Business report writing

The purpose of a business report is to communicate information to assist in the business decision making process. Some reports might propose solutions for business problems or might present relevant information to assist in the problem solving process. A business plan is a kind of report which serves to communicate the business model, business management model and the commercial objectives of a business.
Typical business reports are organized and divided into many different sections. All are essential in creating an informational and descriptive report. There are two main types of reports: Informational reports and Analytical reports. Informational reports describe recurring activities (monthly customer calls) and as well nonrecurring events (trips). They provide information for readers who do not need persuasion. The main types of informational reports are periodic reports, trip convention and conference reports, progress and interim reports, and investigative reports. The other type of report is Analytical reports. The difference between informational and analytical reports is that analytical reports analyze the data and try to persuade the reader to agree with the conclusions and act upon the recommendations, while informational just emphasizes facts. The types of analytical reports are justification/recommendations reports, feasibility reports, and yardstick reports.
When writing a business report, it is important to always draw conclusions and make recommendations. To do this, analyzing data is a must. Data are collected, combined, analyzed and summarized into different types of visual aids. Some examples include tables, the 3 main measures of central tendencies, correlations and grids. The data must also be organized logically in order to guide the readers. Five of the main ways that data can be organized is by time, component, importance, criteria and by convention. When the data fully interpreted, it is possible to derive some conclusions that are objective and bias-free. As well, making recommendations are a must, in order to solve problems. Recommendations are usually done well by making it forceful so that it helps the reader comprehend the information quickly.
Lastly, in order to guide the reader through your report, it is important to provide cues. Cues are used both for formal and informal reports. Some cues include introductions, transitions, and headings.
In general when writing a business report the following steps have to be followed
1. Preparing to write the business report
2. Determining the scope of the report
3. Understanding the target audience
4. research to collect supporting information
5. formatting and organizing the report
Determining the scope of the report
In this step the author has to determine the scope of the report. This process would involve what topics would be covered in the report and what elements are not necessary. This step would also help to determine how detailed the report would be.
Understanding the target audience
A target audience, or target group, is the primary group of people that something is aimed at appealing to. A target audience can be people of a certain age group, gender, marital status, etc. (ex: teenagers, females, single people, etc.) A certain combination, like men from twenty to thirty, is often a target audience. Other groups, although not the main focus, may also be interested. Discovering the appropriate target market(s) to market a product or service to is one of the most important stages involved with market research. Without knowing the target audience, a company's advertising and the selling efforts can become difficult and very expensive.
In this step the potential requirements of the readers have to be considered and the target audience has to be identified. Questions such as who will use the report?, educational level of the audience?, knowledge level of the reader?, what is the reader expecting from this report?, personal demographics of the audience?, What should be the level of technical complexity?
Collecting information for the report
In this step all previous reports, surveys and publications about the topic should be studied. A lot of reports would require some form of Data collection. Many times Investigative research might be needed. It is important that the process and methods used for research are explained. Data which is collected during this process should be presented clearly in the report. Recommendations and proposed solutions have to be studied and reviewed in this process.
The data can be organized logically by time (chronologically), component (location, division etc.), importance (most important first), criteria (to evaluate choices easily) and convention (follow a plan everyone understands). Then, you have to convert raw data, draw conclusions and recommendations, order information logically and provide reader cues.
Tips for converting data: tabulate the responses, calculate percentages, round off figures to whole numbers, arrange in logical order, prepare table with title and include number of respondents.
Formatting and organizing the report
This is usually the final step before actually writing a business report. In this step the format of the report has to be decided. The following questions might rise during this step, how would the data be presented?, what charts/diagrams will be used to complement the information presented in the report?, how would the report be presented?, what medium of presentation would be used?.
There are different types of reports; informational and analytical.
Informational reports provide data on periodic and situational activities for readers who do not need to be persuaded. These reports generally deliver nonsensitive data and thus will not upset the reader. These reports should be more formal than casual as to show the reader the important points directly. This can be done using headings, lists, bulleted points and other clear listing.
1. Introduction and Background
2. Facts and Findings
3. Summary and Conclusion
Analytical Reports present information but emphasize reasoning, conclusions, and recommendations. In addition to collecting and presenting data, analytical reports analyze the data and try to convince the reader to accept the conclusions and act on the recommendations. Analytical Reports emphasize reasoning and conclusions rather than facts.
Direct pattern
1. Introduction
2. Conclusions/Recommendations
3. Facts/Findings
4. Discussion/Analysis
Indirect pattern
1. Introduction
2. Facts/Findings
3. Discussion/Analysis
4. Conclusions/Recommendations
Types of Reports
Periodic Reports are a type of Informational Reports Most businesses, especially larger ones require periodic reports sometimes called activity reports to keep management informed of operations. These recurring reports are written at regular intervals, (weekly, monthly or yearly), so that the management can monitor and if necessary change business strategies.
In preparing a narrative description of their activities, employees writing periodic reports usually do the following: • Summarize regular activities and events performed during the reporting period. • Describe irregular events deserving the attention of the management • Highlight special needs and problems.Managers usually want to know that routine activities are progressing normally.
Trip - Convention Reports are a type of Informational Reports When an employee is sent on a business trip or on a convention, he is required to submit a report about his findings when he returns. Companies sending employees to certain trips want to know if it was a successful trip that should be repeated or not.
General Outline: -Identify the event: Include date, name and location. -Summarize in the body, three to five topics of interest. -List all expenses. -Finish by making suggestions and expressing appreciation.
Progress Reports are a type of Informational Reports In long term projects, progress reports are required to update the teams status. Progress reports usually follow this pattern of development: The purpose of the report and nature of the project.
Describe the work completed. Explain the work currently in progress: Personal, activities, methods and locations. Anticipate any future problems that may occur to find solutions for them. Discuss future tasks and activities and expected deadlines.
Investigative Reports are a type of Informational Reports Investigative reports provide information without interpretation or recommendations. This report is usually presented with three main segments, introduction, body and summary.
Body includes, facts, findings or discussion is organized logically. Investigative reports are usually non-recurring and presented in a direct pattern. Dividing the topic into three to five equally written logical segments helps readers with understanding the report.
Recommendation Reports are a type of Analytical Reports Recommendation or Justification reports are submitted by employees and managers to recommend or justify something like a strategic plan or the production of a certain product or enhancing technology in factories and plants. Recommendation reports can be written in two patterns, direct and indirect.
The direct pattern is structured as follows: -Identify the problem or need. -Announce the recommendation, solution or action. -Explain the benefits and steps required. -Discuss the pros cons and costs -Conclude with a summary
The indirect pattern is structured as follows: -Make a general reference to the problem. -Describe the problem or need. -Discuss alternatives. -Present the most promising alternative. -Show the advantages against the disadvantages (should show that pros outweigh the cons). -Summarize the recommendation. -Ask for authorization to proceed.
Feasability Reports are a type of Analytical Reports Feasability reports examine the advisability of following an action. They should answer " Will this plan or proposal work?"
In writing a feasability report, consider the following suggestions: -Announce your decision immediately. -Describe the background and the problem neccessitating the proposal. -Discuss the benefits of the proposal and problems that may occur. -Calculate the costs associated with the proposal. -Show the time frame neccessary for the implementation of the proposal.
Yardstick Reports are a type of Analytical Reports Yardstick reports examine problems with two or more solutions. The report tries to evaluate which is the better solution. The advantage of yardstick reports is that alternatives can be measure consistently using the same criteria.
Yardstick reports are usually organized as follows: -Describe the problem or need. -Explain all possible solutions and alternatives. -Establish a specific criteria to work upon and compare alternatives. -Discuss and evaluate each alternative in terms of the criteria. -Draw conclusions and make recommendations.
Further Information
Advice about writing a Report
Recommended Headings for Business Reports
Report Writing
Guide to Business Report Writing [http://bestentrepreneur.murdoch.edu.au/Guide_To_Report_Writing.pdf#search=%22business%20report%20writing%22]
Organizing and Writing business reports
Business Communication, Zenome

Preparing to Write Business Reports

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