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REPORTS

Written Business Communication

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Agenda

What is a report?

Purpose of reports

How to write a report?

What is a good report? Classification of Reports

Types of Reports Routine Report

Progress Report

Memo Report

Email Report

Formal Committee Report

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What is a Report?

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Purpose of a Report

Reports are made up of facts and arguments on aspecific subject

Reports allow information to be presented in an

ordered way

Reports present findings and makerecommendations

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How to write a report?

Define the problem

Gather the necessary information

Analyze the information Organize the information

Write the report

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What is a good report?

Has a Clarity of Thought

Is Complete and Self-explanatory

Is Comprehensive but Compact

Is Accurate in all Aspects Has Suitable Format for readers

Supports facts and is Factual

Has a Reference to Relevant Details

Follows an Impartial Approach Is Arranged in a Logical Manner

Is Presented in a Lucid Style

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Classification of Reports

Formal and Informal Reports

Information Reports

Analytical Reports Recommendation Reports

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1) Routine Report

2) Progress Report3) Memo Report

4) Email Report

5) Formal Committee Report

Types of Reports

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Committee Report

A formal report made by a group of peopleofficially delegated to perform a function, suchas investigating, considering, reporting, and

acting on a given matter.

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Committee Report

Structure Table of Contents

Executive Summary

Background of the study

Scope and Objectives Composition of the committee

Study Methodology

Findings and Observations

Recommendations Acknowledgements

Annexures

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Committee Report

Writing Styles Dos

Use an Impersonal Tone

Use Proper Tenses

Define all Concepts

Tabulate all data

Proper Documentation

Maintain Objectivity

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How to write a cover letter?

Your cover letters should follow the basicformat of a typical business letter and shouldaddress three general issues including why

you are writing, what you have to offer andhow you will follow up

When you are a writing a cover letter, there isspecific information that needs to be included.Your cover letter must include a contactsection, a salutation, information on the report,a closing, and your signature.

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How to write a cover letter?

Avoid using generic cover letters and tailor your cover letterfor the specific purpose

Explain why you are sending your report

Explain how the report has been structured and what hasbeen included in the report

Use values and targets to show what you have found in thereport.

Avoid making value judgements that you cannot substantiate

Vary the length and tone of the paragraphs to sustain interest Ensure you proof read everything to avoid spelling and

grammar errors, if necessary ask for a peer review

Your contact details must be mentioned

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Thank You