How to Write a Business Report

A business report is an important document for any organization or corporate entity to utilize for the benefit of its growth and development in the industry. This helps business executives gain a better understanding of the different protocols and processes that are performed within a department or event.

It typically covers certain areas that an executive must review in order to formulate a better plan. But for the business report to generate its desired outcomes, you must first learn how to write one effectively.

1. Identify your objectives and goals

What do you hope to accomplish with your report? You need to know what your reason for writing is, along with the topics and issues that need to be addressed. This will help you construct the title of the report in such a way that clearly defines its purpose. Be sure to state your goals clearly and concisely enough for a reader to grasp. Once you have finished writing the report, see to it that the report’s content has successfully met your desired objectives.

2. Know your audience

Your audience may either be someone from within your firm or from an outside party that might have requested you to provide the simple report. It’s important to identify who your readers are, as this will help you determine how a thought or idea may be delivered. Always consider a person’s knowledge or familiarity in such topic, especially in your choice of words. You also need to consider how the information found in the report will be used.

Does it need to be persuasive? Or do you need to make it strategic enough for a person to consider the idea that has been given?

3. Determine what to gather

Writing a business report is relatively easy, that is, if you know exactly what to write.

Before you begin writing, you need to determine what type of data must be gathered in order to generate an informed decision about a topic. This data will be used to support the conclusion made in the business report. This will also help you identify the required resources in order to obtain the necessary information. You may also see sample activity reports.

4. Collect the necessary data

When creating a formal report, you need to make sure that your data is well-researched. Keep in mind that your means of data collection would depend on the type of report you are writing. For instance, to write a marketing report, you may need to garner input from your target consumers. This ensures that the data acquired is both accurate and credible enough to conduct proper analysis. You can also perform interviews and surveys with prospective clients and customers when needed, or you can borrow the statistics that were attained by a different department for a similar purpose.

5. Organize your points

The manner in which the report must be structured would depend on your primary objective. Say for example, you might want to organize a compliance report differently from a feasibility report. Make sure to break down major concepts into separate points as well. By organizing the content of the report into different sections, it would be easier for you to emphasize significant information clearly enough for readers to understand. You may also like status report examples.

You might also find headings, subheadings, and bullet points extremely useful in expounding certain details.

6. Draw conclusions (and specific recommendations)

Once you have successfully written the body of your report, you can then proceed with a closing statement.

When forming conclusions based on the data examined, make sure to arrange your thoughts in a logical manner following what has been stated previously in the report. Remember, try not to re-state every major point that has already been mentioned. You may also see investigation report samples and examples.

Instead, construct your final thoughts on the said matter, along with a recommendation expressing the course of action that must be taken. This may include any changes in job descriptions, responsibilities, general schedules, budgets, or expenses that are essential for implementing the new plan. This should also indicate how such methods or changes may help the organization meet the goal set forth in the business report.

7. Create an executive summary

In most cases, the executive summary of the report will be the first thing a person reads before proceeding to the rest of the report’s content.

Although this is typically found at the very beginning of the basic report, it’s usually the last thing that a writer makes. An executive summary must be kept concise and to the point. It should present the finding and conclusions provided in the succeeding pages, as well as a brief overview of the entire report. Think of it as a trailer of a film, where everything that a director wishes to highlight is presented in short clips.

The executive summary should be made interesting enough to encourage a person to continue reading the report.

8. Insert infographics (if necessary)

For instances where quantitative data is being dealt with, you might want to use infographics to visually represent these statistics.

writing a business report


Using tables, diagrams, and charts to communicate the intensity of the acquired data is often more effective than mere words. This allows a reader to make better comparisons between two or more items, and draw more accurate conclusions based on what has been provided. You may also see examples of short report.

However, you don’t want to go overboard with the graphics, as they can often take up a significant amount of space in the report. Instead, only use infographics where they are relevant and necessary.

9. Cite your sources

Some business reports may require you to cite the sources used to support your points. If necessary, you can insert a bibliography or sources page at the end of your document for others to refer to. It’s also important to follow the proper formatting for the citations, based on the specific industry that you are in. You may also see service report examples.

10. Proofread the report

Finally, always remember to review your report multiple times before submitting it to its intended audience. Spelling and grammatical errors are a huge red flag in any formal (and informal) written document. Not only does it give readers a poor impression, but it also questions the integrity of your findings. For this reason, make sure to be meticulous with every aspect of your business report. You may also like management report examples.

Use jargon or technical terms only when it’s appropriate, and make sure that your report is written in a passive voice.

Writing a business report can be a daunting task to perform, but it can also be beneficial in a lot of ways. Apart from providing a general overview of your current business operations, it also gives you a better understanding of the business as a whole. So the next time you’re asked to write a business report, remember to keep these simple steps in mind. You may also check out project report examples & samples.

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