Business Reports
Statement prepared to present facts relating to
Planning
Coordinating
Performance
the general state of work in the organization
It is the summary of managerial peformance
Defination
Acc to Lesikar
"A Business reports is an orderly and objective communication of factual information that serves a business purpose"
Characteristics
Orderly : Carefully & Orderly
Objective : Avoid human bias & seek truth
Communication : All ways of transmitting
Factual information : based on events , facts , records
Business Purpose : Research, Scientist, doctors . Serves business purpose
Objectives & Purpose
Enables preparation of various budgets
Determine the requirement of personnel
Quality of production
Information regarding the market
Knowledge of labour unrest
Decline in sales
Importance & function
Decision Making : systematic , reliable & useful information
Performance evaluation
Vehicle of communication
Information of planning
Information for controlling
Helpful in coordinating
Managing the changes : opinions of workers
Qualities
Accuracy : to ensure accuracy
Check the facts
Describe the events in concrete terms
Record all the relevant facts
Evidence for your conclusion
Objectivity : free from personal feelings ,
A report based on hard facts not on opinions
Precision :No vagueness
No scope for misinterpretation
No scope for misunderstanding
Clearly defined purpose:Providing a revealing information
Solving a problem
Recommending measures to accomplish org. goals
Audience Centered:Audience level of understanding
Audience’s expectation & preferences
Estimation of audience’s probable reaction
Good Judgment:True facts & avoid incomplete
Complete :objectives
Facts
Conclusions
suggestion
You attitude : reader friendly use of you & yours instead of I , am , mine
Well organised
Brief : not unnecessarily long & brevity not at cost of clearity
Classification
On the basis of form of communication
Oral report:(communication of an Impression & Observation)
Written Report:(communication in written)
On the basis of length
Short Report : (for internal use ,formal & informal)
Long Report : (comprehensive & Detailed , always formal)
On the basis of degree of importance
Formal report
Informal reports
Formal & informal Reports
Formal report : These are written in accordance with an established procedure
Statutory reports prepared acc to procedure laid down by law
Non-Statutory reports not required under any lawInformal
Informal report: These are used generally for internal use & for dealing with routine issue Progress reports
Trip reports
Meeting minutes
On the basis of nature & frequency
Routine Reports:(Daily , weekly , Monthly)
Special Reports :(particular assignment)
On the basis of function
Informative reports:(mere dissemination Of information
Analytical reports : (makes Recommendation)
On the basis of no of persons involved
Individual report : (report by branch Manager)
Report by committee
On the basis ofsource
Voluntary report :(own initiative)
Authorized report : (superior Reqiurement)
On the basis of target audience
Internal report
External report
Internal report & External report
Internal
It is used within organization
If this report is below 10 pages , then it is
written as memo format
External
These are sent to outside parties
It is in letter format if it is not long
Planning of short report
Format
For brief external report ,use letter format including title or subject line
For brief internal report use memo
Single space in the text
Double space between paragraph
Use heading where helpful
Include visual aid
Opening
For short routine memos use the subject line of the memo
For all other short reports cover these topics
Purpose, scope , restriction, sources& methods of research , conclusions & recomendations
Body (Finding & Supporting details)
Ending
In informal reports summarize the findings at end
Summarize the points in the same manner in the text
Consider using list format
Avoid introducing new material in Summary
Planning of long report
Define the problem
Keep notes
Make a report outline
Identify the reader and write to their level
As you work ,check , change your outline
As you work label your research paper
Make a rough draft
Revise your rough draft
Compile & complete report
Format of repot
Prefatory part
cover page
title page
letter of authorization
letter of acceptance
table of contents
list of illustration 3
executive summary
Text of the report
Introduction
Body
Summary
Conclusions
Recommendations
Notes
Supplementary part
Appendixes
Bibliography
Index
