
reports?
BUSINESS REPORT
Business reports are actual documents
that inform by summarizing and
analyzing a particular situation, issue,
or facts and then make
recommendations to
the group or person
asking for the report.
BUSINESS REPORT
“A report is a formal communication
written for a specific purpose that
includes a description of procedures
followed for collection and analysis of
data, their significance, the inclusions
drawn from them and the
recommendations, if required.”
(R.C. Sharma and Krishna Mohan)
BUSINESS REPORT
• To examine potential and available
solutions to an issue, situation, or problem
• To apply business and management
theories to produce different suggestions
for improvement
• To make conclusions about an issue or
problem
• To produce a range of suggestions for
future action
BUSINESS REPORT
comes in different lengths and
levels of formality;
serves different and overlapping
purposes;
can be conveyed to an audience
using different communication
channels.
BUSINESS REPORT
 Supply a record of work accomplished
 Record and clarify complex information for
future reference
 Present information to a large number of people
 Record problems encountered
 Document schedules, timetables, and
milestones
 Recommend future action
 Document current status
 Record procedures
TYPES OF REPORTS
INFORMATIONAL REPORT
An informational report
requires information on
something.

It presents non-biased
facts without explaining
the reasons and the
possible outcomes of a
situation.
ANALYTICAL REPORT
An analytical report
analyzes the
company’s situation,
presenting relevant
information,
explanations, and
conclusions.
RESEARCH REPORT
A research report is
required when a company
considers trying something
new. The conclusion of the
research report will be
based on the available data
obtained from the
analytical and informational
reports.
PROGRESS REPORT
A progress report is
required to show how
things are going at the
moment. Not based on
analysis or tons or
research. Instead, they
are an update for the
person who needs it.
EXPLANATORY REPORT
This report is
required when you
want to explain a
topic or situation
so that everyone
can understand it.
 BUSINESS REPORTS ARE
WRITTEN:
in the work environment (in
the office, from 8:00 am to
5:00 pm)
for supervisors, colleagues,
subordinates, vendors, and
customers
 COMMUNICATION CONTINUUM
COMMUNICATION CONTINUUM
 COMPARISON/CONTRAST:
BUSINESS WRITING VS. ESSAYS
COMPONENTS
BUSINESS REPORT WRITING ESSAYS SUMMARY

DEVELOPMENT Uses examples, anecdotes, Uses examples, Same for

testimony, data, research testimony, data, research both.
Same for
GRAMMAR It is important. It is important.
both.
ORGANIZATION • Provides an introduction, body, and
conclusion.
Provides an introduction,
• Uses a subject line vs. a thesis and Similar in
thesis statement, body
itemization of points vs. transitional some ways,
paragraphs, transitional
words. different in
words, and topic
• Uses topic sentences only when others.
sentences
needed, dependent upon the type
and length of correspondence.
STYLE Uses short, denotative words; Uses longer, connotative
short sentences; and short words; longer sentences; Different
paragraphs and longer paragraphs
DOCUMENT Uses highlighting techniques, such as
Not usually a
DESIGN graphics, headings, subheadings, various Different
factor
fonts, white space, bullets, etc.
1. Goal/Audience
2. Brainstorm
3. Organize
4. Draft
5. Revise
6. Edit – from form
7. Proofread
FIVE COMPONENTS OF WRITING
Development
Grammar
Organization
Style
Document
Design
 DEVELOPMENT
The same development
techniques are applicable
when writing essays and
business writing.
 GRAMMAR
Professional writers and businesspeople perceive it as
very essential.

Grammar is important in business writing.

In a survey (Gerson) of over 700 business

writers (coast to coast) asked to list
important aspects of correspondence, 98%
ranked correct grammar as an essential
component of successful writing.
 ORGANIZATION
In a memo, letter, or report, the thesis would be replaced
by a subject line. The different aspects of organization
help distinguish business writing from essays.

Paragraphs are shorter in business writing (often between

one to three sentences) than in many essays, thesis
statements are less important.

Transitional words and phrases in an essay can be

replaced by an enumerated list, by a list of bullets (◉,
etc.), and/or by headings and subheadings.
 STYLE
Of greater importance is the different style (word usage,
sentence structure, and paragraph length) used in
essays versus business writing.
Essays rely on longer, more connotative words; longer,
more complex syntax; longer, more detailed paragraphs.

Business writing, in contrast, demands short, denotative

words; short, simple sentences; short paragraphs with
information clarified through graphics (pie charts, line
graphs, etc.). It has everything to do with audience and
purpose.
 DOCUMENT DESIGN
Document design refers to the physical
layout of the correspondence.

Essays consist of words, words, and more words,

separated by indentations to create paragraphs.

Business writing, in contrast, uses highlighting

techniques and graphics for visual appeal to help
the reader access and understand the data.