chapter 9 writing reports business communication copyright 2010 south-western cengage learning

Chapter 9Writing Reports

Business Communication

Copyright 2010 South-Western Cengage Learning

Types of ReportsStyle

Formal reportsInformal reports

PurposeInformational reportsAnalytical reports

Format

29.1 Planning Reports

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A report provides facts, opinions, or ideas about a specific topic or problem.

FormalLongContain preliminary parts

Title pageSummaryTable of contentsBibliographyAppendix

Examples:Company’s annual report to stockholders, report

to a government agency, external proposal 3

InformalShorter than formal reportsLess formal styleNo preliminary pages except a title pageExamples:

Sales reportInternal proposal (analyzes an internal problem

and recommends a solution)

4

PurposeInformational reports Analytical reportsPresent factsInclude very little analysis

Example:A bank manager may ask

the head cashier to prepare an informational report about the average number and value of money orders sold each day

Analyze a problemPresent factsDraw conclusionsMake recommendationsSuggests ways to solve a

problem

5

Report FormatsMemoLetterManuscript

6

Defining the ReportIdentify the problem or topicDetermine the scope (what will

be included, what will not)Develop a timeline (schedule that lists thedates by which eachTask and phase of a project must be completed)

79.1 Planning Reports

Collecting the DataPrimary research (gathering new data)

InterviewSurveyObservation

Secondary research (locating data that already have been gathered and reported)Evaluating data sourcesBibliography notesResearch notes

89.1 Planning Reports

Bibliography Notes

99.1 Planning Reports

Research Note

109.1 Planning Reports

Processing the DataCreate a report outlineAnalyze the dataDraw conclusions and make

recommendations

119.1 Planning Reports

Outline Examples

129.1 Planning Reports

Topical Outline

I. Characteristics of IM

A. Speed

B. Cost

C. Equipment

Discussion OutlineI. IM offers the latest technology for sending messages.

A. It offers speed.

B. It is often free via the Internet.

C. All that is needed is a computer.

Searching for Data OnlineFocus your search to locate relevant dataUse advanced search techniquesBoolean operators

ORANDNOTAND NOT

Wildcards

139.1 Planning Reports

Reading for ResearchReading skills are important for secondary

researchScan material to determine relevancyLook for keywords or phrases to use for

further studyEvaluate data found for:

Relevance and timelinessAccuracy and reliabilityBias

149.1 Planning Reports

Organizing Informal ReportsDirect orderIndirect order

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Reports written in direct order give the main idea early in the report.

9.2 Writing Informal Reports

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Direct OrderUse if the report is routine or if you expect

the reader to respond favorablyPresent the main idea firstFollow with supporting detailsInformational reports

16

Indirect OrderUse when you expect an unfavorable

responseWhen the receiver may need persuasion

17

Outlining and Writing Informal ReportsReport outlinesWriting style

189.2 Writing Informal Reports

Informational Report Outline in Direct Order

Formatting Informal ReportsParts of an informal report

Opening, body, closingLetter reportsMemo reportsManuscript reports

199.2 Writing Informal Reports

Organizing and Writing Formal ReportsDirect and indirect orderWriting styles

209.3 Writing Formal Reports

Objective reports help managers make business decisions.

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Parts of a Formal ReportPreliminary parts

Letter of transmittalTitle pageTable of contentsExecutive summary

The report bodyIntroductionFindings and analysisSummary, conclusions, and recommendations

219.3 Writing Formal Reports

Letter of TransmittalIntroduces a formal report to the readerConveys what you would say if you were

handing the report directly to the readerUsually less formal than the reportUses direct order

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Table of ContentsA list of what the report includesLists the main headings and the page number

where each heading occurs

23

Executive SummaryA brief overview of the reportGives the key points of the report to the

reader

24

AppendixContains supplementary materials that are

placed at the end of a document or book

25

Parts of a Formal ReportSupplementary parts

Bibliography or Works Cited pageAppendix

269.3 Writing Formal Reports

Formatting formal reportsMargins and spacingHeadingsVisual aids

MLA Report Style

27

Style often used for school reportsMLA Handbook shows details of this

report styleQuestions1.When was MLA founded?2.About how many people are members of MLA?3.Locate the frequently asked questions about the

MLA Handbook. Select one of the questions and give a brief summary of the answer. school.cengage.com/bcomm/buscomm

9.3 Writing Formal Reports

Vocabulary

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alternativeanalytical reportanalyzeappendix bibliographyconclusiondocumentationexecutive summaryhypothesisinformational reportinterview

observationoutlineprimary researchrecommendationreportscopesecondary researchsurveytable of contentstimelinewildcard