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

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:

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

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,

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