Learn how to write a business report to communicate your ideas across the business field. These reports usually address a specific issue and help in making decisions for related issues. The reports present your inquiries regarding the problem and then suggest recommendations to the organization. Writing a good business report includes analyzing and interpreting the results on an issue.
The reader will get a clear view of what to do based on drawn decisions and recommendations. Writing a business report does not require any special writing skills, but you need to clear the idea of what you want to disclose—your ideas and research you need to keep structured in the form of reports.
However, do not forget that each report has its own structure and style that will vary according to the reader’s purpose and needs. You must always verify the requirements before writing a business report.
how to write a business report | Plan for Your Business Report
It is important to plan before writing anything. The same thing you have to follow to write a business report. It would help if you make some questions to ask yourself and find out those question’s answers.
- Who will read?
- What is the purpose?
- Which problem will be solved?
- What are the results?
How to Write a Business Report | Structure that you should follow
The following sections should be your business reporting structure:
- A cover letter
- A title page
- An executive summary
- A table of contents
- An introduction
- Findings and discussion
- A list of references
You can get help from Webtech while you are busy to write a formal report for your organization. They are expert in providing all kind of writing material weather it may using for web business or reporting for an organization.
A cover letter:
A cover letter is using when the report is writing for readers who are out of business. A memo is using when the report is for the internal people of the company. The letter/memo helps identify the purpose and scope of the business report, the person for whom the report in writing and the date is necessary to mention here. It is the action that allows acknowledging the assistance received in writing the report and pointing out the main purposes of the report.
A title page:
This will tell readers about the subject of your prepared business report. It should be specific and concise but descriptive and give readers a clear idea of the report’s content. The author’s name, target readers, and the report’s submission date should be mentioned here.
An executive summary:
The executive summary is focusing on the title page and should help the reader quickly understand the report’s purpose, what decisions can be made from it, and key recommendations. Busy executives may not have time to read the full report, so they will be the ones who are most assisted by the executive summary because it contains everything. You have to limit the word around 50-100 and keep it on one page. It differs from the abstract of a report. The summary of the document will contain the main recommendations and conclusions.
Table of contents:
This page shows how the report is organized and helps the reader access the information. Different sections and sub-sections are given titles and numbers, and each section is given the page it starts on. You may need a list of statistics and a list of tables, depending on the report’s requirements.
It gives the context of the report and encourages the interest of the readers. This determines the stage of reporting. It informs the reader about the purpose of the report and what it can do.
The introduction should include:
- Briefly describe
- Mark the subject in general
- Explain the problem
- Describe the boundaries of the investigation
- Preview the report structure
- Comment on report limitations
In this section, you will analyze, explain, and make appropriate decisions from the data presented in the report’s body. All the data result directly comes from the findings. Remember that decisions should be precise, organized, listing the most important points first, and not exaggerated or new information.
Recommendations are specific, action-based, that will address reported issues. When writing a recommendation, you should keep in mind some points:
- Give specific advice
- Avoid conditioned words
- Recommended number
- Describe how to implement them
- Arrange the recommendations from the most important points of the report
Note that decisions should clear with recommendations. If family responsibilities directly affect work performance, it should not be mentioned with the recommendation. The organization should provide managers training to balance work and personal life.
Results and discussion:
This part should be the main part of your report, present your result, and discuss them quantitatively or qualitatively. It should provide sufficient information, accurate analysis, and strong evidence to support your results, and it should justify your recommendations. It should follow a logical and constitutional body.
The discussion should be divided into logical sections, each carrying informative and descriptive titles and individual numbers. If you use analytical frameworks like SWOT analysis, then why should you say that. Analysis of the options is the better way to present in the table of contents.
Here you must list all the sources of information you have collected, quoted, or cited. The reference list should have a clear link to your report. You can check other organization’s reports, or you can google to add references in the business report.
Appendices usually contain all the additional information such as statistics, tables, questionnaires, or letters to help the reader understand the conclusions. Images and tables that may take up more than half of the page are usually included as appendices because the authors feel that they hinder the flow of the text. However, the elements necessary for understanding, and you should include in the reporting chain. You can use a number or, more generally, a letter (for example, Appendix A).
Editing and proofreading
No matter how carefully the text is writing, it will benefit from being thoroughly edited and proofread, especially if you keep separate for a while and then gives it a new look. This approach will protect the report’s text from embarrassing types and enable the author to identify any errors before reaching the audience.
FAQ: How to Write a Business Report
01. What is the business report format?
A good format for an official business report includes an executive summary and an introduction section that will explain the background of the report and any particular method you can use to make better decisions and recommendations of the report with appropriate subheadings.
02. What is a business report, and how it is written?
A business report is a proper document in which the author analyzes a business problem and makes recommendations based on that analysis. The business report is referring to as business case writing to solve a specific issue.
03. How will you write an introduction to a business report?
Any business report or article should have an introduction part. The purposes of the introduction part:
- To keep the reader focused on the exact subject of the report;
- Provide background information on the subject of the report;
- Engage the reader’s interest in the subject;
- Define if necessary [usually it is not done in shorthand];
- Summarizes the author’s main argument if it is a reasonable article or report;
- Inform the reader about the structure and purpose of what they are going to read.
The length of the contract is depending on the total word limit. For example, in an essay with a word limit of about one thousand words, the introduction should start with three or four simple sentences to cover points 1-3. It should follow the objective statement, which will cover points 5-6.
04. What is a formal report example?
An official report contains the information, research, and data needed to make business decisions. A few examples are annual reports, expense reports, incident reports, and even safety reports.