In today's business world, corporate reports represent one of the most effective communication tools. The objectives of this report are quite varied, but both large companies and sole proprietors can use it as a guide for making important decisions. To write a good business report, you must first understand what it is and how you can use it.
Steps
Part 1 of 2: Deciding What Type of Report to Write
Step 1. Present an idea
A report presenting an idea has a justification or a recommendation purpose. You can use it to make suggestions to management or other people who have decision-making power. This document usually contains a summary and body. The first describes the request briefly, the second explores the benefits, costs, risks and other factors associated with the idea.
For example, you want a 3D printer for the department you work in. To convince your supervisor to order one, you should write a justification or recommendation report in order to officially ask him for this tool
Step 2. Write a report to present the unknowns associated with a specific opportunity
An investigation report helps determine the risks involved in a certain course of action. For a business it is useful because it allows you to predict possible consequences. This document must contain an introduction, a body and a conclusion. The introduction presents the problem to be examined. The body is used to list the facts and findings of the investigation. The conclusion is intended to summarize the case.
For example, imagine that pharmaceutical company X wants to partner with pharmaceutical company Y, but has concerns. Firm X does not want to join a company that has financial problems in the present or has had problems in the past. As a result, he makes an investigation. He then writes a dedicated report to thoroughly analyze the financial information of company Y and its management
Step 3. Write a compliance report addressed to a government body
This document allows you to testify the responsibility of a company. A company will use a compliance report to demonstrate to a government body (city, region, country, etc.) that it is not only complying with all applicable laws and regulations, but is also investing its capital appropriately. The report contains an introduction, a body and a conclusion. The introduction generally gives an overview of the main sections of the document. The body presents specific data and facts, in short, the information necessary for the regulatory body. The conclusion is used to summarize.
For example, in 2010 the US company CALPERS (California Public Employees Retirement System) had to prove to its board of directors that it complied with all applicable laws and regulations. It then developed an annual compliance report to concretely present the activities carried out that year
Step 4. Present the feasibility of an idea or project you propose
The feasibility report is investigative and serves to determine if an idea can work. It should contain a summary and a body. The first presents the initiative, the second lists the benefits, potential problems, associated costs and other factors related to the proposal. An enterprise can use this document to consider questions such as the following:
- Can the project be completed without breaking the budget?
- Will the project be profitable?
- Can the project be completed on schedule?
Step 5. Present the results of a study
A research report illustrates a study conducted on an issue or problem. It details a very specific situation. It should contain a summary, an introduction, a list of methods and results, a conclusion, a recommendation. It should also mention the study (s) considered.
For example, a company may conduct internal research to determine whether to ban smoking in the relaxation area. The author of the study should write a report on the investigative work carried out
Step 6. Help a business improve its policies, products or processes through constant monitoring
This report, called a "periodic report", is written at fixed intervals, such as weekly, monthly, quarterly, and so on. It can examine the efficiency, profits, losses or other metrics drawn from a predetermined time frame.
For example, a pharmaceutical representative can deliver a monthly summary of his phone calls and visits
Step 7. You can also write a report on a specific situation
Since a fixed time frame is not considered in this case, a different model is needed, namely a situational report. The situation can be simple (such as information given at a conference) or complex (such as a report on interventions made after a natural disaster). This report contains an introduction, a body and a conclusion. Use the introduction to present the event and briefly anticipate the topics you will address in the body of the text. The conclusion speaks of the actions taken or that would be necessary to resolve the situation.
For example, a government body might request a situational report after an earthquake
Step 8. A report can also present several solutions to a problem or other issue
A comparative report weighs the various alternatives to address a particular situation. Based on the results, the author of the text should recommend a certain course of action. The document should contain an introduction, a body and a conclusion. The introduction explains the purpose of the text. The body presents the situation or problem, complete with potential solutions and alternatives. The conclusion indicates which would be the best way forward.
For example, the automobile company ABC S.p. A. wants to open a factory in Asia. Based on the needs of the company, the report can narrow the alternatives to three countries, then indicate in the conclusion which would be the best location for the new plant
Part 2 of 2: Writing a Business Report
Step 1. Establish the goal and format
Ask yourself what the purpose of the report should be. Considering your goal, choose a report template from the list you find in the first section of the article.
- Regardless of the answer, you need to be concise. If confused, the report would only confuse the reader, so this can compromise the credibility of the text.
- For example, imagine your goal is to get more funding for the marketing department. The report should focus on your current budget and how you would actually use more money.
Step 2. Identify the recipient, who can be external (ie a person who does not work in the company) or internal
Consider his current knowledge or familiarity with the subject in question. Also, think about how he will use the information from the report.
- Regardless of the recipient, remember that for a company or client, profit is always the key, so show that your idea will be profitable.
- For example, imagine you want to implement a work schedule spread across your division. You decide that the recipients of the report will be the director of human resources, the chief executive officer and the chief operating officer. First consider how much they know about this way of working. The answer will affect the tone of the report. If the company has never considered a shared work program, the text will be both informative and strategic. If you have thought about it in the past, it should be less informative and more persuasive.
Step 3. Find out what information you need
Writing a business report isn't the hardest part. The biggest stumbling block is to come up with a valid conclusion and collect all the data necessary to support it. This involves a wide variety of skills, including data collection and market analysis. What do you need to know (and therefore what management needs to know) to make an informed choice on the subject?
Step 4. Collect the right data for the report
It is important that information is researched carefully, otherwise you risk losing credibility. The data collection itself will depend on the type of text you write. Make sure you follow concise and relevant parameters for the final purpose of the document.
- The data can be of internal origin, so you will be able to collect it rather quickly. For example, you should be able to get the turnover by calling the sales department, then you will receive the data and you can immediately insert it in the text.
- External data can also be found internally. If a division already has customer analytics data collections, borrow them. You will therefore not have to do an individual search. This process varies for each type of business, but often the author of a business report does not have to conduct the research themselves.
- For example, if you need to write a report for justification or recommendation, you need to research all the benefits of the initiative you are proposing and incorporate it into the text.
Step 5. Organize and write the report
The structure of the document depends on your goal. For example, a compliance report would be quite different from a feasibility report. Once you understand how you intend to organize the text, you can write the content.
- Break the relevant data into separate sections. A business report doesn't have to be a chaotic stream of figures and data. Organizing information in precise sections is essential for the text to be well written. For example, divide sales data from customer analytics data and title each section appropriately.
- Structures the text into sections with titles that can be read and grasped on the fly, regardless of the rest of the document. At the same time, they should contribute to the overall purpose of the report.
- Since some sections may depend on the analysis or input of other people, you can often dedicate yourself to the different parts separately while you wait for the necessary data to be delivered to you.
Step 6. Draw specific conclusions and recommendations
The conclusions should be clear and logically derived from the data examined in the report. If applicable, clearly recommend the best course of action based on these conclusions.
All objectives should include specific and quantifiable actions. Describe any changes to job descriptions, schedules, or costs that are required to implement the new plan. Each sentence should clearly explain how the new method will help achieve the goal or solution proposed in the report
Step 7. Write the executive summary
It should be on the very first page of the report, but it should also be the last part you write. It aims to present your findings and your conclusions, but also to summarize the content of the text if the recipient decides to read it all. It's like a movie trailer or an academic essay abstract.
The executive summary is so called because it probably represents the only part of the text that a busy executive or executive would read. Your supervisor must immediately grasp the main information, which must be summarized without exceeding 200-300 words. If you stimulate his curiosity, he can then examine the rest of the report in detail
Step 8. If necessary, use the infographic for the data that requires it
In some cases it may be useful to include graphs or tables to illustrate quantitative data. They need to be colored to attract attention and help distinguish information. If possible, use bulleted lists, numbers, or boxes with data to aid readability. This sets the data apart from the rest of the document and helps you to better emphasize its importance.
- Generally speaking, graphics are great for business reports: in fact, blocks of text and plain data can say very little. In any case, don't overdo it. Infographics should always be relevant and necessary.
- Use boxes on pages rich in text and without tables or images. A page containing a dense block of text can tire the reader. The information entered in the boxes can also effectively summarize the main points of a section.
Step 9. If necessary, cite sources
Depending on the type of research done, it may be necessary to explain where you got the information from. In a business report, the purpose of the bibliography or source list is to provide a point of reference for readers willing to find and delve into the data.
For report citations, use the appropriate formatting intended for your industry
Step 10. Correct the report twice
Typos or grammar errors can give the impression that you haven't put a lot of effort into the text. They can even question the credibility of your analyzes. Also, make sure you present the information in a clear and concise way.
- For example, don't abuse sophisticated words and don't write too long sentences.
- Avoid using slang.
- If the report and the recipient are closely related to a specific industry, use jargon or technical terms. However, you must avoid abusing it.
- Generally the corporate style requires the passive form: this is one of the few examples where it is usually preferable to use it instead of the active one.
- When you correct a text you have written, you often risk ignoring some mistakes because you know what you mean and you don't question it. Talk to a colleague who believes in your initiative and ask him to reread it. Welcome outside opinions. A colleague is better off correcting you than a superior. Review the document in the light of his comments and rewrite it with consideration.
Step 11. Write a summary.
Structure your business report as formally as possible: if you include a summary, you make it easier to find and read the information. Include all major sections, especially the executive summary and conclusion.
Step 12. Create a professional business report
A beautiful aesthetic presentation can only enrich an accurate and well-studied document. You should therefore use folders, binders and a beautiful card. Moral of the story: the report must have an inviting appearance to entice the recipient to read it.
