Communication 2
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A business report is an oral presentation or
written business document that provides
information, requests funding or approval,
analyzes company or market data, or makes
recommendations for innovations and
change.
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An orderly and objective presentation of
information that helps in decision making
and problem solving.
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Reports vary widely- in length, complexity,
formality, and format.
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The quality of the report process affects the
quality of the product.
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Accuracy is the most important trait of a
report.
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Reports are often a collaborative effort.
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The style of the report used depends on the
need for the report and the audience. Reports
are either formal or informal.
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Informal reports are usually brief and use
personal pronouns (I, We, and You) and a direct
style.
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Formal reports are long and are constructed in a
prescribed format.
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Provide information - provides objective
statistical data or facts. Analysis of the data is
usually not included.
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Analyze data and information- offer
interpretations of information or solutions to
problems.
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Persuade- propose, request, or recommend
specific actions or problem solutions.
Memos
Convey info. within an organization.
Progress or interim reports
Describe in narrative form the status of
continuing projects or tasks.
Compliance Report
Used by orgs. that work with or are
regulated by local, state or govt.
agencies.
Annual reports
Describe the achievements and
developments of an org. over the course
of the year.
Policy and Procedure reports
Communicate broad organizational
goals, guidelines and methods. They
explain and outline company policy.
Minutes
Details the actions and discussions in a
business meeting.
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Justification reports- offer support for an
action or determine the potential benefit of
an action based on a series of reasons.
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Feasibility study- a type of justification
report that includes detailed research,
analysis, and a judgement on the potential
success or failure of an action.
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A business plan is a comprehensive report
that defines and describes all the
components of a business, including its
feasibility, profitability, and marketing
environment.
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A proposal is a persuasive written report that
offers to provide a service, sell a product, or
provide a solution to a problem or need.
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Solicited Formal proposals- are submitted at
the request of a potential funder.

A Funder is a business, government agency,
or private foundation that will approve or
finance your project.
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Reports provide information, analysis, or
recommendations that can be used to solve
problems; monitor or document progress;
clarify or implement policies or procedures;
and guide change, direction, or decisions.
While proposals are a form of report, the
difference is that they request funding, or
acceptance in exchange for work to be
performed.
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Determine the mission
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Evaluate your audience
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Select a report structure
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Format the report. There are three formats
used in report writing namely manuscript,
memo and letter.
Manuscript
Usually used for longer,
more formal reports such as
proposals and business
plans. Formatted in
paragraphs style with
headings and sub headings.
Memo
Often used for shorter, less
formal internal reports such as
progress, policy, and
analytical reports.
Letter
Primarily used for shorter
compliance and persuasive
reports for transmittal to an
external audience.
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Establish the scope – the scope of the report
is the range of issues it addresses.
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Conduct research and Collect Data.
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The report consists of the introduction; the
findings; and the summary and conclusions,
and recommendations.
The introduction sets the stage for understanding
the findings that follow. In this section present
such information as the following:
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Background of the problem
Need for the study
Authorization for the project
Problem statement
Purpose and scope (including definition of
terms, if needed)
Procedures used to gather and analyze the data
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The findings of the study represent the major
contribution of the report and the largest
section of the report. Discuss and interpret
any relevant primary and secondary data
gathered. Using objective language, present
the information clearly, concisely and
accurately.
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Briefly review the problem and the
procedures used to solve the problem, and
provide an overview of the major findings.