How to Write a Business Report
Business reports are an essential part of an organization that helps it to make informed decisions. They are key drivers for making any important decision. That is why business reports are given paramount importance in any organization. Understanding how to write a business report is essential for professionals who want to convey their information clearly and concisely.
Whether you want to impress your boss or show your expertise to your manager, a well-written business report can do it all for you. In fact, business reports are a great way to demonstrate your skills, but many professionals struggle with writing a great business report.
Well, if you are also one of those professionals struggling with writing a business report, then this guide is for you.
In this guide, we will see what a business report is, the types, key components, format of a business report, and a step-by-step guide on how to write a business report.
What is a Business Report?
A business report is a formal report that presents information, analysis, and recommendations on a specific business topic. It is mostly written to evaluate a project’s progress, analyze financial data, and to present any other necessary information that helps in decision making. It transforms raw data into meaningful insights so that a company can evaluate its financial performance.
Types of Business Reports
There are different types of business reports, each report is tailored for a distinct purpose. Some of the most commonly written business reports are:
- Informational Reports
- Analytical Reports
- Research Reports
- Progress Reports
- Financial Reports
- Compliance Reports
- Marketing Reports
- Periodic Reports
- Feasibility Reports
Key Components of a Business Report
In learning how to write a business report, it is important to learn about key components as well. Every business report has some key components, following which a business report is written.
Title Page
A business report title page consists of the following information:
- Report Title
- Name of person who prepared the report
- Organization Name
- Date of Submission
Table of Contents
A table of contents is included to find any information in the report and navigate through the report easily. It is very helpful in cases where the business report is lengthy. It consists of a list of all heading and sub-headings along with their page number.
Summary
A summary is a short overview of all the points included in the report, including key findings and analysis. The purpose of the summary is to provide readers with quick information without reading the full report.
Introduction
An introduction is written to inform readers about why the report is created and what to expect in the report. It outlines the objective of your report and the main points.
Body
In the body of the report, discuss all the points in detail. It is usually divided into different sections, including:
- Methodology
- Findings
- Graphs
Conclusion
In conclusion, you summarize all the main points and analysis.
Recommendations
In the recommendation, you give your suggestions that businesses should adapt based on your findings. A strong recommendation makes your report valuable.
References
In references, cite all the sources that you have used in your report.
Appendices
In appendices, you add information that supports your reports, like:
- Charts
- Surveys
- Questionnaires
- Calculations
How to Write a Business Report: A Step-by-Step Guide
Now let’s have a look at how to write a business report in easy 5 steps:
1. Plan and Identify Your Purpose
The first step in how to write a business report is to plan and identify the purpose of your report. It is important to understand the purpose of your report so that you can determine what and how much information to include in the report.
Incorporate the following points to plan your report clearly:
- Identify the purpose of your report.
- Identify your target audience and their expectations.
- Identify the scope and size of the report to ensure that you gather enough information to write the report.
- Prepare a plan for how you will work on the report.
- Identify the estimated time to prepare the report.
Planning your report beforehand will help to prepare the report with more clarity, and you will be able to address any issues in a better way if they occur.
2. Research and Gather Data
The second step in how to write a business report is to research and gather all the necessary data that you need to prepare the report. You have to gather the data from credible online resources that support your findings. You may also need to collect information from the company’s internal records and financial documents.
This step is the most important part of business report writing as it directly affects the credibility and outcome of your business report. So gather that data that supports and strengthens your report. Make sure that all the sources from which you are collecting the information are relevant to your report, reliable, and up to date.
3. Create an Outline and Organize Information
The third step in how to write a business report is to create an outline of your report. Creating an outline will maintain a logical flow throughout your report. To create the outline, arrange all the sections, headings/sub-headings, and group the related points together. Then, organize the information (how you will present information from starting to end) to build a natural flow between the different sections of your report.
4. Write the Report
Now comes the main part in how to write a business report i.e, writing. Start writing the report, keep your tone formal and professional. Write in simple words and avoid using jargon, keep the sentences precise, and present your ideas in clear words.
Start by creating the title page and then write the introduction. In the introduction, introduce the topic, outline the scope, and objective of your report. It should clearly address the purpose of your report and the background information.
After the introduction, write the main body of your report. In the body, first outline your methodology i.e, tell how you have gathered information from different resources e.g, surveys, financial record, internal documents, etc. Tell which method of research you have used for your report, i.e, qualitative or quantitative research.
Now present your findings in a clear way. Here you will present the core information that you have gathered through your research. Present your findings in a logical manner, use headings/subheadings, and bullet points that make it easier for readers to understand the report. Ensure that you provide all the information that supports your findings. Use tables, graphs, charts etc to present and elaborate your findings.
After discussing your report in detail in the body section, now conclude your report. Just conclude the main points clearly and do not present any information in this section.
When you have completed your report till the conclusion, now add the recommendation section. In this section, suggest the actions that fit with the findings of your report. Tell how applying these recommendations would help the company. Clearly tell the cost and benefit of each recommendation. The recommendations help the readers to make an informed decision. You can also recommend future research that can be carried out on the topic.
Now add the references section in which you should cite all the sources from which you have used information. References are added to avoid plagiarism and also help the reader to find more information about any particular point.
Lastly, add the appendices if needed. In this section, add the additional supporting information like questionnaires, surveys, illustrations, etc. Be sure to clearly number and signpost it in the main report.
After you have written the complete report then write the summary, as once you have completed the report, you will be able to summarize it well. And after that, create the table of contents page.
5. Edit and Proofread
The last step in how to write a business report is to edit and proofread your business report. In this step, you have to check your report for:
- Writing and grammatical errors.
- Clarity and logical flow.
- All facts, figures, and references added are accurate and correct.
These are 5 steps that can help you write a great business report. By following each step, you will be able to create a report that stands out and reflects your expertise. So next time when you are assigned the task of writing a business report, just go through this guide on how to write a business report once and start writing your report.
Format of a Business Report
Title Page
- Report Title: Write the report title
- Prepared For: Company Name
- Prepared By: Name
- Date: mm/dd/yy
Table of Contents
Summary…………………………….2
Introduction………………………..3
Body…………………………………..3
Methodology………………………4
Findings……………………………..6
Conclusion…………………………8
Recommendations……………..8
References…………………………9
Appendices………………………..9
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