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1.To examine the information included in business reports. 2.To understand how to organize documents in order to ensure clear communication. 3.To analyze the various ways to distribute a document. 2

Account for two of the largest forms of communication between a company and its clients Are the modes by which consumers are usually informed of changes or special events Present information in both technical and down-to-earth terms Come in a variety of styles and formats 3

Are more formal than newsletters Distribute information within a company Present the research, findings and recommendations of a person or group –often these groups have been assigned the project in order to improve or correct a current situation 4

Come in the following three formats: –extended formal reports –short formal reports –informal reports 5

Are often used when the report will be seen by the public Account for the longest business report Often include a greater amount of detailed information 6

Include the following components: –title page –contents –synopsis –terms of reference –procedure –detailed findings –conclusions –recommendations –appendices –bibliography 7

Are commonly used for sharing information within a company Resemble extended formal reports, but are much shorter Contain less detail than extended formal reports 8

Contain the following components: –title page –terms of reference –procedure –findings –conclusions –recommendations –appendices –bibliography 9

Are used internally within companies Address routine departmental issues most frequently Often take the form of memorandums 10

Contain the following components: –introduction –main section – findings –final section – conclusions and recommendations 11

Is the first page of the report Includes the following information: –title of the report –author(s) –date 12

Lists all the sections of the report Contains the page numbers for each section listed Allows for quick referencing when searching for a specific subject 13

Serves to answer the question of what will be covered in the report Includes any goals or objectives the writer wishes to accomplish States how the writer is going to express their point 14

Acts as an introductory part of the report Aims to clarify the following: –who the report is intended for –what topics the report covers –when the report should be presented 15

Explains the methods in which the information in the report was obtained Discusses exactly where the information came from and how it was gathered Explains the methodology behind the reporting, if relevant 16 Methodology – the various processes used in planning, testing and implementing a system

List the information gathered as a result of the procedure Include utilizing graphs, tables and charts to illustrate the facts and figures collected –each image needs to have a description corresponding to it describing what is being displayed Should provide support for the change the report will implement 17

Accounts for the interpretation of the findings and how this information is relevant Should be fact based rather than opinion based Explains how the data was discovered and why it was used over other forms of information 18

Are the ways in which the author feels the problem may be solved Should be supported by and drawn from the findings previously stated May be either short or long term Need to include all implications concerning the course of action –i.e. whether the cost will be affected or how many more hours will be required 19

Lists any additional supporting or relevant information May include more graphs, charts or data material Contains the data which was not pertinent to the report, but gives further examples or simply provides interest to the reader 20

Lists all the references used in obtaining information for the report Should be organized neatly at the end of the report for easy access by the reader Cites sources using different notation depending on the preference of the author –most reports use MLA formatting 21

Remember the following: –use clear speech in order to deliver the message in a precise manner –the data and statements included in the report should be factual and unbiased –the language should be formal –do not use words such as “I,” “we” or “you” – write in third person i.e. “The finance committee requested the report concerning...” 22

Can use the following formats within the writing: –title main sections and sub-title the important parts within these sections –underline a word or idea to bring attention to it –when listing points in a specific order, use numbers –when listing points in no particular order, use bullets –pair letters with numbers to differentiate sections of the report i.e. section 4ii or Section B part 2a 23

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1.What are the three types of business reports and when are they used? 2.What part of the report answers the question of what will be covered as well as outlining any goals or objectives of the author? 3.Define methodology and give an example used in everyday life. 4.List two things the terms of reference section of a business report aims to accomplish. 25

5. The _______ _______ is the first page of a report. 6. The table of contents lists all the ___________ of the report. 7. Findings list the ______________ gathered as a result of the procedure. 26