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A Business Report is: a professional document designed to convey

information to assist in decision-making.

an impartial, objective, planned presentation of factsto one or more persons for a specific, significantbusiness purpose.

orderly and objective communication of factualinformation that serves some business purpose.


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Types of Reports

Basically there are two types of reports:

1. Informational reports: present the facts and asummary without stating analyses, conclusions or

recommendations. Such asprogress reports, interim

reports and quarterly reports.

2. Analytical reports: present facts, analyses and

interpretations and recommendations or conclusions.Such as recommendation reports, proposals, and

justification reports.


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Other Types of Reports

Short Reports:

1. Expense reports

2. Incident reports

3. Periodic and progress

reports

4. Lab and test reports

5. Field reports

6. White Papers

Long Reports:

1. Feasibility reports

2. Recommendation reports

3. Proposals

4. Quarterly and Annual

reports

5. Long range planning reports

6. White Papers


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Purposes of Business Reports

To seek the truth, regardless of the

consequences

To use factual information, interpretations andconclusions; and to use recommendations

which must be supported by facts or clearly

labeled as opinion.

A business report must serve some businesspurpose and assist in providing solution to a

problem.


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Purpose Statements in Reports:

Purpose statements give a clear understanding ofwhy areport is written. They could be written either as astatement or a question.

To determine ways to improve employees morale.(statement)

To design a new procedure for the companys annualinventory. (statement)

Should new computers be purchased to replace theolder models? (question)

Should the office arrangement be open or modular?(question)


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General Characteristics:

The following are the

general characteristics of

business reports:

Focused on the topic

Completeness

Conciseness

Clarity

Correctness

Consideration

Courtesy

Concreteness


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Classification:

Business reports can be classified in different

ways such as:

1.

Function2. Subject matter

3. Formality

4. Origin

5. Frequency of issue

6. Type or appearance


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Classification: (Continued)

1. Function:

Informational and analytical reports are different

because of their functions; e.g.:

Informational reports are prepared to presentthe facts and a summary without stating analyses,conclusions or recommendations.

Analytical reports are prepared to present

facts, analyses and interpretations andrecommendations or conclusions.


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2. Subject Matter:

Subject matter usually relates to the department; e.g.:

Insurance

Accounting

Engineering

Finance

Advertising Misc


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3. Formality:

Business reports may be classified on the basis offormality -- formal or informal.

Formal reports(Usually long): 1.Prefatory parts (cover,

title, fly, title page, authorization letter, acceptance,approval, transmittal, acknowledgments, synopsis,abstract, executive summary, table of contents etc)2.

Introduction,3. Body4. Terminal section5. Supplementalparts ( appendices, bibliography, glossary, index etc.)

Informal reports (Usually short): 1. Include only body,2. Some IRs may have title page, transmittal, end notesand appendices)


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4. Origin:

This classification of business reports refers to their origin,

whether it is authorized or voluntary / private or public.

Autorized reports are requested or authorized by a

person or committee etc.)

Voluntary reports are prepared on individuals owninitiative.

Private reports originate in a private business firm. Public reports are made by a government department.


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5. Frequency of issue:

Frequency of issue means if the report is periodic or

special.

Periodic reports are prepared at regular intervalsweekly, monthly, quarterly or yearly.

Special reports are written on a single occasion orunique situation.


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6. Type or appearance:

Type or appearance also classify the reports. It refers tothe length and formality. For example:

1. Informal:

Memorandum reports:1.Short , 2. Memo format ( To, FROM,

SUBJECT), 3. Single-spaced , 4. Sent within the organization.

Letter reports:1. Short , 2. Letter format, 3. Inside address, 4.Salutation , 5. Complimentary close, 6. Signature area, 7. Referencesection, 8. Sent within or outside the organization and 9. Single-spaced..

Printed forms:1. Job application form, 2. Accident reports, 3.Insurance claim reports or 4.employees appraisal reports.

2. Formal:1. Long, 2. Includes different parts 3. Sent within oroutside the organization

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