BUSINESS

REPORTHow-Tos and What-

Nots

WHAT IS A BUSINESS REPORT? A business report conveys

information to assist in business decision-making. The business report is the medium in which to present this information.

Some types of business reports:- Market research report- Test report- Sales report- Annual general meeting report- Progress report on a problem- Investigative report on the feasibility of a new product- Recommendation report- Business plan

ELEMENTS OF EFFECTIVE BUSINESS REPORT WRITING

ACCURATEAccuracy in a business report includes accuracy of information and accuracy of writing. The accuracy of any report depends on the correctness of the data that was gathered to prepare it. Use reliable sources and be accurate in reporting all information.

OBJECTIVEPresent material free from personal biases and prejudice.

OBJECTIVITY THROUGH:

Make a distinction between facts and opinions.

Report all pertinent information. Present both positive and negative aspects.

Use bias-free language. Avoid emotional terms such as guaranteed, tremendous, etc.

Use impersonal style. Avoid interjecting a personal note.

Use of graphics in business report.

STEP 1:BEFORE YOU WRITE Determine the scope of your

report Define your target audience

- their need for the report- education level- position in the organisation- knowledge of the report’s topic- responsibility or authority to make decisions based on the

report- personal biases

THREE TYPES OF AUDIENCE Primary Audience

People who have to make decisions on the basis of the report

Secondary AudiencePeople who are affected by the actions the primary audiences would take in response to the position of the business report

Immediate AudiencePeople responsible for examining the report, its viability and distributing the report to a broader audience.

STEP 2: COMPILING DATA Gather and organise

supporting information = RESEARCH

Two Types:Primary Research Data obtained from the original source whether in field or laboratory

Secondary Research Obtained largely from historical information sources or data which has been gathered from other studies

The importance of GRAPHICS- Tables- Pie charts- Line charts- Bar charts- Organisational charts- Others (photos, timelines, flow charts, maps, etc.)

STEP 2: COMPILING DATA

Short reports usually consist of the following parts:

I. Introduction / Terms of ReferenceII. Procedures / Methods of InvestigationIII. FindingsIV. ConclusionsV. RecommendationsVI. Bibliography & Acknowledgements

STEP 3: WRITING THE REPORT

I. Introduction / Terms of ReferenceThis should simply state the purpose of the report. It may also include details on who requested the report.

II. ProcedureDiscuss how information was researched in the report.

III. FindingsBriefly describe the results of your investigation. This is the main body of your report and contains the main points of your arguments.

IV. ConclusionsThis section will contain the summary or evaluation of your findings. The main issues will be highlighted.

V. RecommendationsHere you suggests the measures to resolve issues identified in the conclusions section. Should be limited in number and expresses specific courses of action in a clear manner.

VI. BibliographyPlace your sources here.

SAMPLE OUTLINE

I. Introduction / Terms of ReferenceThe objective of this report is to review business options and entry costs with reference to this corporation’s planned penetration of the mainland Chinese market, and to help develop a plan for recommended action from 2005.

II. ProcedureThe information for this report was gathered by interviewing key personnel and by conducting a staff survey.

III. FindingsIn both provinces, there is strong competition in low-priced, inferior quality products. Prime- quality imported and domestic products are distributed through Friendship stores (FS). Imported products account for approximately 10% of turnover in FS. The highest turnover this year was approximately FEC 100 million.

SAMPLE REPORT

IV. ConclusionsThe purpose of this visit was one of exploration, with open-ended discussion covering the principal business options of venture into China: joint venture; import-export; local sales and marketing. Many useful, knowledgeable contacts were established, and positive position secured for future discussion.

Production of raw synthetic materials is already crowded competitive category, and the low likelihood of joint venture approval from the central government reflects this situation. Finished synthetic goods offer greater ease of entry and marketing opportunities, although profit potential requires further assessment.

SAMPLE REPORT

V. RecommendationsDespite the probable deregulation of the market after Hong Kong’s reversion to China, we recommend that China not be seen as the immediate priority for the coming year. It is recommended that we seek to improve our knowledge of the market, entry prospects and our understanding of costs and administrative issues.

We also recommend that a follow-up visit be made to Shanghai and Guangdong in the near future to maintain and increase contacts.

SAMPLE REPORT

In the next few meetings, you will be writing your own Recommendation Report. INDIVIDUAL WORK.

Format of TITLE PAGE is the same as the one we used for the workplace innovation.

Use recommended format for the business report.

Please use readable font style and size.

Business report should be 2-3 pages long excluding title page and bibliography.

You can choose whichever company you’d like to write the recommendation report for.

And most importantly…

PLAGIARISM is a crime.

SO, WHAT NOW?

REFERENCESFuturePerfect Business English

Specialists, Inc. English for the Workplace 2. Philippines: Mapua English Language Center.

Thompson, A. (2005). Guide to Business Report Writing. Retrieved May 15, 2010, from http://www. bestentrepreneur.murdoch.edu.au/Guide_To_Report_Writing.pdf

“Hell, there are no rules here - we're trying to accomplish something.”Thomas A. Edison