The content of a business report will depend on what you are writing about. Even the writing style may depend on who you are writing for (although clear, concise and formal is usually best). However, there is a general structure that most business reports follow. In this post, then, we’ll look at how to structure a business report for maximum clarity and professionalism.
Every business report should feature a title page. The title itself should clearly set out what the report is about. Typically, you should also include your name and the date of the report.
Most business reports begin with a summary of its key points. Try to include:
A paragraph or two should suffice for this in shorter business reports. However, for longer or more complex reports, you may want to include a full executive summary.
Short business reports may not need a table of contents, especially if they include a summary. But longer reports should set out the title of each section and the structure of the report. Make sure the headings here match those used in the main text. You may also want to number the sections.
The introduction is the first part of the report proper. Use it to set out the brief you received when you were asked to compile the report. This will frame the rest of the report by providing:
These are known as the “terms of reference” for the business report.
If you are conducting original research, include a section about your methods. This may be as simple as setting out the sources you are using and why you chose them. But it could also include how you have collected and analyzed the data used to draw your conclusions.
After this, you will need to explain your findings. This section will present the results of your research clearly and concisely, making sure to cover all the main points set out in the brief.
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One tip here is to break the findings down into subsections, using headings to guide the reader through your data. Using charts and illustrations, meanwhile, can help get information across visually, but make sure to label them clearly so the reader knows how they relate to the text.
The last main section of your report will cover conclusions and recommendations. The conclusion section should summarize what you have learned from the report. If you have been asked to do so, you should also recommend potential courses of action based on your conclusions.
If you are not sure what to suggest here, think back to the objectives set out in your brief.
If you have used any third-party sources while writing your report, list them in a bibliography after the main report. This could include other business documents, academic articles, or even news reports. The key is to show what you have based your findings and conclusions upon.
Finally, you may have gathered extra documentation during your research, such as interview transcripts, marketing material, or financial data. Including this in the main report would make it too long and unfocused, but you can add it to an appendix (or multiple appendices) at the end of the document. It will then be available should your reader need it.
If you are writing a business report, aim to structure it as follows:
Don’t forget, too, that a business report should be clear, concise, and formal. And if you would like help making sure that your business writing is easy to read and error free, just let us know.