Business Communication

P
URPOSE
 
OF
 B
USINESS
 R
EPORT
1.
It presents factual information to management.
2.
It records fact and results of investigation or survey for future references.
3.
It provides useful information to shareholders, customers, creditors and general public.
4.
It makes recommendation for future use.
7.3.3
Guiding Principles of Writing a Report
1.
The report should be addressed to some definite authority, i.e. the Managing Director or
Board of Directors.
2.
It should contain a short and clear title to know about the report at a glance.
3.
As the report is generally drafted on the advice or request of some reader, it should quote the
term of reference so that it should be clear why the report is required.
4.
The body of the report should be planned and should be logical in sequence preferably with
headed paragraph.
5.
The recommendations, if any, should be boldly marked so as to invite immediate attention.
It may be signed by the officer responsible for it and it should be dated.
7.3.4
Preparing a Report
The following five steps are suggested to write a report.

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Business Letters and Report Writing / 83
•
Investigating the source of information
•
Taking notes
•
Analyzing the data
•
Making an outline; and
•
Writing the report
7.3.5
Structure of a Report
Exhibit: 7.10
1.
Letter form: For informal reports, letter form is recommended. Its main part is heading or
the title, data, address, salutation, the body, complimentary close and signature.
The body of the letter is further divided into: