1. BUSINESS COMMUNICATION SECOND CANADIAN EDITION Part III: Writing for special purposes Chapter Nine: Writing business reports Original Slides by Gates Stoner Pima Community College Adapted by Alan T. Orr

2. 12-2 Objectives of this Chapter Appreciate the importance of reports Learn formats for short business reports Know the ten steps for report writing Learn formats for long business reports Learn widely used types of reports 1

3. 12-3 Questions to Start With… Who is your audience? What is your purpose? What do you want to convince the reader to believe or do? 2

4. 12-4 Types of Reports Periodic Reports Progress Reports Data Reports Recommendation Reports 3

5. 12-5 Guidelines for Effective Writing Step 1: Determine the purpose Step 2: Understand audience’s needs Step 3: Brainstorm Step 4: Research the topic Step 5: Arrange major points 4

6. 12-6 Guidelines for Effective Writing Step 6: Write rough draft Step 7: Revise rough draft Step 8: Review rough draft appearance Step 9: Prepare final copy Step 10: Present report 5

7. 12-7 Sections of a Short Report Title page Table of contents Letter of transmittal Executive summary Body Endnotes or bibliography 6

8. 12-8 Sections of a Long Report Cover Fly sheet Title page Table of contents Table of figures Letter of authorization Letter of transmittal Executive summary Body Appendices Endnotes Bibliography 7

9. 12-9 Title Page Reflects report’s professional quality Contains key information: –Title –Prepared by –Prepared for –Date 8

10. 12-10 Table of Contents Lists topic headings and page numbers Indicates how the report is organized (your approach to the topic) 9

11. 12-11 Letter of Transmittal Optional – included in formal circumstances Provides: 1.reason(s) for the report 2.highlights of the most noteworthy items 3.contact information for readers’ questions or comments 10

12. 12-12 Executive Summary Provides brief one-page summary of entire report Indicates purpose of report Draws from report’s main arguments and conclusions Supplies all key information 11

13. 12-13 Main Body Begins with an overview Organizes topics into a logical pattern Uses headings Builds an argument Supports thesis and main points Leads reader to your conclusion 12

14. 12-14 Conclusion Logically progresses from body of report Summarizes main points Presents final recommendations 13

15. Copyright © 2013 John Wiley & Sons Canada, Ltd. All rights reserved. Reproduction or translation of this work beyond that permitted by Access Copyright (The Canadian Copyright Licensing Agency) is unlawful. Requests for further information should be addressed to the Permissions Department, John Wiley & Sons Canada, Ltd. The purchaser may make back-up copies for his or her own use only and not for distribution or resale. The author and the publisher assume no responsibility for errors, omissions, or damages caused by the use of these programs or from the use of the information contained herein. All clipart and photos courtesy of Microsoft.com Copyright Notice