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BUSINESS CORRESPONDENCE AND REPORTING
Essential points while writing an Article
Must be interesting and easy to read
Introduction must be highly attentive
Use clear statements and avoid repetition
Write the content uniquely
Title must be eye catchy, clear and influential
Write a logical ending
Use your vocabulary skills
For example:
The colour green: corporate conscience or fashion statement?
by Brendon Craigie
Hotwire has conducted a major audit looking at the greening of corporate communications and its potential influence on consumer
purchasing habits across Europe.
They researched five sectors (retail, banking & finance, manufacturing and automotive, utilities and technology & telecoms) in
five countries (the UK, France, Germany, Spain and Italy) looking at how frequently companies use green issues in their external
communications vehicles. In this instance press releases were selected as the representative communications tool. We coupled this
with pan-European consumer research that identified how green issues affect the purchasing decisions of consumers in the same
sectors and countries.
Contrary to popular opinion, companies across Europe do not greenwash their communications wholesale. The Hotwire study
has found that across all the sectors green appeared as a theme relatively infrequently - in only 7.5%-17% of companies' external
communications. French companies use green issues the most at 17% while German companies are least likely at 7.5%. These are
interesting findings – with Germany very much an international leader in terms of energy efficiency we put it more down to regional
'style' than the reality of the companies' initiatives. However, while it is good to see that companies are not opting for a cheap greenwash
across the board, it is also interesting to note that they are not in sync with consumer interest for green products and services. While
companies communicate about green issues relatively infrequently the consumer interest in all things green is high. When asked to
score their interest in 'green' between 1 and 10 (10 being the highest) European consumers scored averaging between 6.3 (Germany)
and 8 (France). Consumers in Spain, the UK and Italy scored 7, 7.2 and 7.7 respectively. In other words, consumer interest is high but
in terms of corporate communications, companies are not doing much to satisfy the interest.
The technology & telecoms sector is an interesting sector in terms of how it currently communicates around green, and what influences
the buying decision when purchasing technology products and services. The UK is the only country that communicates in any volume
(22% of technology companies' external communications) about 'green'. At 5 out of 10, the consumer research indicates that 'green' is
not a very compelling driver for British consumers in the technology space, however there is some interest and UK-based companies
are doing a few things to garner that interest. In the rest of Europe, PR professionals in the technology space have huge opportunities.
While consumer interest is pretty high at between 5.5 and 6.1, the companies' corporate communications efforts have so far ignored
the green agenda. In France only 7% of external communications by technology companies include the green theme, in Germany 1%,
Spain 2.9% and in Italy 0%. There are some big openings for being the green champion in the technology & telecoms industries in
France, Germany, Spain and Italy.
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Chapter 9: Report Writing
A report is an account given of a particular event, issue, subject, especially in the form of an official document. It is presented after
thorough investigation or consideration by an appointed person or body. It is written for a defined purpose and for a specific audience.
The information and evidence are clearly stated in a concise manner.
Well
organised and
methodical
presentation Magazine
Evidence Report
and of facts
Description
information of any event/
stated in
concise occurrence Official
Report Newspaper Report(s) for
manner Report
Writing organisation(s)
& its
features
Written Written in
for specific sequential Types of
audience form
Presented reports
after
thorough
investigation
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BUSINESS CORRESPONDENCE AND REPORTING
Format of various reports Steps in report writing
For current Gather:
events and Understand:
Purpose and Choose
Newspaper Report happenings appropriate
requirements of
report sources for
Title/Headline information
By (Name of Author)
Place, Date: (date is not always mentioned)
Analyse:
Body of the Report Analyse the Organise:
material Sort and select
Written collected relevant content
for specific critically.
Magazine Report events.
Title/Headline
By (Name of Author) Write: Review and
Prepare first Redraft:
Body of Report Get perspective on
draft on the basis
of information first draft. Rewrite
gathered. or reorganise after
Formal/Official Reports review
Heading
To: Presentation:
From: Make sure words
are clear, events
Date: are in sequence,
check grammar
Subject: and spelling.
Introduction:
Give details for the task and reasons for it
For example:
Main Body:
Information, resources, and materials used Daughter of Gardener Tops Board Exam
By Riya Sharma
Description of task
Bhubneshwar, May 12: Suman Nayak, the daughter of a
Results municipal gardener, Om Nayak, has topped the Odisha Board
Conclusion: Senior Secondary Examination with 98.8% marks. Her success
Evaluation and suggestions has been lauded by the staff members of her school ‘The
Government Senior Secondary School, Malkaganj’, the Odisha
Education board and the State Education Minister.
Points to remember When her classmates conveyed the news to Suman, she did
not believe them. It was only when the school principal called
No place for personal opinions, perceptions, emotions and
feelings in a report. her that the reality sunk in. Suman’s father, Om Nayak, is
overjoyed at the news. He said, “Suman was always a bright
student. I have made all efforts to provide her with the best
Keep in mind the target audience education despite my meagre means”. He hopes that she will
be able to continue her education in spite of his financial
Personal pronouns are not used constraints.
Suman attributes her success to her parents and teachers.
Passive voice is preferably used in writing newspaper She said that the schoolteachers had provided her with all
reports and active voice is used for official reports. possible help by giving her extra time and attention along with
books and moral support. Her teachers speak highly of her
perseverance, dedication and hard work.
Language should be clear and concise.
When asked about her plans, Suman said she wished to
become a doctor. However, she was unsure if she could pursue
Technical jargons must be avoided. her dream because of financial problems. She hopes that she
will be able to secure a scholarship and get funding by the
Information should be organized logically, cohorently and government.
in chronological order. Source: The Times of India, M.G. Road, Bhubaneswar.
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