36 De Guzman Technical Writing in the Profession

Module 3: THE “BUSINESS” REPORT

Defined as an objective, unbiased, impartial, and planned factual presentation of the information to
a targeted audience for a particularly pertinent business purpose, the business report may discuss facts
about people, places, commodities, events, qualities, quantities, concerns, discrepancies, results, and
solutions.

I. Report Classification
Business reports can be classified as internal or external.

Internal business reports are distributed within the organization and can be:
(a) Horizontal (peer-to-peer);
(b) Upward vertical (from workforce to management); or,
(c) Downward vertical (from management to workforce).

External business reports are those distributed outside the organization. Such a report
usually presents information to clients, prospective clients, stakeholders, the public, and even,
when necessary, the government.

II. Report Typologies

Business report types can be informational or analytical.

An Informational Report is written when you write facts about the subject of your letter without
you providing any analysis or recommendation. It can be a:
1. Progress report that gives receivers update on status of a specific project
and is provided either during project; research or construction.

2. Periodic report that is comparable to a progress report and the only

difference is that of its frequency of issuance. This report type is given on a
regular interval like weekly or monthly.

3. Travel report which sums up the purpose and activities of a particular trip
like out-of-town seminar, national convention, or international conference.

4. Minutes of the meeting that is sent to provide all those involved with a record
of what transpired during the meeting, particularly but not limited to
discussions and decisions made. However, personal biases and
interpretation on what transpired is not included.

An Analytical Report is a more complicated type of business report written to not only provides
facts about your subject of the letter but also analysis, interpretation, conclusion, and even
recommendation.
Additionally, the analytical report after describing a specific situation also convinces the reader
of an action needed to be performed as part of a solution. And, an analytical report can either be
a:

1. Feasibility report which is an analytical report that measures the possibility

of possible solutions that will later be furthered with recommendations.
 Technical Writing in the Profession De Guzman 37

2. Justification report that provides the receiver with details in relation to what
is needed to be performed such as the need to order, purchase, suspend,
or return.

III. Report Categories

Business reports are categorized as formal or informal. The category can be determined by
identifying the subject of the report, the specific recipient, and the preference of the company.

Formal Report, written in formal language, this very detailed report is created to explicate
complex projects, transactions, cases, or situations, and includes specific parts with its particular
components that constitute project complexities. This comprehensive reportage requires thorough
investigation for factual reporting.

Informal Report, written in a rather informal language, this report category

is created for less serious, less complicated projects with fewer parts needed for
inclusion.

III. Parts of a Formal Report

Formal reports have three main parts: preliminaries, body, and supplementaries. The preliminaries
and supplementaries provide separate component, however the inclusion of each component is dependent
on the subject, required length, required information, and company policy.
Preliminaries Body Supplementaries

Title Page Introduction Work Citations/

Transmittal Page Authorization References
Table of Contents Objectives Glossary
Abstract Problem Index
Background Appendixes
Scope
Limitation
Sources
Text (Findings)
Terminal Section
Conclusions and
Recommendations

The Preliminaries
This is also known as the front matter and precedes the body of the report.

1. Title Page contains the descriptive title of the report in bold and all capital letters;
the receiver’s name with the professional title, position in the company, and name
of the company; the author’s name and professional title; position in the company,
and the company name; the date when the report is submitted. Make sure that the
descriptive title should reflect the nature, purpose, and content of the entire report.
Also, place all information at the center of the page, and extend it downward to
cover most of the page’s length.

2. Transmittal Message contains the information needed to be shared to the

recipient if done personally. This is the report’s cover letter in either letter (for
external distribution) or memo (for internal distribution) form. The letter opens

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publisher/compiler via [email protected].
38 De Guzman Technical Writing in the Profession

with the reason why the report is created, followed by the important points the
reader should consider, an outline of conclusions and recommendations, a
statement of gratitude, and a goodwill close stating the anticipation of a discussion
of opportunities and other assistance that can be rendered.

3. Table of Contents shows the list of the parts and components of the report with
its corresponding page numbers.

4. Abstract is the summary of the report, but does not include the conclusion and
recommendation.

The Body
This part of the format report provides readers the information and other supporting details of the
main objective of the report. This may also present visuals such as pie charts, graphs, or bar graphs among
others. The body has three main sections, namely the introduction, the text, and the terminal section.

1. Introduction gives the receiver the proper direction of the content of the report
by giving any or all of the following components:
a. Authorization statement identifying the person, department, sector, or
office that requested the business report.
b. Report objectives that specify the reasons why the report was prepared.
c. Problem provides a clear description of the situation to be reviewed and
analyzed.
d. Background offers an in-depth explanation of how the situation being
reported has evolved.
e. Scope defines the extent of the investigation of the report.
f. Limitations states the restrictions encountered in preparing the report such
as time, support, finances, and source of information.
g. Research sources reveal the sources used to provide the primary and
secondary information given in the report.

2. The Text, more commonly known as the findings of the report, entails the details
needed to support the objectives of the report. This includes all the pertinent and
relevant information that you have gathered from your primary and secondary
sources. Since this is the longest part of the business report, headings and
subheadings should be indicated to give clear distinction of information.
Additionally, you should be able to appropriately present the information following
a formal discussion sequence of (a) presenting main points, (b) order presentation
of reasons by priority, and (c) organize discussion by topical consideration.

3. The Terminal Section content will be dependent on the type of report. If it is

informational, then you would need to present the main points in the order it was
presented in the report. If it is analytical, then provide the results of the analysis of
information as your conclusion, and whenever applicable, include your
recommendations. Always be guarded that, if and when you do share your own
 Technical Writing in the Profession De Guzman 39

opinions in any part of the report, it should be clearly stated as such so that your
credibility will not be questioned.
The Supplementaries
Also called as the back matter, the supplementaries would consist of the work citations or
references, the glossary, and the appendixes.

1. Work Citation or References is the list of all the resource materials you have
used in the report you have written. It usually follows an APA or MLA format.

2. Glossary is the alphabetical list of unfamiliar terms found in the report. Together
with these terms are the definitions based on either an established source or on
how it was used in the report.

3. Appendices are documents and other pertinent information needed to further

understand some of the parts discussed in your report. This includes visuals,
images, technical data, and instruments for data collection.

4. Index is the alphabetical listing of the topics and subtopics elaborated in the report.
NOTE:
The arrangement of the sections is dependent on the situation why the report is written. It can be:
(a) Direct Pattern – when the information is favorable for both parties; when the receiver wants
to see the main ideas first; and, when the receiver has sufficient knowledge of the report;

(b) Indirect Pattern – when the information is perceived to be unfavorable parties; when it is the
preference of the receiver; and, when the receiver has does not have sufficient knowledge of the report.

No part of this publication may be reproduced or copied by recording or other electronic/mechanical methods, without the prior written permission of the
publisher/compiler via [email protected].
40 De Guzman Technical Writing in the Profession

Formal Business Report Recommended Format

At least 5 lines

TITLE OF BUSINESS REPORT

i i
n n
c At least 7 lines c
h h

m m
Prepared for a
a
(Name of the Receiver, Professional Title) r
r
(Position in the Company) g
g
(Company Name) i
i
n n

At least 7 lines

Prepared by
(Name of the Author, Professional Title)
(Position in the Company)
(Company Name)

Date (Month day, year)

(Title Page Format)

 Technical Writing in the Profession De Guzman 41

At least 2 inches

1
AUTHOR’s COMPANY NAME
1
Company Address
i 2 Blank Lines
i
n n
c Date (Month Day, Year)
c
h 1 Blank Line
Receiver’s Name, Professional Title h
m Position in the Company
m
a Company Name
a
r Address, Zip code
r
g 1 Blank Line
g
i Dear Professional Title. Surname: (Salutation)
1 Blank Line i
n
Recognize the person where the authorization to proceed with the n
formal business report came from. Provide three to four sentences about
the background information of the report. State that the report has
inclusions such as assessment, findings, and analysis.
1 Blank Line
Give the reader a sentence recap of the content of the report. Present
the scope of the action plans formulated based on the results. Express
your gratitude to the client for the trust given you to conduct the study of
their business. And, express gratitude towards members of the
organization who participated in data gathering.
State your intent to set a meeting or thorough discussion with the client
regarding your analysis, conclusion, and recommendations. Offer any
and all professional assistance you may provide to your receiver.
3 Blank Lines

Signature
Sincerely, (Complim entary Closing)

Your Name, Title

Position in the Company

(Transmittal Message Format)

No part of this publication may be reproduced or copied by recording or other electronic/mechanical methods, without the prior written permission of the
publisher/compiler via [email protected].
42 De Guzman Technical Writing in the Profession

At least 2 inches

TABLE OF CONTENTS
1 Blank Line
Transmittal Message ......................................................................................... i
i EXECUTIVE SUMMARY (Abstract) ............................................................iii i
n n
c INTRODUCTION ............................................................................................ 1 c
h BODY OF TEXT (Main Point 1) ................................................................. 1 h
Sub point 1 ...................................................................................... 1 m
m
a Sub point 2 ...................................................................................... 2 a
r r
Sub point 3 ..................................................................................... 2 g
g
i BODY OF TEXT (Main Point 2) ................................................................ 3 i
n n
Sub point 1 ..................................................................................... 3
Sub point 2 ..................................................................................... 3
Sub point 3 ..................................................................................... 4
BODY OF TEXT (Main Point 3) ................................................................ 5
Sub point 1 ......................................................................................5
Sub point 2 .................................................................................... 6
Sub point 3 .................................................................................... 6
RECOMMENDATIONS ............................................................................ 7
CONCLUSION ......................................................................................... 8
REFERENCES. ......................................................................................... 9

LIST OF FIGURES
Title of Figure ................................................................................... 3
Title of Figure .................................................................................... 5
Title of Figure ................................................................................... 7

(Table of Contents)
 Technical Writing in the Profession De Guzman 43

At least 2 inches

EXECUTIVE SUMMARY
2 Blank
Lines
1 Begin your abstract by introducing why the report has been requested. 1
State a rationale of the value of the report. Indicate the sources of
i your information. State how the report will be of assistance to the i
n company in achieving its goals and objectives. n
c 1 Blank Line c
h This will be a preview of your findings. State the inclusions you have in h
line with the result of your assessment. Write a statement that
m introduces your recommendations: m
a 1 Blank Line a
r 1. Reveal your first recommendation. Link this to the finding. r g
Render a brief description and importance of the g i
recommendation. State the needed actions. i
n 1 Blank Line n
2. Reveal your second recommendation. Link this to the finding.
Render a brief description and importance of the
recommendation. State the needed actions.
1 Blank Line
3. Reveal your third recommendation. Link this to the finding. Render
a brief description and importance of the recommendation. State
the needed actions.
1 Blank Line
4. Reveal your fourth recommendation. Link this to the finding.
Render a brief description and importance of the
recommendation. State the needed actions.
1 Blank Line
5. Reveal your fifth recommendation. Link this to the finding. Render
a brief description and importance of the recommendation. State
the needed actions.
1 Blank Line
Conclude the abstract by stating the actions that you plan to immediately
proceed with once the recommendations of the report are approved.
State how you would wish to initiate your plans. Provide an estimate cost
of how much the company will need to invest for the completion of the
project.

(Abstract Format)

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publisher/compiler via [email protected].
 44 De Guzman Technical Writing in the Profession

At least 2 inches

RECEIVER’s COMPANY NAME

2 Blank Lines
1 1
INTRODUCTION i
i
n Write at least three sentences about the receiver’s company history. n
c c
h State the person, department, sector, or office that authorized the report h
to be created. Declare the objectives of the report. Provide a
m m
background of the problem. State the restrictions of the report such as a
a
r time, support, finances, and source of information. List the resources r
g g
such as the people, department, or office involved. Include the actions
i i
n performed related to the conduct of assessment. (The assessment n
included:)
 People and actions involved in the assessment;
 Groups and actions involved in the assessment; and
 Departments/offices and actions involved in the assessment.

FIRST MAIN POINT OF THE REPORT

This states the findings of the report and entails the details needed to
support the objectives of the report. This includes all the pertinent and
relevant information that you have gathered from your primary and
secondary sources. Since this is the longest part of the business report,
headings and subheadings should be indicated to give clear distinction of
information. Additionally, you should be able to appropriately present the
information following a formal discussion sequence of:
(a) presenting main points,
(b) order presentation of reasons by priority, and
(c) organize discussion by topical consideration.
 Technical Writing in the Profession De Guzman 45

At least 2 inches

SECOND MAIN POINT OF THE REPORT

This states the findings of the report and entails the details needed to
support the objectives of the report. This includes all the pertinent and
relevant information that you have gathered from your primary and
i i
n secondary sources. Since this is the longest part of the business report, n
c headings and subheadings should be indicated to give clear distinction of c
h h
information. Additionally, you should be able to appropriately present the
m information following a formal discussion sequence of: m
a a
r presenting main points, r
g order presentation of reasons by priority, and g
i i
n organize discussion by topical consideration. n

THIRD MAIN POINT OF THE REPORT

This states the findings of the report and entails the details needed to
support the objectives of the report. This includes all the pertinent and
relevant information that you have gathered from your primary and
secondary sources. Since this is the longest part of the business report,
headings and subheadings should be indicated to give clear distinction of
information. Additionally, you should be able to appropriately present the
information following a formal discussion sequence of:
presenting main points,
order presentation of reasons by priority, and
organize discussion by topical consideration.

No part of this publication may be reproduced or copied by recording or other electronic/mechanical methods, without the prior written permission of the
publisher/compiler via [email protected].
46 De Guzman Technical Writing in the Profession

At least 2 inches

CONCLUSIONS AND RECOMMENDATIONS

The Terminal Section content will be dependent on the type of report. If
it is informational, then you would need to present the main points in the
order it was presented in the report. If it is analytical, then provide the
results of the analysis of information as your conclusion, and whenever
applicable, include your recommendations. Always be guarded that, if and
i
when you do share your own opinions in any part of the report, it should
i n
n be clearly stated as such so that your credibility will not be c
c h
questioned.
h
m
m The conclusions and recommendations may be presented together. The a
a r
r conclusion should be in paragraph form while the recommendation can g
g be written in numbered format for ease of reading. i
i n
n 1. Recommendation for informational reports should be presented
based on the main points of the body.
2. Recommendation for analytical reports can be presented based
on the priority of actions to be performed.
3. Recommendations are presented in listing format for ease of
reading.
 Technical Writing in the Profession De Guzman 47

Activity

1. Divide the class into 5 groups. (This will also be the same group for the chapter activity.)
2. Choose your group’s type of business to be proposed.
3. Create a company name.
4. Check its availability at the Department of Trade and Industry’s website, new business
name section.
5. Write a short description about the company to be proposed.
6. Create your mission, vision, and objectives.
7. Write a description of the product or service to be offered.
8. Make an organizational chart.
9. Use the space provided for your draft.

Proposed Type of Business:

Proposed Business Name:

Company Description:

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publisher/compiler via [email protected].
48 De Guzman Technical Writing in the Profession

Mission:

Vision:

Objectives: