Business Reports and Communication Methods

Reports that present data without analysis or recommendations.

Reports that provide data or findings with analyses and conclusions.

Reports that help organizations sift through data and make decisions.

Reports that can be delivered orally or digitally.

A report that summarizes the details of a recent seminar you attended.

A report summarizing the details of a recent seminar you attended.

A feasibility study addressing possible tuition reimbursement for employees.

A comparison of five handheld communication devices that your company might purchase.

Analyzing company records and files is often the starting point for many business reports. It allows report writers to understand past performance, identify solutions to past problems, and gather relevant information for determining future actions.

Interviews provide highly reliable first-hand information. Interviewers can clarify questions and ideas to ensure they obtain accurate information from experts in their respective fields.

Informational reports describe periodic, recurring events or specific, one-time situations. They present data without analysis or recommendations.

Informational reports typically use a direct organizational structure, an informal writing style, and are targeted towards a neutral or receptive audience. They can be created by employees at various levels within an organization.

When writing a report about a conference or trip, it's recommended to prioritize three to five main topics that would be of greatest interest to the reader. The report should not necessarily follow a chronological order.

A report that provides updates on the status of an ongoing project, highlighting key accomplishments, current activities, challenges, and future plans.

A report that outlines and explains the reasons behind a particular action or decision, often with the intent of persuading the reader to take a specific course of action.

A report summarizing the events, activities, and outcomes of a trip, often including insights and recommendations.

A summary that provides the main points of a longer document in a concise and organized way, aiming to convey the essential content without unnecessary detail.

A record of the discussions, decisions, and actions taken during a meeting.

Databases are collections of information stored digitally, accessible by computers and mobile devices.

A well-designed survey can efficiently gather data from large groups of people.

Focus on asking open-ended questions to get detailed and insightful responses.

Citing sources builds credibility and helps readers understand the information's origin.

Not just direct quotes require citing, but any ideas or information taken from a source.

Surveys are a cost-effective and efficient method for gathering data, allowing researchers to collect information from many individuals quickly and economically.

Properly documenting sources strengthens the credibility of a business report, protects against plagiarism, and allows readers to easily verify information.

Surveys can provide valuable insights, but their effectiveness relies on a representative sample, truthful responses, and a high return rate.

A business report should use a respectful tone, appropriate body language, and structured questions to guide an interview towards meaningful insights.

Open-ended questions provide more detailed and insightful responses, leading to a deeper understanding of the interviewee's perspective.

Properly documenting data strengthens your argument, protects against plagiarism, and allows readers to easily verify information.

The preliminary sections of a formal report, including the cover, title page, transmittal letter, table of contents, list of figures, and executive summary.

The transmittal letter or memo in a formal report should use a direct approach, focusing on the main points first.

Provides a quick overview of the report's structure and page numbers.

The body of a formal report is the most substantial part, presenting the research findings, analysis, interpretations, and evidence.

The conclusions and recommendations section is crucial as it explains the significance of the findings.

All sources in the bibliographic section of a report should be arranged alphabetically regardless of the chosen documentation format.

The proposal should include a schedule or timetable outlining the project's completion date.

Interviews provide reliable and detailed information from experts, allowing interviewers to clarify questions and gain comprehensive insights.

These headings briefly describe the content of a report section, providing more detail than functional headings.

These headings clearly mark the different sections of a report using general terms like 'Findings' or 'Recommendations'.

This step involves carefully examining the purpose and goal of the report before collecting any information or choosing its format.

These are visual representations of data or information that are easy to understand and share quickly.

This is the most substantial part of a formal report, presenting the research findings, analysis, interpretations, and evidence.

This preliminary part of a formal report includes sections like the cover, title page, transmittal letter, table of contents, list of figures, and executive summary.

This section provides a concise overview of the report's structure and page numbers, making it easy for readers to navigate.

These headings provide specific information about the content of a report section, describing the topic in more detail than functional headings.

A well-designed survey can efficiently gather data from large groups of people.

Focus on asking open-ended questions to get detailed and insightful responses.

Headings in reports should be clear, concise, and make the content easy to understand.

When writing a purpose statement, use action verbs to clearly state the report's goal.

Primary data comes directly from firsthand experience and observation, while secondary data is compiled from others' recorded experiences.

Observation is a valuable method for gathering data, especially in business reports. It provides firsthand insights.

Informational reports present data without analysis or recommendations, while analytical reports offer analysis and conclusions.

The front matter of a formal report includes preliminary sections like the cover, title page, transmittal letter, and table of contents.

Talking headings describe the content of a report section in more detail than functional headings, which simply label the section.

The body of a formal report presents research findings, analysis, interpretations, and evidence.

Reports that assess the practicality and feasibility of a plan or proposal, often answering the question "Will this plan or proposal work?"

Reports that consistently measure different alternatives using the same criteria.

When a reader might disagree with the recommendation, it's better to present it near the end of the report after building a strong case.

Typically written for internal audiences, feasibility reports advise on courses of action, such as consolidating departments or hiring external firms.

A document that formally requests proposals from different vendors or companies for a specific project or service.

A crucial element of a proposal that emphasizes the benefits the writer's solutions will provide to the reader.

A persuasive technique used in the introduction of a proposal to grab the reader's attention and pique their interest.

The part of a proposal where you highlight the writer's expertise and credibility to demonstrate why they're best suited for the project.

In a proposal, this section provides convincing reasons why the proposed solution effectively addresses the problem.

A significant part of a proposal that presents the writer's ideas and plan in a clear and logical manner.

The part of a proposal where the writer clearly explains the specific actions, steps, and timeline for implementing the proposed solution.

A part of the proposal where the writer provides detailed information about the proposed solution's cost, resources, and budget.

A document summarizing the key points of a long report, proposal, or business plan, for quick understanding.

Formal documents that request proposals from different companies or vendors for a specific project or service.

A report that attempts to solve problems by evaluating options and offering recommendations, often used to justify decisions.

A persuasive document used to solve problems, provide services, or sell products.

A type of business proposal written to obtain funding from organizations that support various causes.

In a solicited proposal, you aim to demonstrate your understanding of the reader's issues and present a realistic solution, not convince them of a problem.

The proposal, plan, and schedule section of a business proposal explains how your plan will solve the problem presented by the reader. This section may also include research methods and a timeline.

Because a proposal can become legally binding once the customer accepts it, the budget needs careful research and cannot be changed later, even if costs increase.

A document that outlines a plan for achieving a specific goal, often including a detailed description of the proposed solution, its benefits, cost, and implementation plan.

The conclusion of a proposal should highlight the key benefits for the reader and make it simple for them to respond. It can also include a project completion date and a deadline for the offer.

While similar in structure and tone to formal proposals, formal business reports present findings and recommendations based on research and data analysis.

The first step in preparing any report should be writing a purpose statement to define the report's focus and ensure it stays on track.

The primary section of a formal report that covers the research findings, analysis, interpretations, and evidence.

A letter or memo included in a formal report that introduces the report and is written using the direct approach.

A section in a formal report that provides a clear overview of the report's structure and page numbers, helping readers navigate the document.

The part of a formal report that presents the meaning of the findings and suggests courses of action based on the information presented.

A section summarizing the report in a concise manner, typically for readers who may not have time to read the entire report.

Sources in the bibliographic section of a report should be organized alphabetically, regardless of the documentation format used.

The estimated project completion date should be included in the proposal, plan, and schedule section of a proposal.