effective reports
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PIM- Pakistan Institute of Management
What is a Business Report?
A business report is an impartial, objective, planned presentation offacts to one or more persons for a specific, significant business purpose.
The report fact may pertain to events, conditions, qualities, progress,results, products, problems or suggested solutions.
Reports function is to give an account of something, to answer aquestion, or to offer a solution to a problem
Reports travel upwards to supervisors and management policymakers,downwards and horiontally to those who carry out the work andpolicies! and outward to stockholders, customers, general public,specific firms or individuals.
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"haracteristics of an effective report
An effective report is:
appropriate to its purpose and readers
accurate
logical
clear and concise
well organied with clear section headings
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#eterminant "lass #escription
!ource
Authoried Prepared at the re"uest of someone else
#rganied to respond to the reader$s wishes
%oluntar& Prepared on &our own initiative
Re"uire more support' more (ackground detail'and more careful e)planation of purpose
*re"uenc&
!pecial Prepared for uni"ue situations or one-time+nonrecurring, events
*orm and organiation depends on purpose
Routine Prepared for recurring events +dail&' weekl&'monthl&' "uarterl&' annuall&,
#rganied in a standard wa& +often on preprintedor computeried forms that the writer can simpl&fill in,
Re"uire less introductor& and transitional material
estination
Internal .sed within the organiation
#ften in memo format +especiall& if the&$re lessthan /0 pages,
1)ternal !ent to people outside the organiation
#ften in letter format +2 pages or less, ormanuscript format +more than 2 pages,
COMMON REPORT CLASSIFICATIONS - 1
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#eterminant "lass #escription
3ength
!hort Prepared as a letter' memo' or e-mail report of /0
pages or less .suall& prepared as a routine report
3ong Prepared as a manuscript report of more than /0pages
.suall& prepared as a special report
*ormalit&
Informal .suall& prepared as a routine' internal report
Includes less formal tone' fewer introductor& andtransitional materials
*ormal .suall& prepared as a special internal or e)ternalreport
Includes more formal tone' more introductor& andtransitional materials
4&pe
Informational Prepared to inform and educate
5an (e either internal or e)ternal
Anal&tical Prepared to anal&e data' draw conclusions' andsometimes make recommendations
5an (e either internal or e)ternal
COMMON REPORT CLASSIFICATIONS - 2
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$reparation %efore &riting a Report
'. #efine the $roblem,$urpose and (cope
). "onsider who will receive the report *. #etermine +deas to +nclude
. "ollect needed material
(econdary$rimary
-lectronic #atabase
. (ort, Analye and interpret #ata
/. 0rganie data and prepare final outline.
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PIM- Pakistan Institute of Management
Title
fly
Title
page
Letter of
Trans-
mittal
Table of
contents
Synopsis/
Ex. summary
TitlePage
Letter of
Transm-
ittal
Table ofcontents
Synopsis
Title
page
Table
of
contents
Combinat-
ion trans-
mittal syn-
opsis
Title
page
Combi-
nation
Trans-
mittal
Synopsis
Title
page
MEMO
REPORT
LETTER REPORT
TE REPORT
PROPER
TE REPORT PROPER
TE REPORT PROPER
TE REPORT PROPER
TE REPORT PROPER
!st
ste
p
"n#step
$r#step
%t&step
't&step
(t&step
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Pagination in the Long Report
4he order of parts in a long report is as follows6 7ote the assignment of page
num(ers' involving (oth small Roman numerals and Ara(ic num(ers6*l&sheet8no num(er
4itle Page8count it' (ut no num(er
3etter of 94ransmittal8count it' (ut no num(er
3etter of Authoriation----count it' (ut no num(er
4a(le of 5ontents8small Roman numeral
4a(le of *igures8small Roman numeral
A(stract1)ecutive !ummar&8small Roman numeral
Bod&8num(ered from / in Ara(ic num(ers Appendi)8continue Ara(ic num(ers
7otes8continue Ara(ic num(ers
Bi(liograph&8continue Ara(ic num(ers
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PIM- Pakistan Institute of Management
1ain $arts of the Report
/6 +2TR0#3"T+02 %ackground Authoriation $lan of presentation $roblem $urpose (cope 1ethodology (ources #efinition of Terms 4imitations
%rief (tatement of results
). Te5t 6 All necessary -5planation and support
*. Terminal section, "onclusion, Recommendation
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(ome of these elements will be included when
necessary6 purpose ;always is omitted
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"7-"84+(T 90R &R+T+2: T7- 1A+2 (-"T+02( 09 A R-$0RT6
T-?T ;#+("3((+02, %0#@ a&ear
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#egrees of 7eadings
After choosing &our organiational plan and the wording of &our main headings'
&ou ne)t choose a wa& to show @degrees for various items in &our outline6
*or long report' three wa&s to num(er heading degrees6
Numeral-Letter Combination:it is used in (usiness6
Decimal System:it is used in scientific and technical reports6
Letter-NumeralCombination:it is used (& those who prefer letters (efore
main heading
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egree of Ceading Numeral-Letter Combination:
/st I6
Introduction
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")
/st III6
d /6
iscussion >d d
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dd
Seri
f
Sans
serif
!erif or !ans !erif E 4hat is the =uestionF
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Reports that are to (e t&pewritten or printed
should (e done in serif t&pe
A serif is a st&le of letters that have a little piecesticking out of the vertical part of the letter
4he serif helps tie the letters together and makereading easier
1lectronic reports' meant to (e seen onl& on acomputer' should (e done sans serif (ecausethe resolution tends to deform the serif andmake the reading more difficult
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"7-"84+(T 09 " D3A4+T+-( 90R R-$0RT(6
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+nclude in the report all facts needed to answer both primary
and secondary readers questions relevant to the reports
purpose use an appendi5 for relevant facts too detailed to be
in the body
"over the what, why, when, where, who and how
:ive the person who requested the report what he or she wants
Trim the report to essentials that fit the purpose and reader
requirements
Avoid wordy, trite e5pressions, unnecessary repetitions and
overuse of articles and prepositional phrases $resent both favorable and unfavorable factors
+nclude whatever prefatory and supplemental parts are
desirable
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"7-"84+(T 09 " D3A4+T+-( 90R R-$0RT(6
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3se specific words and figures +dentify the information source (ubstantiate a sources reliability %e sure you yourself are objective in your quotations,
paraphrasing and abstracting
"onsider carefully the basis for your inferences Avoid emotional writing and present facts impartially 3se mostly active and not passive verbs +nstead of would, could, use will, can or may &rite in the present tense whenever possible
%ase your conclusions or your summary statement on adequatefacts and be sure your written presentation is logical
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"7-"84+(T 09 " D3A4+T+-( 90R R-$0RT(6
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$hrase all statements so the reader can easily understand them
+nclude definitions of any technical terms or abbreviations
+n computing figures use percentage, ranks, ratios or round off
figures for easier reader comprehension
3se headings to guide the reader, but be sure your writing is clear and
coherent without them
3se transitional words and phrases ;such as, also, on the other hand