REPORTS

Written Business Communication

Agenda

What is a report? Purpose of reports How to write a report? What is a good report? Classification of Reports Types of Reports

Routine Report Progress Report Memo Report Email Report Formal Committee Report

What is a Report?

Purpose of a Report

Reports are made up of facts and arguments on a specific subject Reports allow information to be presented in an ordered way Reports present findings and make recommendations

How to write a report?

Define the problem Gather the necessary information Analyze the information Organize the information Write the report

What is a good report?

Has a Clarity of Thought Is Complete and Self-explanatory Is Comprehensive but Compact Is Accurate in all Aspects Has Suitable Format for readers Supports facts and is Factual Has a Reference to Relevant Details Follows an Impartial Approach Is Arranged in a Logical Manner Is Presented in a Lucid Style

Classification of Reports

Formal and Informal Reports Information Reports Analytical Reports Recommendation Reports

Types of Reports
1) 2) 3) 4) 5)

Routine Report Progress Report Memo Report Email Report Formal Committee Report

Committee Report

A formal report made by a group of people officially delegated to perform a function, such as investigating, considering, reporting, and acting on a given matter.

Committee Report

Structure
Table of Contents Executive Summary Background of the study Scope and Objectives Composition of the committee Study Methodology Findings and Observations Recommendations Acknowledgements Annexures

Committee Report

Writing Styles Dos

Use

an Impersonal Tone Use Proper Tenses Define all Concepts Tabulate all data Proper Documentation Maintain Objectivity

How to write a cover letter?

Your cover letters should follow the basic format of a typical business letter and should address three general issues including why you are writing, what you have to offer and how you will follow up When you are a writing a cover letter, there is specific information that needs to be included. Your cover letter must include a contact section, a salutation, information on the report, a closing, and your signature.

How to write a cover letter?

Avoid using generic cover letters and tailor your cover letter for the specific purpose Explain why you are sending your report Explain how the report has been structured and what has been included in the report Use values and targets to show what you have found in the report. Avoid making value judgements that you cannot substantiate Vary the length and tone of the paragraphs to sustain interest Ensure you proof read everything to avoid spelling and grammar errors, if necessary ask for a peer review Your contact details must be mentioned

Thank You