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Business Report

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Published in: English
12,351 Views

Business Report is discussed in this sample note.

Nehal A / Delhi

1 year of teaching experience

Qualification: M.A (Amity University, Uttar Pradesh - 2015), B.B.A (Maharshi Dayanand University , Rohtak - 2013)

Teaches: Economics

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  1. Business Report Definition In the words of Lesikar, "A business report is an orderly and objective communication of factual information that serves a business purpose." T es of Re orts Incident Report Accident Report Sales Report Production Report Service Report Feasibility Study Case Study Descri tion A report describing something that has happened. A report describing how something was damaged or someone hurt. A report describing how many goods and services were sold for reasons for variations, if any A report describing what all was produced during a given period and reasons for variation. A report describing number of calls received, outlining the nature of complaints and action taken there to. A report outlining how practical a proposal is. An academic report on how and why something has undergone a change over time. Report writing is the result of our researches, analysis and investigations which you present in a written from. This assignment can be categorized into different types. Characteristics of a Report
  2. 1) Orderly: A report is prepared carefully and orderly. Thus, care in preparation distinguishes report from casual exchange of information. 2) Objective: The objective quality of a report is its unbiased approach. Report seek truth. They avoid human bias. 3) Communication: The word "communication" has a broad meaning. It covers all means of transmitting message- speaking, writing, drawing, etc. 4) Factual Information: The basic ingredient of a report is factual information. Factual information is based on events, records, data and the like. 5) Business Purpose: Not all reports are business reports; research scientists, medical doctors, ministers, students, and many others write them according to their need. Obiective or Function or Importance of Reports 1) Measuring executive performance: Reports aim at measuring executive performance and how performance can be improved. 2) Help in combating changes: Since business condition go on changing, they pose a serious challenge to the existence, prosperity and growth of the firm. 3) Information on Planning: Reports are prepared to help the process of planning in an organization. 4) Information for controlling: In order to exercise control, information is to be collected about performance and is to be sent "upwards" this is also a basic objective of reports. 5) Help in Coordinating: The act of coordinating is the best performed with the help of others. 6) Contract: Another objective of reports is the desire and necessity of being in touch with the customers, shareholders, creditors, and the government.
  3. Business Report Therefore, according to Malra Treece 'An effective business report is an orderly, objective presentation of factual information with or without analysis, interpretation and recommendation which is planned to serve some business purpose, usually that of making a decision. Types of Business Reports 1) Informal Reports: It provides factual information about a work. It does not give any suggestions. 2) Analysis Report: This kind of report presents facts and figures relating to subject under study. 3) Research Report: These reports carry the results of report. 4) Informal Report: These reports are written in an informal manner and presented in the form of a letter or memo. 5) Formal Repots: Formal reports are written in accordance with an established procedure and are presented to a particular officer. These are of two types: Statutory Report: This report is written in conformity with a (i) procedure laid down by a particular statute. (ii) Non-statutory Report: Through a formal report yet has no legal backing. (6) Routine Report: Such a report is written to submit routine reports relating to business. (7) Special Report: This report relates to a particular assignment or occasion. Oualities of a Good Business Report
  4. (1) Accuracy: A good business report must be accurate and state what is correct. To ensure (a) Check the facts, (b) reduce distortion, (c) describe the events in concrete terms, (d) report all relevant facts, (e) put the facts in perspective, (D give plenty of evidence for your conclusion. (2) Achievement of Objective: Report is prepared to achieve certain objective. (3) Unbiased and Objective: Conclusion and suggestions of a good report should be objective an unbiased. It should be based on facts and not personal options. To make the report unbiased two main points must be kept in view: (a) It should include facts and only facts, (b) Conclusions should be supported by evidence. (4) Good Judgment: Another quality of a good business report is that it should be based on good judgment. It means that it should include only true facts and avoid incomplete and biased data. A good report contains five things: (i) Main idea is a presented at the beginning of the report. (ii) The report includes only facts. (iii) The report reveals the whole story. (iv) Report is written in the language which the receiver can understand. (v) The report teaches something new to the manager. (5) Complete and Convincing: A good report should be complete and convincing. It should include all available information and conclusions. A complete report should incorporate its objectives, facts, conclusions and suggestions. (6) Relevance: Report should be relevant. It implies that the report should furnish facts relating to its objectives. Irrelevant facts render the report suspect. (7) Brief: Brevity is the key of a good report. Only important facts and figures should be provided. Besides being brief it should also be complete. (8) Reader's Friendly: Regardless of what type of report you are preparing, try to keep the likes and dislikes of your readers in mind. (9) Friendly Format: Style and Organization: Another quality of a good report is that its format, style & organization should reflects the reader' s needs. (10) Relevant to Time: Monthly, quarterly, annual reports require less introductory and transitional material than do special, non-recurring reports that deal with unique situations. (11) Distribution or Purpose of Report: Internal report, prepared for use within the organization, are generally less formal than external reports, which are sent to people
  5. in other organizations. (12) Probable Reception: When the reader is likely to agree with the content of the report, the material is presented in direct order, starting with the main idea (Key findings, conclusions, recommendations) Format of a Business Report It requires efforts to produce a good report. The content must be clear, concise and accurate. It must convey an image of total professionalism. Although great efforts goes into the preparatory work but the 'look' of the document should not be forgotten. Tile Selection: In a short report this may simply be the front cover. However, in a long report, it will include Terms of References, Table of contents and so on. Summary: Give clear and very concise account of main points, main conclusions and main recommendations. Introduction: This is the first part of the report. Use it to describe the background to the issue' and to motivate the reader why the report is important to them. Method: This section of your report should explain how the information has been gathered. Results: This section should detail the results of the exercise- the facts. Observation: Sometime presenting factual results only is not enough, there might be other influences that should be maintained. You might wish to state your own feelings or observations on the subject of the report. Recommendation: This section allows you to make recommendations based on the findings of your report. The recommendations could be for: Change Improvement New Ideas The recommendations should be based on the findings/ results detailed in the report. Conclusion: Present the logical conclusion of your investigation of the issue. Appendices: Appendices allow you to add supporting information to your report. You can attach spread sheets, forms, questionnaire tables, chart, and articles- in fact anything that will support the content of your report. Tips: Expect feedback on your report this could be in writing or verbally. Do number the various sections of your report and paras within the section.
  6. Example: 1. Introduction 1.1 1 st paragraph of the Introduction 1.2 2nd paragraph of the Introduction 2. Method 2.1 1 st paragraph of the Method 2.2 2nd paragraph of the Method and so on. Make use of writing tools available on your computer viz. Spell check Grammar check Thesaurus Report templates Justify the text to ensure a consistent look throughout Check font size, style, color and headings are consistent. The impact of your report will be dictated by the 'look' so think about it carefully. The 'look' will help you to create a positive image by 'you' using a graphic which is relevant to your report is a good idea. Use bullet points to create interest in a page of text as well as highlight specific points. Readers of the report expect certain information to be certain places. A good business report should do just that.

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