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Business Communication Report Writing Gurudutt R. Kamath.

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Presentation on theme: "Business Communication Report Writing Gurudutt R. Kamath."— Presentation transcript:

1 Business Communication Report Writing Gurudutt R. Kamath

2 Agenda Types of Reports How to Write Reports Computer Reports Anatomy of a Report Sales Proposals Future of Reports

3 How We Communicate 3 CVs, Resumes CVs, Resumes , Web site, FAQs , Web site, FAQs Letters, Newsletters, Brochures, Articles, Catalogs Letters, Newsletters, Brochures, Articles, Catalogs Advertisements, Notice Board, Pamphlets, Signs, Press Release Advertisements, Notice Board, Pamphlets, Signs, Press Release Presentations, multimedia, talks Presentations, multimedia, talks Reports, Manuals, Proposals, Books Reports, Manuals, Proposals, Books

4 Which Reports? Annual Reports Sales Reports Feasibility Reports Inspection Reports Audit Reports Progress Reports White Papers

5 Technical Writing Reports Proposals Proposals User Manuals User Manuals Technical Manuals Technical Manuals White Papers White Papers

6 Classification of Reports Formal Reports and Informal Reports Formal Reports and Informal Reports Information Reports Information Reports Analytical Reports Analytical Reports Recommendation Reports Recommendation Reports

7 5 Steps to Report Writing D efine the problem 2. G ather the necessary information 3. A nalyze the information 4. O rganize the information 5. W rite the report

8 Organizing Reports Comparison/contrast Comparison/contrast Problem-solution Problem-solution Elimination of alternatives Elimination of alternatives General to particular General to particular Geographic or spatial Geographic or spatial Functional Functional Chronological Chronological

9 Words, Words, Words UK English and US English International English and Indian English Denotation and Connotation Let me know when you’re free next week for a meeting. Could you let me know what times you have free? Tone Terry is hung up on trivial details. Terry is meticulous and takes care of details that others sometimes ignore.

10 Writing Style Brief writing style Omit needless words Combine sentences Rewrite Campus Jewelers’ main objective is to increase sales. Specifically, the objective is to double sales in the next five years by becoming a more successful business. Campus Jewelers’ objective is to double sales in the next five years.

11 We do IT in Style! Chicago Manual of Style Chicago Manual of Style Elements of Style by Strunk & White Elements of Style by Strunk & White Dictionary Dictionary Microsoft Manual of Style Microsoft Manual of Style AMA Style Guide AMA Style Guide

12 Anatomy of a Report Cover Page Cover Page Title Page Title Page Letter of Transmittal Letter of Transmittal Table of Contents Table of Contents List of Illustrations List of Illustrations Executive Summary Executive Summary Report Body Report Body

13 Report Body Introduction Introduction Purpose and Scope;Limitations, Assumptions, and MethodsPurpose and Scope;Limitations, Assumptions, and Methods Background/History of the Problem Background/History of the Problem Body Body Presents and interprets dataPresents and interprets data Conclusions and Recommendations Conclusions and Recommendations References or Works Cited References or Works Cited Appendixes Appendixes Interview transcripts, questionnaires, question tallies, printouts, and previous reportsInterview transcripts, questionnaires, question tallies, printouts, and previous reports

14 Letter of Transmittal Background Background Summarize conclusions and recommendations Summarize conclusions and recommendations Minor problems. Thank those who helped. Minor problems. Thank those who helped. Additional research necessary Additional research necessary Thank the reader. Offer to answer questions. Thank the reader. Offer to answer questions.

15 Sales Proposal 2 2 Budget Objectives Strategy and Tactics Schedule Results Closing

16 Document Design Use no more than 5 fonts. Use no more than 5 fonts. Use no more than 5 colors. Use no more than 5 colors. Use glossy paper. Use glossy paper. Use white space. Use white space. Use templates. Use templates. Use parallelism. Use parallelism. Avoid double emphasis. Avoid double emphasis.

17 Future Reports Proposals 250-page reports 250-page reports 90-minute oral presentation 90-minute oral presentation 50-page summary 50-page summaryReports Multi-media Multi-media Web Web

18 FAQ and CE Questions Questions You, We, I – personal pronounsYou, We, I – personal pronouns Standards for reportsStandards for reports How long?How long? Common Errors Common Errors It’s a common error! Its consequences are great!It’s a common error! Its consequences are great! Singular & Plural errors.Singular & Plural errors. Neutrality (he/she, John)Neutrality (he/she, John)

19 Reference 1. Business Communication, Kity O Locker and Stephen Kyo Kaczmarek, “A Decent Proposal” by John Fellows, Better Business Writing, The Sunday Times


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