Preparing Business Reports

Types of Report

Business reports range from simple (small private business) to the more elaborate, detailed, and complicated
annual reports of large corporations such as educational institutions, government entities, multinational and
transnational companies.

Reports may be categorized as t time, subject, function, and format.

As to time, reports may be hourly, daily, weekly, monthly, quarterly, or annually (periodic/routinary reports).
Reports based on subject are those on personnel, finance, and research. Based on function, we have
information report and analytical or recommendation report.

Formatting Reports

A report may be long or short in format. Long or formal reports, such as annual reports, are usually made by
an editorial staff who compiles the report materials and publishes it. Short reports seldom exceed ten pages
and are usually written by the person commissioned to make the report.

1. Short Report Format

The short report includes the memo and letter report formats. The format of the letter report is similar to the
format of a standard business letter. The format of the memo reports varies depending on the format, which
an office uses. Basically, the memo report has this format.

To – person or organization which commissioned the report

From – report writer

Subject – title of the project

Date – written under right corner of page

Content – includes the executive summary and body of the report

The basic parts of a memo have been discussed in Chapter 9.

The formats of the content of the letter and memo are similar. They consist of the executive summary and
body of the report. The executive summary for a letter or memo should not exceed one page. It must contain
the information (date when the management needs the same) and recommendations. The body of the report
on the other hand has four general features, namely:

a. acknowledgment;
b. introduction;
c. discussion; and
d. conclusions and recommendations.

2. Long and Formal Report Format

A report consisting of more than ten pages may be treated as a formal report. For one because of its long
format, the formal report contains more details than the short report. For another, the formal report may
contain figures and tables.

The parts of a formal report in the order of their arrangement are as follows: cover, title, letter of transmittal,
table of contents, list of figures and tables (optional), executive summary, body, conclusions and
recommendations, reference (if necessary), and appendix (optional).

a. Title Page – must contain the following material information:

b. Letter of Transmittal – merely endorses the report to the person or institution, which requested for or
commissioned the report. The letter may not exceed one page.

c. Table of Contents – is the orderly arrangement of the topics (data) included in the report.
 d. Executive Summary – is where the writer may highlight data which he thinks the
management/company need to make the right decision or take an alternate course of action.

e. Body – the body of the long report covers the following:

i. introduction;
ii. discussion;
iii. conclusion/s;
iv. recommendation/s (if necessary);
v. acknowledgment (optional); and
vi. references.

The Nature of Business Reports

A report is written or oral message used (a) to convey business information about status of research from one
area of an organization to another to assist the decision-making function or (b) to present a solution to a
problem. The profit and loss statement, balance sheet, and daily stock forms of business information are
reports. Internal memoranda showing production figures or work progress are also considered as reports.

It is a fact that management never has enough information. When information is needed, we can be assured
that the need surfaces because of a problem. Thus, the real basis for a report is its contribution to solving a
problem.

There are some recurrent problems, which call for a constant flow of information, and there are also some
problems that are unique and call for information on a one-time basis.

The logical steps in problem solving are the following:

1. Recognize and define the problem;

Selecting the Type of Report

The type of report to write will depend on the length of time the writer has to prepare the report. In other
words, if very short time is allowed, an informal and shorter report would be expected.

The subject or the purpose of the report would also help determine the kind of report desired. For instance, it
would be a serious mistake to draw up a short, informal report if the report is to be made a basis for a very
important business decision such as, whether the company should merge with another firm or continue with
its present operation.

The type of reader is another factor to consider in writing a report. An informal report may be written for an
associate or worker. However, if the report is intended for public consumption, it is usually in a formal style.

Sample of an Informal Report

Mr. Rogelio Quintos

Dear Sir:

Nature: I have conducted a survey to determine the advisability of reprinting our tenth
anniversary
Subject: pamphlet, “Transactional Analysis as a Communication Tool,” which is out of print.

My survey included:
1. A study of the cost of reprinting 2,500 copies.
Scope: 2. An examination of the request made for the reprints.
3. An analysis of the chief value of the publication.
As a result of the foregoing survey, I am presenting the following recommendations:

Recommend- First: Have 3,000 copies printed. The printers print by the thousand, so that the extra
500
ation: copies would not mean extra expense. They just might result in appreciable savings for
us when sectors request for them.
Second: Page 49 of the pamphlet should probably be revised since we have more up-to-
date techniques and other exercises. We can get our message across to more people
who
exercises. We can get our message across to more people who need the skills in their
places of work.

Desired: In closing: I am pleased to report, that in my opinion, many have benefited from our
pamphlet in terms of job efficiency and productivity. I shall be glad to discuss this
matter more fully with you if you wish.

Yours very truly,