REPORTS

Definition: - A business report is an orderly presentation of facts about specific business

activities or programmes. Reports maybe long or short, formal or informal, crucial or ordinary,
special or routine depending on the purpose and the type.
Comparison of written and oral reports
A report may be either oral or written
An oral report – is simple and easy to present. It may consist of communication of an impression
or an observation.
Written reports are always preferred because:
i. An oral report can be denied at any time, while written reports are evidential by nature.
ii. An oral report tends to be vague i.e. with irrelevant facts while overlooking significant
ones while written reports tend to be accurate and precise.
iii. A written report can change hands without any danger or distortion during transmission.
iv. A written report can be referred to again and again
Informative and interpretative reports
Informative reports
If a report merely presents facts pertinent to an issue or situation, the report is referred to an
informative
Interpretative reports
Are reports that analyses the facts, draws conclusions and makes recommendations
The importance of Reports
- A report is a basic management tool used in decision making.
- Reports facilitate implementation of the organization objectives.
- Reports facilitate diversification goals.
- Reports facilitate exploration of new market potentials.
- Reports facilitate setting up of new business agencies.
- Reports facilitate entering into collaborations.
Reports format (Presentation)
The formats of reports vary depending upon the purpose. Some are more formal than others but
there are common features of any report. The report information may be presented in distinct
numbered sections in a logical sequence with certain sections giving overviews and conclusions.
A content page helps the reader to find sections of interest much quicker. When presenting a
report, the report should be written in the third person i.e. not using me or us and should be in
sections which have subheadings and are numbered.
Reports are broken into the following elements: - Note that note all these elements are needed in
all reports.
1. Title page
This will include the title of the report, who has written it and the date it was written or
submitted.
2. Acknowledgement
Thanking the people or organizations who have helped.
3. Content page
Listing the headings in the report, together with the page numbers showing where the particular
section, illustration etc can be located
4. Executive summary
It is the most important part of any report and may well be the only section that a reader reads in
detail. It should be carefully written and should contain a complete overview of the message in
the report, with a clear summary of your recommendations
5. Terms of reference
This section sets the scene of your report. It should define the scope and limitations of the
investigations and the purpose of the report. It should say who the report is for, any constraints
(like deadline, permitted length). In whom your aims, objectives and the overall purpose of the
report are directed to and more specifically what you want to achieve.
6. Methodology or procedures
This outlines how you investigated the area. How information was gathered, where from and
how much?
If a survey was used, how was it carried out? How did you decide on the target group and how
many were surveyed by say, interviews etc.
7. Introduction/background
This helps to tune your readers into the background of your report. It is not another name for a
summary and should not be confused with this. Background details could include details of the
topic you are writing about. You could take the opportunity to expand on your terms of
reference within the introduction, give more details as to the background of the report but
remember to keep it relevant factual and brief.
8. Findings and analysis
This is the main body of the report, where you develop your ideas. You must make sure that its
well structured with clear headings and that your readers can find information easily. Use
paragraphs within each section to cover one aspect of the subject at a time. Include any graphs
or other visual materials in this section if this will help your readers. The nature of this section
will depend on the brief and scope of the report. The section should deal with the main topics
being discussed; there should be logical sequence moving from the descriptive to the analytical.
It should contain sufficient information to justify the conclusions and recommendations, which
follow. Selection of appropriate information is crucial here if the information is important to
help understand then it should be included. Irrelevant information should be omitted
9. Conclusion
These are drawn from the analysis in the previous section and should be clear and concise. They
should also link back to the terms of references. At this stage in the report, no new information
can be included. The conclusions should cover what you have deduced about the situation –
bullet points will be satisfactory
10. Recommendation
Make sure that you highlight any actions that need to follow on from your work. Your readers
will want to know what they should do as a result of reading your report and will not want to dig
for information. Make them specific, recommendations such as “It is recommended that some
changes should be made” are not helpful, merely irritating. As with the conclusions,
recommendations should be clearly derived from the main body of the report and again no new
information should be included
11. References/bibliography
References are items referred to in the report. The bibliography contains additional materials not
specifically referred to, but which readers may want to follow up.
12. Appendices
Use these to provide any more detailed information which your readers may need for your
references. But do not include key data which your readers really need in the main body of the
report. Appendix must be relevant and should be numbered so that they can be referred to in the
main body.
13. Glossary of terms and abbreviations
Provide a glossary if you think it will help your readers but do not use one as an excuse to
include jargon in the report that your readers may not understand.
Preparation of Summaries
It has become increasingly common to summarize findings and recommendations and to present
them in the form of a synopsis. This may be inserted immediately after the statement of the
terms of reference. This may not be the most logical practice, but it has the following advantages
for the reader.
 It gives him a grasp of the report and makes it easier for him to follow the detailed report
itself.
  Being familiar with the main points and recommendations he can read the report with a
critical frame, of mind and assess the relevance and importance of each section as bearing
on the recommendations made.
 It saves time for the busy reader who is interested to know only the gist of the report and
its main conclusions.
 A synopsis is not intended as a substitute for the report but it does provide an overall
picture, not only for those who read the detailed report, but also those who may be
concerned with only certain aspects of the report.
False assumptions commonly made regarding an audience
 That the person who will first read or edit the report is the audience.
 That the audience is a group of specialists in their field. That the audience is familiar
with the subject of the report.
 That the audience has time to read the entire report.
 That the audience has a strong interest in the subject of the report
 That the author will always be available to discuss the report
To avoid making such false assumptions, writers should identify everyone who might read the
report. Characterize those readers according to their professional training, position in the
organization and personal traits. Determine how and when the reader might use the report.
Factors to consider when writing a report
1. Kinds of audience Audiences are basically of three kinds
Primary people - Who have to act or make decisions on the basis of the report.
Secondary people - Affected by actions of the primary audience would take in response to the
report. Immediate people - Responsible for evaluating the report and getting it to the right people
2. Gathering information
After getting a clear understanding of the purpose and scope of your report and who you are
writing to, you are now ready to gather your information. The information gathered can be of
two types:
- Secondary information - is information gathered and recorded by others. The secondary sources
include books reports news papers magazines journals etc
- Primary information gathered and recorded by writer. The primary sources include
questionnaires, surveys observations, experiments, historical information and raw data
Secondary information may be inaccurate, out of date or biased. While on primary sources one
must be careful to ensure that the information is accurate and not biased. At this point one is
doing a research on where to find the right information. Where the report may require purchasing
of information, one may have to check with vendors and distributors for features, and pricing
information. Certain types of information may require visits to libraries, for books, magazines
journals or news papers. Another source of information is the Internet. Information
management is equally important especially where one is handling massive information.
Separate pieces of information on note cards. Rearrange and sort when determining your
presentation plan
3. Analyze your information
Gathered information need to be analyzed. The purpose of the analysis is to make sense
objectively of the information. There should not be any personal bias of any kind to enter the
analysis. Compare and contrast the information in order, to try and find out the best or new idea
from it. Separate facts and figures needed to be interpreted, explaining their meaning and
significance
For example if a Manager wanted a report or determining which computer to buy for his office:
One would collect information on the type of work currently being done in the office. And the
kinds of work you would want to do. Then gather information on computers. This many include:
Types, Their costs, Compatibility, Speed of operation, Capacity of the computer, Dependability
of the PC, Maintenance and spares availability, Potential of upgrading, And other factors.
Compared and contrast (analyze) the different computers to determine how well they can do. The
tasks they are required for,Their potential, Dependability and so on. Once all the information is
gathered determine the solution
4. Determine the solution
Based on your analysis, you will then be ready to offer a solution (or solutions) to the problem
you have been studying. For example, which computer would be best for the word processing.
The gathered information should be the basis of making this decision. Avoid the tendency of
“slanting” information in the report to lead the reader to your decision or want. Make sure that in
your report all pertinent information good or bad is given, bearing in mind that your creditability
and that of your report are at stake. Don’t give solutions where requests are not made, your
purpose would then to present the objective facts? So that someone else may use them to
determine the best solution
5. Organize your report
You have got your topic, your information, and your decision. Now you’re ready to determine
how to present your information, the structure it would take. Before actually writing, organize
your information into an outline form, by choosing the major and supporting ideas, developing
the details and eliminating the unnecessary ideas you’ve gathered. This will form the basis
structure of your report. A report could be presented as a memo report, a standardized report or a
formal report .
6. The time available and presentation of the report.
The characteristics of a good report
i. Precision
In a good report, the writer is very clear about the exact purpose of writing the report
ii. Accuracy of facts
The scientific accuracy of facts so as to facilitate decision – making.
iii. Relevance
To the purpose and includes all relevant aspects in order to avoid confusion and incompleteness
iv. Reader oriented
It keeps in mind the audience it is addressing
v. Objectivity of recommendations
Not impartial but logical
vi. Simplicity and unambiguous language
vii. Clarity
Depends on the arrangement of facts. A good report must proceed systematically and should
have a clear purpose, define source and state clearly the findings
viii. Brevity – a good report should be brief
ix. Grammatically accurate in order to bring out clear meaning
Types of reports ¸
We can classify business reports in to three different ways
On the basis of legal formalities - Formal reports or Informal reports
On the basis of the number of persons entrusted with the drafting of the report- Reports by
individuals or Reports by committees and sub-committees
On the basis of the nature of the report- a. Period or routine reports b. Progress reports c.
Examination reports d. Recommendations reports e. Statistical report
On the basis of legal formalities
A formal report – is one which is prepared form and is presented according to established
procedures by a prescribed authority. There are two types of formal reports:
Statutory report and Non-statutory report
i) Statutory report is a report prepared and presented according to the form and
procedures laid down by law. The director and secretary of a company are required
by the company’s act to prepare and submit statutory reports. Examples include;
Annual returns reports and Auditors reports
ii) Non-statutory report – These are formal reports which are not required under any law
but which are prepared to help management in framing policies or taking important
 decisions. Some of the non-statutory reports are prepared regularly as part of business
procedures while others are occasional. The reports may be prepared by the directors
committee, executive heads of departments etc
Types of non-statutory reports:
- Reports of Directors to the shareholders- Are reports that may be on a special problem
or undertaking? This distinguishes it from the one submitted during the AGM as a
statutory report
- Reports of Committees of Directors- The board of directors may appoint standing
committees to carry out tasks of management and administration e.g. a Finance
committee
- Reports of special or Ad hoc committees - Are reports on special issues or matters or
urgent importance e.g. a construction of facility report
- Reports of individual officers charged with various responsibilities Reports on meetings
such as benefits or employees publications etc
Informal Reports – An informal report is usually in the form of a person – to person
communication.
On the basis of the number of persons entrusted with the drafting of the report it Reports of this
nature are divided into two:
Reports by individuals
Are submitted by the executive heads of various departments e.g. the company secretary, the
Internal Auditor, the HR head etc
Reports by committees or sub-committees Sometimes reports are needed on subjects that may
not concern any particular department or are so important that associating various people would
bring the best results
On the basis of the nature of the report
Periodic or Routine Reports
These reports are prepared and presented at regular, prescribed intervals in the usual routine of
business. They may be submitted annually, semi-annually, quarterly, monthly, weekly. They
contain more statements of fact in detail or in a summary form without any recommendations.
They are mainly information reports e.g. the Director AGM reports, or the Auditors Report. They
may contain
i. A brief summary of important events during the period
ii. A brief summary of the turnover
iii. A brief account of production
iv. Financial statements showing profit levels and liabilities, dividends, reserves, transfers
etc.
v. A reference to the conditions of the plant, machinery equipments etc.
vi. Reference to important changes in administration
Progress Reports
The reports are meant to describe and assess progress made during a particular period. They
present an account of the work already done, work in progress with other relevant facts and
details of the work yet to be completed. They content include:
i. A brief introduction of the nature of project
ii. A brief account of the work completed
iii. An account of work in progress during the period
iv. An account of any special problems faced and any solutions
v. Important aspects of the work to be completed
vi. Any obstructions or hindrances that might slow the work
vii. Any other relevant information that might help
Examinations Report
These reports are specially commissioned to cover important aspects or events. They are
prepared after thorough investigations – do files are studied, personal interviews are held,
questionnaires are circulated among people, surveys are conducted etc
They contain recommendations and may contain the following details:
i. The aim and scope of the report
ii. A brief account of the methods adopted in collecting data, site inspections, records
used interviews carried out e.t.c.
iii. An analysis of the data collected
iv. Findings
v. Recommendations (if required)
Recommendations Reports
In nature, these reports are not very different from examination reports – the only difference is
that when ending – they must end with recommendations. In such a report the data is analysed in
such a manner that the analysis is inevitable, leads to the recommendations being made at the
end. Its details include:
i. Aim and scope of the report
ii. Methods adopted of the data
iii. Analysis of data
iv. Findings
v. Recommendations for a definite programme
Statistical Reports
As the name suggests, these reports are largely made up of financial data, mathematical chars,
tabular columns of figures etc e.g. a costing report.
Factors to consider before writing reports
i. The kind of report requested for or expected I.e. whether it should be formal or informal,
statutory or non-statutory
ii. How much time has been allowed to prepare the report – especially where research may
be required or an in-depth study as to the problem
iii. The purpose of the report and the extent of involving other parties
iv. What is to be examined to facilitate establish who to include in terms of expertise
v. What facts are to be furnished i.e. the terms of reference
vi. The audience of the report i.e. who is going to read the report
Terms of reference
Terms of reference are used to describe the purpose, roles, the structures of projects, working
groups, reference groups and committees. They are guidelines for the way group members will
work with each other and are usually the first task undertaken by a group. They are usually
documented by the project manager and presented to the group for approval. This provides
members of the group with a clear definition of the project’s report scope.
Terms of reference provide a written basis for making decisions. Confirming a common
understating between members how they will make decisions and work together.
Terms of reference should include
What is to be achieved- vision objectives, scope and deliverables
Who will participate – stakeholders roles and responsibilities
How it will be achieved – resource, financial and quality plans
When the work will be achieved – a schedule and the duration of the group
Terms of reference set out a road map and give a clear pathway for the progression of the
activity. They state what need to be achieved by whom and when.
Terms of reference should include success factors, risks and restraints. This might include
riders, such as authorization of reports and submission or the release of information about the
project.
Preparing the report
Once you are clear about the purpose of writing a report, the persons to whom it is meant, the
facts to be examined and the facts to be included together with the time at your disposal and you
know the type of the report, it would be desirable to start the writing work. When writing a
report, it is recommended that the following five steps be taken
i. Investigate the source of information ii. Take important notes iii. Analyze the dates iv. Make a
draft or outline v. Write the report