Fundamental of The Report Writing and Business Messages

Introduction:

The authors Raymond V.Lesikar Marie E. Faltley had written in their book Basic Business Communication about preparation of well affected Fundamental of Report Writing and Types of Business Message. The Authors had told a lot of better ways of making Report writing and Business Massages.

Theme:

The theme of the report is “How to write a reports and how to create a Business Massages”.

Purpose of Report:

The purpose of a business report is to communicate information to help in the business decision making process. Some reports might propose solutions for business problems or might present relevant information to support in the problem solving process.

This report includes two things.

1.      Fundamental of report writing

2.      Business messages and its types.

What is a report?

A business report is an orderly and objective communication of factual information that serves a business purpose.

Fundamental of report writing

You must have to remember that when you are going to start report writing the following contents should be included and you should care of the essential parts of the report.

1.      Introduce yourself to the subject of report  writing

2.      You must write a report on each of your investigation

3.      You write these report for good reasons

4.      Written reports make permanent records thus those who need the information contained in these reports can review and study them at their convenience

5.      Report should be convenient and efficient means of transmitting information

6.      Your report writing work is not unique in your job

7.      Sometime write report individually and sometime with collaboration

8.      It covers all ways of transmitting

Purpose of the Report writing:

Your work on a report logically begins with a need, which we refer to generally as the problem in the following discussion. Someone or some group. Usually your superior needs information for a business purpose. Perhaps the need is for information only. Perhaps it is for information and analysis or perhaps and recommendation.

Sequence of the report

Your report should be the following sequence

1.      You should begin by gathering all the information you need to understand the problem.

2.      Then you should express the problem clearly, perfectly in writing.

3.      The problem statement may be

a.      An infinitive phrase

b.      A question or

c.       A declarative statement

4.      One form is not superior to the others

5.      State the problem in several forms. The meaning should be the same.

6.      Next you should determine the factors of the problems

7.      The factors may be subtopics of the overall topic hypothesis or bases for comaparisons.

8.      The next step is to conduct the research needed. A personal investigation is usually appropriate.

9.      Experiments or survey are sometimes needed.

10.  Sometime library research is used

11.  The internet gives you access to many information sources, quality may vary

12.  Apply the research techniques needed for the problem

13.  Apply the information collected to the problem interpret it.

14.  Interpreting the mental you can profit from advice or not

15.  Consult with others

16.  Test your interpretation

17.  Use the test of experience

18.  Statistic permits you to examine a set of facts

19.  Outline you should use about what you write.

INTRODUCTION TO THE MESSAGE

Messages are the shorter presentation of information that occurs in business, they are the everyday exchange between people, the personal communication that enable the business to conduct its affairs. Messages fall into three Basic types

TYEPES OF THE BUISNESS MESSAGES

1.      Traditional letter

Letters are the traditional form of business they are the oldest. Infect they have existed since the early days of civilization the use of letters has been documented in virtually all the great early civilizations. The ancient Chinese wrote letters.

So did the early Egyptians, Remands’ and Greeks. Although many of these early letters pertained to military and personal matters.

2.      E-MAILS

It stands for electronic mail the rapid growth of e mail has been the most exciting business communication development in recent years. In just a short time e mail has emerged as a mainstream from of business communications. In the late 1900’s, it s volume surpassed that of the U.S postal service. It has become widely used in both small and large organizations. The explosive growth of e mail continues and it is likely to continue for some time to come.

ADVANTAGES OF THE E-MAIL

1.      It has grown because it eliminates telephone tag.

2.      It saves time

3.      Facilitate fast decision

4.      It is cheapest source of communication

5.      Rapid growth of communication

DISADVANTAGES

1.      It is not confidential

2.      It does not show emotion

3.      It may be ignored or delayed

MEMORENDOM

Memorandum is the form of letter written inside the business. In rare cases they may be used in communication outside the business. They are written message exchanged by the employees in the conduct of their form. Originally they were used in copy.

DETERMINING MEMEORENDOM FORM

 As we have noted memorandums are distinguished from other message primarily by their from. Most large companies have stationary printed especially for memorandums. Now we want to show the sample of memorandum.