Unit 13 Internal and External Business Communication Writing

Unit 13 Internal and External Business Communication – Writing Business Reports

Unit Outline 1. 2. 3. 4. Characteristics of business reports Types of business reports Format for business reports Steps in preparing business reports

Characteristics of Business Reports • • Orderly – logical sequence Objective – unbiased Informative – based on facts Aids decision making – problem solution Varied - purpose, length, format, complexity Upward, downward or lateral Internal and external Quality depends on process and accuracy of data

Types of Business Reports 1. Periodic reports – inform, internal and external • Routine management reports • Compliance reports • Progress reports 2. Proposals – persuade, internal and external 3. Policies and Procedures – inform, internal 4. Situational reports – one time, inform, analyze and persuade

Format for Business Reports • Memo format – condensed report • Narrative/manuscript format – caption, subheads, summary, e. g. , proposal • Narrative format with extra parts – assist reader understanding, e. g. , research reports

Reports with Supplementary Parts 1. Preliminary parts • • Letter of transmittal – authorization of report Title page – purpose of study Contents page – guide for reader Executive summary – overview of entire report

Reports with Supplementary Parts 2. Body of Report • Introduction – background and purpose • Problem definition – main issue • Research methodology – research type, data collection, sample, questionnaire • Analysis, findings and conclusions – interpretation of raw data • Recommendations – problem solution

Reports with Supplementary Parts 3. Annexes – items after body of report • • Bibliography/references – information sources Appendices – technical/extra information Index – list of key terms in report Glossary – explanation of technical terms

Steps in Report Preparation 1. Planning • Type of report • Purpose of report • Problem definition – main issue and sub issues • Audience analysis - type of reader - extent of knowledge and familiarity - level of interest

Steps in Report Preparation 2. Selecting method of data collection • Primary and secondary research 3. Collecting and organizing data • Raw data in meaningful form 4. Arriving at a conclusion • Interpretation of data

Steps in Report Preparation 5. Writing the report • • • Begin after problem solution Prepare outline and first draft Proceed from easy to difficult Set aside uninterrupted writing time Review and improve content and style

Steps in Report Preparation 5. Writing the report (contd. ) • Use techniques of conviction - objective statement of facts - views of experts - documentation/sources of information

Steps in Report Preparation 5. Writing the report (contd. ) • Use techniques of writing style - use concrete vs. abstract nouns - avoid first and second person pronouns - use tenses correctly - use transition sentences between sections - give complete definition of key terms