Business Report Writing: Step-by-Step

Are you having difficulties with business report writing?

Writing a business report can be a daunting task no matter where you may be in the business hierarchy. Being able to effectively communicate the required information in a written report is not a skill that most people have mastered. So many need some form of help with business report proofreading and writing. To help you with this task we will provide you with a simple set of tips and hints to help you get your report written effectively and quickly.

How to write a business report effectively

Business paper editing and writing will be easier if you put in as much preparation and planning as you can. As with all things in business the more preparation you put in the easier the actual task will be. Most business reports will follow a standard format and you can use this format to form a simple outline for your report. You can put your notes against the suggested outline below which will help you to organize your thoughts and write a business report that flows logically. Obviously if your business requires a specific layout or format for their internal business reports then you should theirs.

  • Heading page; Report title, authors, date, and contents.
  • Report Introduction; The aims and scope of the report
  • Executive Summary; Easiest to write last. Maximum of 1-2 pages. Summarize the main, evidence, recommendations, and expected outcomes
  • Report background; what is the historical situation. Include facts and figures if relevant
  • Implications to the company; Strengths, Weaknesses, Threats, Opportunities. Include evidence and figures to back up your statements
  • Potential solutions; Requirements, costs, likelihood of success, revenue
  • Recommended course of action; costs etc and return on investment
  • Appendices, bibliography and any acknowledgements

Effective business report writing

Your business report not only needs to follow a logical format it also needs to be carefully written and presented in the following manner:

  • Stick to the main issues; don’t overly complicate things or distract from the main thrust of your report
  • Ensure the writing is concise, keep to the point at all times
  • Unless necessary keep graphs and tables in the appendices so as not to break up the flow of the report too much
  • Use data to prove what you say; include monetary figures
  • Show sources for your data
  • Use language that is appropriate to your audience; don’t assume that everyone will understand all of your acronyms and slang terms
  • Use a clear easy to read font in 12pt size; avoid italics, bolding and all capitals even for headings

Perfect business report writing

A business report that is filled with spelling mistakes and grammatical errors is not likely to be seen as a compelling report. How a report is written and presented can be as important as the actual content and you have to ensure that your report is perfect before submission. This means that you need to:;

  • Use your computer to run spelling and grammar checking
  • Proofread your report carefully; computers do not catch everything, ask a colleague to help or even use a professional company
  • Fact check your report carefully, a few simple typos could sink your recommendations
  • Read your report out loud to ensure that it makes sense and flows logically

You can find alternative tips for business report writing by following this link. By following our tips and hints for business report writing you should be able to put together a persuasive and well written business report.