What is business report writing?
A business report is a set of data that gives historical information related to a company’s production, operations, particular department’s insights, and creates a base for future decision-making processes or factual insights needed to organize business functions.
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Purpose of a Business Report?
A business report is a detailed study of a particular issue/topic, different circumstances, and financial challenges that directly impact the performance of a business. Its key purpose is to give accurate factual details relevant to the main issue to help the decision-makers create suitable plans for the company’s welfare.
What Makes A Business Report Effective?
If you want to make your business report impressive and effective, you need to follow some measures. Here are some tips to help you produce impressive business report writing.
Create a plan:
While crafting a business report, you need to deal with it like a professional. Plan what you want to achieve with the report before you start compiling research and drafting the various sections. This will help you craft concise and clear business report writing.
Understand the format:
Another crucial thing to examine while creating a business report is to understand the format. In the professional field, you have to follow the format that is used by the company you work for. As a student, you have to follow the format that your professor guides for the business report.
Use proper headings and sub-headings:
The subheadings and headings are quite useful in making a business report more impressive. With descriptive and clear headings, it becomes simple for the readers to understand the issues. The formatting of the headings wants to be different from that of the sub-headings to stress the sequence of the point.
Properly draft the different paragraphs:
The business report writing, as you have already learned, includes different steps in the content. Every paragraph in the report should have 100-200 words, and they should obey the following structure:
- Topic sentence which states the basic idea of the content of the paragraph
- Explanation sentences that explain the idea
- Supportive sentences which help organize the idea
- Concluding sentence to give a definitive statement about your analysis
Also, be careful while linking the paragraphs with each other and ensure that each of the paragraphs supports the main purpose of the report.
Maintain a professional approach:
As mentioned in the starting, the business report wants to be written in a formal tone. Since it is a document used by professionals, you should consider using a neutral subject instead of using personal pronouns such as “you” and “we”, and also, you should use gender-neutral words like clients. Also, while proofreading check if any content is –
- Missing
- Irrelevant
- Illogical
- Unnecessary
- Redundant
Moreover, look for grammar, spelling, and punctuation while proofreading the work. Also, take some time to make sure that the spacing and font of the content comply with the formatting guidelines.
Important Elements of a Business Report Format
While writing your business report, ensure that you add the five key sections:
Table of Contents
If your report is more than four to five pages, involve a table of content to guide your readers. Mention the title of every section along with their page numbers.
Executive Summary
An executive summary outlines the key points from your report in one place. It provides an overview to the readers so they can understand what you are trying to state.
Body
From explaining the context, highlighting the challenges, results of the analysis to the conclusion, and assumptions made, everything is described in the body in several sections.
Findings
Here you present the study’s outcome with solid evidence in bullet points, infographics, and tables to make it simple to read.
Conclusion & Recommendations
Present your assessment from the research results and add realistic and measurable recommendations to overcome the challenges and fulfill organizational goals.
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How to Structure a Business Report
The business report content will depend on what you are writing about. Even the writing style may depend on who you are writing for (although concise, clear, and formal is usually best). But, there is a general structure that many business reports follow. In this post, we’ll look at how to structure a business report for maximum professionalism and clarity.
1. Title Page
Every business report should feature a title page. The title should clearly set out what the report is about. Typically, you should also involve your name and report date.
2. Summary
Most business reports start with a summary of their key points. Try to add:
- A summary description of what the report is about
- How the report was completed
- The main findings from the research
- Key conclusions and recommendations
But, for longer or more complex reports, you may want to add a full executive summary.
3. Table of Contents
Short business reports may not want a table of contents, especially if they involve a summary. But longer reports should set out the title of every section and the structure of the report. Ensure that the headings here match those used in the main text. You may also want to number every section.
4. Introduction
The introduction is the first section of the report proper. Use it to set out the brief you received when you were asked to compile the report. This will frame the rest of the report by giving:
- Background information
- The purpose of the report
- Its scope
These are known as the “terms of reference” for business report writing.
5. Methods and Findings
If you are conducting original and unique research, include a section about your methods. This may be as easy as setting out the sources you are using and why you chose them. But it could also involve how you have collected and analyzed the data used to draw your conclusions.
After this, you will need to define your findings. This section will show the results of your research concisely and clearly, making sure to cover all the main points set out in the brief.
6. Conclusions and Recommendations
The last section of your report will cover conclusions and recommendations. The conclusion section should summarize what you have learned from the report . If you have been asked to do thus, you should also recommend potential courses of action based on your conclusions.
If you are not sure what to suggest here, think back to the objectives set out in your brief.
7. References
If you have used third-party sources when you are writing your report, list them in a bibliography after the report. This could involve other academic articles, business documents, or even news reports. The key is to provide what you have based your findings and conclusions upon.
8. Appendices (If Applicable)
Finally, you may have gathered extra documentation during your research, such as interview transcripts, or financial data and marketing material. involving this in the main report would make it too long and unfocused, but you can add it to an appendix at the end of the writing. It will then be available should your reader want it.
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