4- Electronic and other messages

Electronic message

It means a self-contained piece of digital communication that is designed or intended to be transmitted

Business messages can be categorized based on authority, purpose or the initial response expected from
the reader. Such messages could be:

1. Routine/ Neutral/ Informative/ Good News/ Positive/ Goodwill Messages

2. Bad News/ Negative Messages

3. Persuasive Messages: These business messages can also be classified based on their format and the
internal/ external audience they are directed to:

a) Letter format for external communication using the letter elements and formats

b) Memo format for the internal communication using a prescribed organizational format

Business Messages Based on Purpose/ Response are:

1. Routine messages include: Enquiries and information about procedures, products/ services, options//
Announcements of policy/ policy changes //Acceptances Positive answers to readers’ requests,
//Instructions to staff and employees regarding systems/ procedures

2. Bad News Messages include: Rejection, and refusal to requests /Regrets/Announcements of policies/
policy changes which have disadvantage to the readers/ Negative performance appraisals/Disciplinary
notices, notices of defects.

3. Persuasive messages essentially move people to change their behaviors, opinions, or serve to
reinforce existing ones. These messages can shift minds through the various logical, emotional,
temporal, and credibility appeals.

Business Letters:

A business letter is a professional, formal letter that is sent by one company to another. These letters
can be used for professional correspondence between business clients, employees, stakeholders as well
as individuals. Whether you need to tell a potential client about your product, collaborate with another
company convinces someone to attend your event, or give a thank you note – a well-written business
letter can stand out.

Following are the components/elements of business letters:

2. Date: Generally written below the heading, sometimes it may be written at the top right hand corner
or at the middle.

3. Subject line: purpose of writing the letter.

4. Salutation: It is a greeting to the addressee or the receiver of the letter.

5. Body: Contains the main message of the letter including; Introduction, body and closing.

6. Complimentary close: Formal and courteous ending to the letter. It has to align with the salutation.

7. Signature: Sender’s name in ink or print.

Additional letter parts:

Post script: A postscript, or P.S., is a short addition to a letter that comes after the main body and the
signature. It can be used to convey a personal message, a reminder, a recommendation, or a request.

Enclosures/attachments: It indicates that the envelope contains one or more documents in addition to
the letter or attached to the letter. The number of such documents if there are more than one, should
appear after the notation.

Copies: CC, which stands for "carbon copy", is a familiar phrase in email, but can also be used in business
letters and legal documents. This can be especially useful for letters you want to send up a company or
organizational chain, letting each recipient know exactly who else received the same document.

Attention line: Attention line is the part of the recipient address in a letter or on an envelope which
names the person to whom the letter should be handed to. You can also include an attention line two
spaces down from the recipient's address and a subject line (if necessary)

Types of letter formats:

Block format is typically used for business letters. In block format, the entire text is left aligned and
single spaced.

Modified block: In modified block format business letter, the heading, complimentary close, the
signature, and identification are aligned to the right. Address, salutation, the body, and enclosures are
aligned to the left. First sentences of paragraphs are indented.

Indented format: In this style, the sender's address, if not given in the letterhead, appears at the top
right-hand corner with the date below it. The complimentary close and signature block are at the
bottom right. The first line of each paragraph in the body of the letter is indented.
Types of business letters:

Good news letters: Request/Order, Acknowledgement letter, cover letter, Enquiry letter,
recommendation letter.

Bad news letters: Complaint letter, refusal letter, resignation letter, payment request/adjustment
letters.

Persuasive letters: Sales letters, job application letters.

Approaches to writing business letters:

There are three approaches to writing business letters. They are direct approach,(They are generally
positive message letters) indirect approach (They are basically bad news letters) and AIDA = attention,
interest, desire, action - approach(They are persuasive letters).

Here's a simple template of a business letter:

[Sender’s first name] [Last name], [Degree or certification, if applicable]

[Phone number] | [Email address] | [City], [State] [Zip code]

[Date]

[Recipient's first name] [Last name], [Degree or certification if applicable]

[Phone number] | [Email address] | [City], [State] [Zip code]

Dear [Recipient's Last Name],

[Introductory paragraph]

[Explanatory paragraph]

[Closing paragraph]

Sincerely,

[Signature]

[Full name Last name]

Memo: A memo is actually short for Memorandum. It is one of the most used means of official
communication in the business world. Its main purpose is to serve as a reminder or to give some
instructions. Again these like circulars are a means of mass communication, i.e. to communicate with a
large number of people within the organization.
Usually, a memo is for one of the following five reasons:

1. as a reminder
2. highlight an event or circumstance
3. to recount an event
4. keep an official record of anything
5. to pass information or instructions

Memos have been a popular way for commuting for over a century now. This is because they have many
advantages as seen below: They are a very cost effective way of mass communication. And their
transmission is also very cheap. /Another advantage is its simplicity. They are very simple to write and
understand./Memos tend to be brief and to the point. They also reach a lot of people. So they are very
time-saving as well. /They also serve as evidence in case of a dispute.

Notices: A notice is widely used by organizations and/or individuals to announce celebrations, death,
sales and inaugurations or to issue public instructions. This can also be an invitation to a meeting, an
announcement of any event, to issue certain instructions, make appeals etc. It is a very useful tool for
communication and broadcasting information that should be known to a large number of people or
public. Here are a few types of notices: Public notice/Actual notice/Enforcement notice/Rent
notice/Employee notice/Eviction notice/Legal notice meaning/Meeting notice/Notice to
vacate/Termination notice.
Emails: Electronic mail, commonly shortened to “email,” is a communication method that uses
electronic devices to deliver messages across computer networks. "Email" refers to both the delivery
system and individual messages that are sent and received. Email has existed in some form since the
1970s, when programmer Ray Tomlinson created a way to transmit messages between computer
systems on the Advanced Research Projects Agency Network (ARPANET). Modern forms of email
became available for widespread public use with the development of email client software (e.g.
Outlook) and web browsers, the latter of which enables users to send and receive messages over the
Internet using web-based email clients (e.g. Gmail). Today, email is one of the most popular methods of
digital communication. Its prevalence and security vulnerabilities also make it an appealing vehicle for
cyber-attacks like phishing, domain spoofing, and business email compromise (BEC).

Blogs: They are a type of regularly updated websites that provide insight into a certain topic. The word
blog is a combined version of the words “web” and “log.” At their inception, blogs were simply an online
diary where people could keep a log about their daily lives on the web. They have since morphed into an
essential forum for individuals and businesses alike to share information and updates. In fact, many
people even make money blogging as professional full-time bloggers. As the publishing world has
evolved, and more of it has moved online, blogs have come to occupy a central position in this digital
content world. Blogs are a source of knowledge, opinion and concrete advice. While not yet posed to
replace journalism as an art form, people increasingly look to trusted blogs to find answers to their
questions, or to learn how to do something.

Blogs are always evolving both in terms of how they're created and what they are used for. They can be
a vehicle for creativity and for marketing. They're also increasingly created and read on mobile apps, as
mobile blogging also comes into its own.

Press releases: A press release is a piece of news or information that companies send out to inform the
public and the press about something noteworthy or of material significance. Press releases are usually
handled by a company's public relations (PR) department. Companies issue press releases, which may be
spread to a wider audience through the use of a newswire service, to announce newsworthy topics,
such as a new product, a quarterly earnings report, an impending merger or any other material
information.

Press Release vs. Press Statement: A press statement is a shorter and more targeted communication
that addresses a specific issue, response, or update. Press statements are often reactive, and issued in
response to a situation or media inquiry.

Press Release vs. Press Conference: A press conference is a live event where an organization or
individual addresses the media directly. During a press conference, representatives speak on a particular
issue, make announcements, or respond to questions from journalists.

Press Release vs. Media Alert: A media alert is a shorter, more concise communication intended to
inform the media about an upcoming event or opportunity that they may want to cover. Unlike a press
release which is more narrative and detailed, a media alert is straightforward and typically follows a
"who, what, where, when, and why" format.
Advertisements: An advertisement, otherwise known as an advert or ad, is generally considered a public
communication that promotes a product, service, brand or event. To some the definition can be even
broader than that, extending to any paid communication designed to inform or influence.
Advertisements are important for businesses because they are the most direct and proven way to reach
potential customers. They can have an instant impact on your business in a number of ways, including:

Brand awareness: Advertising can make your target audience aware of your existence, helping them
take the first step into the sales funnel.
Brand reputation: Carefully crafted messages can tell an audience what your brand stands for and how
you work. By sharing your mission, philosophy, values and track record, you can use advertising to build
an enviable reputation.

Corrections and apologies: Advertising can grant you the opportunity to apologize for a slip-up or
correct the record if you feel as though something has been misrepresented.

Sales: Last but not least, the overwhelming majority of ads are designed to increase sales, whether by
directly promoting a specific product, service or deal or by any of the less direct methods listed above.

Types of advertisements

1. Traditional Ads: These are the ads that have been around for decades, way before the era of digital
advertising. Think print ads in newspapers and magazines, billboard advertisements towering over
highways, broadcast ads on TV and radio, and even physical mail that lands in your mailbox. They have
a fairly broad reach and are particularly effective for local audiences. However, digital ads are much
more popular nowadays and are more cost-effective.

2. Display Ads: You’ve seen these ads on hoardings, websites — banners, sidebars, and pop-ups. Display
ads are digital billboards. They’re versatile and allow for creative visuals. And most importantly, display
ads can be targeted to specific demographics, which make them a staple in digital marketing.

3. Social Media Ads: Social media platforms are a goldmine for advertisers. These ads are seamlessly
integrated into the user’s social feed and are highly targeted based on user behavior and preferences.
They’re ideal for engaging with all types of audiences, from a younger, tech-savvy audience to older
generations.

4. Video Ads: These are ads in video format, found on platforms like Facebook, YouTube, Instagram,
and TikTok or embedded in other digital content. They can be highly engaging, more so than static
image ads. Video ads allow marketers to tell stories and showcase products in dynamic ways.

5. Search Engine Ads: Search engine ads appear alongside search engine results, like the one you see on
Google. They’re effective because they reach people already looking for something related. This type of
advertising is crucial for driving web traffic and sales.

6. Email Ads: Despite being one of the older digital marketing strategies, email advertising remains
highly effective. These ads reach consumers directly in their inboxes and allow for personalized
communication.

7. Native Ads: Native ads blend in with the content of the platform they’re on, which makes them less
intrusive. Because they match the look, feel, and function of the media format where they appear, they
often have higher engagement rates.

8. Mobile App Ads: Mobile ads are crucial for both advertising mobile apps and games to get more users
and monetizing them. These include various ad formats — banner ads, interstitial ads that appear
between game levels, playable ads offering a snippet of gameplay, and rewarded ads that offer
incentives for watching. They’re designed to enhance user experience while effectively promoting
products or services

9. Influencer Ads: Influencer marketing involves endorsements from influencers and content creators.
These types of advertisements leverage the trust and following of these influencers to promote products
in a more organic and relatable way.

10. Retargeting Ads: Retargeting ads are shown to users who have previously interacted with a brand or
product but didn’t make a purchase. These ads serve as reminders and often lead to higher conversion
rates, as they target individuals already interested in the product.

Business plans: A business plan is an essential written document that provides a description and
overview of your company's future. It is a document setting out a business's future objectives and
strategies for achieving them. All businesses should have a business plan. The plan should explain your
business strategy and your key goals to get from where you are now to where you want to be in the
future.

Here are a few steps in writing a business plan:

1. Executive summary: An introductory overview of your business.

2. Company description: A more in-depth and detailed description of your business and why it exists.
Business structure: This section outlines how you registered your business—as an LLC, sole
proprietorship, corporation, or other business type. “Paw Print Post will operate as a sole proprietorship
run by the owner, Jane Matthews.”

Nature of the business: “Paw Print Post sells unique, one-of-a-kind digitally printed cards that are
customized with a pet’s unique paw prints.”

Industry: “Paw Print Post operates primarily in the pet industry and sells goods that could also be
categorized as part of the greeting card industry.”

Background information: “Jane Matthews, the founder of Paw Print Post, has a long history in the pet
industry and working with animals, and was recently trained as a graphic designer. She’s combining
those two loves to capture a niche in the market: unique greeting cards customized with a pet’s paw
prints, without needing to resort to the traditional (and messy) options of casting your pet’s prints in
plaster or using pet-safe ink to have them stamp their ‘signature.’”

Business objectives: “Jane will have Paw Print Post ready to launch at the Big Important Pet Expo in
Toronto to get the word out among industry players and consumers alike. After two years in business,
Jane aims to drive $150,000 in annual revenue from the sale of Paw Print Post’s signature greeting cards
and have expanded into two new product categories.”

Team: “Jane Matthews is the sole full-time employee of Paw Print Post but hires contractors as needed
to support her workflow and fill gaps in her skill set. Notably, Paw Print Post has a standing contract for
five hours a week of virtual assistant support with Virtual Assistants Pro.”

3. Market analysis: Research-based information about the industry and your target market. The market
analysis consists of research about supply and demand, your target demographics, industry trends, and
the competitive landscape. You might run a SWOT analysis and include that in your business plan.
 SWOT Analysis table

A broad competitive analysis might include: Target customers/Unique value proposition/Sales

4. Products and services: What you plan to offer in exchange for money.

5. Marketing plan: The promotional strategy to introduce your business to the world and drive sales. It’s
always a good idea to develop a marketing plan before you launch your business. Your marketing plan
shows how you’ll get the word out about your business, and it’s an essential component of your
business plan as well.
The Paw Print Post focuses on four Ps: price, product, promotion, and place. However, you can take a
different approach with your marketing plan. Maybe you can pull from your existing marketing strategy,
or maybe you break it down by the different marketing channels. Whatever approach you take, your
marketing plan should describe how you intend to promote your business and offerings to potential
customers.

6. Logistics and operations plan: Everything that happens in the background to make your business
function properly. The operations section in our business plan examples covers the day-to-day
workflows for your business to deliver your product or service. What's included here fully depends on
the type of business. Typically you can expect to add details on your business location, sourcing and
fulfillment, use of technology, and any partnerships or agreements that are in place.

7. Financial plan: A breakdown of your numbers to show what you need to get started as well as to
prove viability of profitability. The financial plan provides a breakdown of sales, revenue, profit,
expenses, and other relevant financial metrics related to funding and profiting from your business. It
then dives deeper into the financials to include:

Funding needs/Projected profit-and-loss statement/Projected balance sheet/Projected cash-flow

Types of business plans, and what to include for each:

One-pager: A one-page business plan is meant to be high level and easy to understand at a glance. You’ll
want to include all of the sections, but make sure they’re truncated and summarized:

Executive summary: truncated (Shortened)

Market analysis: summarized

Products and services: summarized

Marketing plan: summarized

Logistics and operations plan: summarized

Financials: summarized

Startup: A startup business plan is for a new business. Typically, these plans are developed and shared
to secure outside funding. As such, there’s a bigger focus on the financials, as well as on other sections
that determine viability of your business idea—market research, for example.

Executive summary

Company description

Market analysis: in-depth

Marketing plan

Operations

Financials: in-depth

Internal: Your internal business plan is meant to keep your team on the same page and aligned toward
the same goal.

Executive summary

Company description

Market analysis

Products and services

Marketing plan

Logistics and operations plan

Financials

Strategic: A strategic/ growth business plan is a bigger picture, more-long-term look at your business. As
such, the forecasts tend to look further into the future, and growth and revenue goals may be higher.
Essentially, you want to use all the sections you would in a normal business plan and build upon each.

Executive summary

Company description

Market analysis: comprehensive outlook

Products and services: for launch and expansion

Marketing plan: comprehensive outlook

Logistics and operations plan: comprehensive outlook

Financials: comprehensive outlook

Feasibility: Your feasibility business plan is sort of a pre-business plan—many refer to it as simply a
feasibility study. This plan essentially lays the groundwork and validates that it’s worth the effort to
make a full business plan for your idea. As such, it’s mostly centered around research.

Company description
Market analysis

Products and services

Logistics and operations plan

Financials

Proposals: A proposal is a plan or an idea, often a formal or written one, which is suggested for people
to think about and decide upon. A business proposal is aimed at attracting potential clients with what a
company sells. It’s a document in either digital or printed form that explains product or service features,
taking into consideration the lead’s needs and wants. In other words, business proposals show how a
company can help solve a customer’s specific problem.

Types of business proposals: Business proposals can be solicited and unsolicited. A solicited proposal is
sent upon customer request and can be formal or informal. An unsolicited proposal is sent out as a base
test and, in this sense, is similar to a cold email.

Business proposal examples:

Informally solicited proposal: Company A has discovered Company B and got interested in its products.
As the result of an informal conversation between the two, Company A asks for a document to learn
more details about the product’s quality, shipping terms, pricing options, etc. It isn’t obliged to respond
to the offer.

Formally solicited proposal: Company A is a regular client of Company B and has already figured out
what it needs. It’s willing to place an order and wants to double-check the terms before paying.
Company A asks Company B to send a business proposal, containing item names, prices, shipping
details, etc. After receiving an offer, it’s obliged to respond during an agreed period. In case Company A
agrees to the terms, the offer will turn into a legally binding purchasing agreement.

Unsolicited proposal: Company B runs a lead gen campaign and wants to inform Company A about
services offered. It creates a general proposal that contains an introduction of Company B, its expertise,
terms for cooperation, partnership programs, and other business-related information.

Customer request types: Although solicited business proposals are made upon the request from a
prospect, clients’ requests may differ, depending on the number of details included:

Request for information: RFI is a request that buyers issue for discovery purposes, e.g., to compare
products, services, or vendors present on the market.

Request for proposal: This is an in-depth document that asks for a formally solicited business proposal.
A buyer may send RFPs to several vendors and then choose the best offer.

Request for quotation: Also known as the Invitation for Bid, RFQ is issued when a customer wants to
purchase a specific service or product and compares prices on the market. Unlike RFPs where clients
consider time estimates, provider’s experience, and other terms, RFQs are issued to make a choice
based on the price. It’s also issued in case of a prolonged deal registration process. To reduce financial or
currency risks, the company requests a quote (as a sort of a promise) from a supplier to assure the right
to buy the product at a specified price in the future.

Business proposal template sample

1. Title Page: Present your company name, client’s name, and proposal date.

Here you should put your name, your company’s name, and a proposal title, say “Web design proposal”
or “App software development.” You can also add the proposal’s starting date, your company’s
registered address, phone, email, logo, and the name of the prospect.

2. Table of Contents: Provide an overview of the sections in your proposal. If your proposal isn’t a single-
page document, it’s a common courtesy that you list all chapters and specify pages. Besides, you can
add hyperlinks to the document to make it easier to navigate.

3. Executive Summary: Summarize your proposed solution. This is a separate-page chapter where you
briefly describe who you are, what you do, and the purpose of contacting. You can also list how the
customer will benefit if they choose your company, for example, “turnkey service provision,” “insurance
coverage,” “dedicated manager or consultant,” and so on.

4. Main Body: Detail the problem, solution, implementation plan, and outcomes. Here you should list
initial requirements from the client and precisely describe how you’re going to meet them, how much it
will cost, and how long it will take. The level of precision is up to you and your client; however, it’s better
to be as specific as possible. If you respond to RFPs or RFQs, you can add a correspondence matrix; a
table where customer’s requirements are matched with the proposal’s page numbers or chapters.
5. Additional Clauses: Include any special terms or conditions. If some details may vary, e.g., you predict
that some additional costs can occur during the agreement execution, mention them in this chapter.

6. Pricing and Billing: Detail the costs, payment schedules, and methods. Specify the exact sum and
payment details. You can also include shipping terms, in case there’s goods delivery.

7. Terms and Conditions: Define the rules of the agreement. Wrap up your offer, mention the expected
duration, payment methods, and schedule.

8. Acceptance Page: Provide space for the client to confirm agreement. This is a page for approval
signatures. The client can either send you the letter of acceptance or sign the initial proposal, depending
on the prior agreement with you.

Grants
Grant proposal letters: A grant proposal letter is a document that individuals and businesses submit to
government agencies and other organizations to receive funding for a specific purpose. It is a request for
funding that organizations submit to grant-making bodies. In grant proposals, organizations present an
initiative, explain its objectives and expected timeline provide evidence of its importance, and describe
how they would use grant funds to implement it.

Here’s a typical structure for a grant proposal letter:

1. Header and Contact Information

Include your organization’s name, address, and contact information at the top.

Add the recipient’s name, title, organization, and address.

Date the letter:

2. Salutation: Address the recipient respectfully, e.g., "Dear [Name or Title]."

3. Opening Paragraph: Introduce your organization briefly.

State the purpose of your letter and summarize the funding request (specific amount and purpose).

4. Background and Need: Provide a short description of your organization’s mission and goals.

Explain the problem or need your project addresses, supported by evidence (e.g., statistics, community
stories).

5. Project Description: Describe your project or program in 1-2 paragraphs, highlighting:

Goals and objectives.

Target audience or beneficiaries.

Impact or expected outcomes.

6. Funding Request: Specify the exact funding amount requested.

Explain how the funds will be used (e.g., staffing, equipment, supplies).

Highlight alignment with the funder’s priorities or mission.

7. Closing Paragraph: Express gratitude for the funder’s time and consideration.

Mention your willingness to provide additional information or meet to discuss further.

End with a call to action, such as requesting a meeting or follow-up call.

8. Formal Closing: Use a professional sign-off, such as "Sincerely," followed by your name and title.
Grant Proposal Letter, sample:

[Your Organization’s Name]

[Your Address]

[City, State, ]

[Email Address | Phone Number]

[Date]

[Recipient’s Name]

[Recipient’s Title]

[Organization Name]

[Address]

[City, State, ]

Subject: Funding Request for [Project/Program Name]

Dear [Recipient’s Name],

I am writing on behalf of [Your Organization], a [brief description of your organization, e.g., nonprofit
dedicated to improving literacy rates among underserved communities]. We are seeking a grant of [$
amount] to support [specific project or program], which aims to [briefly describe the goal or objective of
the project].

[Provide context: Describe the problem your project addresses and why it matters. Include brief data or
anecdotal evidence to highlight the need.]

To address this challenge, [Your Organization] has developed [describe the project/program]. This
initiative will [outline goals and expected outcomes]. With funding from [Funder’s Organization], we aim
to [describe the tangible impact the project will make]. The grant will allow us to [specific use of funds,
such as hiring staff, purchasing equipment, or expanding outreach]. By partnering with [Funder’s
Organization], we can achieve [briefly state the broader goal of your project].

Thank you for considering our request. I would be delighted to provide further details or discuss our
proposal in more depth. Please don’t hesitate to contact me at [your phone number] or [your email
address].

Sincerely,

[Your Full Name]

[Your Organization]

Grant offer letter, sample:

[Your Organization's Letterhead]

[Date]

[Recipient Name]

[Recipient Title/Organization]

[Address]

[City, State,]

Subject: Grant Offer Letter for [Program/Project Name]

Dear [Recipient Name],

We are pleased to inform you that [Your Organization Name] has selected your
[organization/project/proposal] as a recipient of a grant under our [Grant Program Name]. This grant is
awarded in recognition of your [briefly state purpose or significance, e.g., "innovative approach to
community development" or "commitment to advancing renewable energy solutions"].

Grant Details:

Grant Amount: [Amount]

Purpose: [Describe the specific purpose of the grant, e.g., "to fund research on sustainable agriculture"]

Duration: [Timeframe of the grant, e.g., "January 1, 2024, to December 31, 2024"]

Conditions: [List any terms or conditions, e.g., reporting requirements, use of funds, etc.]

To accept this grant, please sign and return a copy of this letter by [deadline date]. Funds will be
disbursed upon receipt of your signed acceptance and any additional documentation outlined in the
attached terms and conditions. We are confident that this grant will contribute significantly to [state the
anticipated impact, e.g., "advancing your research goals" or "supporting underserved communities"].
Our team looks forward to working with you and supporting your efforts throughout this project.

Should you have any questions or need further assistance, please do not hesitate to contact [Contact
Name] at [Contact Email] or [Phone Number].

Thank you for your dedication to [specific cause/field]. We look forward to the success of your initiative.
Sincerely,

[Your Name]

[Your Title]

[Your Organization Name]

[Your Contact Information]

Acceptance of Grant

By signing below, I accept the grant award under the terms and conditions stated above and in the
attached document.

Recipient Name: _________________________

Signature: _________________________

Date: _________________________

Reports

A report is a document that presents relevant business information in an organized and understandable
format. Each report is aimed at a specific audience and business purpose, and it summarizes the
development of different activities based on goals and objectives.

Businesses have been producing reports forever. No matter what role or industry you work in, chances
are that you have been faced with the task of generating a tedious report to show your progress or
performance. While reporting has been a common practice for many decades, the business world keeps
evolving, and with more competitive industries, the need to generate fast and accurate reports becomes
critical. This presents a problem for many modern organizations today, as building reports can take from
hours to days. In fact, a survey says that 50% of managers are unsatisfied with the speed of delivery and
the quality of the reports they receive.

1. Informational Reports: The first in our list of reporting types is informational reports. As their name
suggests, this report type aims to give factual insights about a specific topic. This can include
performance reports, expense reports, and justification reports, among others. A differentiating
characteristic of these reports is their objectivity; they are only meant to inform but not propose
solutions or hypotheses. Common informational reports examples are for performance tracking, such as
annual, monthly, or weekly reports.

2. Analytical Reports: This report type contains a mix of useful information to facilitate the decision-
making process through a mix of qualitative and quantitative insights as well as real-time and historical
insights. Unlike informational reports that purely inform users about a topic, this report type also aims
to provide recommendations about the next steps and help with problem-solving. With this information
in hand, businesses can build strategies based on analytical evidence and not simple intuition.

3. Operational Reports: These reports track every pertinent detail of the company’s operational tasks,
such as its production processes. They are typically short-term reports as they aim to paint a picture of
the present. Businesses use this type of report to spot any issues and define their solutions or to identify
improvement opportunities to optimize their operational efficiency. Operational reports are commonly
used in manufacturing, logistics, and retail as they help keep track of inventory, production, and costs,
among others.

4. Industry Reports: Next in our list of the most common kinds of reports, we have industry-specific
reports. As its name suggests, these types of reports are used in specific industries and provide valuable
information about KPI scorecards (includes four perspectives: financial, customer, internal process, and
learning & growth.) and goals that are unique to that industry. For instance, construction reports are
invaluable tools to track project progress and extract valuable conclusions to optimize processes.

5. Product Reports: As its name suggests, this report type is used to monitor several aspects related to
product development. Businesses often use them to track which of their products or subscriptions are
selling the most within a given time period, calculate inventories, or see what kind of product the client
values the most. Another common use case of these reports is to research the implementation of new
products or develop existing ones.

6. Department Reports: These reports are specific to each department or business function. They serve
as a communication tool between managers and team members who must stay connected and work
together for common goals. Whether it is the sales department, customer service, logistics, or finances,
this specific report type helps track and optimize strategies on a deeper level.

7. Progress Reports: From the branch of informational reports, progress reports provide critical
information about a project’s status. Employees or managers can produce these reports daily, weekly, or
monthly to track performance and fine-tune tasks for the project’s better development. Progress reports
are often used as visual materials to support meetings and discussions.

8. Internal Reports: A type of report that encompasses many others on this list, internal reports refer to
any type of report that is used internally in a business. They convey information between team
members and departments to keep communication flowing regarding goals and business objectives. As
mentioned above, internal reports are useful communication tools to keep every relevant person in the
organization informed and engaged.

9. External Reports: Although most of the report types listed here are used for internal purposes, not all
reporting is meant to be used behind closed doors. External reports are created to share information
with external stakeholders such as clients or investors for budget or progress accountability, as well as
for governmental bodies to stay compliant with the law requirements.

10. Vertical & Lateral Reports: This reporting type refers to the direction in which a report travels. A
vertical report is meant to go upward or downward the hierarchy, for example, a management report. A
lateral report assists in organization and communication between groups that are at the same level of
the hierarchy, such as the financial and marketing departments.

11. Research Reports: Without a doubt, one of the most vital reporting types for any modern business is
centered on research. Being able to collect, collate, and drill down into insights based on key pockets of
your customer base or industry will give you the tools to drive innovation while meeting your audience’s
needs head-on.

12. Strategic Reports: Strategy is a vital component of every business, big or small. Strategic analytics
tools are perhaps the broadest and most universal of all the different types of business reports
imaginable. By working with strategic-style tools, you will:

Improve internal motivation and engagement

Refine your plans and strategies for the best possible return on investment (ROI)

Enhance internal communication and optimize the way your various departments run

Create more room for innovation and creative thinking

13. Project Reports: Projects are keys to keeping a business moving in the right direction while keeping
innovation and evolution at the forefront of every plan, communication, or campaign. But without the
right management tools, a potentially groundbreaking project can become a resource-sapping disaster.

A project management report serves as a summary of a particular project’s status and its various
components. It’s a visual tool that you can share with partners, colleagues, clients, and stakeholders to
showcase your project’s progress at multiple stages. Let’s look at our example and dig a little deeper.

14. Statutory Reports: It may not seem exciting or glamorous, but keeping your business’s statutory
affairs in order is vital to your ongoing commercial health and success. When it comes to submitting vital
financial and non-financial information to official bodies, one small error can result in serious
repercussions. As such, working with statutory report formats is a watertight way of keeping track of
your affairs and records while significantly reducing the risk of human error.