Business Communication Workshop

Course Coordinator: Ayyaz Qadeer

Lecture # 24

Formal Reports

Researching Secondary Data

• Print Resources– Books– Periodicals– Bibliographic indexes (print, CD-ROM, and Web-

based)

Ch. 10–3

Researching Secondary Data

• Electronic Databases– Magazine, newspaper, and journal articles – Newsletters, business reports,company profiles, government data, reviews, and directories

• The Web – Product data, mission statements, staff directories, press releases, current company news, government information, article reprints, scientific reports, and employment information

Ch. 10–4

Deciding on Lengthand Format

When selecting a format, you have four options:

Preprinted form

Preprinted form

LetterLetter

MemoMemo

ManuscriptManuscript

Preparing theFinal Outline

What is the purpose of a final outline? What does a final outline force you to

reevaluate? Are outline headings important? The final outline gives you a visual diagram of

the report. You reevaluate the information you have

collected. Yes, they affect the tone of the report.

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Visual Aids

Clarify and simplify the textClarify and simplify the text

Depict relationships between points

Depict relationships between points

Emphasize and summarize pointsEmphasize and summarize points

Attract and build credibilityAttract and build credibility

Reinforce understandingReinforce understanding

“Visualizing” Information

• Decide on the message. • Identify points requiring visual support.• Maintain a balance between illustrations and

words.• Consider your production schedule.

Let’sDiscuss Let’s

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Discuss Which GraphicShould You Use?

What is the best use of each of the following types of graphics?

Flow charts

Maps

Drawings

Organization charts

Tables

Bar charts

Pie charts

Line charts

Using Graphic Design Principles

ContinuityContinuity

ContrastContrast

EmphasisEmphasis

SimplicitySimplicity

ExperienceExperience

Fitting Graphics Into Text

• Introduce graphics in the text.

• Place them near the text they illustrate.

• Choose titles and legends that convey a message and explain the graphic clearly.

• Match title and legend style to heading style (informative or descriptive).

• Phrase all legends and titles consistently throughout the report.

Composing Reports -- True or False?

All reports are written formally.To achieve a formal tone, use personal

pronouns.By using verb tense consistently, you add to

the clarity of your report.False, many can be informal.False, use impersonal words.True

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Guiding Readers through Reports

• Start with an opening that indicates the report’s subject and importance.

• Use headings, subheadings, and lists effectively.

• Use transitions to bind the report.• Use preview and review sections.• Create an ending that leaves a strong, lasting

impression.

Revising FormalReports

• Revise by evaluating both content and organization.

• Review for style and readability.• Edit and rewrite your message clearly and

concisely.• Refer to Chapter 6 for more tips on revising

and proofreading.

Deciding on Report Format

• Formal reports– Can be short or long– Can be direct or indirect– Can be informational or analytical– Can be external or internal

• The parts you use depend upon what type of report it is.

• For long reports, prefatory parts should have their own pages.

Components of a Formal Report

• Prefatory parts• Text parts• Supplementary parts

Prefatory Parts for a Report

What is contained in each of the following?

Cover Transmittal letter

Title fly Table of contents

Title page List of illustrations

Authorization letter Executive summary

Acceptance letter Synopsis

Cover Transmittal letter

Title fly Table of contents

Title page List of illustrations

Authorization letter Executive summary

Acceptance letter Synopsis

A Formal Report’s Introduction

• Ties the report to a problem or an assignment

• Tells the reader the purpose of the report

• Previews contents and organization of the report

• Establishes tone of the report

Topics to Considerin an Introduction

• Authorization• Problem/purpose• Scope• Background• Sources and methods• Definitions• Limitations• Report organization

Body of a Formal Report

What three sections are contained in the body?

What factors should you consider when deciding on amount of detail to include?

Information, analysis, and interpretation.

Nature of the information, the purpose of your report, and preferences of your audience.

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Final Sections of the Report Text

• Summary– Key findings of your report

• Conclusions– An analysis of what the findings

mean

• Recommendations– Opinions about the desired

course of action

Supplementary Parts

Explain what is contained in each of the following:

–Appendix

–Bibliography

– Index

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Proofreading Formal Reports

• Check over textual materials.• Check visual aids:

– Is each visual necessary?– Are the visuals accurate?– Are the visuals documented?– Are the visuals honest?

Getting Feedback

• You’ll want to get feedback from readers, even if you have to nudge them to do so.

• Be ready for less-than-glowing reactions to your recommendations.

• Be prepared to get no response at all.• Accept criticism graciously.

• When is it appropriate to use tables, line charts, surface charts, and pie charts in a report?

• What five principles apply to effective visuals for business reports?

• What tools can you use to help readers follow the structure and flow of information in a long report?

• What is the purpose of adding titles and legends to visual aids in reports?

• How do writers use transitions in reports?

Test Your Knowledge

Test Your Knowledge

• List the three tasks involved in completing reports, and briefly explain what is involved in revising them.

• Explain the prefatory parts of a formal report

• Describe four important functions of a formal report’s introduction, and identify the possible topics it might include.

• List four questions to ask when proofing visual aids.

• What elements would you consider in proofreading and getting feedback?

Thank You