Report Writing for Business Students

Proposals Short or informal reports Long or formal reports

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proposals

Research proposals Business proposals i) solicited proposals Ii) unsolicited proposals

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 In a solicited proposal, a company or agency advertises that it desires the solution to a problem. In most cases, this company or agency sends out a request for proposals, often called an RFP, that presents a problem which needs addressing.

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 In an unsolicited proposal, however, there is no request. Instead, an engineer on his or her own initiative recognizes a client's problem, writes a proposal that first makes the client aware of the problem, and then presents a plan for solving that problem. Unsolicited proposals often occur within a company.
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 AIDA formula
A - Attention (Awareness): attract the attention of the customer. I - Interest: raise customer interest by focusing on and demonstrating advantages and benefits (instead of focusing on features, as in traditional advertising). D - Desire: convince customers that they want and desire the product or service and that it will satisfy their needs. A - Action: lead customers towards taking action and/or purchasing.
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Meaning and Classification of Business Reports

Business Reports Definition.

Business Report is an orderly, objective, planned presentation of facts to one or more persons for specific, significant business purpose.
The report facts could relate to events, conditions, qualities, progress, results, products, problems, or suggested solutions.

Business Reports Classification

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Function: informational or analytical. Subject matter: accounting, advertising, finance, marketingetc. Formality: formal or informal, the formal is long and the informal is short report. Formal reports always include some of or all these prefatory and supplemental parts: prefatory parts: cover; title fly; title page; letters of authorization; acceptance; approval; transmittal; acknowledgements; (abstract, synopsis, or executive summary); table of contents; table of tables.

 Supplemental parts: appendix, bibliography or endnotes, glossary, index. some informal reports may include ,in addition to the body, a title page, transmittal, endnotes, and appendix.

Origin: authorized or voluntary, private or public. Frequency of issue: periodic or special. Type or Appearance: influenced by length and formality. informal and short reports: memorandum, letter, a printed form

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Qualities of a good report

Accuracy Achievement of objectives Unbiased and objective Complete and convincing Relevance Brief Readers friendly Relevant to time

Report Writing Topics

1. Planning 2. Structure & Content 3. Style

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1. Planning
A report is directed towards:
Systematically answering a question or questions May involve recommendations but will certainly involve evaluating information and drawing conclusions

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The Report Writing Process

1. Identify your audience 2. Define your objective(s) 3. Organise your ideas, relating this to relevant theory And then structure your argument based on points 1 to 3

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Identify your Audience

Who is your audience?
In our case -your Seminar Leader

This enables YOU to:

Write persuasively Organise your thoughts

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1. Structure & Content

Critical success factors for communication
The majority of your perceived ability comes from how you communicate This DOES NOT mean that you shouldnt research!! Research is a key ingredient

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Long Formal Report

The length of a long report is not less than 10 pages, and the report usually includes the following parts some of the parts optional

Prefatory Parts:
Cover; title fly; title page; letters of authorization; acceptance; approval; transmittal; acknowledgements; (abstract, synopsis, executive summary); table of contents; table of tables.

Report Body:
Introduction, Text or body, Terminal section.

Supplemental Parts:
Appendix, bibliography or endnotes, glossary, index.

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Report Format
1. 2. 3. 4. 5. 6. 7. 8. Title page Abstract/Executive Summary Table of contents Introduction Discussion Conclusions Recommendations References

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Covering Page
Title Author's name Module Name & Number Seminar Leader

Date of Submission

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Table of Contents
Table of Contents Abstract/ Executive Summary Table of Contents 1. Introduction 2. Discussion 3. Conclusion 4. Recommendations 5. References

1 2 3 4 5

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Executive Summary
Concise summary of the essential elements of the report
Purpose Scope Main points Conclusions Recommendations (consult assessment requirements)

Can be read on its own Short, only 10-15% of the length of the report (maximum ONE side)
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Introduction
States the:
Purpose and scope Main points Structure of the report

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Discussion
Main body of the report State how it is organised up front Headings clearly identify the content Incorporates relevant theory Integrate theory with specific context related issues Well referenced Presented in an order that leads logically towards the conclusions and recommendations.

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Conclusions
No new material introduced Follows logically from the Discussion Conclusions section should give: Key points NOT just another Executive Summary

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Recommendations
Consult the assessment criteria as to whether recommendations are required Are suggestions for possible actions based on the discussion section of the report

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References
The reference section lists all publications cited in the report

Material not directly cited in the main text but is key to the development of the report should be listed directly after the reference section using the heading Other sources consulted

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3. Style

Effective White Space

Blank line between paragraphs
Left-justified or blocked Font, font size & margins

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Easy to Read
Clear, concise language Short sentences Use examples where appropriate to illustrate argument

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Effective Paragraphs
Place information where it will be seen: First and last paragraphs The start of the paragraph
Keep paragraphs simple: Short paragraphs Each paragraph should contain one main point

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Time to Reflect
You should initially spend time noting key ideas/ theory and their linkages Leave enough time so as to enable you to set the draft aside When coming back to this work: You should find that your ideas have fallen into place and that you can see the way ahead more clearly One draft is not enough. You should redraft your work to further organise your argument

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