Academic Writing Complete Guide

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Specialized report

Any form of business report allows you to presents facts, figures, and information for analysis. Companies are able to create business plans, make advertising and marketing decisions as well as purchasing and human resources decisions. The information must be formatted to enhance quick and easy reading. With specialized business, reports the writers must have well-organized thought that culminates in a clear specialized report. For students writing these types of assignments, the instructor is very instrumental in enhancing your general skills in business report writing and applies it to specialized business reports. You have to get detailed notes in your report, revise then and develop necessary skills that you need to undertake this task.

Specialized reports do not only apply in business, but they extend to another field like journalism. They have been used by journalists to search for in-depth news as it involved one or several kinds of investigations. In other words, specialized reporting in journalism is also known as in-depth reporting. It explores a story that is of great public interest and is related to a different source. It has to check all public data that is crucial to determine the suspense information about some secrets or wrongdoings. It also explores matters that are of a threat to the national government or working against national security. With a specialized report, one can define the description of an event location and what transpired.

There are different types of specialized business reports. Each report has a purpose and pursues a unique kind of information, not to forget that each has a target audience

Specialized report

Types of specialized business reports

Analytical reports

This report is written when a company is trying to solve a problem or make a decision. This report is both a narration of facts and data, explanations as well as conclusions. For instance e, a company might be reporting about the quarterly sale analysis detailing corporate initiatives, sales expenditures, profits, or loss. It can also incorporate successful endeavors as well as those that do not seem to be so successful. This type of an analytical report addresses the advertising and promotional activities of a company as well as their results.

Informational reports

This is a specialized type of a report that provides information without suggestions or opinions. For instance, when you need information about how an employee works in each department and their job function, you have to create an informational report. You can incorporate the names of the employee, years of service and their salary together with an informational chart. You can also come up with a specialized informational report that provides the breakdown of departments or types of spending. When you are writing this type of specialized reports, you can break it down into periods of weekly, monthly quarterly or annually.

Research reports

Research reports are applicable when company executives are making decisions that touch on new products and services, expanding personnel or layoffs. Research specialists are provided with a topic around which they have to create a report. The details must revolve around the topic that is inclusive of relevant facts and statistics. The report provides conclusions to the researchers and the substitute options as well as their potential outcomes. All this is supported by the appropriate research.

The general outline of writing specialized business reports

The skills of writing any specialized business report are essential in communicating ideas in the business environment. Reports will always deal with specific issues or problems. Their commissioning happens after a decision has been made. They are a presentation of the authors’ findings, and the reader gets to understand the premise of the conclusions inferred.

Planning your business report

In every form or writing, planning is very essential. When you are writing your specialized reports, you have to address aspects like the purpose of your report, which should be very clear. You also need to consider your audience, the main message of the specialized report and the structure of the report.

  • The purpose of the report
    Remember that the purpose of every specialized business report is to assist in decision-making. Be clear on the kind of decision that is to be made and the role that the report will play in this decision.
  • The readers of your report
    Consider both primary and secondary readers. Try to figure out what they already know, what they need to know, and how they are going to put the report to use. You have to provide satisfactory information to all these audiences.
  • The main message of the report
    You have to think of the main message paying attention to the kind of audience you are addressing. Thinks about the required pieces of information and the additional pieces of information you will incorporate into your report.
  • The structure of your message
    The approach should be direct in that you have the conclusions and recommendations coming near the beginning of the report. The report later provides justifications for the recommendations to you have provided. Once you have done that you can formulate an outline for your report. This will enable you to check the logical flow of your report. Your outline should be in line with the purpose of your specialized report.
specialized business reports

The structure of your structured report

Depending on the type of specialized reports that you are writing, you can have the following sections. Some of the specialized reports may include all or some of them. They include:

  • Cover letter or memorandum
    This is attached to the report as an official introduction to the recipient. If it is written outside the organization, a letter format is appropriate, but if he is within the organization, the memo will suffice. The letter should remind the audience of their request for the report, the purpose of the report, acknowledgment of any help as well as the indications of necessary future actions
  • Title page
    This should briefly describe the project. It should include the date of completion and submission or the report, then ae of the author and his association with the organization.
  • An executive summary
    This is supposed to make sense on its own by assisting the audience to understand the purpose of the report, its conclusions, and recommendations. Think of it as a way a busy executive would read to get the gist of your report. The executive summary is not supposed to go beyond one page.
  • Table of contents
    This comes after the executive summary and lists various sections and their pages. It is a clear orientation to the reader concerning the report with regard to headings and sub-headings within the text. The headings and subheadings must be descriptive of the content to which they relate. Ensure that you have provided a clear table of contents if it is a requirement in your specialized report.
  • Introduction
    This is where you sent the stage for your audience. You provide the context for the contents of your report. When you are writing your introduction, ensure that you have used words that pique the interest of your audience. The purpose of the report must be clear to the audience since it indicates what they will get once they delve into its details. Your introduction to the specialized report ought to describe the context briefly, identify the general topic, and state the specific questions the report is answering. It should also outline the latitude of the report and give a preview of the report stricture. In the introduction, ensure you have provided a comment on the limitations of the report and any assumptions that you have inferred.
  • Conclusion
    At times, the recommendations and conclusion all appear in the same paragraph. The difference between recommendations and conclusions is that the conclusion relates to the resent or past situation. When writing your conclusion, you have to interpret and summarize the findings and show their meaning. You also have to show the link between the problem and the conclusion. Your conclusion is limited to the data that you have presented in the report. You are not supposed to introduce any new information, facts, or data at this point. All your conclusions must be numbered and presented in a parallel form. Do not exaggerate any information or manipulate the data. The report must be very objective.
  • Recommendations
    Recommendations are future-oriented. You have to provide necessary changes that can be implemented I the future. They have to be specific and action-oriented, as they are the solutions to an existing problem. When you are writing your recommendations, avoid conditional words like maybe and perhaps. Each suggestion should be presented separately and should begin with a verb. Every recommendation should be numbered. Describe the implementation process of the recommendations and arrange them in an announced order. For instance from the most important to the least impactful; recommendation.
  • Findings and discussions
    This is where you discuss your findings. Provide adequate information, analysis, and evidence to support your conclusions. You are also supposed to justify your recommendations at this point
  • References
    Any information you use from other sources should be duly referenced and cited.

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