Types of Business Reports

 

Types of Business Reports (BBS 2nd Year)

A formal business report is a structured document that follows a specific format and is typically used for presenting information to a professional audience. Formal reports are often used for important business communications, such as presenting findings from a research project, making recommendations to management, or documenting the results of a business initiative.

Formal business reports are prepared for several reasons:

a.      Informing Decision-Making: Formal reports provide detailed information and analysis to help decision-makers make informed decisions about various aspects of the business.

b.     Documenting Information: Formal reports serve as a permanent record of important information, such as research findings, project results, or business performance.

c.      Communicating with Stakeholders: Formal reports are often used to communicate with stakeholders, such as investors, regulators, or customers, and provide them with relevant information about the business.

d.     Meeting Legal or Regulatory Requirements: Formal reports may be required to comply with legal or regulatory requirements, such as financial reporting or environmental impact assessments.

Components (Structure) of Formal Reports

There are three major components of formal report writing. They are the front matter, the report proper, and the back matter. They are briefly discussed below:

A.   Front matter: Front matter in a formal report typically includes several subcomponents that provide essential information about the report and its context. Some common subcomponents found in the front matter of a formal report include:

a.      Title Page: The title page contains the title of the report, the name of the author or authors, the date of publication, and often the name of the organization or institution for which the report was prepared.

b.     An abstract: An abstract is a summary of a formal report that provides an overview of the report's main points and findings. It is typically included at the beginning of the report, after the title page, and before the table of contents. The abstract is usually no more than a few paragraphs long (approximately 150 -250 words) and is designed to give readers a quick overview of the report's content without having to read the entire document. It includes purpose, methods, results, and conclusion.

c.      Table of Contents: The table of contents lists the main sections and sub-sections of the report, along with the corresponding page numbers. It helps readers navigate the report and find specific information quickly.

d.     List of Figures and Tables: If the report contains figures (charts, graphs, etc.) or tables, a list of figures and tables is included in the front matter, along with the corresponding page numbers. This helps readers locate specific figures or tables within the report.

e.      List of Abbreviations and Acronyms: If the report contains abbreviations or acronyms, a list of abbreviations and acronyms is included in the front matter, along with their full meanings. This helps readers understand the meaning of these terms when they encounter them in the report.

f.       Acknowledgments: The acknowledgments section is where the author or authors acknowledge any individuals or organizations that provided assistance or support during the preparation of the report.

g.     Preface or Foreword: Sometimes, a preface or foreword is included in the front matter to provide additional context or background information about the report and its purpose.

B.    The Report Proper: The "report proper" refers to the main body of the formal report, where detailed information, analysis, and findings are presented. Within the report proper, several subtopics or sections are typically included, depending on the nature of the report. Some common subtopics found in the report proper of a formal report include:

a.      Introduction: The introduction sets the stage for the report by providing background information on the topic, stating the purpose of the report, and outlining the scope and objectives.

b.     Executive Summary: The executive summary provides a brief overview of the report's key findings, conclusions, and recommendations. It is usually the first section of the report and is designed to give readers a quick overview of the main points without having to read the entire report.

c.      Methodology: The methodology section describes the methods and procedures used to conduct any research or analysis presented in the report. It explains how data was collected, analyzed, and interpreted.

d.     Findings: The findings section presents the main results or findings of the research or analysis. This section may include data, statistics, charts, graphs, or other visuals to support the findings.

e.      Analysis: The analysis section interprets the findings and discusses their implications. It may also compare the findings to existing theories or literature and explain any patterns or trends observed.

f.       Discussion: The discussion section provides a more in-depth analysis of the findings, discussing their significance and relevance to the report's purpose and objectives. It may also address any limitations or constraints of the study.

g.     Recommendations: The recommendations section offers specific recommendations for action based on the findings and analysis presented in the report. Recommendations should be practical, feasible, and directly related to the report's objectives.

h.     Conclusion: The conclusion summarizes the key points of the report and reiterates the main findings and recommendations. It may also suggest areas for further research or investigation.

C.   Back matter: Back matter in a formal report refers to additional sections or materials that are included after the main body of the report. This can include items such as references, appendices, and indices. The back matter provides supplementary information that supports the main body of the report but is not essential for understanding the main content. Back matter includes two subtopics, i.e., references and appendices. They are briefly mentioned below:

a.     References: References list all the sources cited in the report following a specific citation style (e.g., APA, MLA, Chicago).

b.     The appendices: The appendices section includes any additional information, data, or supporting documentation that is relevant to the report but not included in the main body. Appendices are numbered and referenced in the report as needed.

Sample of Formal Business Report

***