MBA 1st Year Business Letters And Reports Long Question Answers Notes

Q.7. Assuming the position of a marketing manager, write a letter of rejection to an employee denying his leave.(2008-09) 

Ans.Letter of Rejection to an Employee Denying his Leave 


It is reported against you that on ………. (date) at……….. (time) you ………… (mention clearly) the act or acts of misconduct alleged.

The acts as alleged above to have been committed by you, amount to misconduct which if proved would warrant serious disciplinary action against you.

Accordingly, you are hereby required to show cause within ……………… days of the receipt hereof as Co why you should not be dismissed or otherwise punished.

Should you fail to submit your explanation as required, it will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed off without any future reference to you.

Since the charges, levelled against you, are of serious nature, you are hereby suspended pending urther proceedings and final orders in the matter.

The receipt of this letter should be acknowledged.

Authorised signatory.

Q.8. Write a model letter intimating the candidate who has been selected for the post of management trainee. s

Ans. Job Offer to a Management Trainee

Date: …

Employee name

Employee address

Employee community, Postal code

Dear Employee name,

I am pleased to offer you an appointment to with the name of department/board/agen term beginning (date) and ending (date). You participation in the training position will be fully complete the training prog learning objectives as scheduled in the training plan. If you succes you will be offered a permanent position as (title of target position) in community.

Your starting salary will be $##.## per hour representing (% am collective agreement/excluded pay schedule. In addition, you will receive an annual northern allow of $#,### per annum. Upon successful completion of courses and training objectives for each ver laid out in the training plan and when verified by your trainer, your salary will be increased to 8 of the target position starting salary for the second year of training and 85% of the target position starting salary for the last year of the training.

The government of the north-west territories is committed to providing you with suitable train counselling and support to prepare you to enter and succeed in the target position.

You are requested to attend a benefits documentation session at 9:00 am, Date. Please remembe to bring the following to your session.

1. A copy of your birth certificate.

2. A copy of your dependant’s birth certificate (if applicable). Please bring the documents tha

require signature with you to your documentation session.

If you are agree, please indicate your acceptance by signing a copy of this letter via fax to Employees name, Functional Recruitment Officer at (867)


Designated Government Officer

Position Title


Acceptance of Appointment

I accept the offer on the terms and conditions outlined



CC: Removal Administrator, Department of Human Resources Personal file.

Q.9. You are the sales manager of a furniture manufacturing firm. Write a letter of apology retailer for being late in delivery of some items of furniture.

Ans. July 14, 2016


Dikshant Singh,

Silvania Furniture House,

B-27, Lajpat Nagar,

New Delhi

Attention: Late Delivery of furniture items.

Dear Sir,

It is in regards to our order made on May 10, 2016. In our order, we included a request for the following items of furniture:

No. of pieces Particulars
20 pieces Stylish double beds
18 pieces Single bed with boxes
25 pieces Wooden sofa sets
20 pieces 6 seated dining tables

For more furniture items we had to order according to the demands of customers.

The shipment which we had received on Ist july, 2016 does not include the following items which were ordered earlier:

No. of pieces Particulars
10 piece Wooden sofa sets
10 pieces 6 seated dinning tables

We had sent a catalogue containing the list and styles of all the above said required furniture items as was listed and priced in your summer catalogue 2016.

Please send me the remaining items of furniture supplies as are mentioned above. Rest of the order would be made, once the Circular above items are received.

We request you for urgent supply of these items as this order has been already late. Please charge all these items to the Maria Interiors Inc. account. I would appreciate a quick delivery of these items. Please ship by the fastest frieght available.

Yours sincerely, 

Akshay Sharma

Sales Manager 

Q.10. Define business circular. Draft a circular letter for your retailers mentioning that you have Increased recently the price of your products, reasons for the increase in price and assuring them of good quality of your products in future.(2012-13) 

Ans. Business Circular: Business circular is a letter that carries a communication to a number of addresses. These letters are read by large number of people whereas the general letters are personal and private in nature.

This letter is sent out to many people at the same time. This letter may be prepared only once and then duplicate copies are sent to others. With the advancement of technology, it is common that each letter could be personalised to look like the original one. These circular letters are sent for many reasons like providing the same information to the business related people. 

Circular Letter for Retailers Mentioning that Price of Products have been Increased

S.D. Publishing Pvt. Ltd. 

42/436, Patparganj Industrial Area, 

New Delhi-110003 

14th June, 2016 



New Delhi-110105


We are enclosing our latest quotation regarding the price being increased for your knowledo shall be thankful to you if you support us and recommend these books as text books for sale. Ourh are somewhat costlier but contain quality content too. You can give valuable opinions and suggest for the improvement of the books. Your suggestions would be heartily welcomed. We hope ever will find these books useful.

We confidently hope for the continuance of the favour which you granted from a long-time to our firm.

We assure you of our best services and careful attention at times in the future also.

Thanks a lot. 

Q.11. What is an office report? What purpose does it serve? What necessary guidelines a person should follow while writing a report?

Or Elucidate on the concept of a business report. Discuss the purpose and the types of business reports.(2015-16)

Ans. Meaning of an Office Report: A report is a formal statement describing a state of affairs or what has happened.

It contains detailed description of a problem or a situation, findings of an investigation, recommendations or action taken. It generally includes facts for the information of an interested reader. It involves investigation and analysis and the fact may lead to conclusions and recommendations. 

Definition of Business/Official Report

A report may be defined as a form of systematic presentation of information relating to an event, progress of action or some business activity. It is a kind of written statement of results, events, qualities, conditions, progress and interpretation of records that may lead to conclusions and suggestions’

Purpose of a Business Report

A business report serves the following purposes: 

1. It presents factual information to management. 

2. It provides useful information to shareholders, customers, creditors and general public. 

3. It records facts and results of investigation or survey for future references, 

4. It makes recommendations for future references.

5. It also leads to conclusions for analysis. 

Guiding Principles of Writing a Report

The following guidelines may be used as a general framework for writing a report: 

1. A report should be addressed to some definite authority, i.e. the managing director or board of directors.

2. It should contain a short and clear title to know about the report at a glance. 

3. As the report is generally drafted on the advice or request of some reader it should quote term of reference so that it should be clear why the report is required. 

4. The body of the report should be planned and should be logical in sequence preferably headed paragraph. 

5. The recommendations, if any, should be boldly marked so as to invite immediate attention. It may be signed by the officer who is responsible for it and should be dated. 

Types/Kinds of Business Reports: Refer to Section-C, Q.12.

Q.12. What are the objectives of a report? Explain the various essentials of a repor various kinds of reports being prepared.

Ans. Obiectives of a Report: A report is expected to be written in an informative and clear manner. Its main objectives are

1. It records facts and result of investigation or survey for future reference. 

2 To monitor and control operations. 

3. To guide decisions and obtain new business or findings. 

4. It presents factual information to management. 

5 It provides useful information to various parties, i.e. to shareholders public.

6. To implement policies and procedures.

7. To document client work. 

Essentials of Report Writing

The essentials of report writing are as follows: 

1. The report should be addressed to definite persons and it should be started with a salutation ‘Dear Sir’ or ‘Dear Sirs’. 

2. The report should be accompanied with a brief title. 

3. The report should contain a table that states page number in which a particular report is available. 

4. The object of the report must be clear in the opening paragraph. 

5. The facts available in the report must be complete and reliable and repetition of writing should be avoided. 

6. The report should be to the point and it should be submitted at its proper time. 

Kinds of Reports/Business Reports

Reports are classified according to functions and formality: 

1. According to Functions: These reports can be described as follows:

(a) Informational Reports: These reports present facts about certain given activity in detail without any note or suggestions. Such reports are of routine nature.

(b) Analytical Reports: These reports contain facts along with analytical explanations offered by the reporter himself or may be asked for by the one who is seeking the report.

(c) Research Reports: These reports are based on some research work conducted by either an individual or a group of individuals on a given problem.

2. According to Formality: These reports can be described as follows:

(a) Statutory Reports: These reports are to be presented according to the requirements of a particular law or a rule or custom has now become a rule.

(b) Non-statutory Reports: These reports are not in the nature of legal requirements or rules wants, therefore, the reports are to be prepared and submitted.

(C) Routine Reports: These reports are required to be prepared and submitted periodically on matters required by the organisation so as to help in taking decisions over daily affairs.

(d) Special Reports: Such a report is required to be prepared and submitted on matters of special nature.

Q-13. Enumerate clearly the basic principles of good report writing. What factors would you like to take to account while preparing a report on market survey which was conducted by you in the recent past for oring the sales potential of a consumer product?(2012-13) 

Or What are the important principles which should be borne in mind while draft1ing business reports?(2013-14)

Or Enlist the factors taken into consideration while preparing and writing a business report.(2006-07) (2014-15)

Or Elucidate the precautions to be taken while preparing a business report.

Ans. Reports are a strong base for planning and control in an organisation, i.e. they give informatie that can be utilised by the management for making plans and for solving complex issues in the organisation

Business report writing is becoming an essential part of the communication process in the business environment. The basic principles of effective report writing follow some standards. 

Basic Principles/Precautions taken while Writing a Business Report

Following are the basic principles/precautions taken while writing a business report:

1. Know your objective, i.e. to be focused. 

2. Make an analysis of the target audience, the purpose for which audience requires the report,

kind of data audience is looking for in the report, the implications of report reading, etc. 

3. Decide the length of report 

4. Disclose correct and true information in a report. 

5. Discuss all sides of the problem reasonably and impartially and include all relevant facts in a vedae report.

6. Concentrate on the report structure and matter. Also, pre-decide Report 8x the style of report writing and use vivid structure of sentences. 

7. The report should be neatly presented and should be carefully action that justifies and documented. 

8. Highlight and recap the main message in a report.

the need for action in 

9. Encourage feedback on the report from the critics. The feedback, controversial situations. if negative might be useful if properly supported with reasons by the critics. The report can be modified based on such feedback. 

10. Use graphs, piecharts, etc. to show the numerical data records over years. 

11. Decide on the margins on a report.


12. Attempt to generate readers’ interest by making appropriate paragraphs, giving bold headings for each paragraph, using bullets wherever required, etc. 

Different Aspects of Business

Thus, several types of reports are prepared and presented on different aspects of business and their importance lies in the following:

1. Review and evaluate operations. 

2. Better coordination. 

3. Tools for measuring performance. 

4. Helps in taking quality decisions.

5. Helps in desirable changes in business policy,

MBA 1st Year Business Letters And Reports Long Question Answers Notes
MBA 1st Year Business Letters And Reports Long Question Answers Notes

Q.14. Bring out clearly the basic structure of a business report.

Or Explain the usual pattern of layout of a business report. (2014-15) (2006-07)

Ans. Layout/Style of a Business Report: The form and style of a business report depends upon its purpose. However, the major content that a formal business report carries are as follows:?

  1. Title Page: The detailed or long report has a separate sheet forming the cover of the report There are different kinds of report covers varying in colour and flexibility. The external appearance of the report depends upon how the binding devices permit its form. The title page shows the title of the report, the name of the author, the date and sometimes other facts also. It is brief but also informative.

2. Table of Contents: The table of content provides the outline of the she report. The table of contents helps the reader to find quickly any section or part of the report that secially provide interests to him or her. The table of contents presents the items as they are arangements of the layout of the table of contents. The table of contents also provides a quick and comprehensive the layout of the table of contents. The table of contents is prepared.

3. Acknowledgement: In this section, we acknowledge any Induding books, articles in magazines, journals, records of investigations, experiments ‘ction, we acknowledge any help received from any sources other and also help in giving more direct ways by firms and persons. In In doing so, we are sincere and courteous in our language and expression. Sometimes, acknowledgment is incuded in the preface itself.

4. Synopsis or Abstract or Summary: After the knowledgement, the synopsis summarizing the evidence and recommendatiokns is given. The synopsis or and abstract gives the reader a quick grasp of the substance of the report. A summary is presented logically as the report appears, whereas the abstract presents a qualitative description of the report.

5. Body of the Report: The body of the report is arranged in various sections each with appropriate heading and sub-heading. The different sections of the report are as follows:

  • Introduction: The introduction prepares the reader for the content in the report. A good Introduction sets out the terms of reference and states how far it has been carried out. The reader accordingly gets an idea what he or she has to look for the purpose of the project.

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