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The Science of Strong Business Writing

  • Bill Birchard

5 importance of business report writing

Lessons from neurobiology

Brain scans are showing us in new detail exactly what entices readers. Scientists can see a group of midbrain neurons—the “reward circuit”—light up as people respond to everything from a simple metaphor to an unexpected story twist. The big takeaway? Whether you’re crafting an email to a colleague or an important report for the board, you can write in a way that delights readers on a primal level, releasing pleasure chemicals in their brains.

Bill Birchard is an author and writing coach who’s worked with many successful businesspeople. He’s drawn on that experience and his review of the scientific literature to identify eight features of satisfying writing: simplicity, specificity, surprise, stirring language, seductiveness, smart ideas, social content, and storytelling. In this article, he shares tips for using those eight S’s to captivate readers and help your message stick.

Strong writing skills are essential for anyone in business. You need them to effectively communicate with colleagues, employees, and bosses and to sell any ideas, products, or services you’re offering.

5 importance of business report writing

  • Bill Birchard is a business author and book-writing coach. His Writing for Impact: 8 Secrets from Science That Will Fire Up Your Reader’s Brain will be published by HarperCollins Leadership in April 2023. His previous books include Merchants of Virtue, Stairway to Earth, Nature’s Keepers, Counting What Counts, and others. For more writing tactics, see his website .  

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What is the Importance of Report Writing? A Complete Overview

Reports are the backbone of effective communication in both academic and professional realms. Discover the significance of report writing in our blog on the Importance of Report Writing. Learn how mastering this skill can enhance your ability to convey information, influence decisions, and propel your career to new heights.

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Table of contents   

1) Importance of Report Writing  

    a) Evaluation 

    b) Development of skills 

    c) Investigation 

    d) Quick Location 

    e) Decision making tool 

    f) Neutral presentation of facts 

    g) A managerial tool 

    h) Proper control 

    i) Professional advancement 

    j) Encountering advance and complex situation 

2) Conclusion  

Importance of Report Writing  

Report Writing is a skill that can benefit you in various ways and contexts. Here is the list of reasons reflecting the Importance of Report Writing:  

Importance of Report Writing

Evaluation  

The importance of Report Writing can be reflected during the evaluation process. This is because Report Writing can help you evaluate your own or others’ performance, progress, or outcomes. For example, if you are a student, you can write a Report to assess your learning outcomes, achievements, or challenges in a course or a project. As a teacher, you can write a Report to evaluate your students’ learning outcomes, strengths, or weaknesses in a course or an assignment. 

If you are a researcher, you can write a Report to evaluate your research methods, results, or implications in a study or an experiment. Report Writing can help you identify the gaps, strengths, or areas for improvement in your own or others’ work.  

Report Writing Training

Development of skill s  

Report Writing can help you develop your skills in various domains and disciplines. For example, if you are a student, you can write a Report to improve your writing, research, analysis, or presentation skills. If you are a teacher, you can write a Report to enhance your teaching, assessment, feedback, or curriculum design skills. 

If you are a researcher, you can write a Report to advance your knowledge, methodology, innovation, or contribution skills. Report Writing can help you acquire new knowledge, apply existing knowledge, or create new knowledge in your field of interest. 

Investigation  

The Importance of Report Writing also lies in investigating a problem or a topic in-depth and in detail. For example, if you are a student, you can write a Report to explore a question or an issue that interests you or relates to your course or project. 

At the same time, if you are a teacher, you can write a Report to investigate a pedagogical or educational problem or phenomenon that affects your teaching or learning environment. On the other hand, if you are a researcher, you can write a Report to investigate a scientific or social problem or phenomenon that has significance or relevance for your discipline or society. Report Writing can help you collect, analyse, and present data in an organised and systematic way. 

Quick location  

Report Writing can help you locate information quickly and easily. For example, students can write a Report to summarise the main points and findings of your course or project for future reference or revision. If you are a teacher, you can write a Report to document the key aspects and outcomes of your course or assignment for future use or evaluation. 

At the same time, researchers can write a Report to record the essential details and implications of a study or experiment for future dissemination or publication. Report Writing can help you create an index, an abstract, or an executive summary that can help you access information at a glance . 

Master the art of professional Email Communication with our Email Etiquette Training – boost your online presence and productivity now!  

Decision making tool  

Report Writing acts as a decision-making tool that can assist you in making decisions based on facts and evidence. For example, if you are a student, you can write a Report to support your arguments or opinions with data and sources in an essay or a debate. If you are a teacher, you can write a Report to justify your decisions or recommendations with data and sources in an assessment or feedback. 

If you are a researcher, you can write a Report to validate your claims or hypotheses with data and sources in a study or an experiment. Thus, Report Writing can help you use logic, reasoning, and analysis to make informed and rational decisions. 

Neutral presentation of facts  

Report Writing can help you present facts in a neutral and objective manner. For example, if you are a student, you can write a Report to avoid bias or emotion in your writing and use facts and evidence to support your points. If you are a teacher, you can write a Report to avoid bias or emotion in your assessment and use facts and evidence to evaluate your students. 

Researchers can write a Report to avoid bias or emotion in their research and use facts and evidence to demonstrate their findings. Report Writing can help you maintain a professional and ethical tone in your communication. 

A m anagerial t ool  

Report Writing can help you manage your work or project effectively and efficiently. For example, if you are a student, you can write a Report to plan, organise, and monitor your progress or outcomes in a course or a project. If you are a teacher, you can write a Report to plan, organise, and monitor your activities or objectives in a course or an assignment. 

If you are a researcher, you can write a Report to plan, organise, and monitor your methods or results in a study or an experiment. As a result, Report Writing can help you set goals, allocate resources, and measure performance. 

Unleash your creativity and become a master storyteller with our Creative Writing Training - start your writing journey now!  

Proper c ontrol  

Report Writing helps you control your work or project effectively and efficiently. For example, if you are a student, you can write a Report to check, review, and revise your work or project before submission or presentation. If you are a teacher, you can write a Report to check, review, and revise your work or project before delivery or evaluation. 

If you are a researcher, you can write a Report to check, review, and revise your work or project before dissemination or publication. Thus, Report Writing can help you ensure quality, accuracy, and consistency in your work or project. 

Professional a dvancement  

The importance of Report Writing lies in advancing and developing your professional career. For example, if you are a student, you can write a Report to demonstrate your competence, knowledge, and skills in a course or a project. In contrast, if you are a teacher, you can write a Report to demonstrate your competence, knowledge, and skills in a course or an assignment. 

If you are a researcher, you can write a Report to demonstrate your competence, knowledge, and skills in a study or an experiment. Report Writing can help you showcase your achievements, contributions, or innovations in your field of interest. 

Encountering advance and complex situation  

Report Writing can help you encounter advanced and complex situations in your work or project. For example, if you are a student, you can write a Report to deal with challenging questions or issues that arise in your course or project. If you are a teacher, you can write a Report to deal with challenging questions or issues that arise in your course or assignment. 

If you are a researcher, you can write a Report to deal with challenging questions or issues that arise in your study or experiment. Report Writing can help you solve problems, overcome obstacles, or discover new possibilities in your work or project. 

Unlock the power of effective communication with our Report Writing Training - start crafting impactful Reports today!  

Conclusion  

We hope that this blog has helped you understand the Importance of Report Writing and how to use it effectively. Report Writing is a skill that can benefit you in various ways and contexts. So, why not start writing Reports today? You will be amazed by the results! 

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Why Business Reporting is Important for Business Success

  • 4 years ago

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  • November 25, 2019

Business reports are valuable and essential tools for any enterprise regardless of size or industry. They provide a means to track and analyse the performance and overall health of the business while identifying areas for improvement and opportunities for growth.

Regular business reporting and monitoring are also necessary for many organisations to keep senior management, board members and other stakeholders advised on what is happening within the organisation.

Learn the purpose and importance of business reporting in this guide, plus the six main types of business reports.

  • Learn more:  The Ultimate Inventory Accounting Guide for Accountants & Advisors

The purpose of business reporting

The aim of a business report is to provide critical analysis of how the business is tracking in all areas of the organisation. Business reports are important tools to guide decision-making and to allow business owners and senior managers the opportunity to investigate and solve any identified issues.

Reporting is done through the process of compiling and reviewing the information within a specific functional area such as finance, sales, operations, inventory control or any area of the business where performance is monitored and measured .

Once information is gathered and reviewed, conclusions can then be drawn, and recommendations made.

The outcome of the report may explain why an issue has occurred or may identify performance problems and generally will recommend a course of action.

Business reports are especially important in inventory-related businesses, as inaccuracies around stock levels can create serious friction.

The importance of business reporting

Business reports provide useful insights for management such as information on spending, profits and growth.

Reports will provide important detail that can be used to help develop future forecasts, marketing plans, guide budget planning and improve decision-making.

Managers also use business reports to track progress and growth, identify trends or any irregularities that may need further investigation. In addition to helping guide important decisions, business reports help to build an audit trail of business activities including reports that document annual budgets, sales, meetings and planning initiatives.

Business reporting promotes transparency and for many public companies, an annual report is a legal requirement to provide shareholders, the government and others with financial data and ownership information about the business.

Additionally, regular reporting throughout the business year enables businesses within the same sector to measure and compare their performances against others.

6 main types of business reports

Different reports will provide distinct value for all functional areas of an organisation. Examples of some common reports include market analysis, trend analysis and financial analysis as well as operational and performance reports.

Inventory reports

Inventory stock records – typically generated with inventory management software – report on the movement of inventory into and out of the warehouse.

They help a business identify any problems affecting performance such as product loss, obsolescence or dead stock .

Market analysis reports

They help business owners decide how to allocate their resources.

For example, when an analysis of the market concludes that the ensuing business year will see accelerated growth, companies can increase their marketing budget to take advantage of this.

Trend analysis reports

These reports support long-term business development by examining statistical trends such as consumer preferences and the demographic groups that are experiencing the quickest growth rate.

The objective of a trend analysis report is to identify growth opportunities to enable businesses to build market share ahead of competitors.

Financial reports

Financial reports are generally prepared on a regular basis by most companies and help to keep them on track toward achieving revenue and profit objectives.

These reports highlight any variances in the financial results compared to forecasts in the annual business plan and will explain the reason for any significant negative variance.

Operational analysis reports

These reports show how efficiently a company is operating and will recommend ways to further improve productivity.

An analysis of inventory control might indicate that the company experiences periodic shortages of key raw materials that prevent timely order fulfilment. The report may recommend that the company look for back-up suppliers of essential items to ensure availability when needed.

Performance reports

Monitoring performance trends help the company to set KPIs , benchmarks and business goals based on the most important aspects of the business.

Performance reporting allows the business to compare performance over different timeframes and report objectives should always align with KPIs to demonstrate if these have been met or even exceeded.

business reports

Business reporting is an important part of guaranteeing profitability and available cash flow within a company.

Business reporting for business success

Business reports document the progress of your businesses and the data collected serves several important purposes.

It guides strategic decision making, helping business leaders to formulate budget and planning activities for the ensuing year using the report data to back choices and provide justification for each decision.

Monitoring and reporting over time will not only highlight problems but can also identify opportunities for growth or expansion. Reports also work as a means of recording previous activities and help to define future growth opportunities by identifying already proven successes or what else could be done moving forward.

Inventory reporting

Online inventory control solutions not only help to improve inventory control but provide accurate, real-time insights, generating a variety of inventory reports to support great business reporting.

Inventory reports can be included in the body of, or as appendices to business reports to support conclusions or to validate recommendations. With an automated, online inventory control system you can customise reports to easily identify products by supplier, product, location and variation. Other common inventory reports include:

  • On hand inventory stock — a detailed overview of your inventory with a list of all the products and variations that you have in stock, including a list of items that are currently out of stock.
  • Inventory Detail Report — in addition to the current stock on hand levels this report also shows the amount of inventory stock committed to sales orders from the available stock.
  • Inventory Location Report — this allows you to compare the inventory stock you have across various storage locations.
  • Stock Reorder Report — you can manage your stock and backorders with the reorder report. Identify variants that have fallen below par level reorder points and variations with negative stock.
  • Incoming Stock Report — these can be filtered by supplier, date range, location and other categories to provide an overview of incoming stock from current purchase orders.
  • Historic Inventory Report — you can export your inventory stock levels and moving average cost from any point in history. Historic inventory reports are valuable tools to assist with sales predictions and demand forecasting.

Inventory reporting also helps track inventory turns, cost of goods sold and can reduce the risk of stockouts and overstocking.

business reports

Business reporting holds great value for inventory managers, especially those in the ecommerce, wholesale, retail, and manufacturing sectors.

Try Unleashed BI Vision reporting tool for free

The basic Business Intelligence module in Unleashed – called BI Foundation – is permanently free for all users. However, we strongly encourage you to test the more sophisticated BI Vision module in a free trial.

BI Vision has been designed to give Unleashed users the kind of powerful analytics insights normally accessible only by those with Enterprise level solutions like Microsoft Power BI or SAS, which can cost in excess of $100,000 per year in licensing fees, and require a full manual data integration.

Unleashed BI Vision, by contrast, is incredibly competitively priced, and uses the live business data already managed by Unleashed’s inventory, sales and production systems.

To get your hands on this Enterprise-level solution, simply switch on your free trial on the Business Intelligence page here – or speak to a consultant to arrange a demo .

This article was updated in July 2023 to reflect current business report trends and new information.

Melanie - Unleashed Software

Article by Melanie Chan in collaboration with our team of Unleashed Software inventory and business specialists. Melanie has been writing about inventory management for the past three years. When not writing about inventory management, you can find her eating her way through Auckland.

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How to Write a Business Report: A Step By Step Guide with Examples

5 importance of business report writing

Table of contents

With so much experience under your belt, you already know a lot about business reporting.

So, we don’t want to waste your time pointing out the obvious because we know what you need.

Secrets. Tricks. Best practices.

The answer to how to write a mind-blowing business report that you don’t need to spend hours and days writing.

A business report that will immediately allow you to identify your strengths and weaknesses.

A report that’ll help you learn more about your business and do more accurate forecasting and planning for the future.

We believe we have just that right here.

With this comprehensive guide, you’ll create effective sales, analytical, and informative business reports (and business dashboards ) that will help you improve your strategies, achieve your goals, and grow your business.

So, let’s dive in.

What Is a Business Report?

Importance of creating business reports, types of business reports, what should be included in a business report, how to write a business report: an 11-step guide.

  • Business Report Examples

profitwell-dashboard-template-databox-cta

Although there’s a variety of business reports that differ in many aspects, in short, a business report definition would be the following:

A business report is an informative document that contains important data such as facts, analyses, research findings, and statistics about a business with the goal to make this information accessible to people within a company.

Their main purpose is to facilitate the decision-making process related to the future of the business, as well as to maintain effective communication between people who create the reports and those they report to.

A good business report is concise and well-organized, looks professional, and displays the relevant data you can act on. The point is to reflect upon what you’ve achieved so far (typically, over the past month, quarter or year) and to use the data to create a new strategy or adjust the current one to reach even more business goals.

Business reports should be objective and based on the data. When stating the facts, people rely on numbers rather than giving descriptions. For instance, instead of saying “our conversion rate skyrocketed”, you would display the exact percentages that back up that claim.

Business reporting matters for several reasons, among which the most important ones are:

Recognizing Opportunities to Grow

Detecting issues and solving them quickly, evaluating a potential partner, having a paper trail, keeping things transparent for the stakeholders, setting new company goals.

In fact, over half of the companies that contributed to Databox’s state of business reporting research confirmed that regular monitoring and reporting brought them significant concrete benefits.

If you never look back at what you’ve achieved, you can’t figure out what you’ve done well and what you can leverage in the future for even better results.

When you analyze a specific aspect of your business over a specific time period and present the data you gathered in a report, you can detect an opportunity to grow more easily because you have all the information in one place and organized neatly.

Is it time to introduce new products or services? Is there a way to enhance your marketing strategy? Prepare a report. Can you optimize your finances? Write a financial business report . Whatever decision you need to make, it’s easier when you base it on a report.

Reports are essential for crisis management because they can introduce a sense of calmness into your team. Putting everything on paper makes it easier to encompass all the relevant information and when you know all the facts, you can make a more accurate and effective decision about what to do next.

Writing business reports regularly will also help you identify potential issues or risks and act timely to prevent damage and stop it from escalating. That’s why monthly reporting is better than doing it only once a year.

Having an insight into your finances , operations and other business aspects more regularly allows you to have better control over them and mitigate potential risks more effectively.

Different types of business reports may be accessible to the general public. And if they’re not, specific situations may require a company to send them over to the person requesting them. That may happen if you’re considering a partnership with another company. Before making the final decision, you should learn about their financial health as every partnership poses a certain risk for your finances and/or reputation. Will this decision be profitable?

Having an insight into a company’s business report helps you establish vital business relationships. And it goes the other way around – any potential partner can request that you pull a business report for them to see, so writing business reports can help you prove you’re a suitable business partner.

In business, and especially in large companies, it’s easy to misplace information when it’s communicated verbally. Having a written report about any aspect of your business doesn’t only prevent you from losing important data, but it also helps you keep records so you can return to them at any given moment and use them in the future.

That’s why it’s always good to have a paper trail of anything important you want to share with colleagues, managers, clients, or investors. Nowadays, of course, it doesn’t have to literally be a paper trail, since we keep the data in electronic form.

Writing business reports helps you keep things transparent for the stakeholders, which is the foundation of efficient communication between these two sides.

You typically need to report to different people – sometimes they’re your managers, sometimes they’re a client. But your company’s stakeholders will also require an insight into the performance of your business, and relying on reports will help you maintain favorable business relationships. A business report shows you clearly how your company is performing and there isn’t room for manipulation.

Once you set business goals and the KPIs that help you track your progress towards them, you should remember they’re not set in stone. From time to time, you’ll need to revisit your goals and critical metrics and determine whether they’re still relevant.

When you write a business report and go through it with your team members or managers, you have a chance to do just that and determine if you’re efficient in reaching your goals. Sometimes, new insights will come up while writing these reports and help you identify new objectives that may have emerged.

Depending on your goals and needs, you’ll be writing different types of business reports. Here are five basic types of business reports .

Informational Report

Analytical report, research report, explanatory report, progress report.

Informational reports provide you with strictly objective data without getting into the details, such as explaining why something happened or what the result may be – just pure facts.

An example of this type of business report is a statement where you describe a department within your company: the report contains the list of people working in this department, what their titles are, and what they’re responsible for.

Another example related to a company’s website could look like this Google Analytics website traffic engagement report . As we explained above, this report shows objective data without getting too much into the details, so in this case, just the most important website engagement metrics such as average session duration, bounce rate, sessions, sessions by channel, and so on. Overall, you can use this report to monitor your website traffic, see which keywords are most successful, or how many returning users you have, but without further, in-depth analysis.

Google Analytics Website Engagement Dashboard Template

Analytical reports help you understand the data you’ve collected and plan for the future based on these insights. You can’t make business decisions based on facts only, so analytical reports are crucial for the decision-making process.

This type of business report is commonly used for sales forecasting. For instance, if you write a report where you identify a drop or an increase in sales, you’ll want to find out why it happened. This HubSpot’s sales analytics report is a good example of what metrics should be included in such a report, like average revenue per new client or average time to close the deal. You can find more web analytics dashboard examples here.

HubSpot CRM – Sales Analytics Overview

From these business reports, you can find out if you will reach your goals by implementing your current strategy or if you need to make adjustments.

Research is critical when you’re about to introduce a change to your business. Whether it’s a new strategy or a new partner, you need an extensive report to have an overview of all important details. These reports usually analyze new target markets and competition, and contain a lot of statistical data.

While not the same, here is an example of an ecommerce dashboard that could help track each part of a campaign in detail, no matter whether you are launching a new product, testing a new strategy, and similar. Similar to a research report, it contains key data on your audience (target market), shows your top-selling products, conversion rate and more. If you are an online store owner who is using paid ads, you can rely on this report to monitor key online sales stats in line with Facebook Ads and Google Analytics. See more ecommerce dashboards here.

Shopify + Facebook Ads + Google Analytics (Online Sales overview) Dashboard Template

As you might guess from its name, you write the explanatory report when it’s necessary for you to explain a specific situation or a project you’ve done to your team members. It’s important to write this report in a way that everyone will be able to understand.

Explanatory reports include elements like research results, reasons and goals of the research, facts, methodology, and more. While not exactly an explanatory report, this example of a HubSpot marketing drilldown report is the closest thing to it, as it helps marketers drill into an individual landing page performance, and identify how good their best landing pages are at converting, or which ones have the best performance.

HubSpot Marketing Landing Page Drilldown

A progress report is actually an update for your manager or client – it informs them about where you stand at the moment and how things are going. It’s like a checkpoint on your way towards your goal.

These reports may be the least demanding to write since you don’t need to do comprehensive research before submitting them. You just need to sum up your progress up to the point when the report was requested. This business report may include your current results, the strategy you’re implementing, the obstacles you’ve come across, etc. If this is a marketing progress report you can use marketing report templates to provide a more comprehensive overview.

In many companies, progress reports are done on a weekly or even daily basis. Here is an example of a daily sales report from Databox. HubSpot users can rely on this sales rep drilldown business report to see how individual each sales rep is performing and measure performance against goals. Browse through all our KPI dashboards here.

HubSpot CRM (Sales Rep Drilldown) dashboard template

What does a great business report look like? If you’re not sure what sections your report should have, you’ll learn what to include in the following lines.

Business Report Formatting

Different types of reports require different lengths and structures, so your business report format may depend on what elements your report needs to have. For example, progress reports are typically pretty simple, while analytical or explanatory reports are a different story.

However, most reports will start with a title and a table of contents, so the person reading the report knows what to expect. Then, add a summary and move on to the introduction. After you’ve written the body and the conclusion, don’t forget to include suggestions based on your findings that will help your team create an actionable plan as you move forward.

After that, list the references you used while creating the report, and attach any additional documents or images that can help the person reading the report understand it better.

This outline may vary depending on what kind of report you’re writing. Short business reports may not need a table of contents, and informative reports won’t contain any analyses. Also, less formal reports don’t need to follow a strict structure in every situation.

Business Report Contents

When it comes to the contents of your report, keep in mind the person who’s going to read it and try to balance between including all the relevant information, but not overwhelming the reader with too many details.

  • The introduction to the report should state the reason why you’re writing it, and what its main goal is. Also, mention what methodology and reporting software you’ve used, if applicable.
  • The body of the report is where you’ll expose all your key findings, explain your methodology, share the important data and statistics, and present your results and conclusion.
  • The conclusion , similarly to the summary you’ll add at the beginning of the report, briefly singles out the most important points and findings of the report.

If you decide to include more sections like recommendations, this is where you’ll suggest the next steps your team or the company may want to take to improve the results or take advantage of them if they’re favorable.

PRO TIP: Are You Tracking the Right Metrics for Your SaaS Company?

As a SaaS business leader, there’s no shortage of metrics you could be monitoring, but the real question is, which metrics should you be paying most attention to? To monitor the health of your SaaS business, you want to identify any obstacles to growth and determine which elements of your growth strategy require improvements. To do that, you can track the following key metrics in a convenient dashboard with data from Profitwell:

  • Recurring Revenue. See the portion of your company’s revenue that is expected to grow month-over-month.
  • MRR overview. View the different contributions to and losses from MRR from different kinds of customer engagements.
  • Customer overview . View the total number of clients your company has at any given point in time and the gains and losses from different customer transactions.
  • Growth Overview . Summarize all of the different kinds of customer transactions and their impact on revenue growth.
  • Churn overview. Measure the number and percentage of customers or subscribers you lost during a given time period.

If you want to track these in ProfitWell, you can do it easily by building a plug-and-play dashboard that takes your customer data from ProfitWell and automatically visualizes the right metrics to allow you to monitor your SaaS revenue performance at a glance.

profitwell-dashboard-template-preview

You can easily set it up in just a few clicks – no coding required.

To set up the dashboard, follow these 3 simple steps:

Step 1: Get the template 

Step 2: Connect your Profitwell account with Databox. 

Step 3: Watch your dashboard populate in seconds.

Note : Other than text, make sure you include images, graphs, charts, and tables. These elements will make your report more readable and illustrate your points.

Whether you’re writing a specific type of business report for the first time or you simply want to improve the quality of your reports, make sure you follow this comprehensive guide to writing an effective business report.

  • Do Your Research
  • Create an Outline
  • Determine Formatting Guidelines
  • Think of an Engaging Title
  • Write the Introduction
  • Divide the Body of the Report into Sections
  • Choose Illustrations
  • Conclude Effectively
  • Gather Additional Documentation
  • Add a Summary
  • Proofread Your Work

Step 1: Do Your Research

A well-planned report is a job half done. That means you need to do research before you start writing: you need to know who you’re writing for and how much they know about the topic of your report. You need to explore the best business dashboard software and templates you can use for your report.

Also, if you believe you will need additional resources and documents to add in the appendix, you should do it during this phase of report writing.

Step 2: Create an Outline

Once you’ve gathered the resources, it’s time to plan the report. Before you start writing, create an outline that will help you stick to the right structure. A business report is complex writing in which you can get lost very easily if you don’t have a clear plan.

Moreover, the report shouldn’t be complicated to read, so sticking to a plan will allow you to keep it concise and clear, without straying from the topic.

Step 3: Determine Formatting Guidelines

Most companies have their in-house formatting that every official document has to follow. If you’re not sure if such rules exist in your company, it’s time you checked with your managers.

If there arent’ any guidelines regarding formatting, make sure you set your own rules to make the report look professional. Choose a simple and readable format and make sure it supports all the symbols you may need to use in the report. Set up proper headings, spacing, and all the other elements you may need in Word or Google Docs.

Pro tip: Google Docs may be easier to share with people who are supposed to read your business report.

Step 4: Think of an Engaging Title

Even if you’re writing a formal business report, the title should be clear and engaging. Reports are typically considered dull as they’re a part of official business documentation, but there’s no reason why you can’t make them interesting to read. Your title should suit the report topic and be in different font size so the reader can recognize it’s a title. Underneath the title, you should add the name of the author of the report.

Step 5: Write the Introduction

A good introductory paragraph for a business report should explain to the reader why you’ve written the report. Use the introduction to provide a bit of background on the report’s topic and mention the past results if there’s been a significant improvement since your last report.

Step 6: Divide the Body of the Report into Sections

As this will be the most comprehensive part of your report, make sure you separate the data into logical sections. Your report is supposed to tell a story about your business, and these sections (such as methodology, hypothesis, survey, findings, and more) will help the data look well-organized and easy to read.

Step 7: Choose Illustrations

Of course, each of these sections should be followed with charts, graphs, tables, or other illustrations that help you make a point. Survey results are typically best displayed in pie charts and graphs, and these enable the reader to visualize the data better. From the formatting point of view, breaking the long text sections with illustrations makes the report more readable.

Pro tip: Using centralized dashboard solutions like Databox can bring your reporting game to the next level. Sign up for a forever-free trial now to see how you can use Databox to track and visualize performance easier than ever before .

Step 8: Conclude Effectively

Finish your report with a to-the-point conclusion that will highlight all the main data from the report. Make sure it’s not too long, as it’s supposed to be a summary of the body of the report. In case you don’t want to add a specific section for recommendations, this is where you can include them, along with your assessments.

Step 9: Gather Additional Documentation

If you’ve determined what additional documents, images, surveys, or other attachments you may need for your report, now is the time to collect them. Request access to those you may not be able to get on time, so you have everything you need by the deadline. Copy the documents you can use in the original form, and scan the documents you need in electronic format.

Step 10: Add a Summary

The summary is usually at the top of the report, but it’s actually something you should write after your report is completed. Only then will you know exactly what your most relevant information and findings are, so you can include them in this brief paragraph that summarizes your report’s main points.

The summary should tell the reader about the objective of the report, the methodology used, and even mention some of the key findings and conclusions.

Step 11: Proofread Your Work

It may seem like common sense, but this final step of the process is often overlooked. Proofreading your work is how you make sure your report will look professional because errors can ruin the overall impression the reader will form about your work, no matter how great the report is.

Look for any spelling or grammatical mistakes you can fix, and if you’re not sure about specific expressions or terminology, use Google to double-check it. Make sure your writing is to-the-point and clear, especially if you’re writing for people who may not know the industry so well. Also, double-check the facts and numbers you’ve included in the report before you send it out or start your reporting meeting.

Business Report Examples (with Ready-to-Use Templates)

Here, we’re sharing a few business reporting examples that you can copy, along with ready-to-use and free-to-download templates. If you don’t know where to start and what to include in different types of business reports, these business report examples are a great way to get started or at least get some inspiration to create yours.

Activity Report Example

Annual report example, project status report example, financial report example, sales report example, marketing report example.

Note : Each of the business report templates shared below can be customized to fit your individual needs with our DIY Dashboard Designer . No coding or design skills are necessary.

For reporting on sales activity, HubSpot users can rely this streamlined sales activity report that includes key sales metrics, such as calls, meetings, or emails logged by owner. This way, you can easily track the number of calls, meetings, and emails for each sales rep and identify potential leaks in your sales funnel. Check all our sales team activity dashboards here. Or if you are looking for dashboards that track general sales performance, browse through all Databox sales dashboards here.

Activity Report Example

If you’re preparing for annual reporting, you will benefit from choosing this HubSpot annual performance report . It contains all the relevant metrics, such as email and landing page performance, new contacts, top blog posts by page views, and more. See all our performance dashboard templates here.

Annual Report Example

Project status reports can be very similar to progress reports. If you’re in need of one of those, here’s an example of a Project overview dashboard from Harvest that shows that can help you create simple, but well-organized report based on metrics that matter: hours tracked, billable hours, billable amount split by team members., and more. Check out more project management dashboard templates we offer here.

Project Status Report Example

Are you creating a financial report? You will find this QuickBooks + HubSpot integration a great choice for a financial performance dashboard that makes creating a report simple. This dashboard focuses on the essential financial report

ting metrics and answers all your revenue-related questions. See all Databox financial dashboards here.

Financial Report Example

If you’re tracking your sales team’s monthly performance, this sales report template will help you prepare an outstanding report. Check out all the vital productivity KPIs, track your progress towards your goals, and understand well how your current sales pipeline is performing. See all sales performance dashboards we have available here.

Sales Report Example

Marketing reports can be easily prepared by using this monthly marketing report template . With HubSpot’s reporting, you can determine where your website traffic is coming from, how your landing pages and specific blog posts are performing, and how successful your email campaigns are. Browse all Databox marketing dashboards or marketing report examples here.

Marketing Report Example

Create a Professional Business Report in No Time with Databox

Does creating a business report still sound like a daunting task? It doesn’t have to be with Databox.

In times when we’re all trying to save our time and energy for things that matter rather than scattering valuable resources on tedious, repetitive tasks, it’s critical to optimize your business process. And we want to help you do just that.

Using a business reporting dashboard enables you to track data from all the different tools you’re using – but in one place. With Databox, you can monitor and report on performance in a single dashboard that is optimized for all your favorite devices and you can create streamlined and beautiful dashboards even if you are not that tech-savvy. (no coding or design skills are required).

Automating business reporting has never been easier. And with Databox, you can do exactly that in just a few clicks. Sign up now and get your first 3 business dashboards for free.

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How to format a professional report to the board of directors, how to write a business report conclusion.

  • What Is an R&D Report?
  • What Items Does an Annual Report Consist Of?

If you are a sole proprietor, you may not believe you need to keep reports or develop them on a regular basis, since no one else is involved in running your business. Even if you have partners or a board, reports may not be high on your priority list when you have so many other details you need to take care. In fact, writing good business reports can actually save you time and money, and play a dramatic role in the future of your company.

Tracks Development Over Time

Business reports document your progress and provide you with a means of comparing periods of time, project details, and your history of growth. While you may rely on a superior memory or the amount of profits you make each year to gauge your progress, the data you collect in reports can serve a number of important purposes. It can help you formulate your budget and marketing plans for the upcoming year. It also can allow you to realize which products or services are the most successful, and which markets you may have overlooked. You’ll find more reasons to consult the data you’ve collected as your business grows.

Provides an Audit Trail

In addition to helping you make decisions about your company and its future, reports help you build a paper trail of your past. (You can keep the reports on a computer; you don’t have to collect mounds of actual paper.)

Reports that document sales, meetings, plans, initiatives and annual budgets are an integral part of the proprietary materials that make up your business. If you ever approach a bank for a loan or decide to sell your business, you‘ll need to produce more than your personal tax returns to support your requests or your asking price. If you’re a sole proprietor, make sure that your heirs know how to access your records and reports so they can continue the business or sell it if needed.

Duty to Stakeholders

A corporation has to produce an annual report each year as part of its legal fiduciary obligations to its stockholders and the government agencies that oversee corporate businesses. Through this process, large companies have come to learn about the many benefits they can reap from producing an annual report. As a small business, you can tap into those same resources if you create a summary and overview of your previous year in business.

The annual report usually is a glossy report with pictures and contact information that doubles nicely as a marketing package. It is useful when making introductions to new clients or trying to build name recognition in your community. An annual report is an effective tool for providing employees, investors and clients with a complete picture of you and your business.

Supports Purchasing Decisions 

Even if you don’t report to a corporate board or have to produce documentation for a team of investors, there may come a time when you want to expand or make a substantial purchase to increase business, and you'll need to produce a financial history of your company. As a sole proprietor, you may face the time when the best way to grow means taking on a corporate label, and you’ll be required to create those reports on a regular basis. Even if you don’t rely on reports for decision making, if you incorporate reports in your daily business practices, you’ll be in the habit of writing them and will have honed your report writing until it comes naturally.

  • Entrepreneurship and Business Innovation: Guide to Business Report Writing
  • Reference for Business: Annual Reports

Linda Ray is an award-winning journalist with more than 20 years reporting experience. She's covered business for newspapers and magazines, including the "Greenville News," "Success Magazine" and "American City Business Journals." Ray holds a journalism degree and teaches writing, career development and an FDIC course called "Money Smart."

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Report Purposes & Types

Reports are key communication tools in business; they often become part of an organization’s archives so that current and future employees can see the research, information, and reasoning underlying certain issues, actions, and decisions.  Reports may be formal or informal, informative or analytical.  They may be intended to provide updates, influence action, provide information, and/or offer different perspectives important in an organization’s discussion of an issue. At some point in your career, you most likely will need to write a report related to some aspect of your work.

The following video provides a good introduction to professional reports.

Report Purposes

Reports have two main purposes:

Informative Reports

An informative report explains or instructs and presents details of events, activities, individuals, or conditions. It provides background and explanation without analysis or evaluation. For example, a progress report is a standard informative report intended to explain the completion of a project at certain key points within that project’s timeline.  You might review the project’s purpose, explain what phase the project is in at this particular point in time, identify project accomplishments to date, and/or discuss anticipated next steps within the project timeline.  You would not evaluate, analyze, or recommend, but would simply present relevant information to inform stakeholders about how the project is progressing.

5 importance of business report writing

Analytical Reports

An analytical report often provides some of the same information as an informative report  along with  evaluation of that information. Analytical reports may solve problems, demonstrate relationships, or make recommendations. For example, in addition to informing, you may also have an analytical purpose in a progress report, especially if the project has not progressed as planned.  You might analyze situations that derailed the project from the intended timeline, and/or recommend ways to catch up and get the project back onto the original timeline.  Another example of an analytical report is a field report by a Center for Disease Control (CDC) employee from the site of an outbreak of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and recommendations on the quarantine of subjects.

The following video clearly introduces and illustrates the nature of an analytical report.  Note that the report sections mentioned will vary depending on your own writing context and situational analysis.

Report Types

There are two main types of report:

Informal Reports

Employees in most organizations create and use informal reports, many of which are for internal use. Some institutions have prescribed formats for certain types of informal reports (e.g., expense reports, mileage reimbursement), but allow you, as a writer, the freedom to structure other types of informal reports, such as status updates, recommendation reports, conference reports, or others.

The main characteristic of an informal report is that it tends to be relatively short, with fewer sections than a formal report. Overall, informal reports typically include the following structure:

  • Introduction or background – the “why” of the report
  • Information and/or analysis – your facts, findings, data, analysis, explanatory details, and/or recommendations
  • Summary – restatement of main ideas

Informal reports may be in memo, email, letter, video, powerpoint, or written report format. An informal report usually has specific topics grouped in paragraphs, and these topics tend to have simple headings. Note that while informal reports do not require headings, you may decide to use them, especially if the report is a page or two, since headings may help your reader better understand and retain your main ideas.

A QUICK COMPARISON: USING HEADINGS

Look at the two brief samples to compare how you read and react to the same information in an informal report without headings and with headings. Which one is easier for you to read, understand, and find information?

Formal Reports

Formal reports may be written because of many different situations, for example, to provide information and research on the psychological effects on employees as a result of moving from offices to cubicles, to analyze the results of moving from offices to cubicles in terms of employee productivity, or to make recommendations on the financial feasibility of moving employees from offices to cubicles. The hallmark of a formal report is its length; format reports delve into a subject much more deeply than informal reports. Formal reports synthesize main ideas related to your subject, drawing from your information, analysis, and/or research, to fulfill your purpose. Formal reports are not simply compilations of large quantities of data around a topic, with no purpose or reasoned presentation.

Like informal reports, formal reports also have an overall structure of introduction, information/analysis, and summary.  But because they investigate a concept or issue deeply, formal reports usually have many sections within the body of the report, which definitely require headings and subheadings.  Formal reports also contain standard front and back matter.  You can read more fully about Report Sections in the next page of this text.

Formal reports are usually written documents, because of their quantity of information.  However, formal written reports are often presented and/or accompanied by powerpoint presentations, explanatory videos, or other professional communications that condense and introduce concepts offered in the formal report.

The following video compares and reviews informal and formal reports.

Importance of Reports in Organizations

5 importance of business report writing

Report purposes and types may be combined in many different ways; reports on the same topic may be informative or analytical in different situations, just as they may be informal or formal in different situations.

For example, if a group of workers in a particular department is experimenting with working remotely a few days a week, you could potentially write:

  • an informal, informative, compliance report to your supervisor letting her know that this is occurring and providing a short description of, and question about, company policy on telecommuting
  • an informal, analytical, feasibility report to your supervisor evaluating evidence gathered through discussions with the department head and workers who are part of the experiment
  • a formal, informative, research report citing evidence that worker flexibility in work location can boost productivity
  • a formal, analytical, recommendation report to your supervisor building upon your research and proposing the need to implement this option in your department
  • any number of additional types of reports, depending on your purpose and role

It’s up to you, as a communicator, to decide on the best approach for each particular report you need to create, based on your purpose and comprehensive analysis of the communication situation.

Examples of some common reports include the following:

  • Status updates  may be internal to a company in addressing a business situation, or external in providing the status of a project to another organization. Status reports are usually to-the-point, tightly focused, brief informational reports.
  • Project reports are lengthier documents which may cover many different aspects of a project at various stages, for various stakeholders in the project. They may be informative or analytical, depending on your purpose and situation.
  • Feasibility reports analyze a situation and propose a direction to take. They are often written to explore a new idea or process, or to evaluate a current situation and make recommendations, as a way to explore a change before making major investments of time or money. For example, a feasibility report may be a first step toward doing a full business plan, since it can be developed in much less time and still provides direction for decision makers.
  • Business plans  are often informative reports about what an individual or organization plans to do over an upcoming period of time. A business plan can be informative but may be more analytical if it’s intended for potential investors. In some cases, a business plan may include a request for funds; in those cases, the writing is more persuasive and may, in fact, turn into a formal proposal.
  • Proposals analyze a problem or situation, research possible solutions, and propose a specific solution or action, as a result of the evidence presented. They often include action plans, timelines, costs, and other appropriate information.  Proposals may be informal or formal, internal to a company or external to an outside audience, depending on the situation.
  • Recommendation reports often result from a business problem that an individual or team has been asked to solve; these reports are usually analytical and internal to an organization.  Reports that deal with needs assessment are one type of recommendation report.
  • Research reports  gather and explain data; these reports are usually informative.
  • Compliance reports may be informative or analytical as they deal with how well a department, division, or the whole organization is addressing a set of standards.
  • Financial reports may be informative or analytical as they deal with use of funds in certain contexts.  Financial reports may be internal or external to the organization.
  • Trip or conference reports summarize and transmit information learned, therefore increasing the value of the trip by disseminating information through the organization. They are usually informative.
  • Meeting minutes  are informative reports that summarize concepts and topics discussed at a meeting.

From the list above, which is by no means exhaustive, you can see the pervasiveness of reports in professional situations.

No matter what type of report you create, all reports need to contain accurate information, clear writing, logical organization of information, and professional layout. These characteristics affect the report’s reliability and validity, as well as your reader’s comprehension of your information. Use simple, clear language and organization. Make key report concepts easy to grasp for the widest audience. Remember that a report may be retained for a long time and may be viewed by many readers.

Guadalupe is the manager for meats and seafoods for a rapidly-expanding grocery chain, Valuetown. Valuetown’s expansion has happened mostly by buying up individually-owned stores or small chains in the region. One of the issues Guadalupe has faced is that the display and storage units in these stores are not in great shape, and often meats can’t be displayed. Valuetown is also spending a lot on repairs. Guadalupe has done an analysis of what the old refrigeration units are costing in terms of repairs and lost revenue. Her manager told her to write a report to present to the Valuetown board requesting new units. How should she proceed?

She should write a formal report with her conclusions at the front, a summary of her analysis in the middle, and back matter that includes the raw data on costs and lost revenue as well as estimated costs to replace the units. This report should be thoroughly edited and proofread so it is both stylistically perfect and in line with the needs of her audience.

Is this a good option? Check here.

She should write an informal report that briefly summarizes what she wants to do, gives highlights of her analysis, and then leaves most of the data in the back matter. Her goal should be to get this report out as quickly as possible, even if it has a few errors.

She should ask for time to give a presentation at the next board meeting and then take questions. She’s more persuasive in person than on paper.

  • Report Purposes & Types, original information and information adapted from pages on Business, Informal, and Formal Reports from Business Communication Skills for Managers, and page 9.4 Report from Business Communication for Success; attributions below. Authored by : Susan Oaks. Project : Communications for Professionals. License : CC BY-NC: Attribution-NonCommercial
  • Business Reports. Authored by : Susan Kendall. Provided by : Lumen Learning. Located at : https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/business-reports/ . Project : Business Communication Skills for Managers. License : CC BY: Attribution
  • Informal Reports. Authored by : Susan Kendall. Provided by : Lumen Learning. Located at : https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/informal-reports/ . Project : Business Communication Skills for Managers. License : CC BY: Attribution
  • Formal Reports. Authored by : Susan Kendall. Provided by : Lumen Learning. Located at : https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/formal-reports/ . Project : Business Communication Skills for Managers. License : CC BY: Attribution
  • 9.4 Report. Provided by : University of Minnesota Libraries. Located at : https://open.lib.umn.edu/businesscommunication/chapter/9-4-report/ . License : CC BY-NC-SA: Attribution-NonCommercial-ShareAlike
  • image of professional reading a report on a tablet. Authored by : rawpixel. Provided by : Pixabay. Located at : https://pixabay.com/photos/paper-business-document-analysis-3249919/ . License : CC0: No Rights Reserved
  • video How to write a business report. Provided by : USC: University of the Sunshine Coast. Located at : https://www.youtube.com/watch?v=V8uF1EoIneE . License : Other . License Terms : YouTube video
  • video Formal Reports vs. Informal Reports. Provided by : Penn State Harrisburg . Located at : https://www.youtube.com/watch?v=aqeeh353NR8 . Project : Penn State Harrisburg English 202 Online Videos. License : Other . License Terms : YouTube video
  • image of businesswoman reading report on a tablet. Authored by : rawpixel. Provided by : Pixabay. Located at : https://pixabay.com/photos/pill-laptop-technology-business-3203069/ . License : CC0: No Rights Reserved

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Business Communication  - How to Write a Powerful Business Report

Business communication  -, how to write a powerful business report, business communication how to write a powerful business report.

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Business Communication: How to Write a Powerful Business Report

Lesson 8: how to write a powerful business report.

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How to write a powerful business report

5 importance of business report writing

When a company needs to make an informed decision, it can create a business report to guide its leaders. Business reports use facts and research to study data, analyze performance, and provide recommendations on a company's future.

Watch the video below to learn how to write and format a business report.

The basics of a business report

Business reports are always formal , objective , and heavily researched . Every fact must be clear and verifiable, regardless of whether the report focuses on a single situation or examines the overall performance of an entire company.

Because objectivity is crucial in a business report, avoid subjective descriptions that tell the reader how to feel. For instance, if sales were down last quarter, don’t say “Sales were terrible last quarter,” but rather let the sales data speak for itself. There should also be no personal pronouns, such as “I think we should invest more capital.” A business report should remain impersonal and framed from the company’s perspective.

The structure of a business report

Although the size of a report can range from one page to 100, structure is always important because it allows readers to navigate the document easily. While this structure can vary due to report length or company standards, we’ve listed a common, reliable structure below:

  • Front matter : List your name, job title, contact information, and the date of submission. You can also create a title for the report.
  • Background : State the background of the topic you’ll be addressing, along with the purpose of the report itself.
  • Key findings : Provide facts , data , and key findings that are relevant to the purpose stated in the background. Be clear and specific, especially because the entire report depends on the information in this section.
  • Conclusion : Summarize and interpret the key findings, identify issues found within the data, and answer questions raised by the purpose.
  • Recommendations : Recommend solutions to any problems mentioned in the conclusion, and summarize how these solutions would work. Although you’re providing your own opinion in this section, avoid using personal pronouns and keep everything framed through the company’s perspective.
  • References : List the sources for all the data you've cited throughout the report. This allows people to see where you got your information and investigate these same sources.

Some companies may also require an executive summary after the front matter section, which is a complete summary that includes the report’s background, key findings, and recommendations. This section lets people learn the highlights quickly without having to read the entire document. The size of an executive summary can range from a paragraph to multiple pages, depending on the length of the report.

As mentioned in Business Writing Essentials , revision is key to producing an effective document. Review your writing to keep it focused and free of proofreading errors, and ensure your factual information is correct and presented objectively. We also recommend you get feedback from a colleague before submitting your work because they can spot errors you missed or find new opportunities for analysis or discussion.

Once you’ve revised your content, think about the report’s appearance . Consider turning your front matter section into a cover page to add some visual polish. You can also create a table of contents if the report is lengthy. If you’re printing it out, use quality paper and a folder or binder to hold the report together. To diversify the presentation of your data, try using bulleted lists, graphics, and charts.

Example of a business report

To demonstrate the principles of this lesson, we’ve created a brief business report for you to review.

Let's start by looking at the first page of this two-page report.

5 importance of business report writing

The layout of the front matter is simple and effective, while the background sets the stage in a quick, specific manner. The key findings provide the main takeaways that warrant further investigation, along with a chart to add emphasis and visual variety.

Now let's look at the following page.

5 importance of business report writing

The conclusion features a little of the writer's opinion on the key findings, although the writing is still centered around the company's perspective. The recommendations are clear and supported by the data, while the references are thorough.

While business reports may seem intimidating, you have the ability to create a thorough, informative document through practice and careful research. Collect the facts and present them in an organized, objective manner, and you’ll help your business make informed decisions.

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  • Unito home /
  • What Is a Business Report?

Whatever you’re doing at work, chances are someone else needs to know about it. Few of us work in isolation. In most workplaces, we’re collaborating towards common goals. To do that, we need to share information in a clear, concise, and helpful way. That’s the purpose of a business report!

Writing a business report isn’t complicated. But if it’s your first time, you might have some questions, and that’s what we’re here to help you with. 

Find out what a business report is and why you might need to write one. Then, you’ll learn how to write a business report that’s so polished and professional it absolutely delights your boss! 

What is a business report?

Business reports are formal documents that convey information in an organized way. They contain data that’s important to your workplace’s operations, whether that’s a specific project, business function, or task. 

Whether you’re a manager, intern, or CEO, your job depends on informed decision-making. That’s where business reports come in! Your report might be used to help someone choose the best course of action, make plans for the future, or evaluate the success of a project. 

Business reports can be written for such a wide variety of needs that their structure and content can vary a lot. For example, you might be writing a business report in order to:

  • Propose an idea for a future project.
  • Help someone evaluate the success of your work. 
  • Share progress towards benchmarks or goals.
  • Determine the best response to a challenge or opportunity. 
  • Prove compliance with industry regulations .

Why do business reports matter?

The larger a company gets, the more important efficient communication becomes. That’s the goal of a business report — to get people the information they need to do their best work. In Unito’s Report on Reporting , 82% of people surveyed said their reports led to actionable insights at least most of the time.

Business reports are especially important for larger teams, or if information needs to be shared through multiple levels of an organization to get everyone on the same page. 

The information in your report might go through many hands, and be used to make very important decisions. Sharing that information verbally (or through long, complex email chains) could create confusion, ambiguity, and wasted time. 

Reports are also a form of recordkeeping. In the future, if someone needs to understand why a decision was made, they’ll be able to see exactly what information you were working with. They can also analyze your report in aggregate with other reporting from that time period, to understand how the business was functioning at that time. 

How to write a business report

Because the whole point of a business report is to share information as efficiently as possible, they’re usually formal and concise.

If you’re accustomed to academic writing, writing business reports might feel like a bit of an adjustment. Unlike an essay, you’re usually not constructing a thesis or argument when you write a business report. 

Instead, these reports are all about clarity and simplicity. Format your report so that it’s as easy to read as possible. Stay away from long paragraphs and wordy sentences, and use subheadings to keep things as skimmable as possible. 

All the information in your report should be backed up by credible sources, either your own findings or external research. If you do need to include interpretations or recommendations, make it clear that they’re your own (hopefully well-informed) opinion, rather than objective statements of fact.

Business report structure 

Business reports are just as varied as the business world itself, so what shape your report takes will depend a lot on why you’re writing it and what kind of company you’re in. However, there are components that will be found in almost all business reports. 

Here are the basic building blocks of a business report. Next, we’ll go over some supplementary sections that you may or may not need to use, depending on your exact report.

Table of contents

Always open with a table of contents. This helps the reader see what’s in the report at a glance and quickly find the information they need. 

Executive summary

Unless your report is extremely short, you’ll want to open with one or two paragraphs summarizing its main points. Anyone reading this section should be able to grasp your report’s key messages, whether or not they read the entire thing.  

Introduction

This section is all about the why. Why did you write the report, and why should your audience read it ? What information or insights will they come away with? 

This is also your chance to provide contextual or background information that will help the reader understand what’s to come. For example, if you’re writing a quarterly progress report, you might provide a quick overview of the entire project. 

Body/Main section

Here, you’ll provide the actual information that your reader needs. You might include content like text, charts, images, or numerical data. 

Break up your body section with plenty of subheadings for easy reading. If you include any visual content like graphs, make sure they are clearly labeled. 

Conclusion 

Here, you should restate and summarize the findings you shared in the report’s body. This might feel a bit repetitive, but remember, the goal of a business report is to share information. Circling back to your main points gives your reader a few chances to get the message. 

Optional sections

Not every business report is exactly the same. Here are a few more sections you might need to include based on your goals and what kind of content you share. 

Recommendations

This is where you’ll bring in your own opinions and interpretations. What concrete actions do you suggest the company take based on this data? Be sure to share the reasoning behind your suggestions. What positive outcomes do you believe they’ll create for the company? 

References and Appendices

If your report contains any data that wasn’t original research, you’ll include it here. The references section, which often takes the form of a bibliography, is a list of the sources you referred to when writing. An appendix covers and catalogs supplementary information — such as documents, excerpts, charts, or graphs. A report can have multiple appendices.

Methodology

Here, you’ll share how you collected the information in your business report. It’s most commonly found in reports that contain original research or findings. For example, you might let the reader know that your progress report was compiled from the results of weekly team meetings . 

Tips for effective business report 

It takes planning and careful attention to make your report as clear, concise, and useful as it can possibly be. Here are three of our top tips to follow when you’re ready to prepare your report. 

Start with a plan

Don’t just sit down and start writing out of the blue. What’s your goal? What are the most important points you need to convey? 

Try creating a detailed outline that includes the main points you will need to hit in each section. Then, you’ll know exactly what to say when it’s finally time to write.

Check company conventions 

Your workplace might have a specific way they do things when it comes to business reports. Ask your manager if there are any specific formatting conventions you need to follow, and if possible, check out some of your organization’s past reports for inspiration.

If you’re lucky, your company might even provide you with ready-made reporting templates . Or you can try some of ours .

Edit, edit, edit

Revising, editing , proofreading — whatever you want to call it, this is when you polish and fine-tune your report. It’s an essential step before sending your report off to its reader… especially if that’s your boss! 

As you reread, look out for spelling or grammatical errors. But also watch for places where your phrasing is confusing, or you can reword your message to make it clearer. 

If possible, finish writing the report a day or two before you need it. That way, you have plenty of time to edit it with fresh eyes. 

Types of business reports

As we mentioned above, there are many reasons to write a business report. Here are a few of the most common types you might find yourself working on. 

Progress report

These reports are usually issued regularly, to keep people updated on how a team, project, or initiative is progressing towards its goals. You won’t include in-depth analysis or interpretations in this kind of report — just the basic facts, so the reader can draw their own conclusions. 

Informational report

Like a progress report, information reports contain only the facts. But they have a much wider range of applications than just reporting on progress. These reports might share sales performance or HR data, such as quarterly profits, or employee turnover. 

Analytical report

These reports don’t just share data — they analyze it to draw conclusions. For example, as above, your analytical report might share sales performance at your company. But here, you might break it down by geographical location, including your insights as to why some retail locations outperformed others. 

Time tracking report

A time-tracking report is a type of informational report that shares exactly how much time an individual or team spent on specific tasks. Time reports help managers make sure their employees are using their time effectively. They’re also important for freelancers, or workers who get paid by the hour. 

Research report

A research report gives full, comprehensive insights into all sides of a situation. It’s often used when companies are considering big changes that affect the future of their organization, such as a merger, expansion, or introducing a new product. 

Need a hand building reports like these? Check out our resources here .

Get on the same page.

At their core, business reports are just a simple, direct way to share information. 

Everyone needs to be well informed to make good decisions at work. That’s why you don’t need to be a born writer or a grammar whiz to write a great business report; you just need to know what you need to say and do it with confidence.

As you move forward in your career, you’ll likely find that writing them becomes second nature, especially if you follow the tips and guidance in this article. 

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Chapter 11: Business Reports

Venecia Williams

Learning Objectives

  • Understand the different types of reports
  • Discuss the main parts of a formal report
  • Examine how to use headings and lists
  • Learn how to integrate graphics

Reports are documents designed to record and convey information to the reader. Reports are part of any business or organization; from credit reports to sales reports, they serve to document specific information for specific audiences, goals, or functions. Reports come in all sizes but are typically longer than a page and somewhat shorter than a book. The type of report depends on its function. The function of the report is its essential purpose, often indicated in the purpose statement. The function may also contribute to parameters like report length (page or word count) or word choice and readability. Reports vary by function, but they also vary by style and tradition. Within your organization, there may be employer-specific expectations that need to be addressed to meet audience expectations.

Informational or Analytical Report?

There are two main categories for reports, regardless of their specific function or type. An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this type of “just the facts” report is a summary report. The report will summarize the most pertinent information from a text based on the audience’s needs.

The second type of report is called an analytical report. An analytical report presents information with a comprehensive analysis to solve problems, demonstrate relationships, or make recommendations. An example of this report may be a field report by a physician from the Public Health Agency of Canada from the site of an outbreak of the Covid-19 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and recommendations on the treatment and quarantine of subjects.

Informal and Formal Reports

Reports can also be classified as informal and formal reports. Informal reports tend to be a few pages long and are normally written for someone within the organization. Informal reports are normally sent as memos, sometimes attached to an email, or as letters. Formal reports, on the other hand, are much longer and are usually, though not always, sent outside an organization. Whether you write an informal or formal report depends on the audience for the report and the information required.

Writing a Formal Report

Many business professionals need to write a formal report at some point during their career, and some professionals write them on a regular basis. Key decision-makers in business, education, and government use formal reports to make important decisions. As opposed to informational reports that offer facts and information without analysis, formal reports provide the end product of a thorough investigation with analysis. Although writing a formal report can seem like a daunting task, the final product enables you to contribute directly to your company’s success.

While you may write much shorter, more casual reports, it’s helpful to go into a bit of detail about formal reports. Formal reports are modular, which means that they have many pieces. Most audience members will not read every piece, so these pieces should stand on their own. That means that you will often repeat yourself. That’s okay. Your audience should be able to find exactly what they need in a particular section, even if that information has been repeated elsewhere.

While it’s fine to copy and paste between sections, you will likely need to edit your work to ensure that the tone, level of detail and organization meet the needs of that section. For example, the Executive Summary is aimed at managers. It’s a short, persuasive overview of everything in the report. The Introduction may contain very similar information, but it focuses on giving a short overview of everything in the report. Its goal is to inform, not to persuade.

Report Organization

Reports vary by size, format, and function. You need to be flexible and adjust your report to the needs of the audience. Reports are typically organized around six key elements:

  • Who the report is about and/or prepared for
  • What was done, what problems were addressed, and the results, including conclusions and/or recommendations
  • Where the subject studied occurred
  • When the subject studied occurred
  • Why the report was written (function), including under what authority, for what reason, or by whose request
  • How the subject operated, functioned, or was used

Pay attention to these essential elements when you consider your stakeholders. That may include the person(s) the report is about, whom it is for, and the larger audience of the organization. Ask yourself who the key decision-makers are, who the experts will be, and how your words and images may be interpreted.

While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function, playing an important role in the transmission of information. There are several different organizational patterns that may be used for formal reports, but all formal reports contain front matter (prefatory) material, a body, and back matter (supplementary) items. The prefatory material is therefore critical to providing the audience with an overview and roadmap of the report. The body of a formal report discusses the findings that lead to the recommendations. The back matter provides additional information. Some common elements in a report are shown in Figure 11.1.

Figure 11.1 | Parts of a Report

Front Matter

Front matter includes all the information preceding the body of the report.

The title page provides the audience with the:

  • This should appear 2 inches from the top margin in uppercase letters.
  • Type “Prepared for” on one line, followed by two separate lines that provide the receiving organization’s name. Some reports may include an additional line that presents the name of a specific person.
  • Type “prepared by” on one line, followed by the name(s) of the author(s) and their organization, all on separate lines.
  • This date may differ from the date the report was written. It should appear 2 inches above the bottom margin.

The items on the title page should be equally spaced apart from each other.

A note on page numbers: The title page should not include a page number, but this page is counted as page “i.” Use software features to create two sections for your report. You can then utilize two different types of numbering schemes. When numbering the pages (i.e., i, ii, iii, etc.) for a formal report, use lowercase Roman numerals for all front matter components. Utilize Arabic numbers for the other pages that follow. Additionally, if you intend to bind the report on the left, move the left margin and center 0.25 inches to the right.

A note on font: If there is no specific preference for serif vs. sans serif font, choose one and use it consistently throughout the report. Do not utilize anything besides a traditional serif (e.g., Times New Roman) or sans serif (e.g., Arial or Calibri) font.

Letter or Memo of Transmittal

A letter or memo of transmittal announces the report topic to the recipient(s).

If applicable, the first paragraph should identify who authorized the report and why the report is significant. Provide the purpose of the report in the first paragraph as well. The next paragraph should briefly identify, categorize, and describe the primary and secondary research of the report. Use the concluding paragraph to offer to discuss the report; it is also customary to conclude by thanking the reader for their time and consideration.

A letter of transmittal should be formatted as a business letter. Some report writers prefer to send a memo of transmittal instead. When considering your audience for the letter or memo of transmittal, make sure that you use a level of formality appropriate for your relationship with the reader. While all letters should contain professional and respectful language, you should pay closer attention to the formality of the word choice and tone in a letter to someone you do not know. Figure 11.2 illustrates a report with a letter of transmittal.

Table of Contents

The table of contents page features the headings and secondary headings of the report and their page numbers, enabling audience members to quickly locate specific parts of the report. Leaders (i.e. spaced or unspaced dots) are used to guide the reader’s eye from the headings to their page numbers.

The words “TABLE OF CONTENTS” should appear at the top of the page in all uppercase and bolded letters. Type the titles of major report parts in all uppercase letters as well, double spacing between them. Secondary headings should be indented and single-spaced, using a combination of upper and lowercase letters. Figure 11.3 demonstrates the organization of a typical table of contents and executive summary for a report.

List of Figures and Tables

The list of figures has many of the same design considerations as the table of contents. Readers use the list of figures to find the illustrations, diagrams, tables, and charts in your report. Complications arise when you have both tables and figures. Strictly speaking, figures are illustrations, drawings, photographs, graphs, and charts. Tables are rows and columns of words and numbers; they are not considered figures. For longer reports that contain dozens of figures and tables each, create separate lists of figures and tables. Put them together on the same page if they fit. You can combine the two lists under the heading, “List of Figures and Tables,” and identify the items as figure or table as is done in Figure 13.3.

Executive Summary

An executive summary presents an overview of the report that can be used as a time-saving device by recipients who do not have time to read the entire report.

The executive summary should include a:

  • Summary of purpose
  • Overview of key findings
  • Identification of conclusions
  • Overview of recommendations

If the executive summary, introduction, and transmittal letter strike you as repetitive, remember that readers don’t necessarily start at the beginning of a report and read page by page to the end. They skip around; they may scan the table of contents and they usually skim the executive summary for key facts and conclusions. They may read carefully only a section or two from the body of the report, and then skip the rest. For these reasons, reports are designed with some duplication so that readers will be sure to see the important information no matter where they dip into the report.

To organize this section, type “EXECUTIVE SUMMARY” in all uppercase letters and centred. Follow this functional head with paragraphs that include the above information, but do not use first-level headings to separate each item. Each paragraph of information should be single-spaced with double spacing between paragraphs. Everything except for the title should be left-aligned.

An executive summary is usually ten percent of the length of the report. For example, a ten-page report should offer a one-page summary. A 100-page report should feature a summary that is approximately ten pages.

The body is the main section of the report and includes the introduction, discussion or findings, conclusion and recommendations.

Introduction

The body of a formal report begins with an introduction. The introduction sets the stage for the report, clarifies what need(s) motivated it, and orients the reader to its structure. Most report introductions address the following elements: background information, problem or purpose, significance, scope, methods, organization, and sources. As you may have noticed, some parts of a formal report fulfill similar purposes. Information from the letter of transmittal and the executive summary may be repeated in the introduction. Reword the information in order to avoid sounding repetitive.

To begin this section, type “BACKGROUND” or “INTRODUCTION” in all uppercase letters. This functional head should be followed by the information specified above (i.e., background information, problem or purpose, etc.). You do not need to utilize any first-level headings in this section.

Because this section includes background information, it would be the appropriate place to address the needs of audiences that may need additional knowledge about the topic. Provide definitions of technical terms and instructions about the overall project if necessary. If you are uncertain if your audience needs a particular piece of information, go ahead and include it; it’s better to give your reader a little bit too much background than not enough. The organization of a typical introduction is illustrated in Figure 11.4.

Discussion of Findings

The Discussion of Findings section presents the evidence for your conclusions. This key section should be carefully organized to enhance readability.

To begin, type “DISCUSSION OF FINDINGS” in all uppercase letters. Center this and all other functional heads. Follow “DISCUSSION OF FINDINGS” with a brief paragraph that previews the organization of the report.

Useful organizational patterns for report findings include but are not limited to:

  • Best Case/Worst Case
  • Compare/Contrast
  • Journalism Pattern

Use a Best Case/Worst Case organizational pattern when you think that the audience may lack interest in the topic. When examining a topic with clear alternatives to your proposed solution, consider using a Compare/Contrast pattern. Geographical patterns work effectively for topics that are discussed by location. When describing the organization of the report in the first paragraph, broadly identify how the material in the report is organized rather than state that the report uses a specific pattern (e.g. Chronology, Geography). For example, write, “The research findings address curriculum trends in three provinces: (a) British Columbia, (b) Alberta, and (c) Ontario,” not, “This report uses a geographical organizational pattern.”

Follow the first paragraph with a first-level heading. Use first-level headings for all other major parts of this section. First-level headings should appear in bold, uppercase letters. Center first-level headings, but align any second-level headings with the left margin. Type any second-level headings in bold, upper- and lowercase letters.

As you present, interpret, and analyze evidence, consider using both text and graphics. Take into account what will be easiest for your audience to understand. Include citations for all quoted or paraphrased material from sources as well; check with your organization as to whether they prefer parenthetical citations or footnotes.

Conclusions and Recommendations

The conclusions and recommendations section conveys the key results from the analysis in the discussion of findings section. Up to this point, readers have reviewed the data in the report; they are now logically prepared to read the report’s conclusions and recommendations. Type “CONCLUSIONS AND RECOMMENDATIONS” in all uppercase letters. Follow this functional head with the conclusions of the report. The conclusions should answer any research questions that were posed earlier in the report. Present the conclusions in an enumerated or bulleted list to enhance readability. Recommendations offer a course of action, and they should answer any problem or research questions as well.  Think back to the expectations of your audience.  Have all of their requirements been addressed?

Back Matters

Back matters contain all the supplementary materials and can include works cited, appendices, a glossary and an index.

Works Cited

All formal reports should include a works cited page; this page documents the sources cited within the report. Documenting your information sources is all about establishing, maintaining, and protecting your credibility in the profession. You must cite (“document”) borrowed information regardless of the shape or form in which you present it. Whether you directly quote, paraphrase, or summarize it—it’s still borrowed information. Whether it comes from a book, article, a diagram, a table, a web page, a product brochure, an expert whom you interview in person—it’s still borrowed information. Use the documentation style appropriate to your industry (e.g. APA, MLA, Chicago).

Appendices are those extra sections following the conclusion. What do you put in an appendix?—anything that does not comfortably fit in the main part of the report but cannot be left out of the report altogether. The appendix is commonly used for large tables of data, big chunks of sample code, fold-out maps, background that is too basic or too advanced for the body of the report, or large illustrations that just do not fit in the body of the report. Anything that you feel is too large for the main part of the report or that you think would be distracting and interrupt the flow of the report is a good candidate for an appendix. Notice that each one is given a letter (A, B, C, and so on).

Headings are the titles and subtitles you see within the actual text of much professional scientific, technical, and business writing. Headings are like the parts of an outline that have been pasted into the actual pages of the document. Headings are an important feature of professional writing. They alert readers to upcoming topics and subtopics, help readers find their way around in long reports and skip what they are not interested in, and break up long stretches of straight text.

Headings are also useful for writers. They keep you organized and focused on the topic. When you begin using headings, your impulse may be to include the headings after  you’ve written the rough draft. Instead, visualize the headings  before  you start the rough draft, and plug them in as you write.

General Guidelines

  • Use headings to mark off the boundaries of the major sections and subsections of a report.
  • Make the phrasing of headings parallel.
  • Avoid “stacked” headings—any two consecutive headings without intervening text.
  • When possible, omit articles from the beginning of headings. For example, “The Pressurized Water Reactor” can easily be changed to “Pressurized Water Reactor” or, better yet, “Pressurized Water Reactors.”
  • Don’t use headings as lead-ins to lists or as figure titles.
  • Avoid “widowed” headings; that’s where a heading occurs at the bottom of a page and the text it introduces starts at the top of the next page. Keep at least two lines of body text with the heading, or force it to start the new page.

Format and Style

The style and format for headings shown in this chapter is not the “right” or the “only” one; it is just one among many. As illustrated in Figure 11.5 headings function like outline elements inserted into the text at those points where they apply.

When formatting your headings and subheadings, pay close attention to details such as vertical and horizontal spacing; capitalization; use of bold, italics, or underlining; and punctuation. Headings occur within the body of a document. Don’t confuse headings with document titles. Although titles may look like first-level headings in smaller documents, think of them as separate things.

First-level headings are the highest level of headings in your document. Apply the same format or style to all first-level headings. This style should be different from that which is applied to second-level heading. All second-level headings should have the same style. Similarly, this style should be different from that which is applied to third-level headings (and all third-level headings should have the same style), and so on. There are different ways and styles you can use to differentiate various levels of headings. Use whatever styles are appropriate for the document and audience.

Lists are useful because they emphasize selected information in regular text. Lists can be horizontal, with the listed items included directly in the sentence/paragraph. Lists can be vertical, such as when you see a list of three or four items strung out vertically on the page rather than in normal paragraph format. Lists, particularly vertical lists, are noticeable and readers are likely to pay more attention to them. Certain types of lists also make for easier reading. For example, in instructions, it is a big help for each step to be numbered and separated from the preceding and following steps. Lists also create more white space and spread out the text so that pages don’t seem like solid walls of words.

Like headings, the various types of lists are an important feature of professional writing. They help readers understand, remember, and review key points. They help readers follow a sequence of actions or events. They also break up long stretches of straight text.

Follow these general guidelines when making lists:

  • Use lists to highlight or emphasize text or to enumerate sequential items.
  • Use a lead-in to introduce the list items and to indicate the meaning or purpose of the list.
  • Make sure that each item in the list reads grammatically with the lead-in.
  • Make list items parallel in phrasing.
  • Avoid overusing lists because using too many lists destroys their effectiveness.

Bullet points are democratic, meaning each item in a bulleted list is of equal importance. This is in contrast to numbered lists where items may have different levels of importance, priority, or sequence. Use bulleted lists for items that are in no required order. Use numbered lists for items that are in a required order (such as step-by-step instructions) or for items that must be referred to by item number.

Emphasis, as the term is used here, is the use of typographical effects to call attention to text. These effects can include italics, bold, all-caps, quotation marks, colour, and so on. Emphasis attracts the attention of the reader—or “cues” them—to actions they must take or to information they must consider carefully. Practically any special textual effect that is different from regular body text can function as an emphasis technique. Things like italics, bold, underscores, caps, different size type, alternate fonts, colour, and more can act as emphasis techniques.

However, if emphasis techniques are used in excess, readers can become reluctant to read a text and may avoid it altogether because it is too busy or distracting.  NOTICE how UNREADABLE this sentence IS BECAUSE TOO MUCH emphasis is used .

Analyzing The Audience

As with any type of writing, when writing formal business reports, it is necessary to know your audience.  For example, if your audience is familiar with the background information related to your project, you don’t want to bombard them with details; instead, you will want to inform your audience about the aspects of your topic that they’re unfamiliar with or have limited knowledge of. In contrast, if your audience does not already know anything about your project, you will want to give them all of the necessary information for them to understand. Age and educational level are also important to consider when you write.  In addition, you don’t want to use technical jargon when writing to an audience of non-specialists.  These are just a couple of examples of different audience needs you will want to consider as you write your report.  

Educational Level and Subject Knowledge

While age may not necessarily be an issue in the business world—your audience will almost all be adults—educational level and knowledge of your subject are important to consider when writing your report.  If you are writing for someone outside of your specific field, you will either need to exclude technical jargon or provide in-text reminders or indications of what specific terms mean or items are.  For example, if you work for an automotive company, and you are writing on behalf of mechanical engineers but for an audience of business professionals, you don’t want to assume that your audience knows the names of all of the parts that make up an engine; you will have to use terms they will recognize. In some cases, a glossary of terms may be appropriate.

Expectations and Research

What does your audience expect to get out of reading your report?  What is its purpose?  Make sure that you have specifically responded to the expectations of your boss, manager, or client.  If your audience expects you to have research, make sure you know what type of research they expect. Do they want research from scholarly journal articles? Do they want you to conduct your own research?  No matter what type of research you do, make sure that it is properly documented using whatever format the audience prefers (MLA, APA, and Chicago Manual of Style are some of the most commonly-used formats).  You also want to establish a strong ethos in your report.  Use confident language that shows that you have done your research and present them with the research.

For further information about what types of research you may want to include, see this article about  research methods and methodologies .

Here are some questions to consider about your audience as you write:

  • What does your audience expect to learn from your report?
  • What type of ethos should you establish?
  • How much research does your audience expect you to have?
  • How current does your research need to be?
  • What types of sources does your audience expect you to have?
  • What is the age of your audience?
  • What is the educational level of your audience?
  • How much background information does your audience need?
  • What technical terms will your audience need defined?  What terms will they already be familiar with?
  • What is the cultural background of your audience?

Integrating Graphics

Sometimes, despite writing clearly and concisely, it can be helpful to your audience if you use supporting graphics–whether that be tables, illustrations, maps, photos, charts, or some other type of other visual aid.

Before getting into details on creating, formatting, and incorporating graphics, consider the types and their functions. You can use graphics to represent the following elements in your writing:

  • Objects: If you’re describing a fuel-injection system, you’ll probably need a drawing or diagram of the object. If you are explaining how to graft a fruit tree, you’ll need some illustrations of how that task is done. Photographs, drawings, diagrams, and schematics are the types of graphics that show objects.
  • Numbers:  If you’re discussing the rising cost of housing in Vancouver, you could use a table with the columns being for five-year periods since 1970; the rows could be for different types of housing. You could show the same data in the form of bar charts, pie charts, or line graphs. Tables, bar charts, pie charts, and line graphs are some of the principal ways to show numerical data.
  • Concepts:  If you want to show how your company is organized, such as the relationships of the different departments and officials, you could set up an organization chart, which is boxes and circles connected with lines showing how everything is hierarchically arranged and related. This would be an example of a graphic for a concept; this type depicts nonphysical, conceptual things and their relationships.
  • Words:  Graphics can be used to depict words. You’ve probably noticed how some textbooks may put key definitions in a box, maybe with different colours in the background. The same can be done with key points or extended examples.

Documenting Graphics

Just as you would cite and reference a paraphrase or a direct quote, so too must you cite and reference any graphics that you use that were created by someone else or that were based on someone else’s data. Indicate the source of any graphic or data you have borrowed. Whenever you borrow a graphic or data from some other source, document that fact in the figure title using an in-text citation. You should also include the reference information in the reference list.

Guidelines for Using Graphics

  • Use graphics  whenever they would normally be necessary.
  • Make sure your graphics are appropriate to your audience, subject matter, and purpose. Don’t include advanced, highly technical graphics your audience may not understand.
  • Intersperse graphics and text on the same page. Place graphics as near to the point in the text where they are relevant as is reasonable and don’t put them on pages by themselves or attach them to the end of documents. However, if a graphic does not fit properly on one page, put it at the top of the next, and continue with regular text on the preceding page. Don’t leave half a page blank just to keep a graphic near the text with which it is associated.
  • Always discuss graphics in nearby text preceding the graphic. Don’t just include a graphic without an explanation. Orient readers to the graphic and explain its basic meaning. They need to have a purpose and be introduced before the reader encounters them on the page. The first mention of a graphic is called a lead-in statement, and your graphics must always be introduced by a lead-in. Similarly, it is typically recommended to also use a lead-out statement after the graphic. This is a statement that connects the figure to the material that follows.
  • Use titles and labels for graphics.
  • Include identifying detail such as illustration labels, axis labels, keys, and so on.
  • Make sure graphics fit within normal margins—if they don’t, enlarge or reduce the copies. Leave at least 2 blank lines above and below graphics.

Computers have made it easier for professionals to create effective graphics. Most of the graphics in Figure 11.6 can be created in Microsoft Office Word and Excel. There may also be some occasions in which a formal report includes graphics from a particular print or online source. In these instances, it is critical to include a caption that presents the source of the graphic.

Figure 11.6 summarizes uses and audience benefits for the most frequently employed types of graphics.

Drawings, Diagrams, and Photos

To depict objects, place, people, and relationships between them, you can use photos, drawings, diagrams, and schematics. Just as you would cite and reference a paraphrase or a direct quote, so too must you cite and reference any illustrations, diagrams, and photos that you use that were created by someone else or that were based on someone else’s data. Indicate the source of any graphic or data you have borrowed. Whenever you borrow a graphic or data from some other source, document that fact in the figure title using an in-text citation. You should also include the reference information in the reference list.

Figure 11.6 | Types of Graphics

Tables, Charts, and Graphs

Tables are rows and columns of numbers and words (though mostly numbers). They permit rapid access to and relatively easy comparison of information. If the data is arranged chronologically (for example, sales figures over a ten-year period), the table can show trends—patterns of rising or falling activity. However, tables are not necessarily the most vivid or dramatic means of showing such trends or relationships between data—for that, you’d want to use a line graph, which is discussed in the next section.

Guidelines for using tables

Follow these general guidelines when making tables:

  • As with other types of graphics, you should refer to the table in the text just preceding the table.
  • You should also explain the general significance of the data in the table; don’t expect readers to figure it out entirely for themselves.
  • Don’t overwhelm readers with large tables! Simplify the table data down to just that amount of data that illustrates your point—without of course distorting that data.
  • Just as you would cite and reference a paraphrase or a direct quote, so too must you cite and reference any tables that you use that were created by someone else or that were based on someone else’s data. Indicate the source of any graphic or data you have borrowed. Whenever you borrow a graphic or data from some other source, document that fact in the figure title using an in-text citation. You should also include the reference information in the reference list.

Charts and Graphs

Charts and graphs are just another way of presenting the same data that is presented in tables. At the same time, however, you get less detail or less precision in a chart or graph than you do in the table. Imagine the difference between a table of sales figures for a ten-year period and a line graph for that same data. You get a better sense of the overall trend in the graph but not the precise dollar amount. Other types of charts and graphs are horizontal bar charts, vertical bar charts, and pie charts.

Just as you would cite and reference a paraphrase or a direct quote, so too must you cite and reference any charts or graphs that you use that were created by someone else or that were based on someone else’s data. Indicate the source of any graphic or data you have borrowed. Whenever you borrow a graphic or data from some other source, document that fact in the figure title using an in-text citation. You should also include the reference information in the reference list.

Checklist for Writing Reports

As you reread and revise your report, keep in mind the following:

  • Report considers the audience’s needs
  • Form follows function of report
  • Format reflects institutional norms and expectations
  • Information is accurate, complete, and documented
  • Information is easy to read
  • Terms are clearly defined
  • Figures, tables, and art support written content
  • Figures, tables, and art are clear and correctly labelled
  • Figures, tables, and art are easily understood without text support
  • Words are easy to read (font, arrangement, organization)
  • Results are clear and concise
  • Recommendations are reasonable and well-supported

Reports require organization and a clear purpose. Business reports can be informational, analytical, formal and informal. Though reports vary by size, format, and function, most include six key elements. As with any type of business writing, it is important to use audience analysis to determine the organization and content of reports.

End of Chapter Activities

11a. thinking about the content.

What are your key takeaways from this chapter? What is something you have learned or something you would like to add from your experience?

11b. Discussion Questions

Discussion Questions

  • Have you ever written a formal report?
  • Do you feel confident converting data into tables, charts and graphs?
  • Find an annual report for a business you would like to learn more about. Review it with the previous reading in mind and provide examples. Share and compare with classmates.

11c. Applying chapter concepts to a situation

Collecting Data From Customers

Quick Meals is a food delivery service that delivers a variety of meal options to customers at an affordable cost. They provide customers with a new menu each week that they can use to choose items from for lunch or dinner. This service is used regularly by schools and businesses that do not have a cafeteria but would like to provide students and staff with convenient meal choices.

Farshad works as an Operations Manager at Quick Meals. He notices that their services are in high demand and decides to change the menus to offer healthier and more organic options. As a result, the meals cost more. Their regular customers are not pleased with this, and there is an increase in complaints and a decrease in sales.

Upon noticing the changes, Farshad calls a meeting with the supervisor of the customer service department, Susan. He asks her to reach out to the customers to find out their thoughts on the menu changes. Farshad intends to use this information to adjust the menus again. However, this time, it will be to suit the needs of the customers.

How should Susan go about getting this information to determine the issue?

11d. Writing Activity

Watch this video from TED.com on Txtng is killing language. JK!!! . We can think about texting as the opposite of what we would do in a formal report. Summarize the video. Do you think formal reports will change in the future as the way we communicate changes?

Attribution

Content attribution.

This chapter contains information from Business Communication for Success  which is adapted from a work produced and distributed under a Creative Commons license (CC BY-NC-SA) in 2010 by a publisher who has requested that they and the original author not receive attribution. This adapted edition is produced by the  University of Minnesota Libraries Publishing  through the  eLearning Support Initiative ,  Business Communication For Everyone  (c) 2019 by Arley Cruthers and is licensed under a  Creative Commons-Attribution-NonCommercial-ShareAlike 4.0 International license , and Online Technical Writing by David McMurrey and is licensed under a  Creative Commons Attribution 4.0 International License .

Media Attribution

Geography Icon made by Freepik  from  www.flaticon.com

Flowchart Icon made by Becris from www.flaticon.com

Table Icon made by Nhor Phai from www.flaticon.com

Line Chart Icon made by DinosoftLabs from www.flaticon.com

Pie Chart Icon made by Freepik from www.flaticon.com

Bar Chart Icon made by smalllikeart from www.flaticon.com

Government of Canada, S. (2017, September 29). Measuring the economy, region by region. Retrieved June 30, 2020, from https://www.statcan.gc.ca/eng/blog/cs/economy

Government of Canada, S. (2018, September 27). Annual Demographic Estimates: Canada, Provinces and Territories, 2018 (Total Population only) Analysis: Total Population. Retrieved June 30, 2020, from https://www150.statcan.gc.ca/n1/pub/91-215-x/2018001/sec1-eng.htm

Government of Canada. (2020, June 30). Canadian Business Counts, with employees, December 2019. Retrieved June 30, 2020, from https://www150.statcan.gc.ca/t1/tbl1/en/tv.action?pid=3310022201

Guffey, M. E., & Almonte, R. (2019).  Essentials of Business Communication . Toronto, Ontario: Nelson.

Jeon, S., Liu, H., & Ostrovsky, Y. (2019, December 16). Measuring the Gig Economy in Canada Using Administrative Data. Retrieved June 30, 2020, from https://www150.statcan.gc.ca/n1/pub/11f0019m/11f0019m2019025-eng.htm

Chapter 11: Business Reports by Venecia Williams is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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5 importance of business report writing

Report Writing And Its Significance In Your Career

You reach the office at around 9.00 AM, switch on your system, and start working. It’s a usual workday for…

Report Writing And Its Significance In Your Career

You reach the office at around 9.00 AM, switch on your system, and start working. It’s a usual workday for you until your manager comes to your desk and asks you to create a sales report. That’s the first time you’ve got such a task, and find yourself struggling with basic questions such as, “What’s a report?” and “How do I write one?”

What Is Report Writing?

Elements of report writing, importance of report writing.

You must have heard the term ‘report writing’ before.

According to the commonly known definition of report writing, a report is a formal document that elaborates on a topic using facts, charts, and graphs to support its arguments and findings.

Any report—whether it’s about a business event or one that describes the processes of various departments in a company—is meant for a particular type of audience.

But why do you think your manager wants you to create a report?

One simple answer is: an elaborate report prepared with evaluated facts helps solve complex problems. When managers come across certain business situations, they ask for comprehensive and well-thought-out reports that can help them design business plans.

Once you have an idea about what a report is, the next step is to understand how you can write one.

There are different types of reports, and each has a specific structure, usually known as ‘elements of the report’.

While we tell you what the elements of report writing are, if you want detailed guidance, you can go for Harappa Education’s Writing Proficiently course that talks about the popular PREP (Point of starting, Reason, Evidence, and Point of ending) model of report writing.

Every report starts with a title page and a table of contents, after which come the main sections–the executive summary, introduction, discussion, and conclusion.

Executive Summary:

Do you remember summary writing for English class during school days? You were asked to read a story or passage and write a summary, including the important takeaways. ( ambien )

That’s exactly what you are expected to do in a report’s executive summary section. This section presents a brief overview of the report’s contents. You should present the key points of the report in this section.

But why is it important to write an executive summary at the start of the report?

Firstly, the summary will help readers better understand the purpose, key points, and evidence you are going to present in the report. Secondly, readers who are in a hurry can read the summary for a preview of the report.

Here are some specifics that will help you write a clear and concise summary:

Include the purpose of your report and emphasize conclusions or recommendations.

Include only the essential or most significant information to support your theories and conclusions.

Follow the same sequence of information that you have used in the report.

Keep the summary length to 10-15% of the complete report.

Try not to introduce any new information or point in summary that you haven’t covered in the report.

The summary should communicate the message clearly and independently.

Introduction:  

The introduction section should:

Briefly describe the background and context of the research you have done.

Describe the change, problem, or issue related to the topic.

Define the relevant objectives and purpose of the report

Give hints about the overall answer to the problem covered in the report.

Comment on the limitations and any assumptions you have made to get to the conclusion.

Discussion:

This section serves two purposes:

It justifies the recommendations.

It explains the conclusions.

While you are writing the discussion section, make sure you do the following:

Present your analysis logically.

If needed, divide the information under appropriate headings to improving readability and ease of understanding.

Explain your points and back up your claims with strong and evaluated evidence.

Connect your theory with real-life scenarios

Conclusion:

The last key element of report writing is the conclusion section. Present the conclusion as follows:

  • The primary conclusion should come first.

Identify and interpret the major problems related to the case your report is based on.

Relate to the objectives that you have mentioned in the introduction.

Keep the conclusion brief and specific.

Before you start writing a report, it’s important to understand the significance of the report. It’s also crucial to research independently instead of relying on data and trends available on the internet, besides structuring the report properly. Here’s why:

Decision-Making Tool

Organizations require a considerable amount of data and information on specific topics, scenarios, and situations. Managers and decision-makers often use business reports and research papers as information sources to make important business decisions and reach solutions.

Another reason that adds to the significance of report writing is that it is a collection of evaluated information.

Different types of activities by different departments define an organization. Think of the departments your organization has–development, sales, distribution, marketing, HR, and more. Each department follows defined processes and protocols that require many small and large activities on a daily basis.

It is impossible for the management to keep an eye on the different activities in each department.

That’s where the reports can help. With every department writing and maintaining periodic reports, keeping a tab of ongoing activities becomes easier for the management.

Professional Improvements

During the annual appraisal cycle, your manager will ask you to write reports to explain your position, level of work, and performance.

If you have ever wondered how your manager decided to promote your colleague and not you, the answer may lie in his well-presented report.

Quick Source For Problem-Solving

There’s no denying that managers require accurate information on various topics to make quick decisions. Often due to urgency, managers only rely on business reports as an authentic source of information. Almost every employee would have witnessed a situation that needed the manager’s attention urgently. Reports come in handy during such situations.

Report writing is a significant exercise in many ways for your professional life. If you are not well-versed with it already, you must start working on your report writing skills now. For more help or guidance to learn this new skill, sign up for Harappa’s Writing Proficiently course.

Make the most of your time at home and master this new skill. Work on many assignments, improve your skills, and become a pro at report writing.

Explore our Harappa Diaries section to learn more about topics related to the Communicate habit such as the Importance of Writing Skills and the Cycle of Communication .

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8.1 Organizing and Formatting Business Reports

Before we begin to investigate the different types and aspect of developing a business report, let’s take a quick overview of the business report.

Organization

Much like correspondence, you may choose between the direct and indirect methods to structure your reports. The direct method is used when you have a receptive audience; whereas, the indirect method is used when you must persuade your audience. Whichever you decide to use will depend on the context, audience, and your purpose. Pay attention to these essential considerations when thinking of your stakeholders. Stakeholders may include the person(s) the report is about, whom it is for, who has an interest in the matter, and the organization overall. Ask yourself who the key decision makers are, who the experts will be, and how your words and images may be interpreted.

Reports vary by size, format, and function. You need to be flexible and adjust your report to the needs of the audience and to your purpose as there are several types of reports, including, for example, proposals, recommendations, problem-solving, and progress. Reports are typically organized around six key elements:

  • Who the report is about and/or prepared for
  • What was done, what problems were addressed, and the results, including conclusions and/or recommendations
  • Where the subject is situated
  • When the situation occurred
  • Why the report was written (function), including under what authority, for what reason, or by whose request
  • How the subject operated, functioned, or was used

When you write, your goal is not only to complete an assignment but also to write for a specific purpose—perhaps to inform, to explain, to persuade, or a combination of these purposes. Your purpose for writing should always be in the back of your mind, because it will help you decide which pieces of information belong together and how you will order them. In other words, choose the order that will most effectively fit your purpose and support your main point.

Table 8.1.1: Order and Purpose  shows the connection between order and purpose.

While there is no universal way for a report to be developed, conventions relating to the organization of the detail has evolved over time and is recognized in all business contexts, whether you are creating a direct or indirect document.  See Table 8.1.2 for an overview of three basic document structures. The functions of each section of the document is described below in Table 8.1.3.

Table 8.1.2 Basic Report Structures

Knowledge Check

The Outline

When you write, you need to organize your ideas in an order that makes sense. Order refers to your choice of what to present first, second, third, and so on in your writing. The order you pick closely relates to your purpose for writing that particular assignment. You may want to group your supporting ideas effectively to convince readers that your point of view on an issue is well reasoned and worthy of belief. In longer reports, you may organize different sections in different ways so that your purpose stands out clearly and all parts of the report work together to consistently develop your main point

Before writing any report, it is important to map out your ideas in an outline. An outline is a written plan that serves as a skeleton for the paragraphs and document sections you write. Later, when you draft paragraphs in the next stage of the writing process, you will add support to create “flesh” and “muscle” for your report.  The outline is an essential tool in discovering the overall progression of ideas and planning your research and visual aids.  The video, Creating an Outline (2014) describes the outline making process.

When creating outlines, writers generally go through three stages: a scratch outline , an informal or topic outline , and a formal topic or sentence outline: 

  • Scratch outline: The scratch outline is generated by taking information from your free-writing process and organizing it into a structure that is easy for you to understand and follow
  • Informal outline:  An informal outline goes a step further and adds topic sentences, a purpose statement, and some preliminary information you have found through research.
  • Formal outline: A formal outline is a detailed guide that shows how all your supporting ideas relate to each other. It helps you distinguish between ideas that are of equal importance and ones that are of lesser importance.

There are two types of formal outlines: the topic outline and the sentence outline . You format both types of formal outlines in the same way.

  • Place your introduction and purpose statement at the beginning, under Roman numeral I.
  • Use Roman numerals (II, III, IV, V, etc.) to identify main points that develop the purpose statement.
  • Use capital letters (A, B, C, D, etc.) to divide your main points into parts.
  • Use Arabic numerals (1, 2, 3, 4, 5, etc.) if you need to subdivide any As, Bs, or Cs into smaller parts.
  • End with the final Roman numeral expressing your idea for your conclusion.

Here is what the skeleton of a traditional formal outline looks like. The indention helps clarify how the ideas are related.

Introduction → Purpose statement

Main point 1 → becomes the topic sentence of body paragraph 1

Main point 2 → becomes the topic sentence of section 2 [same use of subpoints as with Main point 1]

  • Supporting detail

Main point 3 → becomes the topic sentence of section 3[same use of subpoints as with Main points 1 & 2]

Constructing Informal or Topic Outlines

An informal topic outline is the same as a sentence outline except you use words or phrases instead of complete sentences. Words and phrases keep the outline short and easier to comprehend. All the headings, however, must be written in parallel structure.

Step 1:  Create a purpose statement for your report

To plan your business report, you will begin by writing a draft purpose statement.  A purpose statement is a concise presentation of the key idea you will develop in your report. It is the focal point for the development of ideas in your report.  Write the purpose statement at the top of your outline.  You can revise this later as your research and writing evolves.

The rest of your outline will include the main topics and sub-points you will develop in each paragraph or section of the report.

Step 2: Identify the main ideas that relate to your purpose statement

Based on the reading and research you have already done, list the main topics that you plan to discuss in your report.  Consider carefully the most logical order, and how each point supports your purpose statement. These topics will become main ideas that will be developed.

Step 3: Identify the supporting points and evidence for each topic

Each topic  will be supported by supporting points and evidence that you have compiled from other sources. Each piece of information from another source must be cited, whether you have quoted directly, paraphrased, or summarized the information.

Step 4: Create your outline

Outlines are usually created using a structure that clearly indicates topics and supporting points.  In the example below, main ideas are numbered, while the supporting ideas are indented one level and labelled with letters.  Each level of supporting detail is indented further.

Here is the informal topic outline that Mariah constructed for the report she is developing and that has been partially adapted for this text. Her purpose is to inform, and her audience is a general audience of her fellow college students. Notice how Mariah begins with her purpose statement. She then arranges her main points and supporting details in outline form using short phrases in parallel grammatical structure.

  • Purpose statement: This report offers an overview of the available choices in digital technologies along with their specifications.
  • Electronic downloads
  • Storage in memory for hundreds of books
  • E-book readers from booksellers
  • E-book readers from electronics and computer companies
  • Incompatible features from one brand to the next
  • Borrowing and sharing e-books
  • Compact digital cameras
  • Single lens reflex cameras, or SLRs
  • Cameras that combine the best features of both
  • The confusing “megapixel wars”
  • The zoom lens battle
  • 1080p vs. 768p
  • Plasma screens vs. LCDs
  • Home media centres
  • How to choose wisely

Outlines at Work

Word processing programs generally have an automatic numbering feature that can be used to prepare outlines. This feature automatically sets indents and lets you use the tab key to arrange information just as you would in an outline. Although in business this style might be acceptable, in college or university your instructor might have different requirements. Teach yourself how to customize the levels of outline numbering in your word processing program to fit your writing context.

Business documents are typically created using conventional formats that are recognized in professional contexts. For example, letters have a familiar look because of the standard components that are used to format such documents. These formats serve to signal the level of formality and the purpose of the documents. They also help to create a degree of standardization in the documentation that circulates within and outside of organizations. Formats also inform readers on how to read the documents. When you create a document in the workplace, it is expected that you will use formats and styles customarily used within the organization.

The chapter entitled Correspondence Formats includes information on netiquette, texting, and the formatting of email, memos, and letters. The next section of this text discuss the different types of business reports and their typical usage and contents. In this chapter, we will discuss their various formats—that is, how they are prepared to conform to workplace conventions. Included in our overview are:

  • Short reports
  • Long reports
  • Slide reports

Infographics

Short reports.

Informal reports, also known as short reports, are routine documents of two to 10 pages or so in length that focus on one specific topic–such as a recommendation, brief proposal, or progress. Such reports can be formatted either as memos or email reports for internal purposes. They can also be formatted as letter reports when conveyed outside the organization. An email report consists of a report that is composed inside the email message box. Both memo and letter reports are usually attached to transmittal email messages for rapid electronic delivery.  The video, Guidelines for Writing Short Business Reports (2019), will help with the strategies of writing short reports.

5 importance of business report writing

In addition, the informal report can be informational or analytical in nature.  The informational report contains non-sensitive, routine information, often presented in a prescribed format such as a fill-in-the-blank form.  For this reason, the sections of an informational report include the introduction, findings, and conclusion.  In contrast, the short analytical report seeks to answer questions about specific problems with the aim of solving those problems.  How can we use social media more effectively? Should we close or open a new plant? How can customer service be improved? Therefore, the short analytical report not only includes an introduction, findings, and conclusion, but also recommendations.

Table 8.1.3  Informational and Analytical Short Report Sections

5 importance of business report writing

Informal Report Types and Functions

The video above provides a general overview of the short report.  In your professional life, you will find that there are many different types of short reports to respond to the many different activities, duties, and responsibilities in business organizations.  Table 8.1.4 below provides an overview of numerous types of short reports and their functions.

Table 8.1.4 Types and Function of Informal Reports (Smith, n.d.)

5 importance of business report writing

You will find more detailed information about writing proposals, progress and recommendation reports in the next chapters. Each of these reports can be written as short or long reports. You can view examples of several types of short reports, including conference, progress, summary, and recommendation reports, by visiting Venecia Williams’ Chapter 12: Report Writing Situations in  The Fundamentals of Business Communication. 

Formal Reports

Formal reports, also known as long reports, are documents that consist of about five or more pages in length. These reports not only offer a detailed discussion of research findings but are also used to make complex decisions within business contexts. Examples of these reports include audit, proposal, recommendation, problem-solving, feasibility, and compliance reports.  Such documents can be circulated inside or outside an organization, with the transmittal document being formatted as a memo or letter to signal the document’s internal or external destination.  The following video, Writing Long Reports (2019), provides and comprehensive overview of the long report.

Since formal reports are lengthy documents, they are accompanied by additional components consisting of the front and back matter that serve to aid the reader in understanding the document and locating information. The components of a formal report are listed below in Table 8.1.4 . You will notice that the report format consists of three sections: the front matter, with the cover page, table of contents, and executive summary; the report, with the introduction, background, details, and conclusion/recommendations; and the back matter, consisting of the references and the appendix/appendices.

For information on how to create and paginate the front and back matter and how to format the contents to achieve optimum readability, please refer to A Guide to Writing Formal Business Reports (Potter, 2021).

Table 8.1.4 Components of a Formal Report (partially adapted from Cruthers, 2020)

Knowledge check

Slide Reports

Slide reports are visual documents created using PowerPoint or other slide deck software and are a genre of slide documents (or slidedocs). Nancy Duarte, a leader in presentation skills education and author of Slidedocs (2016), coined the term after noticing how PowerPoint was being used to create documents other than presentation slide decks. In business, slide documents have been used for the following types of documents: annual reports, guides, instructions, tutorials, and report previews or summaries (Potter, 2020).  In the video below, Nancy Duarte provides some tips on designing slide decks.

Slide reports are full reports meant to be read and not presented. As such, these documents include a title page, table of contents and list of tables and figures, a glossary (if needed), section or chapter guides, a list of references, and appendices (if required). While they offer full-text development of ideas, they bridge genres by resembling presentations in the ample use of visual content to amplify ideas, set context and atmosphere, and support and clarify ideas.  These are typically visually engaging documents, with content developed in “bite-sized” segments for quick reading on the go. See the example in Figure 8.1.1. , which illustrates various page design options as suggested by Duarte (2016).

5 importance of business report writing

Figure 8.1.1 Page design samples for slide reports (Duarte, 2016).

Characteristics of Slide Report Design

  • Headings, subheadings
  • Enhanced appearance through the use of color and font styles
  • Generous use of purposeful visual aids and visual information
  • Full paragraph development using short paragraphs
  • Information chunking into short sections
  • One idea per slide (recommended)
  • Parallel listing for items in a series
  • Pull quotes to highlight key points
  • Section guides for longer reports
  • Section overviews set below headings

See Figure 8.1.2 for an example of a slide report page. Unlike a slide presentation, this sample page contains a considerable amount of text–which indicates that the report is not meant for presenting, but for reading. Notice how a large amount of text has been rendered readable through the use of a column format using short paragraphs. Notice also how a meaningful chart is integrated using colour that aligns with the slide design element. In addition, note how the page guide is included at the bottom of the slide; it helps the reader become quickly oriented as to the topic under discussion.

5 importance of business report writing

Figure 8.1.2 Sample page from a slide report by Brian Solis (2015).

To view another example of a slide report created for an annual report, see the Payments Canada 2020 Annual Report (Payments Canada, 2021).

Infographics are reports that look like posters. They are created with digital templates or slide deck software to report information using visual narratives or stories. Infographics combine visual elements like icons, graphs, images, and/or charts, along with concise text, to promote an idea or to convey information in an engaging way. Software, such as PowerPoint, Adobe Spark, or Canva can be used to create infographics.

If you are seeking one specific type of format for infographics, you will be disappointed. Here, you can let your creative side flourish as you customize backgrounds, fonts, and formats to suit your subject and purpose. Some software, like Canva, offers free and premium ready-made templates that you can adapt to your own content. The key is to have done your research, mapped or sketched out your ideas, and planned the visuals you will be using to support them. Once you have done this, go into the software and design your document using a variety of background, font, and chart options.

When creating an infographic choose a template that aligns with your content. For example, if you are showing data related to geographic areas, choose a map template; if you are making a comparison, choose a two-column format.

Below are links to three examples of infographics. Note the sparse use of text, which offers only key information, and relevant images to highlight key ideas.

Infographic example with data and map: Direct Marketing in Canada: Agriculture (Statistics Canada 2017).

Map infographic example: An Overview of Canada’s Forest Sector (Statistics Canada, 2018).

Text-based infographic example: From Email To Bots: The Future of Customer Communication (D’Adamo, 2017).

Seneca College offers many resources for learning about infographics. You might want to consider completing the Seneca Sandbox’s Creating Infographics tutorial or signing up for a webinar to learn more about how to create effective infographics.

A Checklist for Effective Reports

Here is a checklist for ensuring that a report fulfills its goals:

  • Report considers the audience’s needs
  • Form follows function of report
  • Format reflects institutional norms and expectations
  • Information is accurate, complete, and documented
  • Information is easy to read
  • Terms are clearly defined
  • Figures, tables, and art support written content and so are purposeful
  • Figures, tables, and art are clear and correctly labelled
  • Figures, tables, and art are easily understood without text support
  • Words are easy to read (font, arrangement, organization)
  • Results are clear and concise
  • Recommendations are reasonable and well-supported
  • Report represents your best effort
  • Report speaks for itself without your clarification or explanation

Bovee, C., Thill, J., & Scribner, J. (2016). Business communication essentials  (4th ed.). Toronto, ON: Pearson Canada Inc. Retrieved from http://www.pearsoncanada.ca/highered/product-showcase/new-solutions-for-core-foundations-from-pearson-canada/business-communication-essentials-fourth-canadian-edition-4e

Canva. [Sample Infographic Templates]. (n.d.).  https://www.canva.com/

Cruthers, A. (2020). Organizing reports. Business writing for everyone. https://kpu.pressbooks.pub/businesswriting/chapter/organizing-reports/

D’Adamo. A. (2017, October 11). Infographic: From email to bots: the future of customer communication. Stella Rising. https://www.stellarising.com/blog/infographic-from-email-to-bots-digital-marketing-trends-in-2017-wmi

Duarte, N. (2016). Slidedocs. https://www.duarte.com/slidedocs/

GreggLearning. (2019). Guidelines to writing short business reports [Video]. Youtube. Retrieved from https://www.youtube.com/watch?v=TW-1aan4nFs

Guffey, M., Loewry, D., Rhodes, K., Rogin, P. (2016). Business communication: Process and product (5th ed.). Toronto, ON: Nelson Education. Retrieved from http://www.cengage.com/cgi-wadsworth/course_products_wp.pl?fid=M20b&product_isbn_issn=9780176531393&template=NELSON

Horkof, T.  (2021). Outlining. Writing for success: 1st H5P Edition. CC 4.0. OER. BCcampus.   https://opentextbc.ca/writingforsuccessh5p/chapter/outlining/

Kwantlen Polytechnic University Learning Centres.  (2018). Creating an Outline. University 101.  https://pressbooks.bccampus.ca/studystrategizesucceed/chapter/create-an-outline/

Lumen (n.d.). Informal reports . Business communications skills for managers . Retrieved January 12, 2020 from https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/informal-reports/

Meyer, C. (2017). Communicating for results (4th ed.). Don Mills, ON: Oxford University Press. Retrieved from https://oup-arc.com/access/meyer-4e-student-resources#tag_case-studies

Potable water use in Canada. (2019, June 11). Statistics Canada. https://www150.statcan.gc.ca/n1/pub/11-627-m/11-627-m2019022-eng.htm

Payments Canada. (2021). 2020 Annual report. Annual reports . https://www.payments.ca/about-us/annual-reports

Potter, R.L. (2020). Slide reports. Robin L. Potter: Artwork and Writing. robinlpotter.com/writing

Potter, R. L. (n.d., 2017, 2021). A guide to writing formal business reports: Content, style, format. Original document by University of Victoria (n.d.). Engineering work term report guide: A guide to content, style and format requirements for University of Victoria engineering students writing co-op work term reports. (Updated by Suzan Last, October, 2017 and adapted by Robin L. Potter (2021). OER.

Seneca Libraries. (n.d.). Library & information technician: Create websites and infographics. Seneca College. https://library.senecacollege.ca/lit/websites_infographics

Seneca Libraries. (n.d.). Writing and Communicating Technical Information: Home. Seneca College. https://library.senecacollege.ca/technical

Seneca Sandbox. (n.d.). Creating infographics. Seneca College. https://sites.google.com/view/creating-infographics/creating-infographics

Smith, J., Bartsiokas, T., & Hylton, T(n.d. ) Report Type and Function: Informal Report. Communication at work. https://kpu.pressbooks.pub/communicationsatwork/chapter/report-type-and-function-informal-report/

Solis, B. (2015, March 26). The connected consumer and the new decision-making cycle. SlideShare. https://www.slideshare.net/briansolis/the-connected-consumer-and-the-new-decisionmaking-cycle-46336230

Stanford Graduate School of Business. (2014). Nancy Duarte: How to create better visual presentations [Video file]. Retrieved from https://www.youtube.com/watch?v=so9EJoQJc-0

Statistics Canada. (2018, May 8). An Overview of Canada’s Forest Sector. Infographic. https://www150.statcan.gc.ca/n1/pub/11-627-m/11-627-m2018008-eng.htm

Statistics Canada. (2017). Direct Marketing in Canada: Agriculture. Infographic. https://www150.statcan.gc.ca/n1/pub/11-627-m/11-627-m2017015-eng.htm

Williams, V. (XX). Chapter 12: Report Writing Situations. In  The Fundamentals of Business Writing. https://pressbooks.bccampus.ca/businesswritingessentials/chapter/chapter-14-routine-report-writing-situations/

Communication Essentials for Business Copyright © 2019 by Suzan Last (Original Author) is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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What is a Business Report: How To Write it? (Examples & Format)

Table of Contents

This is a detailed guide to what is a business report, explained with examples, types, importance, and features, and how to write it with elements and a checklist.

Definition of business report

“A business report is an orderly, objective communication of factual information that serves some business purpose”.  By Raymond Vincent Lesikar, and John D. Pettit

What is a Business Report?

A business report is a formal document that provides an analysis of a specific business issue or situation. It typically includes detailed information on the topic at hand such as data, research, and other relevant sources.

Business reports are used to make business decisions, identify problems or opportunities, or track progress toward goals. They are often written for an internal audience, such as managers or executives, but may also be shared with external stakeholders, such as investors or clients. 

Business reports should be well-structured, concise, and objective, presenting findings and recommendations in a clear and easily understandable format. They may include charts, graphs, and other visual aids to help illustrate key points.

Difference between Market Report and Business Report

A business report typically focuses on a specific company’s performance, operations, and financial results. It can provide information on topics such as sales trends, revenue growth, expenses, and profitability.

In contrast, a market report focuses on the broader market landscape and provides information on the trends, opportunities, and challenges in a specific industry. Market reports can include information on market size, growth potential, competition, and consumer behavior.

While both reports aim to provide useful information for decision-making, their focus and scope are different, with business reports focusing on internal operations, and market reports focusing on external market factors.

Difference between a Business Report and a Business Plan

A business report is a document that provides detailed information on a specific aspect of a company’s operations, such as financial results, sales trends, customer feedback, or employee performance. It is used for decision-making, tracking progress, and communicating with stakeholders.

On the other hand, a business plan is a comprehensive document that outlines a company’s goals, strategies, and tactics for achieving success. It typically includes an analysis of the market, a description of the company’s products or services, an overview of the management team, and a financial plan that details how the company will generate revenue and manage expenses over time.

How to Write a Business Report

Writing a business report can be a valuable tool for analyzing and presenting information related to a company’s performance or a specific business project. Here are some steps to follow when writing a business report:

1) Determining the purpose: Before writing the report, it’s important to define the purpose of the report. The writer must know what type of report they are writing and why it is being written. This helps in better research and writing.

2) Check target audience: After determining the purpose of the report, the writer must keep in mind who the report will be addressed. This can help in effectively conveying the message to the concerned persons.

3) Gather information: The writer must then gather data and conduct research. It is necessary to use credible sources such as industry reports, financial statements, or market research studies to collect relevant data.

4) Analysis of the supportive information: This is the main body of the report where the writer will present their findings. They must make sure to use data and statistics to support conclusions. This section can include charts, graphs, and tables to make the information easy to understand.

5) Findings and recommendations: Once the writer has presented their findings, they can draw conclusions and make recommendations based on the analysis. This is where they can suggest ways to improve the company’s performance or make recommendations for future business projects.

6) Determining report format: Before writing the report, the writer must determine what kind of business report it is. This is done so they can structure the report in a logical and easy-to-follow way. They can create outlines that include headings, subheadings, and sections to organize the information in a clear and concise manner.

Elements of a Business Report

A business report consists of three main elements – Front Matter, Body of the Report, and Back Matter. 

The format of a business report is as follows:

(A)Front Matter: The front matter of a business report is the first section of the report and provides essential information about the report’s contents and purpose. It includes the following elements:

  • Cover Page: This is the first page of the report, typically including the title, author or authors, date, and company logo.
  • Title Page: It follows the cover page and provides more detailed information about the report. 
  • Table of Contents: It is also included in the front matter and provides an outline of the report’s contents, including headings and subheadings with page numbers.
  • Executive Summary: It provides a brief overview of the report’s main findings, conclusions, and recommendations.
A portion of the executive summary in the business report: An executive summary is a brief overview of a business report that highlights the main points and conclusions of the report. It is usually the first section of the report that the reader sees and is often used as a standalone document for busy executives who need to quickly understand the report’s key findings. The purpose of an executive summary is to provide a concise and clear picture of the main purpose of the report, the methods used to gather data, the key findings and conclusions, and the recommendations based on those conclusions.

(B) Body of the Report: The body of a business report is the main section of the report where the writer presents the data, analysis, and interpretation of the findings in a clear and concise manner. It contains the following elements:

  • Introduction: The introduction gives a background on the problem or issue being addressed in the report, the objectives of the report, and an explanation of the report’s scope.
  • Methodology: It is a description of the research methods used to gather data and information for the report.
  • Results: This section highlights the presentation of the findings or data gathered during the research phase, including tables, graphs, and other visual aids to support the information.
The importance of tables and graphs in a business report: Tables and graphs are important elements in a business report because they can help to communicate complex data and information in a visual and easy-to-understand way. They are useful for presenting large amounts of data in a clear and concise manner, making it easier for the reader to interpret and understand the information presented.
  • Discussion: An analysis and interpretation of the results, including the significance of the findings and their implications.
  • Conclusion: The conclusion contains a summary of the main points made in the report, including the conclusions drawn from the analysis and any recommendations for action.
  • Recommendations: Finally, the recommendation section contains specific actions or strategies that are proposed to address the problem or issue being investigated in the report. 

(C) Back Matter: The back matter of a business report is the section that comes after the main body of the report and includes any additional information that may be useful for the reader. This section may include

  • Appendices: This contains additional materials such as charts, graphs, or data that support the report but are not included in the main body of the document.
  • References: This contains all the citations and references used in the research and collection of data for the report.
  • Glossary: A glossary lists the technical terms used in the report with their meanings and descriptions. 
Must Read : What are the parts of a business report 

How should headings be used in business reports?

Headings are an essential tool for organizing a business report and making it easy to read and navigate. Headings should be clear and descriptive, giving the reader a sense of what each section will cover.

They should also be formatted in a way that makes them stand out from the rest of the text, such as by using bold or larger font sizes. They should be used consistently throughout the report to guide the reader through the various sections and sub-sections.

When using headings in a business report, it is important to follow a logical and hierarchical structure. The main heading of the report should clearly state the purpose of the report and provide an overview of the main points that will be covered. Subheadings should be used to break down the report into smaller sections, each covering a specific topic related to the overall theme of the report.

Examples of business reports

Below we have listed business reports of some top companies along with the business performance metrics.  

Annual-Business-Report-of-Reliance-industries

Topics for writing Business Reports Importance of the communication process ? Non-verbal aspect of business communication?  Modes of the communication process?  Changing patterns of business correspondence? Types of barriers in business communication ? How to overcome barriers of communication in an organization ?

Most common types of Business Reports

In business communication, there are many different types of business reports , with each type designed to provide specific information about a particular aspect of a company’s operations. Some common types of business reports include:

1) I nformational Report: This type of business report provides factual information on a particular topic or issue, without making any recommendations or drawing conclusions. 

Further Reading : How to Write an informational report 

2) Analytical Report: These reports use data and analysis to draw conclusions and make recommendations. It typically includes an executive summary, introduction, methods and results sections, and a conclusion with recommendations. 

3) Routine Report: These reports are produced on a regular basis, such as weekly or monthly. It typically provides updates on specific activities or tasks, such as progress on a project or sales figures for a given period.

4) Informal Business Report: An informal business report is less structured and formal than other types of business reports. It may be used for internal communication between colleagues or departments and can include memos, emails, or short notes.

5) Short Report : This type of business report is concise and to the point, typically no more than five pages in length. It is often used to communicate a specific issue or recommendation quickly and may include only the most essential information.

Must Read : List of different types of business reports with classification 

Importance of Business Reports

Business reports are an important tool for organizations to communicate and document important information related to the business. Some of the key reasons why business reports are important to include:

  • Evaluation: Business reports can be used to evaluate the effectiveness of specific initiatives or programs by tracking progress toward goals and measuring outcomes.
  • Communicating with stakeholders: Business reports can be used to communicate important information to a range of stakeholders, including investors, customers, suppliers, and employees.
  • Supports decision-making: Business reports can provide the information and analysis needed to make informed decisions about business operations, investments, and strategies. 
  • Providing a record of performance: Business reports can provide a historical record of the organization’s performance, documenting trends and changes over time. 
Must Read : What is the importance of a business report

Characteristics of Business Reports

A good business report should have the following characteristics:

1) Purpose: Business reports are written with a specific purpose in mind, such as informing a decision, presenting research findings, or providing updates on a project or initiative.

2) Audience: Reports are tailored to the needs and interests of the intended audience, which may include executives, managers, stakeholders, or external clients.

3) Structure: The report must have a clear and standardized structure, which typically includes an introduction, background information, results, analysis, recommendations, and conclusions.

4) Objectivity: Reports are expected to be objective and unbiased, and to present information and analysis in an accurate and factual manner.

Must Read : What are the characteristics of a good business report

Advantages and Disadvantages of Business Reports:

In this section, we will look at a few advantages and disadvantages of business reports .

Advantages:

  • Business reports provide clear and concise information about various aspects of a business, such as financial performance, market trends, customer satisfaction, and employee productivity.
  • Business reports can be used to share information among employees, departments, and stakeholders. This facilitates communication and collaboration, allowing everyone to stay informed and work together towards common goals.

Disadvantages:

  • Business reports can be time-consuming to create, especially if they require extensive research and analysis. This can be a burden on employees who are already busy with their regular responsibilities.
  • Depending on the length and complexity of the report, it can be overwhelming for readers to process and understand all of the information contained within it. This can be especially true if the report is full of technical jargon or financial data that may not be familiar to all readers.
Must Read : Advantages and disadvantages of business reports 

What is a Small Business Report 

A short business report is a concise document that provides a brief summary of key information related to a specific business topic. Short reports are typically between one and five pages in length and are often used to communicate information to a specific audience.

Short business reports typically include an introduction that highlights the context of the report, a summary of the key points or findings, and a conclusion or recommendation. They may also include supporting data, such as charts, graphs, or tables, to help illustrate key points.

Must Read : What is a small report and how to write a small report with examples 

What is the Significance of Business Report Writing in Business Success?

Business report writing is a critical tool for achieving success in business. Reports provide valuable information to business owners and managers that can be used to make informed decisions, identify improvement areas, and create growth strategies.

They also facilitate communication within the organization, allowing employees and stakeholders to stay informed about the business’s progress and work together towards common goals. Business reports can be used to help plan for the future and set goals, and promote accountability by tracking and reporting on performance metrics. 

Checklist for making your Business Report Reader-Friendly

Here is a checklist for making your business report reader-friendly:

  • Use clear and concise language: Avoid using technical jargon and complex language that may be difficult for readers to understand. Use simple, clear language that is easy to read and comprehend.
  • Organize your report effectively: Use headings, subheadings, and bullet points to break up your report into smaller, more digestible sections. This makes it easier for readers to navigate and find the information they are looking for.
  • Use visual aids: Incorporate graphs, charts, and tables to help illustrate key points and make the information more engaging. This can help readers understand complex data more easily.
  • Proofread your report: Ensure that your report is free of grammatical errors, typos, and other mistakes. This can help make your report appear more professional and increase the credibility of the information contained within it.

Frequently Asked Questions

Q1) what is the purpose of a business report.

Ans: The purpose of a business report is to communicate relevant information about a company’s performance, activities, or other important data to various stakeholders, including executives, shareholders, employees, customers, or external partners. They also help in decision-making, evaluation, and keeping a record of business activities.

Q2) What are the important principles of a business report?

Ans: The important principles of the business report are the principle of objectivity, the principle of knowing your target audience, the principle of planning & framework, the principle of clarity, the principle of organizing your report, and the principle of evaluating information.

Q3) What are the 5 main parts of a business report?

Ans: The 5 main parts of a business report include a title page, executive summary, table of contents, findings, and discussion, and finally, the conclusion and recommendations.

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How to Write a Business Report

A business report is a collection of data and analyses that helps make relevant information easily accessible to a company. There are many different types of business reports, but this guide will show you the basic outline.

Before You Begin:

  • Think about your audience and their expectations, and plan your report accordingly. For example, are they expecting a formal or informal report? Do they have an understanding of the vocabulary/terms used? Do they require more background information? Do they need to be heavily persuaded?
  • What is the purpose of the report? Make sure this is clear.
  • Gather and organize your supporting information/data/visuals.
  • Focus on the facts.
  • Make sure to be clear and concise, so the report is easy for everyone to read and understand.
  • Use a professional, standard font in a readable size.

Components of a Business Report

  • Table of Contents: Depending on the length of the report, you might want to consider including a table of contents. This will make finding specific information easier for readers.
  • Tip: Even though this is the first section, consider writing this section after you have finished the report. This will help you determine which points are the most important to address.
  • Introduction: This section outlines what you will be going over in your report. It includes the main points, chosen report structure, and, most importantly, the objective of your report.
  • Conclusion: In the conclusion, be sure to briefly summarize all of the main points in the order they were presented in the report.
  • Recommendations: This section is where you provide your recommendations or suggestions based on the findings you noted in earlier sections. Indicate the potential benefits for the company to applying your suggestions.
  • References: Be sure to cite all sources used in the report in this section.
  • Appendices: In the Appendix, you can add relevant documents, surveys, graphs, etc. that you referenced in the report.

10 Importance of Report in Business Organization

The report plays an important role in decision-making in an organization. And such importance of a report can be understood through the following discussions:

Table of Contents

Importance of report

1. decision-making tool.

Today’s complex business organizations require thousands of information. Reports provide the required information a large number of important decisions in business or any other area are taken on the basis of the information presented in the reports. This is one of the great importance of a report.

2. Investigation

Whenever there is any problem, a committee or commission or study group investigates the problem to find out the reason behind the problem and present the findings with or without the recommendation in the form of a report. It is another importance of the report.

3. Evaluation

Large-scale organizations are engaged in multidimensional activities. It is not possible for a single top executive to keep a personal watch on what others are doing. So, the executive depends on reports to evaluate the performance of various departments or units.

4. Quick Location

There is no denying the fact that business executives need information for quick decision-making. As top executives are found to be busy for various purposes), they need vital sources of information. Such sources can be business reports.

5. Development of skill

Report writing skill develops the power of designing, organization coordination, judgment, and communication.

6. Neutral presentation of facts

Facts are required to be presented in a neutral way; such presentation is ensured through a report as it investigates, explains, and evaluates any facts independently.

7. Professional Advancement

The report also plays a major role in professional achievement. For promotion to the rank and file position, satisfactory job performance is enough to help a person. But for promotion to a high-level position, intellectual ability is highly required. Such ability can be expressed through the report submitted to a higher authority.

8. Proper Control

Whether activities are happening according to plan or not is expressed through a report. So, controlling activities are implemented based on the information from a report.

9. A managerial Tool

Various reports make activities easy for managers. For planning, organizing, coordinating, motivating, and controlling, the manager needs help from a report which acts as a source of information.

10. Encountering Advance and Complex Situation

In a large business organization, there is always some sort of labor problems that may bring complex situations. To tackle that situation, managers take the help of a report.

The discussions mentioned above justify the importance of reports for a business organization. If you have any other opinion please feel free to comment below.

Related Content of Report Writing:

  • Definition of Graphical Representation of Report
  • An Effective Structure of a Market Report
  • Definition and Uses of Formal Reports
  • Internal Report Template
  • Informal Report Example for Business
  • Difference Between Formal and Informal Reports
  • Importance of Market Report for Market Research
  • Principles of a Market Report for Market Research
  • Advantages and Disadvantages of Graphical Representation of Data
  • Difference Between Informational Report and Analytical Report
  • Importance of Market Report for Marketing of Agricultural Product
  • Types of Market Report
  • Structure of a Report and Sample Report in Letter Format
  • Market Research Report Template, Sample, Example, and Format
  • Market Report Definition
  • Essential Features of a Market Report
  • Annual Report Template, Sample, Example, and Format
  • Internal Control Questionnaire to Evaluate Internal Control Structure
  • Formal Report Example / Format / Template / Sample
  • How to Write an Informal Report Step by Step
  • How to Write a Formal Report Effectively
  • Steps to Write a Report Effectively
  • Effective Business Report Writing Methods
  • Principles / Qualities of a Good Report
  • Parts of Informal Report

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I think that reports are very important in business organizations. They can help to keep track of what is happening and help to make decisions.

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5 importance of business report writing

What Is The Main Purpose Of Writing A Business Report? Learn With Us!

  • Kanwal Hafeez
  • August 31, 2023

Uncover the key reasons behind business report writing. Join us to learn its core purpose and more. Enroll today at dotandlinelearning.com!

Table of Contents

Welcome to the world of business reporting! Writing a business report serves a crucial purpose in the corporate landscape. These reports are the compass that guides informed decision-making. Through meticulous analysis and concise presentation of data, business reports provide a comprehensive snapshot of a company’s performance, market trends, and strategic insights. By delving into financial figures, market research, and operational details, these reports empower organizations to chart their course wisely, anticipate challenges, and seize opportunities.

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So, join us to unravel the art of impactful business reporting and navigate the realm of success!

1. Introduction to Business Reports

1.1 understanding the role and importance of business reports.

For effective business operations, understanding the role and importance of writing a business report is paramount. These reports serve as invaluable tools for informed decision-making, providing a comprehensive overview of a company’s performance and market trends. The art of writing a business report involves skillful analysis and concise presentation of data, empowering organizations to anticipate challenges, capitalize on opportunities, and strategize for the future.

1.2 Advantages of Mastering Business Report Writing Skills

Mastering the art of writing a business report offers numerous advantages in today’s competitive landscape. Proficiency in writing a business report enhances communication by presenting complex data and insights in a clear, organized manner. This skill becomes a cornerstone for effective decision-making, allowing stakeholders to grasp essential information swiftly. Furthermore, writing a business report cultivates a structured analytical approach, honing critical thinking abilities.

As you delve into the intricacies of writing a business report, you gain a potent tool for influencing strategies, tracking progress, and showcasing expertise. Elevate your capabilities in writing a business report to amplify your professional impact and contribute significantly to your organization’s success.

1.3 Overview of the Dot and Line Learning Online English Course

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Through in-depth analysis and hands-on practice, participants will master the nuances of writing a business report, a crucial skill in today’s professional landscape. Join the Dot and Line Learning Online English Course to unlock the potential of impactful business communication.

2. Defining the Purpose of a Business Report

2.1 identifying the specific goals and objectives.

When it comes to writing a business report , identifying specific goals and objectives is paramount for achieving effective communication and strategic impact. The primary goal is to convey complex information in a clear and organized manner. This includes presenting data, analysis, and recommendations concisely to inform decision-making. Objectives encompass mastering the art of data interpretation, enhancing critical thinking skills, and acquiring the ability to tailor reports to target audiences.

Moreover, the goal involves fostering the capacity to analyze market trends, track progress, and communicate insights that drive business growth. By delving into the intricacies of writing a business report, participants aim to sharpen their ability to articulate ideas, influence strategies, and contribute to their organization’s success.

2.2 Understanding the Target Audience and Stakeholders

In the context of writing a business report, comprehending the target audience and stakeholders is a crucial aspect of effective communication. Identifying the specific individuals or groups who will be consuming the report is essential for tailoring the content appropriately. The target audience could range from executives and managers to investors and clients, each with distinct interests and needs. Stakeholders, on the other hand, encompass anyone who has a vested interest in the report’s outcomes – these could be internal teams, regulatory bodies, or even the general public.

By understanding the demographics, expectations, and priorities of these stakeholders, the process of writing a business report becomes more strategic. This knowledge enables the author to craft a report that addresses relevant concerns, presents data in a relatable manner, and ultimately drives informed decision-making among the intended readers.

2.3 How Business Reports Drive Decision-Making

The process of writing a business report plays a pivotal role in driving informed decision-making within organizations. Through meticulous analysis, data interpretation, and concise presentation, business reports provide the necessary insights for executives, managers, and stakeholders to make strategic choices. By compiling relevant information on market trends, financial performance, and operational metrics, these reports offer a comprehensive view of the current business landscape.

This data-driven approach empowers decision-makers to identify opportunities, address challenges, and formulate effective strategies. Additionally, writing a business report fosters transparency and accountability by showcasing the rationale behind decisions. As decision-makers delve into the insights presented in the report, they gain a deeper understanding of potential risks, growth prospects, and areas needing improvement.

Ultimately, mastering the art of writing a business report serves as a catalyst for informed decision-making, steering organizations towards success and sustainable growth.

3. Types of Business Reports

3.1 analytical reports: data analysis and recommendations.

  • In the realm of writing a business report , analytical reports hold a pivotal role in transforming raw data into actionable insights and recommendations. These reports involve meticulous data analysis, where complex information is distilled into clear patterns, trends, and correlations. Through various tools and methodologies, such as statistical analysis and trend mapping, these reports unveil key metrics that impact business performance. Armed with these insights, authors of analytical reports provide well-informed recommendations that guide decision-making.
  • Writing a business report of this nature requires not only a deep understanding of the data but also the ability to translate its significance into meaningful suggestions. Whether it’s identifying cost-saving opportunities, optimizing operational processes, or capitalizing on emerging market trends, analytical reports are a powerful tool for strategic planning. Their capacity to convert data into actionable insights empowers organizations to make well-informed choices, mitigate risks, and seize growth prospects. By mastering the skill of writing analytical business reports, individuals contribute significantly to enhancing an organization’s competitiveness and driving success.

3.2 Progress Reports: Tracking Projects and Performance

  • Progress reports serve as essential tools for tracking projects and evaluating performance. These reports offer a comprehensive overview of ongoing initiatives, highlighting milestones achieved, tasks completed, and potential roadblocks encountered. Through systematic data collection and analysis, progress reports provide a real-time snapshot of project advancement.
  • Writing a business report in the form of a progress report involves presenting information in a clear and concise manner. Key metrics, such as timelines, budget utilization, and task completion rates, are highlighted to give stakeholders a holistic view of the project’s health. These reports play a critical role in ensuring alignment between project goals and actual outcomes. Additionally, progress reports facilitate communication among team members, management, and stakeholders, promoting transparency and collaboration.
  • By mastering the art of writing progress reports, individuals contribute to efficient project management, enabling timely adjustments and informed decision-making. These reports act as a compass, guiding organizations towards successful project completion, improved performance, and enhanced accountability.

3.3 Research Reports: Findings and Implications

  • Research reports stand as a cornerstone for sharing findings and understanding their implications. These reports are the result of meticulous investigation and data collection, offering insights into specific subjects or market trends. Through thorough analysis, research reports unveil key patterns, trends, and conclusions, providing stakeholders with valuable information to make informed decisions.
  • Writing a business report in the form of a research report requires presenting findings clearly and concisely. Authors delve into the methodology used, data sources, and analysis techniques to establish the credibility of their research. The report then delves into the implications of these findings, discussing potential opportunities, challenges, and strategic directions.
  • Research reports play a pivotal role in guiding business strategies, innovation, and growth. By mastering the art of writing research reports, individuals contribute to the expansion of knowledge, enabling organizations to capitalize on emerging trends, make informed decisions, and stay ahead of the competition. These reports not only inform the present but also shape the future of business endeavors.

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4. Key Elements of a Well-Structured Business Report

4.1 executive summary: summarizing the main findings.

An executive summary serves as a concise yet crucial element for summarizing the main findings. This succinct overview encapsulates the report’s key points, providing busy executives and stakeholders with a quick snapshot of the report’s contents.

Writing a business report’s executive summary involves distilling complex information into a brief, impactful format. This section highlights the report’s purpose, methodology, major findings, and their implications. By presenting the most salient insights upfront, the executive summary empowers decision-makers to grasp the essence of the report swiftly.

Mastering the art of writing an effective executive summary contributes to efficient communication and informed decision-making. This section acts as a gateway, enticing readers to delve deeper into the full report for a comprehensive understanding. By crafting a compelling executive summary, individuals play a vital role in guiding strategic actions and ensuring that critical information is readily accessible to those who need it most.

4.2 Introduction: Context and Purpose of the Report

In the context of writing a business report , the introduction serves as a crucial element that sets the stage by providing the context and purpose of the report. This section outlines the framework for the report, offering readers a clear understanding of what to expect.

Writing a business report’s introduction involves concisely explaining the background, objectives, and scope of the report. It lays the groundwork by highlighting the problem, question, or topic that the report addresses. Additionally, the introduction articulates the significance of the subject matter, underscoring its relevance to the  organization’s goals or industry trends.

Mastering the art of crafting an engaging introduction contributes to capturing the reader’s attention and establishing the report’s purpose. By effectively conveying the context and objectives, individuals enhance the report’s credibility and readability. This section acts as a guidepost, directing readers toward the heart of the report and preparing them to delve into the subsequent sections for a comprehensive understanding of the subject matter.

4.3 Main Body: Presenting Data, Analysis, and Conclusions

  • Within the domain of writing a business report, the main body serves as the core section where data, analysis, and conclusions are meticulously presented. This section is where the report’s substance resides, offering a comprehensive exploration of the subject matter.
  • Writing a business report’s main body entails presenting data collected through research or analysis in a structured and coherent manner. This involves using various tools, such as charts, graphs, and tables, to visually represent complex information. Accompanying these visuals is a detailed analysis that interprets the data, highlighting trends, patterns, and correlations.
  • Furthermore, the main body provides a platform to draw well-supported conclusions based on the presented data and analysis. These conclusions should directly address the objectives set forth in the report’s introduction and contribute to the report’s overall purpose.
  • Mastery of composing the main body of a business report enhances communication effectiveness by providing a thorough exploration of the topic. By presenting data, analysis, and conclusions in a logical sequence, individuals contribute to informed decision-making and demonstrate their expertise in the subject matter. This section acts as the backbone of the report, offering valuable insights that guide readers toward a deeper understanding of the subject.

5. Enhancing Clarity and Impact in Business Reports

5.1 writing clearly and concisely.

  • Writing Clearly and Concisely: In the realm of effective business report writing , the art of conveying information clearly and concisely stands as a fundamental skill. Clarity ensures that your message is easily understood, while conciseness ensures that your content is succinct and to the point.
  • Clarity: Simplifying Complex Ideas: Writing a business report with clarity involves using simple and straightforward language. Avoid jargon or overly technical terms that could confuse readers. Instead, opt for clear and precise wording that conveys your ideas without ambiguity.
  • Conciseness: Getting to the Point: Conciseness, on the other hand, involves conveying your message using as few words as necessary. Eliminate unnecessary fluff or redundant information, focusing on the essential points. Use active voice to make your sentences more direct and engaging.
  • Mastering the Art: Enhancing Impact: Mastering the art of writing clearly and concisely enhances the impact of your business report. Readers are more likely to engage with content that is easy to understand and efficiently delivers the intended information. By trimming excess and refining your language, you contribute to efficient communication and a report that truly serves its purpose.

5.2 Using Visuals and Graphics Effectively

Harnessing the power of visuals and graphics is a potent strategy. Visual representations offer an efficient and engaging way to convey complex information, enhancing the overall clarity and impact of your report.

  • Visual Aids: Enhancing Understanding: Integrating visuals such as charts, graphs, and tables can significantly enhance your business report’s ability to communicate data. Visual aids provide a quick and intuitive overview of trends, patterns, and relationships within the information presented.
  • Data Visualization: Simplifying Complexity: Using visuals effectively involves choosing the right type of chart or graph to convey your specific data. Line graphs for trends over time, bar graphs for comparisons, and pie charts for proportions are just a few examples. The key is to simplify complexity while retaining accuracy.
  • Enhancing Engagement: Visual Appeal: Graphics also contribute to the overall aesthetic appeal of your report. Well-designed visuals break up the monotony of text, making the report more visually appealing and reader-friendly.
  • Guiding Interpretation: Capturing Attention: Graphics guide readers’ attention to critical points in your report. When accompanied by clear labels and titles, visuals direct readers to the most important takeaways, ensuring your message is not lost in the data.
  • Cautions to Consider: Balance and Relevance: While visuals are powerful tools, it’s crucial to strike a balance. Overloading your report with too many graphics can lead to confusion. Additionally, ensure that visuals are directly relevant to the points you’re making; avoid using visuals for the sake of decoration.
  • Mastering Visual Communication: Impactful Reporting: Mastering the art of using visuals and graphics effectively can transform your business report into a compelling and accessible document. By presenting data visually, you help readers grasp complex information quickly and retain key insights. Visual communication, when applied thoughtfully, enhances the report’s overall effectiveness and leaves a lasting impression on your audience.

5.3 Proofreading and Editing for Professionalism

The essential steps of thorough proofreading and meticulous editing stand as pillars of professionalism. These processes not only ensure grammatical accuracy but also enhance the overall quality and impact of your report.

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  • Proofreading: Polishing for Precision: Proofreading involves carefully reviewing your report for grammar, spelling, punctuation, and typographical errors. It’s the final step before presenting your work, and it ensures that your writing is precise and free from distracting mistakes.
  • Editing: Refining for Clarity and Consistency: Editing goes beyond grammar and focuses on the broader aspects of your report. It involves refining sentence structure, improving word choice, and enhancing overall readability. Additionally, editing ensures consistent formatting, headings, and citation styles.
  • Strategic Approach: Distance and Perspective: Effective proofreading and editing require a strategic approach. After completing your initial draft, take a break before returning to review your work. This distance provides a fresh perspective, allowing you to spot errors and areas that could be improved.
  • Attention to Detail: Catching the Details: Pay close attention to the details. Look for misused words, repeated phrases, and inconsistencies in formatting. Verify that your data is accurate and your visuals are correctly labeled.
  • Read Aloud: Enhancing Flow and Coherence: Reading your report aloud can help you identify awkward sentence structures and improve overall flow. If a sentence feels convoluted or doesn’t sound right when spoken, it might need restructuring.
  • Consistency and Clarity: A Mark of Professionalism: Proofreading and editing are crucial for maintaining consistency and clarity throughout your report. Consistent language, formatting, and tone create a polished and professional impression on your readers.
  • Mastering the Craft: Elevating Professionalism: Mastering the art of proofreading and editing elevates the professionalism of your business report. By dedicating time to these critical stages, you demonstrate attention to detail and a commitment to delivering top-quality work. These processes not only refine your content but also showcase your dedication to effective communication and your report’s overall impact.

6. Learn The Primary Purpose And Art Of Writing Impactful Business Reports By Enrolling In Our Online English Course 

Don’t miss the chance to elevate your professional communication by enrolling in our online English course. Unlock the secrets of impactful business report writing and position yourself as a skilled communicator in the corporate world. Join us now and embark on a journey to master the art of crafting influential business reports.

With expert guidance, you’ll explore various report types, such as analytical, progress, and research reports, and uncover the techniques for presenting data, analysis, and recommendations. Through interactive modules, you’ll learn to utilize visuals and graphics strategically, enhancing the visual appeal and comprehension of your reports.

7. Conclusion

From understanding the purposes of different report types to mastering clarity, visuals, and meticulous editing, you’ve gained a glimpse into the intricate facets of impactful reporting. Whether you’re a professional seeking to enhance your skills or an enthusiast eager to navigate the world of business reports , remember that the knowledge acquired here is just the beginning.

Embrace these insights, practice, and continue your journey towards becoming a proficient communicator capable of crafting reports that drive decisions and influence success.

embark-on-your-dotline-Journey

1. What is the main purpose of writing a business report? 

The primary purpose of writing a business report is to provide accurate and relevant information that aids informed decision-making. These reports present data, analysis, and recommendations in a structured format, empowering organizations to address challenges, seize opportunities, and strategize for success.

2. How do visuals enhance a business report’s impact? 

Visuals, such as charts, graphs, and tables, effectively convey complex information in a concise and understandable manner. They simplify data interpretation, highlight trends, and direct readers’ attention to critical points, ultimately enhancing the report’s clarity and engagement.

3. Why is proofreading and editing essential for business reports? 

Proofreading and editing are vital stages that ensure professionalism and accuracy in a business report. Proofreading catches grammatical errors and typos, while editing refines sentence structures, clarity, and overall content quality, contributing to a polished and well-crafted report.

4. What is the significance of an executive summary in a report? 

An executive summary provides a succinct overview of the main findings and recommendations in a report. It allows busy stakeholders to quickly grasp the key points without delving into the full content, making it an essential tool for efficient decision-making.

5. How does understanding the target audience impact report writing? 

Understanding the target audience helps tailor the report’s content and language to meet their specific needs and expectations. This ensures that the report resonates with the audience, increasing its relevance and effectiveness in conveying the intended message.

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Why are business reports so important?

5 importance of business report writing

Ash Baggott

There are many advantages to working with business reports, it’s an all-round positive idea to do, even if they do give you a slight headache at times.

If you’re like 99% of the population, when you hear the word report, you cringe a little. But it’s proven that reports save businesses everyday, so why is there such a stigma around them? Probably because whenever that word is mentioned all eyes are on you to produce them. Well, it’s time to stop hiding behind your desk and to explain to you why reporting is so vital to a business. 

Let’s start by stripping it back, what exactly is a business report? Business reports are documents that reflect the conditions of a company or individual from a financial point of view. They offer a detailed vision of the economic performance of a business, in addition to its financial strength and viability.

Often, you’ll see them referred to as risk, credit, or commercial risk reports, however, all terminologies refer to the same concept, and it ‘s proven that this concept is a great help when making financial decisions within a company.

Let’s take a look at some reasons why you should produce company reports.

Reasons why you should pull company reports

Do you still need convincing that pulling business reports is something that you should take seriously, and should be used as a tool to further improve your business? Let’s take a look at some compelling reasons that will clarify the need for this concept;

To visualise the organisational hierarchy of your company. Do you know exactly who is responsible for your company, who are the founders, shareholders, and executive management? This type of data is usually included in a report and is vital if you need to know who is behind a particular company, and what ties you have with other businesses and professionals.

Know the financial information of a company. Business reports of businesses will offer you a realistic view of the balance of a business, its activities, and performance. If you know how well the company is performing, you can work out quickly if you want to work with them or not.

Weigh up the viability of a business relationship. Are you in the midst of deciding on a new supplier, customer, or partner? The best way to narrow them down is by requesting a business report that will help you to know them better, and thus determining the possibility of your relationship, and how profitable it’s likely to be. 

Discover business ratios. If you’re much more interested in the evolution of sales within an organisation, and being able to compare that with other possible competitors, then you will find this type of information in a corresponding report. You’ll be able to see an insight into the levels of income and expenses of a company, which is something that you should analyse before establishing a new business relationship.

Highlight industry trends within your sector. Requested commercial reports will offer you an overview of their sector and will help you detect trends that you can take advantage of in your own business.

Remember, if you’re considering a new agreement, if you’re planning to open relationships with new customers, or if you want to grab the attention of new suppliers. The best thing you can do from a business point of view is to request reports as soon as possible.

And as we now rely on technological advancements for everything these days, you can use Holded ’s cloud billing and invoicing software to assist you with gathering the information you need.

Jan 03, 2020

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  • Writing Tips

How to Structure a Business Report

How to Structure a Business Report

  • 5-minute read
  • 14th March 2019

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.

1. Title Page

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 brief description of what the report is about
  • How the report was completed (e.g., data collection methods)
  • The main findings from the research
  • Key conclusions and recommendations

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 .

3. Table of Contents

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.

4. Introduction

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:

  • Background information (e.g., business history or market information)
  • The purpose of the report (i.e., what you set out to achieve)
  • Its scope (i.e., what the report will cover and what it will ignore)

These are known as the “terms of reference” for the business report.

5. Methods and Findings

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.

6. Conclusions and Recommendations

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.

7. References

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.

8. Appendices (If Applicable)

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.

Summary: How to Structure a Business Report

If you are writing a business report, aim to structure it as follows:

  • Title Page – Include a clear, informative title, your name, and the date.
  • Summary – A brief summary of what the report is about, the data collection methods used, the findings of the report, and any recommendations you want to make.
  • Table of Contents – For longer reports, include a table of contents.
  • Introduction –Set out the brief you were given for the report.
  • Methods and Findings – A description of any methods of data collection and analysis used while composing the report, as well as your findings.
  • Conclusions and Recommendations – Any conclusions reached while writing the report, plus recommendations for what to do next (if required).
  • References – Sources used in your report listed in a bibliography.
  • Appendices – If you have supporting material (e.g., interview transcripts, raw data), add it to an appendix at the end of the document.

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 .

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What Are Business Reports & Why They Are Important: Examples & Templates

Business reports examples and templates for managers by datapine

Table of Contents

1) What Is A Business Report?

2) Types Of Business Reports

3) Business Reports Examples & Samples

4) Why Do You Need Business Reports?

5) How To Setup A Business Report?

6) Challenges Of Business Reports

In your daily operations, you likely notice your processes and ‘activities’ constantly changing – sales trends and volume, marketing performance metrics, warehouse operational shifts, or inventory management changes, among many others.

All these little alterations in your organizational activities are impacting the global well-being of your company, your warehouse, your restaurant, or even your healthcare facility. Whether you manage a big or small company, business reports must be incorporated to establish goals, track operations, and strategy to get an in-depth view of the overall company state.

But with so much information being collected daily from every department, static business reports created manually will not give your company the fresh insights it needs to stay competitive. Businesses that want to succeed in today’s crowded market need to leverage the power of their insights in an accessible and efficient way. This is where modern business reports created with interactive data visualizations come to the rescue. 

Traditional means of reporting are tedious and time-consuming. Due to how the human brain processes information, presenting insights in charts or graphs to visualize significant amounts of complex information is more accessible and intuitive.  Thanks to modern, user-friendly online data analysis tools armed with powerful visualizations, companies can benefit from interactive reports that are accessible and understandable for everyone without needing prior technical skills.

Here, we take the time to define a business report, explore visual report examples, and look at how to create them for various needs, goals, and objectives. In the process, we will use online data visualization software to interact with and drill deeper into bits and pieces of relevant data. Let's get started.

What Is A Business Report?

A business report is a tool that helps collect and analyze historical and current data from a company’s operations, production, and more. Through various types of business reports, organizations make critical decisions to ensure growth and operational efficiency.

To understand the best uses for these reports, it’s essential to properly define them. According to authors Lesikar and Pettit, “A corporate-style report is an orderly, objective communication of factual information that serves some organizational purpose”. It organizes information for a specific business purpose. While some reports will go into a more detailed approach to analyzing the functionality and strategies of a department, other examples of business reports will be more concentrated on the bigger picture of organizational management, for example, investor relations. That’s where the magic of these kinds of reports truly shines: no matter for which company goal you need, their usage can be various and, at the same time, practical.

Traditional business reports are often static and text reach (bullet points, headings, subheadings, etc.). Classically formatted in sections such as the summary, table of contents, introduction, body, and conclusion, this report format is no longer the most efficient when it comes to extracting the needed insights to succeed in this fast-paced world. On one hand, by the time these reports have been finished, the insights included within them might not be useful anymore. On the other hand, the fact that it is mostly text and numbers makes them hard to understand, making the analysis strategy segregated and inefficient.  

The visual nature of modern business dashboards leaves all the aforementioned issues in the past. Thanks to interactive data visualizations and modern business intelligence solutions , the analysis sequence can be done fast and efficiently while empowering non-technical users to rely on digital insights for their decision-making process. 

Your Chance: Want to test professional business reporting software? Explore our 14-day free trial. Benefit from great business reports today!

Types Of Business Reports?

Before creating your business outcome reports, it is important to consider your core goals and objectives. This way, you can pick the correct type of report for each situation. Here, we present you with five common types of visual reports that you can use for different analytical purposes. 

1. Analytical reports

Analytical reports are reporting tools that use qualitative and quantitative data to analyze the performance of a business strategy or as support when a company needs to make important decisions. A modern analytical dashboard created with top reporting software can include statistics, historical data, as well as forecasts, and real-time information. Let’s look into it with a sales example. 

This dashboard is an example of one of the most common types of business reports: analytical reports

**click to enlarge**

This visually appealing business analysis report contains relevant sales KPIs to measure performance, such as the average revenue per unit, the customer lifetime value, acquisition costs, and some sales targets to be met. The value of this analytical report lies in the fact that you get a lot of relevant metrics in a single dashboard. The data can be filtered and explored on different time frames such as daily, weekly, monthly, or quarterly, depending on the discussion that it needs to support.   

With this kind of sample in hand, managers can quickly understand if they are meeting their targets, find improvement opportunities, get a bigger picture of their sales, and find efficient ways to proceed with new strategies.  

2. Research reports

Next in our types of business reports that we will discuss is a research report. Companies often use these kinds of reports to test the viability of a new product, study a new geographical area to sell, or understand their customer’s perception of their brand image. To generate this type of report, managers often contact market research agencies to gather all the relevant information related to the studied topic. This brand analysis dashboard is a great example.

A brand analytics dashboard as an example of research business reports

The image above is a business report template of a brand analysis. Here, we can see the results of a survey that was conducted to understand the brand’s public perception on different topics. The value of this market research dashboard lies in its interactivity. Often, research reports are depicted in long and static PowerPoint presentations. With a modern market research dashboard like this one, all the info can be filtered upon need, and the whole presentation of results can be done on one screen. For example, if you want to know the brand awareness of a particular region or age group, you just have to click on the graphs, and the entire dashboard will be filtered based on this information. Like this, the analysis sequence is fast, interactive, and efficient. 

3. Industry reports

Following on from the research topic, our next type is an industry report. Benchmarks and targets are excellent ways to measure a company’s performance and success. But, these targets need to be based on realistic values, especially considering how crowded and competitive today’s markets are. For this purpose, companies perform industry reports. By getting a clear picture of the average industry numbers, such as the competitive landscape, industry size, economic indicators, and trends, they can plan smart strategies and create realistic targets for performance. 

Technavio Global Ice Cream Market 2020-2024

Let's take this industry report by Technavio about the Global Ice Cream Market as an example. Here, we can see relevant numbers concerning the ice cream market, how COVID-19 impacted it, and what is expected to happen between the years 2020-2024. For example, the business report sample shows that the pandemic has positively impacted the ice cream market and that it grew 4.33% during 2020. The report also shows that there is increasing popularity of plant-based ice cream and that this trend is driving market growth. This is invaluable information for an ice cream company as they can invest in new products with almost certain success.

4. Progress reports

Next, we have progress reports. Unlike our other examples, this type of business report is not necessarily based on deep research or advanced analytics but rather on delivering a clear picture of the performance of a particular area or business goal. Their visual nature makes them the perfect tool to support meetings or business discussions as they provide a glance into the status of different metrics. A common use of progress reports is with KPI scorecards . Let’s look at an example. 

A balanced scorecard showing financial and customer objectives, learning and growth, and internal objectives.

The image above is a business report example of a balanced scorecard. The goal here is to quickly understand the development of metrics related to 4 key business areas: financial, customers, learning and growth, and internal objectives. Each of these metrics is displayed in a current value and compared to a set target. Paired with this, the template has five colors for the performance status. This allows anyone who uses this report to quickly understand just by looking at the colors if the target is being met.

5. By business function

Getting a bigger picture of a company’s performance is a great benefit of the best business reports. But, apart from helping the company as a whole, the real value of these reports lies in the fact that they empower departments to leverage the power of data analysis for their decision-making process. Instead of the sales department, human resources, or logistics, your entire organization will be data-driven. Let’s look at it with a business report example by function on marketing.  

Business report example by function: a marketing performance dashboard

Created with modern marketing dashboard software , this example entirely focuses on the development of marketing campaigns.  With metrics such as the total number of impressions, clicks, acquisitions, and cost per acquisition being depicted on intuitive gauge charts, you quickly get a clear understanding of the performance of your campaigns. Through this, you can spot any inefficiencies before they become bigger issues and find improvement opportunities to ensure your marketing efforts are paying off. If you want to dig even deeper, this interactive business report can be filtered for specific campaigns so you only see related insights, making this dashboard the perfect tool to support team meetings. 

Business Report Examples And Templates

We’ve answered the question, ‘What is a business report?’ and now, it’s time to look at some real-world examples.

The examples of business reports that we included in this article can be utilized in many different industries; the data can be customized based on the factual information of the specific department, organization, company, or enterprise. Interdepartmental communication can then effectively utilize findings, and the content can be shared with key stakeholders.

Now that we know what they are, let's go over some concrete, real-world instances of visuals you will need to include in your reports.

1. Visual financial business report example

This first example focuses on one of the most vital and data-driven departments of any company: finance. It gathers the most essential financial KPIs a manager needs to have at his fingertips to make an informed decision: gross profit margin, operational expenses ratio (OPEX), both earning before interests (EBIT) and net profit margins, and the income statement. Next to these are the revenue evolution over a year compared to its target predefined, the annual evolution of operational expenses for various internal departments as well as the evolution of the EBIT compared to its target.

Visual of a financial business report example for top-management

The different sets of visual representations of data can clearly point out particular trends or actions that need to be taken to stay on the financial track of a company. All your financial analysis can be integrated into a single visual. When the presentation becomes interactive, clicks will provide even deeper insights into your financial KPIs and the desired outcomes to make a company healthy in its financial operations. The importance of this finance dashboard lies in the fact that every finance manager can easily track and measure the whole financial overview of a specific company while gaining insights into the most valuable KPIs and metrics. Empowering a steadfast and operation-sensitive plan is among the most important goals a company can have, and finance is right in the middle of this process.

Thanks to all this information displayed on a single dashboard, your report is greatly enhanced and backed with accurate information for you to make sound decisions. It becomes easier to implement a solid and operation-sensitive management plan.

2. Visual investor's business report layout

As mentioned earlier, holding an account of your activity, performance, and organization’s assets is important for people outside of the company to understand how it works. When these people are investors, it is all the more critical to have a clean and up-to-date report for them to know how successful is the company they invest in and for you to increase your chances of having more funds. This example provides just that: an exact overview of the most important insights and specific values in a particular time frame.

Visual of a finance KPIs business executive dashboard example for investors

Calculating and communicating KPIs about the overall company situation is what this investors’ relationship dashboard tries to focus on. You learn about the return on equity and return on asset, the debt-equity ratio, and the working capital ratio, but also see the evolution of a share price over time. Each of these metrics is crucial for a potential shareholder, and if they are not monitored regularly and kept under control, it is easy to lose investors’ interest. Tracking them and visualizing them through a modern dashboard is a competitive advantage for your investors’ reports. You can even see on this visual a clear set of data, so you don’t have to dig through numerous amounts of spreadsheets, but clearly see the specific development over time, the percentage gained or lost, ratios, and returns on investments. Not to be limited just to these data, you can always customize and make sample business reports for your specific needs.

3. Visual management report example

The management KPIs presented below focus on the revenue and customer overview seen through a specified quarter of a year. With just a click, you can easily change your specific date range and make an overview of different months or years.

Management business report showing the important KPIs to C-level executives

When analyzing insights on a more specific level, you can easily spot if the revenue is approaching your target value, compare it to the previous year, and see how much of the target you still need to work on. The average number of your revenue per customer compared to your targets can also identify on a more specific level how much you need to adjust your strategy based on your customers’ value. If you see your values have exceeded your goals, you can concentrate on KPIs that haven’t yet reached your target achievement. In this specific example, we have gained insights into how to present your management data, compare them, and evaluate your findings to make better decisions.

This clear overview of data can set apart the success of your management strategy since it is impossible to omit vital information. By gathering all your findings into a single CEO dashboard , the information presented is clear and specific to the management’s needs. The best part of this example report is seen through its interactivity: the more you click, the more data you can present, and the more specific conclusions you can look for.

These report templates that we have analyzed and presented in this article can be a roadmap to effectively create your own report or customize your data to tailor your needs and findings.

4. SaaS management dashboard

The next in our rundown of dynamic business report examples comes from our specialized SaaS metrics dashboard .

A business report example visualizing the number of paying customers, ARPU, CAC, CLTV, and MRR over the course of a month

A SaaS company report example that packs a real informational punch, this particular report format offers a panoramic snapshot of the insights and information every ambitious software-as-a-service business needs to succeed.

With visual KPIs that include customer acquisition costs, customer lifetime value, MMR, and APRU, here, you will find everything you need to streamline your company’s initiatives at a glance. This is an essential tool for both short- and long-term evolution.

5. Sales KPI dashboard

Niche or sector aside, this most powerful of online business reports samples will empower your sales team to improve productivity while increasing revenue on a sustainable basis.

A monthly sales report template focused on high-level metrics such as revenue, profits, costs, incremental sales, accumulated revenue, up/cross-sell rates, etc.

A powerful daily business activity report as well as a tool for long-term growth, our sales dashboard boasts a cohesive mix of visualizations built to boost your business's bottom line.

With centralized access to sales graphs and charts based on churn rates, revenue per sales rep, upselling & cross-selling, and more, this is a company report format that will help you push yourself ahead of the pack (and stay there). It’s a must-have tool for any modern sales team.

6. Retail store dashboard company report example

Retail is another sector that pays to utilize your data to its full advantage. Whatever branch of retail you work in, knowing how to generate a report is crucial, as is knowing which types of reports to work with.

Example of a business report for an online retail store that displays return reasons, total orders, top sellers, average order per customer, etc.

Our interactive retail dashboard is one of our finest visual report examples, as it offers a digestible window of insight into the retail-centric unit as well as transaction-based information that can help you reduce costs while boosting your sales figures over time.

Ideal for target setting and benchmarking as well as strategy formulation, this is an unrivaled tool for any retailer navigating their activities in our fast-paced digital age. If you’re a retailer looking for steady, positive growth, squeezing every last drop of value from your retail metrics is essential—and this dashboard will get you there.

7. Customer service team dashboard

As a key aspect of any successful organizational strategy, optimizing your customer service communications across channels is essential. That’s where our customer service analytics report comes into play.  

Business reporting example for customer service team performance

Making your customer service efforts more efficient, effective, and responsive will not only drastically improve your consumer loyalty rates but also set you apart from your competitors.

One of the best ways to achieve a mean, lean, well-oiled consumer-facing machine is by giving your customer service representatives the tools to perform to the best of their abilities at all times. Armed with a balanced mix of KPIs to track and enhance service performance, this most powerful of business report samples will help you drive down response times while improving your first call resolution rates. It’s a combination that will result in ongoing growth and success.

8. Employee performance dashboard

In addition to your customers, your employees are the beating heart of your organization. Our employee dashboard will give you the power to track the ongoing value and productivity of your internal talent.

Employee performance depicted with business reporting processes.

An ideal formal business report example for any modern HR department, this telling dashboard will give you deep insight into how your employees perform and behave over specific timeframes.

Here, you can examine trends in absenteeism rates, track overtime hours by age group, monitor your training costs, and explore peaks and troughs in productivity across the entire workforce. This melting pot of at-a-glance information will empower you to provide training exactly where it’s needed and get to the heart of any issue that’s affecting productivity or engagement levels. 

Working with this business report format example consistently will ultimately ensure you get the very best return on investment (ROI) from your internal talent.

9. Marketing KPI dashboard

Without a solid multichannel marketing strategy, it’s unlikely that you’ll ever see a consistently healthy ROI from your promotional efforts. Shooting in the dark regarding marketing will also see you fall behind the competition. Enter our marketing dashboard .

Marketing business report for management, with main KPIs about costs and revenue

This business report format template brimming with insight, lets you set accurate performance benchmarks while uncovering a wealth of insight from one intuitive dashboard.

To optimize your promotional campaigns and activities, talking to specific audience segments and using the right touchpoints at precisely the right time is essential. Without a targeted approach, all you’re doing is throwing your time and money away.

This effective company report example offers a balanced overview of your campaigns’ performance by offering the tools to dig deep into vital metrics like cost per acquisition (CPA), customer lifetime value (CLTV), and ROI.

This perfect storm of metrics will show you where your communications or campaigns are failing to drive engagement and where they’re yielding positive results. Armed with this critical information, you can optimize all of your efforts to make the biggest possible impact across channels. An essential report design for any modern organization looking to scale swiftly and consistently.

10. Warehouse KPI dashboard

Being a warehouse manager or decision-maker is a high-pressure job where every decision counts. To keep your fulfillment activities and initiatives fluid, functional, and primed for organizational growth, sweating your data correctly is a must.

A business report example focused on the warehouse performance in the logistics industry

Our warehouse KPI dashboard is a business report sample that aids both real-time decision-making and longer-term strategic planning.

With a powerful selection of logistics-based KPIs, this highly visual business report structure features metrics based on on-time shipment rates, a breakdown of warehouse costs, the number of shipments made over a specified timeframe, and a perfect order rate.

By making this kind of business reports formats a core part of your daily operations, you can eliminate unnecessary costs or activities while boosting overall productivity and significantly improving the success, as well as accuracy, of your warehouse operations. It is an invaluable tool that will help consistently deliver on your fulfillment promises, improving your brand reputation in the process.

11. Cybersecurity dashboard

In our hyper-connected digital age, failing to invest in adequate cybersecurity solutions is the same as leaving your front door wide open when you’re on holiday.

Business report template tracking relevant IT metrics for cybersecurity

To avoid the devastating impact of organizational cyber attacks or informational breaches,  our cyber security IT dashboard will ensure your company is fortified from every angle. This most vital of business report examples will help you fend off any prospective acts of cybercrime while monitoring for any attacks or abnormalities in real-time.

Here, you can keep on top of your cybersecurity rating, track your phishing test success rates, understand how long it takes you to identify an attack (and improve your responsivity), look at how often you backup your company's sensitive information, and discover the most common intrusion rates related to your company from a cohesive space. It’s an essential analysis tool designed to keep your company safe, secure, and happy.

12. CEO dashboard

The CEO is the highest leadership position in an organization. As such, they need to get a complete overview of the entire operations and performance to ensure everything is running smoothly and on track to meet expected goals. Our next example is a scorecard report tracking relevant metrics related to finances, marketing, customer service, and human resources. 

Business report template tracking metrics for the CEO

What makes this template so valuable for the CEO is the fact that it offers a long-term view with benchmarks for quarterly and annual performance. This way, leadership can evaluate the development of the different strategies and spot any inefficiencies at a glance by looking at the green or red colors depicted on each KPI. Plus, each section of the scorecard offers a detailed breakdown of additional information to help dive deeper into the reasons behind a specific result. 

For instance, we can see that there is an increase in the total expenses in the current quarter. However, when taking a deeper look at the yearly breakdown, we can see that the operating expenses ratio has been decreasing for the past three months. Therefore, the quarterly increase is nothing to worry about.

13. Manufacturing production dashboard 

As a production company, you must ensure every aspect of the process is efficiently carried out at its maximum capacity. This means, ensuring machines are working properly, the right amounts of products are being produced, and the least amount are being returned by customers. Our next template aims to help with that task by offering a 360-degree view into a company’s production processes.

Manufacturing business report template displaying main manufacturing KPIs to keep the pulse of your factory

With insights into production volume vs. quantity ordered, top 5 machines by production volume, and return items by reason, the manufacturing manager can spot inefficiencies and identify trends to optimize production and ensure the highest possible ROI. 

For example, looking at the top machines by production can help you spot the ones that might need some maintenance and plan that maintenance time without affecting production. On the other hand, analyzing the returned items by reason can also help improve customer experience and satisfaction. If you see a large amount of returns due to a broken product, it means you need to improve the quality of your materials or the packaging when they are sent to the customer to keep it safer. 

14. IT project management dashboard

Completing a project successfully relies heavily on the team being connected to keep tasks moving at the expected speed. The issue is that it often involves multiple meetings that end up taking a lot of time that could be implemented actually completing the tasks. Our next sample aims to tackle that issue by providing a real-time overview of project development metrics.

IT business reports: project management overview

At the top of the report, we see a breakdown of the different stages of the project with a development percentage and a projected launch date. This is great information to have as it can inform the team about the status of the entire project and any external stakeholders as well.

We then get insights into the project budget, overdue tasks, upcoming deadlines, and employee workload. This is invaluable information that can help optimize any bottlenecks and increase overall efficiency. For instance, we can see that Georg and Nancy are 10+ days overdue with their tasks which is not good for the project. However, a deeper look shows us that these two employees are the ones with the biggest workload, which means they might need some help from other team members to speed up their tasks.

15. HR diversity dashboard 

Diversity in the workplace has become a big priority for organizations and prospective talents. Each year, more and more businesses realize the value of having employees from different backgrounds and cultures as a way to boost their strategies and overall growth. That being said, to be considered a diverse company, you need to ensure your workforce feels comfortable and that the same opportunities are being given to all. Enters our last business report template.

5 importance of business report writing

The template above offers a view into different diversity management metrics from recruitment to talent management. Through this insightful report, HR managers can test the success of their diversity strategies and spot any areas of improvement to ensure the highest level of employee satisfaction. The template is highly interactive and offers insights into diversity by gender, ethnicity, and disabilities.

Analyzing the content of the report, we can see that black employees are the ones with the highest voluntary turnover rate. This is something that needs to be looked into to find the reasons why these employees are not feeling comfortable at the company. On the other hand, we can see that the organization is 1% above the 2% industry standard for hiring employees with disabilities. This is a great indicator, and it can translate into a low 7% of voluntary leaves by these workers.

Now that we’ve looked at report samples, let’s consider the clear-cut business-boosting benefits of these essential analytical tools. These perks will make your company stronger, more fluent, and more efficient on a sustainable basis.

Why Do You Need Business Reports?

Why do you need business reports? 1. Risk assessment & opportunity, 2. Trends & connections, 3. Business Intelligence, 4. Buy-in, 5. Operational efficiency,6. Specificity, 7. Accuracy & consistency, 8. Engagement, 9. Benchmarking, 10. Communication

These reports also enable data collection by documenting the progress you make. Through them, you have the means to compare different periods and activity, growth, etc. You can better see which products or services are more successful than others, which marketing campaign outperforms which other, and which markets or segments require more attention. Collecting all this data is indispensable – and by doing so, you build a paper trail of your past (or, namely, a data trail). They let people outside the company (like banks or investors) know about your activity and performance and enable stakeholders to understand your organization’s tangible and intangible assets.

  • Risk assessment & opportunity: With a business report, you can increase the understanding of risks and opportunities within your company . Sample reports accentuate the link between financial and non-financial performance: they streamline processes, reduce costs, and improve overall cohesion in an informed, commercially ‘safe’ way.
  • Trends & connections: Business report samples can help you compare your performance to other internal units or companies in the same sector. On a more specific level, a report template can help you dig thoroughly into operational metrics and details and discover correlations that would be otherwise overlooked. In today’s hyper-connected digital age, gaining a deeper insight into your data will empower you to formulate strategies that will accelerate key areas of your business growth through trend identification. This fact alone highlights the importance of a business analysis report.
  • Business intelligence (BI): If used correctly, the best BI tools will answer a vital question: ‘Will I survive on the market?’ By creating a business report of a company built to improve your BI activities and answer essential organizational questions, you will gain the ability to tackle deeper specific insights that can bring operational value and control the overall expenditures. By knowing how to set up such a report with specific samples and templates, you can provide building blocks to establish a successful business intelligence strategy.
  • Buy-in: While there are many different types of business reports for a company, they all have one common trait: gathering data and tracking the business activities related to something specific. By working with the right reports, users can perform in-depth visual analyses of many key areas or functions and provide informed recommendations that will ultimately improve efficiency and encourage innovation. Regardless of how good or beneficial an idea might be , getting buy-in from senior executives or external partners is often a major roadblock to progress. However, a good report template presents a level of depth and presentation that is both factual and convincing and will encourage buy-in from the people with the power to sign off on new strategies, initiatives, or ideas.
  • Operational efficiency: The more factual the report is, the clearer the data. When your data is well organized and crystal clear, it’s possible to interpret your business activities cost-effectively, reducing the time required to analyze findings while saving countless working hours sifting through metrics for actionable insights. A good template presents an in-depth analysis where the writers show how they have interpreted their findings. For example, a marketing report can reduce the time needed to analyze a specific campaign, while an HR report can provide insights into the recruiting process and evaluate, for example, why the cost per hire increased?
  • Specificity: When you create a business information report, you are giving yourself a key opportunity to address specific issues that are often used when decisions need to be made. As author Alan Thomson says, “A company report conveys information to assist in business decision-making. [It] is the medium in which to present this information.” They have several purposes: some record information to plan for the future, some record past information to understand a situation, and others present a solution to a pressing problem. Some executive dashboards are for daily usage, while a monthly business report template will help you pinpoint your activities on a more gradual, incremental basis.  They are all essential to commercial success, as they bring clarity to complex analysis. As mentioned earlier, the clearer the data, the more cost-effective results will be, so keeping in mind the exact data to incorporate into this kind of report should be essential in deciding what kind of report to generate. You can find multiple key performance indicator examples in different industries, which should be considered when creating that kind of report. You can also generate an interdepartmental report or between businesses to compare industry values and see how your company stands in the market.
  • Accuracy & consistency: In The Age of Information, data is a vast landscape, and if you want to use it to your advantage, aiming for consistency and accuracy is key. If your data is off or presents hit-and-miss findings, it could cost your company in the long run.  Working with an online dashboard tool to produce your reports is an incredible advantage for the ease of use, the time saved, and, most importantly, the accuracy of the information you will use. As you work with real-time data, everything on your report will be up-to-date, and the decisions you will take will be backed with the latest info. Business report examples are significantly helpful when you need to explore your data and perform data analyses to extract actionable insights. They will deliver an important added value to your report thanks to the visualization of your findings, bringing more clarity and comprehension to the analyses, which is their primary purpose.
  • Engagement: As intuitive, digestible, and visual tools, business-centric reporting tools are easier to understand and tell a story that is far more likely to resonate with your audience.  While exploring your data, with deeper insights generated with just a few clicks, the report doesn’t have to be dull, boring, and lost in hundreds of pages or spreadsheets of data. If you create a report that is clean and customized, you will bring more value than by printing or searching through a spreadsheet. Achieving a design like this is simple with the right KPI dashboard software . Imagine yourself in a meeting with 200 pages of analysis from the last 5 years of business management. One participant asks you a specific question regarding your operational costs dating 3 years back. And you’re sitting there, trying to find that specific piece of information that can make or break your business meeting. With business dashboards , you cannot go wrong. All the information you need is generated with a click, within a click.
  • Benchmarking: If you know how to set up a business-centric report with efficiency, you will gain the ability to set defined, accurate benchmarks. By frequently setting targets based on your most important organizational goals and working with visual reporting tools, you will keep your organization flowing while catalyzing your overall growth and productivity levels.
  • Communication: One of the best uses of these tools is improving internal collaboration and communication. By gaining 24/7 access to your most essential business data while enhancing the way you analyze and present it, you will empower everyone in the business with better access to information, which, in turn, will enhance internal communication and collaboration.
  • Innovation: The intuitive nature of these reports makes them the most efficient way to steer a progressive analytical strategy. As such, it’s easier (and quicker) to uncover hidden insights, spot trends, and hone in on critical information. It’s this speed, ease, and accuracy that frees creativity and improves innovation across the organization, accelerating growth as a result.

These reports can also be of many different types, but they all have one common trait: gathering data and tracking the organizational activities related to something specific. From there, their author(s) will often perform an analysis and provide recommendations to the organizations.

How To Generate A Business Report

Top 10 steps on how to do a business report

The primary importance of a corporate-centric report lies in gaining confidence and clarity. Before starting to create it, it’s vital to establish the goals and the audience. Knowing who you want to direct it to is key in its elaboration, from the tone, vocabulary/jargon you choose to the data you will focus on. A report to external stakeholders, to the CEOs, or to the technical engineers’ team will be drastically different from one another.

Likewise, the scope varies according to the objective of the report. State beforehand the needs and goals to direct you on the right path. It should be impartial and objective, with a planned presentation or dashboard reporting tool , which enables an interactive flow of data and immediate access to every piece of information needed to generate clear findings.

To help you write your daily, weekly, or monthly business-centric report template with confidence, let’s go over some essential steps and tips you should focus on:

1. Consider your audience

First of all, if you want to understand how to do a business report the right way, you have to think of your audience from the outset. Your reporting efforts must make sense and offer direct value to the end viewer or user - otherwise, they’ll be meaningless. That said, it’s critical that you take the time to consider who will use the reporting tool most and which information or features will add the most value, helping improve the organization in the process. Take the time to understand your audience, and your reporting tools will not only meet expectations but exceed them - one well-placed visualization at a time.

2. Determine and state the purpose

As we stated in the previous paragraph, defining the needs of your audience is vital to reporting success. As we said, a report usually assists in decision-making and addresses certain issues. You can state them at the beginning of the report. The more clear and specific the goal, the better the content will be. You won’t lose time adjusting information when you present your purpose in a clear and well-defined manner.

3. Use a mix of real-time and historical data

Another key component of this report is making sure you’re free of any informational blind spots. So many companies work with one form of metric, stunting their organizational progress in the process. To drill down deep into detailed pockets of information and gain a panoramic view of specific trends or patterns, working with a balanced mix of historical and real-time data is key. Doing so will empower you to capitalize on potential strengths while learning from historical weaknesses. This balanced approach will also give you the tools to develop strategies that return the best possible ROI while making powerful decisions under pressure.

4. Set actionable targets and goals

Once you’ve curated your informational sources and defined your audience, you should set actionable goals. Setting the right benchmarks will help you track your ongoing success with pinpoint accuracy while defining goals or targets will give you the insight you need to work with the right KPIs while ensuring your company is moving in the right direction. Taking the time to set actionable goals and targets that align with your organizational strategy will ensure your reports offer a consistently healthy ROI.

5. Define your reporting frequency

Another key component of successful organizational reporting is deciding how often you will analyze your metrics and information. Depending on the function or the goals you’re looking to achieve, you should decide whether your dashboard will serve as a daily, weekly, monthly, or quarterly reporting tool. Setting the right frequency will ensure your analytical strategy is fully streamlined while connecting you with the insights that count most at exactly the right time. The best modern reporting tools also offer automated functionality, helping to monitor insights and offer alerts without human intervention - the best way to save time while ensuring you never miss a critical piece of information again.

6. Gather and organize the information

Now that the purpose and scope are clearly defined, you can start gathering the data in any form that can address the issue. Thanks to that information, you will carry out data analysis to understand what lies beneath and to extract valuable insights. These findings need to be balanced and justifiable – what significance they have to the report's purpose. Identifying key performance indicators for a specific company, organizing, comparing, and evaluating them on the needed level, can be one of the most important parts of creating this kind of report. An example of a business report that shows how to extract and define your analysis can be found above in the article, where we presented our visuals.

7. Present your findings

Explain how you uncovered them and how you interpreted them that way. Answer the original issue by detailing the action to take to overcome it and provide recommendations leading to a better decision-making process. A best practice to present the insights you have drawn out is using dashboards that communicate data visually in a very efficient way. A dashboard software like datapine can precisely answer that need while helping you with data exploration at the same time, which is a crucial part. When you click on a specific part of the dashboard, you can easily access your data in a more in-depth approach.

Comparing your findings is also one of the features you can use if you are asking yourself what has changed in relation to a specific period. When you assess these datasets in just a few clicks on your monitor, the whole reporting process and measurement of your strategy can be done in minutes, not days. Evaluating findings in today’s digital world has become one of the main focuses of businesses wanting to stay competitive in the market. The faster you can do that, the more information you gain, and the more successful your actions will become.

8. Align your visualizations

Expanding on presenting your findings, it’s also important to get your design elements right when considering how to write a business report. As a rule of thumb, your most essential at-a-glance insights should be at the top of your dashboard, and you should aim to be as clean, concise, and minimal as possible with your presentation to avoid cluttering or confusion. To improve your visual storytelling and bring every key element of your report together cohesively, getting your dashboard design just right is vital. Our essential guide to data visualization methods will help to steer your efforts in the right direction.

9. Proofread your reports

When you’re looking at a polished example of a business report, you’ll notice that every element of design and content is immaculate and makes complete logical sense. That said, to get the best returns for your analytical efforts, proofreading your reports is vital. Work through your report with a fine-toothed comb and ask trusted colleagues in your organization to do the same. Once you’ve carefully proofread your entire report, you can collectively tighten up any sloppy design elements, typos, misleading copy, and bad visual placements. Doing so is vital because it will make your examples of business reports slick, actionable, accurate, and built for success.

10. Be responsive

While modern reporting dashboards are dynamic and interactive in equal measure, it’s important that you also remain robust and responsive when writing a business-based report. What does this mean, exactly? It means that in the digital age, the landscape is always changing. As such, if you want to get the most from your reports or dashboards, you must commit to editing and updating them according to the changes around you. In an informational context, what is relevant today may be redundant tomorrow, so to remain powerful and relevant, your reports must always be optimized for success. When you write a business-style report, you should understand that, to some extent, you will need to rewrite it repeatedly. Remember, commit to regularly assessing your reports, and success will be yours for the taking.

You can easily find a sample of a business report on the Internet, but not all of them fit your needs. Make sure, at any moment, that the report you want to create is accurate, objective, and complete. It should be well-written, in a way that holds the reader’s attention and meets their expectations, with a clear structure.

Common Challenges Of Business Reports

Common challenges of generating business reports

As we just learned from the previous section, generating a successful report requires carefully following some steps and considerations. This often comes with challenges and limitations that users face during the generation and analysis process. To help you be aware of those challenges and how to overcome them efficiently, we will list some of the most common ones below. 

  • Data quality 

All the time and effort dedicated to the reporting process will be for nothing if you are not working with high-quality information. Believe it or not, according to recent reports , 41% of companies cite inconsistent data across technologies as their biggest challenge. With only 16% labeling the data they are using as “very good”. 

This presents a huge challenge as the consequences of poor data quality can be quite expensive since organizations are basing their most important strategic decisions on unreliable insights.  

To prevent this issue from affecting you, it is essential to invest time and money in implementing a thoughtful data quality management plan to ensure your information is constantly checked under specified guidelines. Putting extra attention to the cleaning and constant manipulation of the information is also a huge aspect of the process. 

  • Lack of data literacy 

Another big challenge that businesses face when implementing reporting practices is the level of literacy of their employees. As mentioned earlier in the post, the success of the entire process relies heavily on the entire workforce being involved in it and collaborating with each other. The issue is that generating a report and analyzing the data can be very intimidating for non-technical employees who often don’t have the necessary skills or confidence to integrate data-driven activities into their daily work. 

That is why carrying out a careful analysis of the literacy level across your workforce can help you understand the actual situation and offer training instances to anyone who needs it. Paired with that, investing in self-service BI tools that allow any user, regardless of their technical knowledge, to generate a business report with just a few clicks is a great way to approach this challenge. 

  • Long generation processes 

It is not a secret that manually generating a business report can take a lot of time and effort. In fact, in some cases, when a report is finally completed, the information in it might not be entirely valuable anymore. Luckily, this challenge has been tackled a long time ago thanks to the power of automation. 

Modern online reporting tools offer users the possibility to automatically generate a report in a matter of seconds, eliminating any form of manual work. All they need to do is connect their data sources, select the KPIs they want to display, and enjoy a visually appealing and fully functional report in just a few clicks. This enables organizations to focus on the important part, which is extracting powerful insights to inform their strategies. 

  • Static vs. interactive business reports 

Traditionally, these reports generated with tools such as Excel or PowerPoint have been static and full of text and complex numbers. Making it impossible to extract deeper conclusions from them or act on fresh insights. This is not to say that they are completely unuseful, but their historical and static perspective makes them less effective, especially considering how agile decision-making can represent a huge competitive advantage for organizations today.  

To help you make the most out of your data-driven efforts and tackle this common limitation,  we recommend you invest in tools that offer dynamic reports. BI reporting tools , such as datapine, give you the ability to generate interactive real-time reports, like the ones we saw earlier, which can be easily filtered to explore different periods or lower levels of data. This will give you the power to extract deeper and fresh insights to boost your strategies and growth. 

  • Ensuring data security and privacy 

In the digital age we live in, we need to be fully aware of the risks of using online tools to manage our business’s operations. Studies have shown an increasing trend in cyberattacks and data breaches that has left decision-makers concerned about how they manage their sensitive data. One of these attacks can significantly impact an organization’s reputation but also incur considerable costs that can be hard to come back from. According to recent research, these types of breaches cost businesses an average of $4.35 million in 2022. 

All of this makes security and privacy a big challenge for businesses of all sizes. Especially regarding their report-related activities, as they contain sensitive information about the company and its clients. Luckily, modern SaaS BI tools offer high levels of security to help you keep your data secure at all times, from the moment it is generated to the time it is shared with different stakeholders. Therefore, it is important to consider this topic before investing in such a tool. 

Key Takeaways Professional Business Reports  

"Once we know something, we find it hard to imagine what it was like not to know it." - Chip & Dan Heath , Authors of Made to Stick, Switch.

We live in a data-driven world, and as a business, it’s up to you to move with the times. If you ignore the power of smart data analytics, you are only stunting your own commercial progress.

We’ve explored many shining business reports examples, and one thing is abundantly clear: if you embrace the power of digital reporting, your company will be bigger, better, and exponentially more informed. The more confident and informed you are as a business, the better you will be able to respond to constant change. In today’s digital world, it doesn’t matter what sector you work in. If you’re rigid in your approach to data, you will get left behind. Digital reporting dashboards are the only way forward.

So, you now know what business reports are, how to structure and write them , and how they can benefit your business. Committing to the right reporting and information delivery can have a significant impact on your organization and orientate its strategy better. For more ideas about business reporting in a more specific, function-related way, you can dig deeper into some of our popular articles on sales reports and marketing reports !

Don’t miss out on that opportunity and start now with datapine’s online reporting software , and benefit from a free 14-day trial ! You won’t regret it.

5 importance of business report writing

The Importance of a Business Report

Do you want to learn why analytics and reporting are so crucial to the success of your business and how they could boost your productivity and bottom line? Read on to find the importance of a business report.

Businesses require a comprehensive business intelligence plan for data analytics and management of corporate information across all departments, including making more data-driven decisions, improving operational efficiency, and gaining a competitive edge.

On average, companies that understand the importance of a business report and implement big data strategies see an 8% rise in their bottom line compared to their competitors who don’t.

Regardless of the company’s size or field, the importance of business report is an indispensable resource. They allow monitoring and analyzing of the company’s performance and health to help pinpoint problem areas and new expansion prospects.

To comply with regulations, some company reporting is necessary. To understand the importance of a business report, the government mandates that corporations provide annual financial reports in some countries, such as the United States. 

Many businesses also need regular reporting and monitoring to keep upper management, board members, and other stakeholders informed of business activities.

The value of insights and analytics lies in the fact that they allow for evidence-based planning of each step of a process, which in turn has the potential to transform the way a task is carried out completely.

So why are reports important in business?

What is a Business Report?

Importance of a Business Report

A business report is a compilation of data organized following predetermined standards about a particular business issue. With this information, those with a vested interest in finding solutions can do so with greater ease.

Business reports aim to present various facts, analyses, numbers, and other data pertaining to a business. Business reports provide information in an orderly fashion that can be used to make important decisions and formulate long-term strategies. 

Businesses can use the information in reports to make educated decisions about marketing and advertising campaigns and allocate funds accordingly.

Types of Business Reports

Analytical reports.

For any business, analytical reports are essential and useful while making vital decisions. It aids management in obtaining pertinent information with relevant descriptions.

For instance, the management team’s necessary actions during the quarterly operations review would be included in the report, along with sales revenue figures and the quarter’s net profit or loss.

Businesses can make future decisions by using analytical reports to assess the business activities that took place in the year’s first quarter.

Research Reports

When a business plans to expand into new markets by introducing a new product to the market or opening an office in a new region, detailed research reports are necessary. 

A study report contains technical information on relevant facts and figures regarding a particular subject.

Informational Reports

In contrast to analytical reports, which explain the “how to” and “what if” of a situation, informational reports merely present the data without providing any context or explanation. You need to look for an informational report if you need any objective answers. It details how many workers there are, where they are assigned, and what they do.

There are various ways to display a company’s data, such as a bar chart, pie chart, or tabular overview of the company’s staffing practices.

The I mportance of a Business Report

Importance of a Business Report

Let’s examine why reporting is important in today’s competitive business. 

For many businesses, regular business reporting and monitoring are essential since the board can demand weekly, monthly, quarterly, or annual reports to receive an accurate picture of how the business is doing. 

Business monitoring and reporting can help businesses in various sectors, including eCommerce and the service sector, save time and money, and in the long term, enhance their operations.

1. Decision-Making Tool

Business reports allow you to compare periods, project specifics, and your growth history and document your progress.

 The information you gather for reports can be used for various crucial functions, even though you might rely on your superior memory or the revenue you make each year to judge your progress. 

It can assist you in creating your budget proposal and marketing strategy for the following year. You may also see which markets you may have missed out on and which goods or services are the most popular.]

2. Provides an Audit Trail

Reports do more than just aid in decision-making; they also provide a paper trail that can be referenced in the future. (The reports need not be stored on stacks of paper; instead, they can be stored on a computer.)

The reports that detail the sales, meetings, plans, initiatives, and annual budgets of your company are an essential aspect of your company’s proprietary materials. 

Whether you’re applying for a loan from a financial institution or trying to sell your company, you’ll need more than just your tax returns to back up your claims. If you own a firm as a sole proprietor, it is important to make arrangements for your heirs to have access to financial documents and reports in the event of your passing.

3. Highlights the Strengths and Weaknesses of The Business

The importance of a business report is to draw attention to the most prominent features of a business. In order to expand your business successfully, management will need a well-thought-out plan that takes into account the opportunities and challenges you’ll encounter.

If you don’t know what areas need fixing, how can you fix them? Business reporting and monitoring on a regular basis will provide you with this information and enable you to convert raw data into meaningful information for use in decision-making.

With today’s reporting technology, such DotNet Report Builder , team members can transmit and receive business-related information like reports and detailed documents remotely from their devices in addition to the office.

4. Aids in Highlighting KPIs

Reports are only helpful if they are tailored to the requirements of the business. This should involve both financial and non-financial Key Performance Indicators (KPIs) in addition to analyzing data patterns.

The identification of trends can assist in the forward planning of resources and the identification of possible problems. Reporting can also show which services, industries, or customers generate the most and least revenue, allowing for better future decision-making.

Future period projections and the financial impact of potential possibilities and adjustments can then be examined, providing direct financial advantages of reports.

4. Reporting Increases Team Engagement

In addition to offering a means of gauging success, reporting can boost team morale and productivity by encouraging everyone to strive toward a single goal.

The information contained in business reports is essential and vital to the success of the firm and its many stakeholders. An important part of every business plan is a financial report that details the company’s current financial situation as well as its strategies and long-term objectives. As such, it serves as a channel for sharing company performance updates.

5. It Helps Foster Transparency 

The financial sector cannot function without full disclosure of all relevant information. Does actual cash flow match what has been reported? Investors and potential partners in the supply chain will always ask this.

No potential investor will touch a company whose financials are under wraps. Reporting on your company’s financial health is crucial if you want to expand your operations, find sponsors, and raise capital. 

Many countries require publicly traded corporations to publish an annual report detailing the company’s finances and ownership structure to stockholders, government agencies, and other interested parties. 

Better transparency throughout the year from more frequent reporting could make the company more appealing to investors. It facilitates the comparison and evaluation of businesses operating in the same industry.

Importance of Business Report for Success

Reports, business insights, and analytics become more important as a company grows and expands.

A company gains a competitive edge by maintaining control of all operations and tracking performance constantly, which is crucial to its success!

Business reports help track your company’s development, and the data gathered has many valuable uses. The report’s data support choices and serve as a rationale for each decision, guiding corporate executives as they create budgets and plan activities for the upcoming year.

Monitoring and reporting over time might reveal not only issues but also reveal chances for development or expansion. 

DotNet Report is a simple and effective Report Builder that lets your clients easily create customized reports. It allows the user to have full control over their data, from choosing the right information to filtering it and arranging their reports. 

We provide you with a cutting-edge reporting solution that helps you save a ton of time and money. Therefore, do yourself a favor and utilize the advantages of reports. With Dotnet Report Builder, individual reports no longer require hard coding!

  • What makes an effective report?

An effective report presents and analyzes data that is relevant to the problem or issue stated in the report short. Acknowledge and cite all sources utilized consistently and follow your department’s recommended instructions.

  • What are reporting systems?

The phrase “reporting system” describes a wide variety of programs that support business decision-makers by collecting data from various sources, structuring that data into reports, and then managing and disseminating those reports.

  • What are the two types of reporting tools?

Software for creating reports makes the information visually appealing. These programs enhance data’s readability, utility, and presentation by presenting it in a visually appealing format. There are two different kinds of reports: interactive reports and static reports.

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