How to Organize and Write a Business Report

Good reports communicate as concisely, effectively, and efficiently the complete facts and ideas as possible. Business reports must be comprehension, logical, and accurate. Effective report content is accurate if it is factually correct and error-free. It is complete if it includes all necessary information and supports all key assertions. It is balanced if it presents all sides of an argument. It is clear and logical if it is well-written and organized logically. It is properly documented if it credits all primary and secondary sources of information used.

Business reports are used for a variety of purposes. Business reports can be classified according to whether they are voluntary or mandatory; whether they are routine or specific; whether they are designed for internal use or for external use by people outside the organization; length; and the purpose. Typical informational reports include reports for monitoring and controlling operations; reports for implementing policies and procedures; compliance reports; and reports to document the progress reports or final reports. Problem-solving reports are analytical reports to help managers make decisions and solve problems.

The specific actions you take to write a business report will vary with each situation, target readers, and purpose. However, following a three step process will help you prepare more effective business reports:

1. Planning – clarify your purpose for writing the report; analyze your reader’s needs and expectations; gather necessary information to be communicated; select how you are going to communicate your information. You will select your format methods — preprinted form, letter, memo, or manuscript — taking into consideration company guidelines.
2. Writing – organize your ideas and begin composing your first draft. As you are writing, you will decide on the length required for your business report. Depending upon the subject and propose of your report, you will choose between a direct, an indirect, or a persuasive approach. You will decide on how your report’s concepts will be subdivided and developed.
3. Completing – After writing your first draft, step back to review the content and organization for overall style, structure, and readability. If necessary make necessary corrections for clarity, flow, and conciseness.

There are three main components to a business report: (1) The introduction discusses the purpose and scope of the report, background or existing problem, the solution to the problem, the sources or methods used to gather information, important definitions, any limitations, and the order in which various topics are covered. (2) The body discusses the details, facts, and evidence of the problems, future trends, process and analysis of potential courses of action, results of studies or investigations, criteria for the options, opportunities, recommendations, supporting reasons, conclusions, benefits to the readers, and the required work plan. (3) The closing briefly summarizes the key points, restates conclusions and recommendations, and lists the action items.

Effective reports help readers navigate the document by using nine tools:

1. Headings set off important ideas and provide the reader with clues as to the report’s framework and shifts-in discussion;
2. Transitions tie ideas together and keep readers moving along;
3. Previews and reviews prepare readers for new information and summarize previously discussed information;
4. Cover the most important facts first and the least important last;
5. Cover each process step- by-step sequence;
6. Cover facts in chronology as a chain of events occurring in time;
7. Use spatial orientation, detail physical aspects from right to left, left to right, top to bottom, or outside to inside;
8. Cover facts by geographic location;
9. Cover facts as distinct aspects that can be classified into groups

The purpose and subject of your business report will determine the structure of your document. When writing a business report for receptive readers, focus attention on conclusions and recommendations. However, if you’re writing for skeptical or hostile readers, focus on the logic of the reasons why your ideas will work. Three popular approaches to a logical organization are:

1. The 2+2=4 approach demonstrates that everything in your report adds up;
2. The scientific method reveals the most effective solution, or hypothesis, by showing evidence that either proves or disapproves each alternative;
3. The yardstick approach establishes conditions, or criteria, against which all possible solutions are measured

Business reports have a title page which includes the report’s title; the person or group that wrote the report; title or titles; and office symbols or addresses of the authors; and the date of submission. Depending upon the business organization, the page behind the title page will contain signature lines, for signatures of the chain of command approvals, up to and including the appropriate level of approval.

Most business reports will have an appendix which contains a variety of additional information that is useful, but not critical to the report. Some of this material may be too detailed or bulky to be included in the report body.

Some business reports may include a prefatory, or front-end materials. The prefatory may include:

1. The letter, or memo, of authorization requesting a report be written;
2. The letter, or memo, of acceptance acknowledging the assignment;
3. The letter, or memo, of transmittal conveying the report to the readers;
4. The table of contents listing the report headings in outline form with page numbers;
5. A list of illustrations with their titles and corresponding page numbers;
6. A synopsis, or abstract, reviewing the report’s most important points;
7. An executive summary

Depending upon the method of developing the business report, a bibliography may be attached. A bibliography is necessary if secondary sources were consulted in preparing the report.

After the business report been thoroughly prepared you need to proofread the document. Proofreading business reports include evaluating content, style, organization, tone, and readability. Depending upon the proofreading, you would make any necessary changes, revisions, and editing for clarity and conciseness.