Short reports

… Definition

A business Report is an impartial, objective,

Planned presentation of facts to one or more Persons for specific business purpose.

… It is a message and an information which is

delivered from one department to another department.

It is an objectively department message. Planned Presentation.

… It is like a letter as it has a message. In certain cases it is different from a letter. A letter has one issue , request, complaint &

so on A report has a lot of purposes. Reports are written from lower management

to top management. On the basis of these policies , they make

Certain changes, planning , policies.

Classification of Report Formal & Informal

Formal Reports are carefully structured ;

They stress objectivity and are written in a style that tends to eliminate such elements as personal pronouns.

Informal Reports

Informal Reports are usually short messages with natural , casual use of language. The internal memorandum generally can be described as an informal report.

Purposes

Purpose of report

To monitor and control operations

Common examples

Plans, operating reports, personal activity reports

Preparations and distribution

Internal reports move upward on recurring basis: external reports go to selected audiences.

…

Purpose of report

To implement policies and procedures

Common examples

Lasting guideline,

Preparations and distribution

Internal reports move downward or a non recurring basis

…

Purpose of report

To comply with regulatory requirements

Common examples Human Rights Commission

Preparations and distribution

External Reports are sent on a recurring basis

…Purpose of Reports

To obtain new business or findings

Common examples

Proposals

Preparations and distribution

External reports are sent on non-recurring basis

…Purpose of Reports

To document client work

Common examples

Interim Progress reports

Preparations and distribution

External reports are sent on recurring basis

…

Purpose of Reports

To guide decision

Common examples

Research reports, Justification reports,.

Preparations and distribution

Internal reports move upward on a non recurring basis

…

The purpose of a business report is to convey essential information in an organized ,useful format. Despite Technological advances, the ability to accumulate data, organize facts and compose a readable text remains a highly marketable skill.

… What is the criteria about the length of a

report ?

The format is different1. Table of contents2. Preface3. Previews4. Reviews5. Letter of transmittal

Short reports does not have this

…

A short report either have a format of a letter or a memo.

Some times short reports are written in pre -printed form.

They are written abundantly in an organization e.g. In sales department, all the sale representatives have to write their daily sale reports.

… Long reports can be more than one volume They can be more than20 or thirty volumes

…

A report must be concise, logical, clear, and readable

It should have details but it must be concise

What makes a good report

A well prepared business report will provide COMPLETE and ACCURATE information about an aspect of a company’s operation. They subject of a report may vary from expenses to profits, productions to sales, marketing trends to customer relations .

Clear , concise ,and readable

Style

Informal

I recommend that the spring campaign concentrate on newspaper and television advertising.

Formal

It is recommended that the spring campaign

Concentrate on newspaper and television advertising.

StyleInformalAfter discussing the matter with our department, we came up with following information.Formal The following report is based upon information provided by the managers of the accounting, Marketing , personnel and advertising departments.

Deciding on format and length

Preprinted form

Basically for “fill in the blanks reports” reports. Most are relatively short (five or fewer pages) and deal with routine information.

Use this format when it is requested by a person authorizing the report.

Example

Insurance company often use such type of reports

FIVE or fewer pages They are short reports

Deciding on format and length Letter Common for reports of five or fewer pages

that are directed to outsiders. These reports include all the normal parts of a letter, but they may also have headings, footnotes tables and figures.

Deciding on format and length Memo Common for short lower than ten pages) informal

reports distributed within an organization. Memos have headings at the top:

To , From , Date and subjects. In addition, like longer reports, they

often have internal headings and sometime have visuals

Types of REPORTS

Memo reports can be used to Answer a request for information Report progress Make recommendations State facts Communicate ideas Send statistical data Explain trend within an organization

Types of memo reports

Informational Memorandum reports

&

Analytical Memorandum Reports

Informational Memorandum reports Its purpose is to summarize information. Obviously

these reports vary widely in content ,depending on type of business, Purpose, topic discussed and readers’ need. The following reports are often used in organization:

To summarize some information requested Organize information objectivity Make recommendation

Conference reports Topics of conference reports range from

summaries of personal sales called conferences to write-ups of meetings attended by hundreds of persons. For example, A credit or collection manager or account executive may attend a meeting and make similar reports after conferences with clients. The text of such reports is usually organized by topics discussed or presented simply in a chronological order.

We may use headings in this type of reports

Progress reports It shows “progress” accomplishments, or

activity over time or at a given stage of a major assignment.

Introduction( Purpose, nature of project) Description( we tell about the

accomplishments during the reporting period) Unanticipated problem (just popped up) Plans for the next reporting period. Summary (overall appraisal of [progress to

date)

Periodic reports They are routine reports prepared at regular

time interval daily , weekly, monthly quarterly or annually.

Examples Sales reports Financial reports

These reports are prepared on pre-printed form.

Analytical Memorandum Reports These reports seek to analyze a situation or

problem. It may end with or without a specific recommendation.

Such reports: On the causes of decline in sales volume On the evaluation of a person before recruitment. On individual being considered for promotion On the analysis of a particular book.

Analytical Memorandum Reports Recommendation – Justification Reports Many analytical reports have a special purpose

1. To recommend a change or remain with the status.

2. Support the idea that something is desirable or undesirable

3. Defend the accuracy of the information.

4. Your reports may be in response to a specific request or it may be voluntary.