WRITING A BUSINESS REPORT by open1tup

VIEWS: 175 PAGES: 6

									                     RN
                EA        E




            L



                              R
the learning centre
                                    Writing Skills/Reports/14.2 Writing a Business Report.doc
                          S
            S
             E




                      E
                 R VIC




 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
2.                                ………………………………………………………………………………………………………………………………….
3.                                ………………………………………………………………………………………………………………………………….
4.                                ………………………………………………………………………………………………………………………………….
5.                                ………………………………………………………………………………………………………………………………….
                                                                         1
                     RN
                EA        E




            L



                              R
the learning centre
                                   Writing Skills/Reports/14.2 Writing a Business Report.doc
                          S
            S
             E




                      E
                 R VIC




                                  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.                       ……………………………………………………………………………………………………………………………………….
         3.                       ……………………………………………………………………………………………………………………………………….
         4.                       ……………………………………………………………………………………………………………………………………….


         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.




                                                                        2
                     RN
                EA        E




            L



                              R
the learning centre
                                  Writing Skills/Reports/14.2 Writing a Business Report.doc
                          S
            S
             E




                      E
                 R VIC




                                   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
                     RN
                EA        E




            L



                              R
the learning centre
                                  Writing Skills/Reports/14.2 Writing a Business Report.doc
                          S
            S
             E




                      E
                 R VIC




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
                     RN
                EA        E




            L



                              R
the learning centre
                                  Writing Skills/Reports/14.2 Writing a Business Report.doc
                          S
            S
             E




                      E
                 R VIC




                                              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
                     RN
                EA        E




            L



                              R
the learning centre
                                  Writing Skills/Reports/14.2 Writing a Business Report.doc
                          S
            S
             E




                      E
                 R VIC




                                              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.



                                                                       6

								
To top