How to write a business report

Introduction The business reports may be written for internal as well external purposes and it is the purpose of the report, which defines the scope and sets out the content of the report. Thus, while writing a business report, the writer should consider the purpose and objectives for which the report is being prepared. There are various other things that require consideration of the writer while preparing a business report such as language, structure, and presentation. In this context, this paper sets out the guidelines relating to report writing and structuring, which are highly important and useful for the students as well as professionals working in the industry.

Figure-1: Business Report

Structuring the Business Report The structure of the business report is generally drawn based on the objective that is to be served by the report. For example, the structure of statutory reports such audit report and investigation report is drawn as per the statutory provisions in this regard prescribed in the governing statute. However, in cases where the guidelines as regards structuring of the report are not clear, the writer can follow the standard structures generally followed in report preparation. As per the standard structure, the report is divided into different sections such as executive summary, introduction, background, issues investigated, and recommendations.

Figure-2: Outlines of a Business Report

Language of the Business Report The language of the business report is a critical issue, which require careful attention of the writer. The business report should be written using formal language, which is clear and unambiguous. The language of the report should such that the reader understands the subject matter easily and in the context in which it is made. The arguments made in the report should be well supported by the convincing evidence and explained with the fact and figures. The writer should avoid making frivolous points in the report that result in time wastage of the readers. It should be kept in mind by the writer that the report includes only the relevant points, and the length of the report is not stretched unnecessarily. While writing the report, the writer should choose appropriate words so that the tone of the language is kept professional. Presentation of the Business Report This is the major aspect of report preparation to which the writer should devote adequate time and efforts. Often it is seen that the very well written and structured business reports fail to catch the reader’s attention. The primary reason for which appears to be the poor presentation of the report. Therefore, to inculcate interest in the readers and catch their attention, the writer must meet the standards of presentation in a business report. The business reports generally involve data analysis, for example a report on performance evaluation of a bank over the period of five years, will involve analysis of the net income, assets, and liabilities. Further, in evaluating a bank’s performance, few ratios can also be calculated. Thus, while writing the discussion on the performance evaluation of the bank, the writer should include charts and graphs that depict the net profitability of the bank over the period of five years. Further, the table containing the figures of critical ratios could be included in the report, which provides support to the written in the report. In this regard, it should also be noted that generally the charts and graphs are given within the text of the report and tables are usually given in appendices.

Figure-3: Example of Graph to Include in Report

Few other Important Points • The report must be properly formatted by following consistent font, spacing, colour, and other elements of formatting. • The tables and graphs must be properly levelled and formatted. The size of tables and graphs should be kept same as far as possible. • The report should have a proper cover letter mentioning therein the name of the person to which the report is addressed. • It should be ensured by the writer that the report does not contain typographical mistakes. The writer should read the report carefully and get it proof checked by some other person which should be a standard practise for any writing exercise like essay writing. Summary In the practical life the business professionals have to encounter tasks of report preparation, thus, it is inevitable for them to learn the crucial aspects of business report writing. The universities include in their syllabus the business reports so that the students get acquainted with the peculiarities of the business report writing. This paper elaborates the crucial aspects that assist in business report preparation. In this paper, it is aimed to elaborate and provide guidance on structuring the report, setting tone and the language of the report, and presentation of the report. For any student who is finding all this too difficult there are always options like buy assignments online australia to make your life easier. After reading this paper, the reader should be able to prepare, a well structured, formally written, and very well presented report.