1. Chapter 9 Writing Reports
Business Communication
Chapter 9
Writing Reports
Copyright South-Western Cengage Learning

2. Types of Reports Style Purpose Format Formal reports Informal reports
Informational reports
Analytical reports
Format
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A report provides facts, opinions, or ideas about a specific topic or problem.
9.1 Planning Reports

3. Formal Long Contain preliminary parts Examples: Title page Summary
Table of contents
Bibliography
Appendix
Examples:
Company’s annual report to stockholders, report to a government agency, external proposal

4. Informal Shorter than formal reports Less formal style
No preliminary pages except a title page
Examples:
Sales report
Internal proposal (analyzes an internal problem and recommends a solution)

5. Purpose Informational reports Analytical reports Present facts
Include very little analysis
Example:
A bank manager may ask the head cashier to prepare an informational report about the average number and value of money orders sold each day
Analyze a problem
Present facts
Draw conclusions
Make recommendations
Suggests ways to solve a problem

6. Report Formats
Memo
Letter
Manuscript

7. Defining the Report Identify the problem or topic
Determine the scope (what will be included, what will not)
Develop a timeline
(schedule that lists the
dates by which each
Task and phase of a
project must be
completed)
9.1 Planning Reports

8. Collecting the Data Primary research (gathering new data)
Interview
Survey
Observation
Secondary research (locating data that already have been gathered and reported)
Evaluating data sources
Bibliography notes
Research notes
9.1 Planning Reports

9. Bibliography Notes
9.1 Planning Reports

10. Research Note
9.1 Planning Reports

11. Processing the Data Create a report outline Analyze the data
Draw conclusions and make recommendations
9.1 Planning Reports

12. Outline Examples Topical Outline Discussion Outline
I. Characteristics of IM
A. Speed
B. Cost
C. Equipment
Discussion Outline
I. IM offers the latest technology for sending messages.
A. It offers speed.
B. It is often free via the Internet.
C. All that is needed is a computer.
9.1 Planning Reports

13. Searching for Data Online
Focus your search to locate relevant data
Use advanced search techniques
Boolean operators OR
AND
NOT
AND NOT
Wildcards
9.1 Planning Reports

14. Reading for Research
Reading skills are important for secondary research
Scan material to determine relevancy
Look for keywords or phrases to use for further study
Evaluate data found for:
Relevance and timeliness
Accuracy and reliability
Bias
9.1 Planning Reports

15. Organizing Informal Reports
Direct order
Indirect order
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Reports written in direct order give the main idea early in the report.
9.2 Writing Informal Reports

16. Direct Order
Use if the report is routine or if you expect the reader to respond favorably
Present the main idea first
Follow with supporting details
Informational reports

17. Indirect Order Use when you expect an unfavorable response
When the receiver may need persuasion

18. Outlining and Writing Informal Reports
Report outlines
Writing style
Informational Report Outline in Direct Order
9.2 Writing Informal Reports

19. Formatting Informal Reports
Parts of an informal report
Opening, body, closing
Letter reports
Memo reports
Manuscript reports
9.2 Writing Informal Reports

20. Organizing and Writing Formal Reports
Direct and indirect order
Writing styles
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Objective reports help managers make business decisions.
9.3 Writing Formal Reports

21. Parts of a Formal Report
Preliminary parts
Letter of transmittal
Title page
Table of contents
Executive summary
The report body
Introduction
Findings and analysis
Summary, conclusions, and recommendations
9.3 Writing Formal Reports

22. Letter of Transmittal Introduces a formal report to the reader
Conveys what you would say if you were handing the report directly to the reader
Usually less formal than the report
Uses direct order

23. Table of Contents A list of what the report includes
Lists the main headings and the page number where each heading occurs

24. Executive Summary A brief overview of the report
Gives the key points of the report to the reader

25. Appendix
Contains supplementary materials that are placed at the end of a document or book

26. Parts of a Formal Report
Supplementary parts
Bibliography or Works Cited page
Appendix
Formatting formal reports
Margins and spacing
Headings
Visual aids
9.3 Writing Formal Reports

27. MLA Report Style Style often used for school reports
MLA Handbook shows details of this report style
Questions
When was MLA founded?
About how many people are members of MLA?
Locate the frequently asked questions about the MLA Handbook. Select one of the questions and give a brief summary of the answer.
school.cengage.com/bcomm/buscomm
9.3 Writing Formal Reports

28. Vocabulary alternative analytical report analyze appendix bibliography
conclusion
documentation
executive summary
hypothesis
informational report
interview
observation
outline
primary research
recommendation
report
scope
secondary research
survey
table of contents
timeline
wildcard