Unit 15 - Business Reports

BUSINESS ENGLISH II
Unit 15: Business Reports

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Page 1
Thinking about business reports
• Why you might need to write a
business report?
• Who you might write it for?

Page 2
• What details you might need to
include?
• How you might structure it?

Page 3
1. What is a business report?
Organizations need accurate, timely,
objective and concise information to make
effective decisions.
One way they can

obtain such
information is from
a business report.

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This document can be defined as “an
organized presentation of information to a
specific audience for the purpose of
helping an organization achieve an
objective”

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2. Why do I need to write a
business report?
A report highlight a problem and suggest
a solution which might involve analyzing
a business’s history, operations, problems,
competition and goals, followed by a
number of possible solutions (including
their advantages and disadvantages).

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3. How do I write a business report?
Any business report should include four
essential sections:
• Terms of Reference
• Procedure
• Findings
• Recommendations

Page 7
Example Report
Terms of Reference
Margaret Anderson, Director of Personnel

has requested this report on employee
benefits satisfaction. The report was to be
submitted to her by 28 June.

Page 8
This section gives background information
on the reason for the report. It usually
includes the person requesting the report.

Page 9
Example Report
Procedure
A representative selection of 15% of all employees were
interviewed in the period between April 1st and April 15th
concerning:
• Overall satisfaction with our current benefits package
• Problems encountered when dealing with the personnel
department
• Suggestions for the improvement of communication
policies
• Problems encountered when dealing with our HMO

Page 10
The procedure provides the exact steps
taken and methods used for the report

Page 11
Example Report
Findings
• Employees were generally satisfied with the current
benefits package.
• Some problems were encountered when requesting
vacation due to what is perceived as long approval
waiting periods.
• Older employees repeatedly had problems with HMO
prescription drugs procedures.
• Employees between the ages of 22 and 30 report few
problems with HMO.

Page 12
The findings point out discoveries made
during the course of the report
investigation.

Page 13
Example Report
Conclusions
Older employees, those over 50, are having serious
problems with our HMO's ability to provide prescription
drugs.
Our benefits request system needs to be revised as most
complaints concerning in-house processing.
Improvements need to take place in personnel department
response time.
Information technology improvements should be considered
as employees become more technologically savvy.

Page 14
The conclusions provide logical statements
based on the findings.

Page 15
Example Report
Recommendations
• Meet with HMO representatives to discuss the
serious nature of complaints concerning prescription
drug benefits for older employees.
• Give priority to vacation request response time as
employees need faster approval in order to be able
to plan their vacations.
• Take no special actions for the benefits package of
younger employees.

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The recommendations state actions that the
writer of the report feels need to be taken
based on the findings and conclusions.

Page 17
Do I need to add tables and
figures?
Adding graphics to your report such as
charts, tables and timelines is a useful aid
for your readers.
This is because they can more clearly
illustrate and reinforce your main points.
They are most commonly used in the
findings section if they are essential to
understanding the text.
Page 18
Business
Business Report Checklist
Report Checklist Yes or No
Audience
Have I clearly identified who my
readers are?
Do I know their prior knowledge about
the topic?
Have I identified what they need to
know?
Will they understand my vocabulary?

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Business
Business Report
Report Checklist Checklist
Yes or No
Content
Have I used a variety of information sources?
Are my sources relevant, credible, current and

referenced appropriately?
Do I have a clear objective that has been met?
Have I been specific enough – using specific

contexts, terms and figures?
Do my conclusions and recommendations flow
logically from my findings and discussions?

Page 20
Business
Business Report
Yes or No
Language & Style
Have I used strong, clear and short
introductions, main points and conclusions?
Do I have just one main idea per paragraph?
Do I have clear topic sentences for every

paragraph?
Have I been objective? – that is have I used
the third person and the appropriate level of
formality (no contractions, slang, emotional
language)?

Page 21
Business
Business Report
Yes or
Presentation No
Have I been consistent in my use of:
• headings
• fonts
• punctuation
• bold
• bullet points
• italics
• abbreviations
• acronyms
• numbering?
Does my presentation overall assist the
reader in making the report easy to follow?
Page 22

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BUSINESS ENGLISH II

Unit 15: Business Reports

• Who you might write it for?

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• How you might structure it?

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One way they can

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Margaret Anderson, Director of Personnel

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Are my sources relevant, credible, current and

Have I been specific enough – using specific

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Do I have just one main idea per paragraph?

Do I have clear topic sentences for every

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