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Unit 13
Internal and External
Business Communication-
Writing Business Reports
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Unit outline
1. Characteristics of business reports
2. Types of Business reports
3. Format for Business report4. Steps in preparing business reports
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Characteristics of BusinessReports
r!erly" logical se#uence
b$ecti%e & unbaise!
'nformati%e" base! on facts
(i!s !ecision ma)ing" problem solution
*arie!" purpose+ length+ format+ comple,ity
Up-ar!+ !o-n-ar! or lateral
'nternal an! ,ternal /uality !epen!s on process an! accuracy
of !ata
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Types of Business Reports
1. 0erio!ic reports" inform+ internal an!e,ternal
Routine management reports
Compliance reports 0rogress reports
2.0roposals" persua!e+ internal an! e,ternal
3.0olicies an! proce!ures" inform+ internal4.Situational reports"one time + inform+analye an! persua!e
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Format for BusinessReports
emo format" con!ense! report
arrati%e manuscript format"caption+ subhea!s+ summary+ e.g.+proposal
arrati%e format -ith e,tra parts"assist rea!er un!erstan!ing+ e.g.+research report
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Reports -ithSupplementary 0arts
1. 0reliminary parts 5etter of transmittal" authoriation of
report
Title page" purpose of stu!y
Contents page" gui!e for rea!er
,ecuti%e summary" o%er%ie- of entire
report
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Reports -ithSupplementary 0arts
2.Bo!y of Reports
'ntro!uction & bac)groun! an!purpose
0roblem !e6nition" main issue
Research metho!ology" researchtype+ !ata collection+ sample+#uestionnaire
(nalysis + 6n!ings an! conclusions"interpretations of ra- !ata
Recommen!ations" roblem solut
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Reports -ithSupplementary 0arts
3. (nne,es" items after bo!y of report
Bibliographyreferences" informationsources
(ppen!ices" technicale,trainformation
'n!e," list of )ey terms in report
7lossary" e,planation of technicalterms
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Steps in report preparation
1. 0lanning Type of report
0urpose of report
0roblem !e6nition" main issue an! subissue
(u!ience analysis
" type of rea!er " e,tent of )no-le!ge an! familiarity
" le%el of interest
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Steps in report preparation
2. Selecting metho! of !ata collection
0rimary an! secon!ary research
3.Collecting an! organiing !ata Ra- !ata in meaningful form
4.(rri%ing at a conclusion
'nterpretation of !ata
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Steps in Report 0reparation
8. 9riting the report
Begin after problem solution
0repare outline an! 6rst !raft
0rocee! from easy to !i:cult Set asi!e uninterrupte! -riting time
Re%ie- an! impro%e content an! style
Use techni#ues of con%iction b$ecti%e statement of facts
*ie-s of e,perts
;ocumentation sources of information
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Steps in Report 0reparation
8. 9riting the report
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