Chapter I Lesson I

Business Report
WRITING
Ms. Krys
Introduction
1. Importance of Business Communication
1.1 What is business communication?
Business communication is communication that takes place in the

business for organizing and administering business activities. It can
include the exchange of ideas, news and views in connection with
the business.
Dictionary Definition
Business communication is the sharing of information between
people within an enterprise that is performed for the
commercial benefit of the organization.
In addition, business communication can also refer to how a

company shares information to promote its product or services
to potential consumers.
http://www.businessdictionary.com/definition/business-communication.html
1.2 Why is effective communication
important in business?
Communication plays a crucially important role in all aspects of a
business and is a building block of successful organizations.
On the other hand, poor communication in business can result in several

unforeseen problems, including disgruntled customers or employees,
delayed projects, diminishing productivity and more.
Communication is therefore important to your business for the following
reasons:
Promotes Motivation
Effective communication can motivate employees and create a sense of
engagement and belonging, through the healthy flow of information.
Increases productivity
The success of any project is dependent upon the ability of employees to
communicate and collaborate as a successful team. Effective
communication promotes understanding and builds trust between
employees.
Helps to grow customer base
Customers are without a doubt, the lifeblood of the business. Businesses

rely on customers for survival. Effective external communication can help
attract new customers and retain existing ones.
Improves Business Partnerships/Relationships
Another important aspect of effective communication is improved

partnerships and business relationships. Communication is crucial when
dealing with suppliers and external business contacts. Sometimes
suppliers need to be regularly updated on all products and processes to
ensure a smooth flow in the value chain.
2. Written Communication Business Reports
2.1 Types of written communication
At work, we communicate in a variety of written formats and for a variety of

reasons:
• To correspond (Memos, letters, emails, SMS etc.)

• To record and document (Minutes of meetings, notices, registers, agendas
etc.)
• To propose (Research proposals, business proposals, funding proposals etc.)
• To plan for action (Strategic plans , project plans, action plans etc.)
• To report on facts about a specific business matter (Product analysis, project
report, feasibility study, research report, evaluation report etc.)
What is a business report?
“A business report is an orderly, objective communication of factual
information that serves some business purpose.” (Lashkar & Petit)
“A business report is an impartial, objective, planned presentation of a

fact to one or more persons for a specific, significant business
purpose.” (Murphy & Hildebrandt)
“A formal communication written for a specific purpose that includes a

description of procedures followed for collection and analysis of data,
their significance, the conclusions drawn from them and the
recommendations, if required.” (Sharma & Mohan)
2.3 Why do we write reports?
The prime objective of reports is to help a business to take accurate
and pragmatic decisions. We compile reports for many reasons:
To carry business information to the relevant parties

To analyse data for interpretation
To help planning by providing factual information
To help decision-making by providing necessary information and
evidence
To help establish effective control systems
To help reduce and resolve organisational disputes
To help to bring effective coordination between and among departments
To find out the reason behind a problem
To present the findings of an investigation or inquiry
2.4 Characteristics of business reports
As we know, business reports carry information on facts related to business activities. The very nature of business reports
differentiates them from other reports. The unique characteristics of business reports are discussed below:
Specific Issue Pre-Specified Audience
Business reports are An important characteristic of a

written on a specific business report is that it has a
subject. They are written specified audience. Usually a
to fulfil a certain need. report is written for a limited
number of audiences and the
needs of the audience are always
kept in mind.
Specific Structure Written on Past Events

or Layout
In most of the cases, reports are
In preparing reports, certain written on past events. Most
structures/layouts/formats business reports carry the reasons
are followed. for incidents, the ways of recovery
etc. Reports are also written in
past forms/tense.
Factual Information Joint Effort
Business reports are always Sometimes business reports are

written based on factual an outcome of joint efforts of a
information. The data group of people – where a
collected on specific events committee is formed (3 to 7
is factual, not factious. people) to furnish a report on a
certain incident.
Nature of
Technical
WRITING
Part One
Objectives
At the end of the lesson, the students should be able to
1. Demonstrate understanding of technical writing

2. Differentiate it from other forms of writing in language and style
3. Identify its importance and functions
4. Give example of sentences for effective technical writing
Lesson 1: Definition and Importance
Technical writing is a type of writing that falls within the general field of
business, science and technology, and is used in a wide spectrum of
activities throughout each workday. It is reader-oriented, task-related
and purposeful.
In technical writing, the writer is the “expert” on his subject matter. His
communication will involve thinking, analyzing, solving problems,
gathering facts, planning and organizing information according to
acceptable communication procedures.
Importance of Technical Writing
Technical writing is important and highly valued , modern technology
notwithstanding.
The ability to express ideas in words is a professional tool necessary to

a career where we certainly need to exchange information, ideas or
plans, order supplies, make decisions, rules, proposals and agreements.
Students, on their part, can profit by a course in technical writing. It can

make them aware of the writing standards and procedures they can use
after graduation, and which could lay a foundation for professional
advancement an self improvement
Lesson 2: Principles and Style
1. Know who your reader is and assume that he is intelligent but

uninformed.
2. Decide your purpose and make sure that every part of your writing
contributes to achieving that purpose.
3. Use simple, concrete and familiar language.
4. Check your writing according to this principle: Tell that your reader
what you are going to tell him, the tell him what you’ve told him.
5. Make your report attractive.
Activity 1
Write a Formal Letter applying for a scholarship.
Recipient: Krystle Anne A. Sarroca

Head of the Scholarship Committee
Immaculate College of Cavite INC.
Thank You

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Business Report

1.1 What is business communication?

Business communication is communication that takes place in the

In addition, business communication can also refer to how a

On the other hand, poor communication in business can result in several

Customers are without a doubt, the lifeblood of the business. Businesses

Improves Business Partnerships/Relationships

Another important aspect of effective communication is improved

At work, we communicate in a variety of written formats and for a variety of

• To correspond (Memos, letters, emails, SMS etc.)

“A business report is an impartial, objective, planned presentation of a

“A formal communication written for a specific purpose that includes a

To carry business information to the relevant parties

Specific Issue Pre-Specified Audience

Business reports are An important characteristic of a

Specific Structure Written on Past Events

Factual Information Joint Effort

Business reports are always Sometimes business reports are

1. Demonstrate understanding of technical writing

The ability to express ideas in words is a professional tool necessary to

Students, on their part, can profit by a course in technical writing. It can

1. Know who your reader is and assume that he is intelligent but

Recipient: Krystle Anne A. Sarroca

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