Writing business reports INTRODUCTIONINTRODUCTION BODYBODY CLOSINGCLOSING

INTRODUCTION Tells readers in brief What to expect? Importance of the subject Previews main ideas and the order in which they are covered Establishes the tone of the document and writer’s relationship with the audience

DETAILS OF INTRODUCTION When, how and by whom the report was authorized Problem/purpose State the problem or what is to be accomplished as a result of the report SCOPE: What is and what isn’t going to be covered Indicates size and complexity of the report Background Historical conditions or factors that lead to the report Should give readers a perspective

DETAILS OF INTRODUCTION (contd..) Source and methods- primary and secondary sources of information. For example- how samples were selected, questionnaires* or protocols used for inquiry Definitions Technical words**, jargon used which might be misinterpreted Some points may be optional *Questionnaires or protocols can be attached in annexures **if only a few, give as footnotes. More than five attach as appendix TIP- Reader should be able to tie up with summary and purpose with conclusions and plan of action.

BODY Consists of major divisions, chapters etc. They present and provide, analyze and interpret information gathered. It should contain information to support conclusions and recommendations.

WHAT A BODY SHOULD CONTAIN Explanation of problems Existing trends and situations Facts and statistics* Results of studies or investigations Criteria for evaluating alternatives and options. EG- advantages, costs etc. Charts, tables, graphs conveniently placed within the body or provided as appendix. TIP- Prefer pie-charts, bar charts and use colors. The logic and reasoning used in the body should naturally lead to conclusion and plan of action.

CLOSING Summary of key-points as they appear in the report If appropriate re-state briefly In short reports, summary can be a paragraph or two But always end with conclusions, recommendations and actions For longer reports, one may have sections for summary, conclusions, recommendations and actions TIP- Closing is the final opportunity to emphasize important content.