Writing A Business Report

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Writing Skills/Reports/14.2 Writing a Business Report.doc

WRITING A BUSINESS REPORT This worksheet will help you to: • •

Use the correct layout for a business report Write a simple business report

You should have already read 14.1 Writing a Report and identified that you need help with writing a business report.

What is a business report? If you work for a company or organisation, you may be asked to write a report by your manager. Here are some examples of the subject matter you may be asked to write a report on: • • • •

Financial matters Health and safety Office equipment Staff

The main purpose of a business report is to help the management or an organisation or company to make a decision by giving them the necessary facts and to present a solution to a problem. Business reports often lead to action and help people to take decisions.

TASK 1. Can you remember from the worksheet 14.1 Writing a report the 5 things that a good report should be? WRITE them here the first one has been done for you. 1.

Factual

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the learning centre R VIC

Writing Skills/Reports/14.2 Writing a Business Report.doc

TASK 2. Can you remember the 4 things that a report should have? WRITE them here. The first one has been done for you. 1.

Title

2.

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4.

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Layout of reports There are many possible ways to set out a report. Look at the layout in the following business report:

REPORT ON THE INCREASE IN LATENESS OF SOME OFFICE STAFF OVER THE LAST 2 MONTHS Terms of reference Queelan Ho, Office Manager, has asked me to write this report on the increase in lateness of some of the office staff over the last two months and to submit it to her as soon as possible. Proceedings I questioned all the office staff individually, asking why there was this sudden increase in unpunctuality, and then checked their replies. Findings 1. The latecomers are those who travel to work by private transport and public road transport. Those who travel by train arrive on time.

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the learning centre R VIC

Writing Skills/Reports/14.2 Writing a Business Report.doc

2. The two main roads leading into to town have had major road works on them for the last eight weeks; this causes unavoidable traffic jams and long delays. 3. About two months ago our company opened its new mail order section. Approximately sixty new employees were recruited. As this new section starts work forty-five minutes before the office staff each morning, the car park gets filled with vehicles belonging to workers in that section. The Company has not enlarged the car park to accommodate the additional vehicles. Consequently, many office staff cannot find parking spaces and have to drive around surrounding roads looking for a parking space. 4. I gathered the above information from my individual interviews with staff, and confirmed that it was true by observing the two main roads and the company’s car park early every morning for a week. Conclusions Obviously, nothing can be done about the road works. I understand they will be finished in six weeks’ time. As people insist on travelling to work in their own transport, I think the solution is for the company either to enlarge the existing car park or to obtain another one near the office. Recommendations As the road works will be finished in six weeks, I suggest that staff be asked to leave home for work a little earlier than usual for this period to enable them to arrive on time. I recommend that the company enlarge the existing car park as it is surrounded by company land which at present is fenced off from the car park. Jackie Becker, Deputy Office Manager,

8 January 2003 3

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Writing Skills/Reports/14.2 Writing a Business Report.doc

REPORT WRITING The report is divided into 5 sub-headings. These are: 1.

TERMS OF REFERENCE: What is the report about, why it is and who will read it.

2.

PROCEEDINGS:

The action that you took to collect the facts

3.

FINDINGS:

The facts you discovered.

4.

CONCLUSIONS:

The conclusions you have drawn from the facts.

5.

RECOMMENDATIONS:

Your practical suggestions as to what should be done.

The report is SIGNED with the writer’s position in the company under the signature. The date is added at the bottom.

TASK 3 READ the following extract from a memo There have been 5 minor accidents in your office over the last 4 weeks and the Office Manager is worried. She asks you to write a report as soon as possible on safety in the office, including suggestions for improving it.

TASK 4 Now WRITE the answers to the following questions: 1. What is the subject matter of the report? 2. What is the purpose of the report? 3. Who will read the report? WRITE Terms of Reference for the above report. Use the model on page 1 and 2 to help you. 4

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the learning centre R VIC

Writing Skills/Reports/14.2 Writing a Business Report.doc

TASK 5 Look at the heading Proceedings in the model report (pages 2 & 3) Think about the action you could take to collect the facts for the report on accidents in the office (Task 3 on page 4). 1. ………………………………………………………………………………………………………………………………….. 2. ………………………………………………………………………………………………………………………………….. 3. ………………………………………………………………………………………………………………………………….

TASK 6 Look at the heading Findings in the model report (pages 2 & 3) Imagine the facts you might discover concerning the accidents in the office (Task 3 on page 4). Write down 3 facts 1. ………………………………………………………………………………………………………………………………….. 2. ………………………………………………………………………………………………………………………………….. 3. ………………………………………………………………………………………………………………………………….

TASK 7 Look at the heading Conclusions in the model report (pages 2 & 3) Write down briefly what you concluded from the 3 facts that you listed above. 1. ………………………………………………………………………………………………………………………………….. 2. ………………………………………………………………………………………………………………………………….. 3. …………………………………………………………………………………………………………………………………. 5

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Writing Skills/Reports/14.2 Writing a Business Report.doc

TASK 8 Look at the heading Recommendations in the model report (pages 2 & 3) Write down two practical suggestions about how to solve the problem of accidents in the office (Task 3 on page 4) 1 . ………………………………………………………………………………………………………………………………….. 2. ………………………………………………………………………………………………………………………………….. 3.…………………………………………………………………………………………………………………………………….

TASK 9 Can you suggest a Title for this report? WRITE it on the line below:

…………………………………………………………………………………………………………………………………………

TASK 10 * Using your answers to tasks 2 – 8, WRITE a report using the memo below as the subject matter. * Use the layout suggested on page 4. * Use the model report on pages 2 and 3 to help you. * WRITE the title of the report at the top of the page.

MEMO There has been a decline in the number of students using the Study Skill Area. Please write a report with suggestions for improving the situation.

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