MODULE – II: WRITTEN COMMUNICATION

Language Skill 4 – Writing Business Reports

1.25 Structure of a Short Formal Report. Steps in planning and preparing a business report

Structure of a Short Formal Report It’s important to keep in mind that in a business
A short report consists of significant information of report, there could be several solutions that have
a particular topic that is meant to inform a reader. their own advantages and disadvantages.
A report may either be oral or written in the report
form of a memo or a letter. Steps in planning and preparing a business
report
It generally consists of a summary of the report, a A business report is basically a report of analysis on a
brief background, a defined purpose, and a certain situation or a particular aspect of a business,
conclusion. The short report must also contain a such as the current situation of the company, business
title that defines its content. trend, and annual financial statements, as well as past
business information that may be helpful in creating
How to Write an Outline for a Short Report? strategies and recommendations for overall business
Identify the key points. With this, we construct improvement. Aside from these, a business report
sentences that will define the given point without may also contain an examination of the potential
having to include sub-points. It isn’t necessary to solutions to issues and problems that the company is
provide a thorough explanation of such matter; all facing, as well as business theories and practices that
we have to do is address it briefly. best apply to the company's current situation.

How Fast Can You Create a Short Report? 1. Determine the purpose and scope of business
A short report, from the name itself, is not meant report.
to be lengthy. It typically consists of a maximum of A business report should not be too vague or general.
two pages with the succeeding pages containing You should only include specific points and
attachments that support the report. With this in information that may be helpful to the business'
mind, writing a short report won’t take a long time current situation as well as its future strategies.
to create. This will solely depend on critical level of Formulate questions and set the purpose of your
thinking. One would need to do a thorough business report. Formulating questions and goals will
research on the given topic to keep oneself help you know which and what kind of information
knowledgeable. It would also be an advantage if should be included in the report. This is the first and
we prepare a draft to gather thoughts before you crucial step, and this makes the remaining steps of
creating report. writing business reports a lot easier.

2. Create a clear framework.

What Is a Short Report in Business Communication? Once you have determined the purpose of your
In business communication, a report is used to business report, you need to create a clear
provide a free analysis example on a given framework. Using a framework helps achieve a chain
situation, whether it’s based on a real incident or a of continuity between the different parts of the
case study, and apply business theories to resolve report, from the purpose of the business report, to
such. the main part that includes discussion of business
trends, past and present business information, to
This allows a person to evaluate possible solutions proposed solutions and recommendations. It also
to a problem or issue. By doing so, one’s analytical, helps you become more organized, and helps ensure
reasoning, and evaluation skills are put to the test that all the necessary information is included in the
through the process of weighing down solutions to report. A business report typically includes four major
resolve an incident. parts: introduction, discussion, conclusions, and
recommendations. Sometimes, it may also include

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an executive summary, as well as a covering business decisions, including strategies and
memo or letter. recommendations for improvement, and solutions to
current business issues and problems. During this
3. Consider your readers. step, you may also start establishing business goals.
Along with having a clear, precise, and concise report, Based on the data you have gathered, you may
you also need to ensure that your report answers include specific actions that can help achieve business
their questions. Thus, it is important that you know goals. You may also set a deadline for the goals.
why readers need a report. Also, you need to know
their position in the company as well as their Essential Elements of a Business Report
education level as these will help you know what and In making a business report format, one has to include
which information you need to include in your report. data and facts which are related to activities in
Also, you may be surprised to know that majority of business. All the characteristics and essential
readers do not really read the whole business report. elements which should be included in the report is
Especially businessmen, business partners, and what differentiate it from other kinds of reports.
stockholders, time is very crucial for these people.
Hence, a business report that is clear and straight to The Specific Issue
the point, and one that satisfies your readers, is Each and every report (even this one) is written based
another thing to keep in mind when writing. If on a single, specific issue or topic. It’s basically written
possible, include relevant and important data at the to accomplish a specific need.
start of the paragraph.
The Pre-Specified Audience
4. Gather and organize data and information. In writing this kind of report, one has to keep his
Gather pertinent data and information. You can either audience in mind. Even though a lot of other people
collect information from primary sources or may end up reading your report, you should already
secondary sources. Make sure to gather only the have a pre-specified audience you are considering.
important information, as well as those that answer
the questions that you have set during the first step. The Specific Layout or Structure
Also, you need to ensure you stay within the scope of One has to follow a specific layout or structure for this
your report. kind of report, no matter what type of report one is
planning to write.
Organizing the data and information you have
gathered is another crucial point when writing a Basis from Past Events
business report. There are two important things that Generally, these kinds of reports are written based on
you need to keep in mind: the report should be past events. Usually, the reasons for the events are
written in a clear, precise, and concise way, so the stated as well as the methods for solving the concerns
readers easily understand what you are trying to and issues involved in the events.
convey. Especially if you are conveying quantitative or
statistical information, you may want to use tables, Unbiased in Nature
graphs, and charts for easy understanding. The report would have to be strictly unbiased and
Meanwhile, if you are presenting textual information, should not contain any subjective materials as it could
you may want to use bullet points or number lists so affect how decisions are made and how the report is
readers won't get too overwhelmed trying to interpreted.
understand your report.
Information Based on Facts
5. Analyze the data gathered. All the data and information in a report should be
This is the part when you may need to apply certain based on facts. Never include information which one
business theories to the data that you have gathered. is not sure of or which one won’t be able to back up
The information you have gathered should answer the when one is asked about it.
questions that you have formulated during the first
step, which in turn helps and supports various

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Shared Effort Secondly, it is the only place where one can actually
These kinds of reports are very rarely done by a single provide evidence to back up conclusions and
person. Usually, a group of people or a committee recommendations.
would need to come together to write all the
important sections and complete this report. Conclusions
• This is arranged as a numbered or bulleted-list.
Organized Presentation • Match each point in sequence with the list of
Making sure that your presentation is organized is key recommendations.
so that the audience would be able to understand the • Each point provides a brief summary of one of the
report and find all the necessary information needed problems outlined in detail in the report.
when it is needed. • Ensure each point links with the report's objectives.
• Write each conclusion in the present tense.
An Upward Direction • Each point needs to be specific and clear.
The report must flow upward in the organizational
structure. The people with higher authority typically Recommendations
delegates the duty of making the reports to the • This is also arranged as a numbered, bulleted-list.
people with lower authority and after the report has • Each recommendation should appear in sequence
been prepared, it is submitted back up to the people with the order of points in the list of conclusions.
with higher authority. • Each recommendation should provide a response to
each problem identified in the list of conclusions.
Additional Materials for the Presentation • Each recommendation should be action-oriented,
Reports must be presented in such a way that they concise, and clear.
are interesting. To be able to do that, one can include • Each recommendation should also be realistic and
additional materials to aid in the presentation. feasible within the social, economic, and political
climate.
The Signature and Date • Write each recommendation in the future tense, as
Usually, any kind of report or document is not appropriate.
authorized or official until it has been signed and
dated. The reporter should sign the report as well as Inductive vs. deductive reports
all the members of the committee.
Inductive report
Business reports are typically assigned to enable you Such reports go from the specific to the general and
to: are ideal for an audience who has the time to read the
• Examine available & potential solutions to a report from cover to cover. They are also used in
problem, situation, or issue. instances where the findings may be somewhat
• Apply business & management theory to a practical controversial, hence, the need to demonstrate
situation. reasoning and evidence for the recommendations
• Demonstrate analytical, reasoning, & evaluation decided upon.
skills in identifying & weighing-up possible solutions & Introduction-Discussion-Conclusions-Recommendations
outcomes. Deductive report
• Reach conclusions about a problem or issue. In contrast, in a deductive report you move from the
• Provide recommendations for future action. general to the specific. This type of order is effective
• Show concise and clear communication skills. when faced with an audience who does not have time
to read the whole document, but can access the
Discussion conclusions and recommendations. Consequently,
It supports analysis & reasoning with theoretical such an order is also appropriate for reports which are
ideas, concepts, & models available within the course. not contentious or unexpected in their decision
outcomes and recommendations.
Introduction- Conclusions-Recommendations- Discussion