REPORT FOR BUSINESS

Main Elements of the Standard Report Writing Format

1. Title Section
The format of the title section of your report would depend on the length of the said document.
Short reports may include just the author, date prepared, and other information deemed
necessary. Long reports, on the other hand, may require designated pages for its table of
contents and definition of terms as well
2. Summary
A summary is an essential part of any lengthy document. It should provide an overview of the
report’s content for readers to refer to. Since some people choose to skim through the summary
rather than read the whole report, this section must consist of the key points, conclusion, and
recommendations. Relevant information must be presented accordingly for the audience to
comprehend. It would be best to write this portion by the very end of the  writing process to
ensure that every major detail is included in the report.
3. Introduction
The introduction of your report should explain the problem at hand along with the purpose of
preparing the report. You may also insert the definition of terms in this part if you have failed
to include it in the title section. An explanation about how the details of the report are arranged
must also be presented to provide a general overview for readers.
4. Body
The body of your report typically consists of the most number of pages. It may also be broken
down into subparts with subtitles that support and expound the major points stated in the report.
These subparts may vary depending on the type of report you are creating as well. Information
is typically arranged according to its level of importance, with the most significant data coming
first.
5. Conclusion
This part connects everything together. Similar to the summary, most people read this section
to study the data and results gathered in the report. For this reason alone, crafting a conclusion
that is free of jargon is important. Instead of repeating everything you have mentioned in your
report, you must present your final thoughts or statement on the subject at hand.
6. Recommendations
Any suggestions or additional actions that need to be taken are discussed in this part of the
report. Any limitations or concerns that you have failed to tackle in your report must be stated
for future reference as well. In most cases, recommendations are presented in order of priority.
7. Appendices
Technical details of your report are usually found in this section. Experts in the given field
usually consider this section critical for further studies. This may either be in a statistical,
explanatory or bibliographical nature
Guidelines for Writing a Report
Besides following the right format, you must focus your attention towards the content of your
report as well. So here are some pointers in report writing to help you get started:

 Make it clear and specific.

There are some words that can sound a bit too vague, opening doors to other ideas that aren’t
relevant to your report. This is why it’s always important to strive for clarity in communication.
You can do this by limiting yourself to one idea per sentence in order to carry out a specific
message to readers.

 Use simple language.

Instead of trying to impress your readers with a series of complex terminologies and what not,
it would be better to focus on communicating properly with your audience. Avoid technical
words that are difficult to understand by the majority, unless completely necessary. If so, you
must explain these terms in a well-detailed manner. Expound ideas that need to be understood,
and make sure all the words written in your report have a significant purpose.

 Stick to facts.
Guesses and hunches have no place in a report. Refrain from using statements that are drawn
from mere assumptions. It’s important to stick to facts to avoid conflicting thoughts or possible
misinterpretations.

 Write in paragraphs.
There’s a good reason why paragraphs play a vital role in communication. For starters, it allows
us to organize ideas accordingly for better delivery. This will help make your report appear
more logical for an audience to read and comprehend. The proper use of transitional phrases
and sentences is also essential in report writing.

 Use a bullet style for lists.

Sometimes, writing in paragraphs can be challenging, especially when dealing with similar or
conflicting points that need to be enumerated one by one. For cases like this, using a bullet
style to create a list is highly recommended. Not only can it keep things organized, but it can
also highlight thoughts that need to be emphasized in the report.

 Observe proper grammar and punctuation.

Even professional writers can commit errors with their narratives. Knowing this, it’s important
to proofread your report for any spelling or grammar mistakes. You may even try reading the
report aloud to see if the flow of words and sentence construction make sense. The correct use
of punctuation marks must also be observed.

 Presentation and Style

Presenting a report in a simple and concise manner should be of top priority when it comes to
report writing. Take note that proper formatting also involves the subsections, font style and
size, and the manner in which data is presented.
Listed below are common formatting styles that may be used in your report to make it look
organized and presentable for readers:
Font – The standard font style for any formal report is Arial or Times New Roman, due to its
easy-to-read nature, but your font choice may also depend on the instructions given. Make sure
to use only a single font style throughout the document for consistency and formality.
lists – If the circumstance calls for it, use a list to break down information into several points
that may easily be understood. While you may have the option to use a numbered list style, a
bulleted list style would be more appropriate.
Headings and subheadings – Headings and subheadings are a principal part of a formal
document. Similar to a thesis proposal, a report must be sectioned into manageable chunks of
information. This will help both the author and the reader identify definite topics discussed in
the paper. Each section should then be listed in the table of contents to serve as a guide for
readers.
Business report
Business reports are a type of assignment in which you analyse a situation or problem (either a real
situation or a case study) and apply business theories to produce a range of suggestions for
improvement.
Business reports are typically assigned to enable you to:
• Examine available and potential solutions to a problem, situation, or issue.
• Apply business and management theory to a practical situation.
• Demonstrate your analytical, reasoning, and evaluation skills in identifying and weighing-up
possible solutions and outcomes.
• Reach conclusions about a problem or issue.
• Provide recommendations for future action.
• Show concise and clear communication skills.
General format of a business report
1 Letter or memo to the client
2 Title Page
3 Executive Summary
4 Table of Contents (if required by your lecturer)
5 Introduction
6 Discussion
7 Conclusions
8 Recommendations
9 References
10 Appendices (if required)
Business report – middle sections
Business reports typically adopt the sections listed below. The order of these sections varies
depending on the subject and whether it is an inductive or deductive report. Business reports will also
need a reference list, and sometimes a covering letter, covering memo, and / or Executive Summary
section.
Introduction
• State the purpose or aim of the report, which may include who has commissioned it.
• Provide background details relevant to the situation, such as a brief overview of historical
developments, as well as definitions of any terms that are unlikely to be recognised by the audience.
• Summarise the problems and recommended solutions.
• Clarify any limitations, restrictions, and/or assumptions made in undertaking your investigation of
the situation, such as restrictions on time, lack of money, limited access to information and people,
and/or assumptions made about the organisation because of the lack of information available.
Discussion
This section is traditionally allocated the most marks. It is generally the only section where you are
able to support your analysis and reasoning with theoretical ideas, concepts, and models available
within the course. Secondly, it is the only place where you can actually provide evidence to back up
your conclusions and recommendations. Therefore, ensure that you draw on evidence from the
literature, course materials, as well as your own observations from the actual case or organisation,
where applicable.
A key task of the discussion is for you to be able to identify the problem(s) and then consider a range
of possible solutions.
Conclusions
• This is arranged as a numbered or bulleted-list.
• Match each point in sequence with the list of recommendations.
• Each point provides a brief summary of one of the problems outlined in detail in the report.
• Ensure each point links with the report's objectives.
• Write each conclusion in the present tense.
• Each point needs to be specific and clear.
Recommendations
• This is also arranged as a numbered, bulleted-list.
• Each recommendation should appear in sequence with the order of points in the list of conclusions.
• Each recommendation should provide a response to each problem identified in the list of
conclusions.
• Each recommendation should be action-oriented, concise, and clear.
• Each recommendation should also be realistic and feasible within the social, economic, and political
climate.
• Write each recommendation in the future tense, as appropriate.

Inductive vs. deductive reports

The order of the report sections will depend on whether you are required to write an inductive or
deductive report. Most assignments at Massey are inductive.

Inductive report
Such reports go from the specific to the general and are ideal for an audience who has the time to read
the report from cover to cover. They are also used in instances where the findings may be somewhat
controversial, hence, the need to demonstrate your reasoning and evidence (as laid out in the
discussion) for the recommendations decided upon.
Deductive report
In contrast, in a deductive report you move from the general to the specific. This type of order is
effective when faced with an audience who does not have time to read the whole document, but can
access the conclusions and recommendations. Consequently, such an order is also appropriate for
reports which are not contentious or unexpected in their decision outcomes and recommendations.

Essential Elements of a Business Report

In making a business report format, you have to include data and facts which are related to
activities in your business. All the characteristics and essential elements which should be
included in the report is what differentiates it from other kinds of reports. Let’s take a look at
these distinct elements:

 The Specific Issue

Each and every report (even this one) is written based on a single, specific issue or topic. It’s
basically written to accomplish a specific need.

 The Pre-Specified Audience

In writing this kind of report, you’d have to already have an audience in mind. Even though a
lot of other people may end up reading your report, you should already have a pre-specified
audience you are considering.

 The Specific Layout or Structure

You’d have to follow a specific layout or structure for this kind of report, no matter what type
of report you are planning to write. The different types of the report will be discussed later on.

 Basis from Past Events

Generally, these kinds of reports are written based on past events. Usually, the reasons for the
events are stated as well as the methods for solving the concerns and issues involved in the
events.

 Unbiased in Nature
Your report would have to be strictly unbiased and should not contain any subjective materials
as it could affect how decisions are made and how your report is interpreted.

 Information Based on Facts

All the data and information in your report should be based on facts. Never include information
which you are not sure of or which you won’t be able to back up when you are asked about it.

 Shared Effort
These kinds of reports are very rarely done by a single person. Usually, a group of people or a
committee would need to come together to write all the important sections and complete this
report.

 Organized Presentation
Making sure that your presentation is organized is key so that your audience would be able to
understand your report and find all the necessary information needed when it is needed.

 An Upward Direction
Your report must flow upward in the organizational structure. The people with higher authority
typically delegates the duty of making the reports to the people with lower authority and after
the report has been prepared, it is submitted back up to the people with higher authority.

 Additional Materials for the Presentation

Reports must be presented in such a way that they are interesting. To be able to do that, you can
include additional materials to aid in your presentation.

 The Signature and Date

Usually, any kind of report or document is not authorized or official until it has been signed
and dated. The reporter should sign the report as well as all the members of the committee.

30+ Business Report Templates & Format Examples ᐅ TemplateLab

Types of Business Reports
Typically types of business report templates would depend on the purpose of making these
reports but they should all contain the four essential parts: the introduction, summary,
discussions and conclusions. A report which contains all these would be complete,
comprehensive and efficient. Here are the different types of reports:
Analytical
This type would contain data along with examination, analysis or interpretation from the
writer/s of the report or in response to the person/s who had made a request for the report. This
type of report is used for important decisions to be made or to be able to come up with a
solution to a problem.
Informational
This type would only contain data and information without any comments from the writer/s of
the report. More informal in nature, this type should have information, facts and results
regarding a particular topic in full detail sans any suggestions or explanation.
Research and Recommendation
This type would contain data as well as the analysis of the report writer/s about the data. It
should also contain any or all appropriate action as advised by the writer/s of the report.
Typically based on lots of research, this type of report is made by an individual or a group with
regards to a particular concern or subject.

Purposes of Business Reports

Making a good business report example is essential in organizations. There are different
purposes of making these kinds of reports which you should know about before actually
looking into how you would make your business report format. Here are the different purposes:

For Spreading Information

These kinds of reports are generally used for sharing information from an individual to another
or from a level or department to another. This is especially useful for larger organizations
where contact between employees and higher ranking persons are very rare.

For Interpreting and Explaining an Event

These types of reports should give a good interpretation and explanation of the information in it
so that the readers will be able to understand everything about a particular event.

For Decision Making

Reports like these can be used by the management as a tool for making important decisions.
The reports contain the vital information managers would need to solve problems.

For Communication with Key Stakeholders

Not only for use inside the organization, can these reports be used to communicate with key
stakeholders outside of the organization as well. Stakeholders should be kept informed of what
happens in organizations and these kinds of reports are essential for that.
For Developing an Information Base

Organizations should have an extensive information base and making reports would definitely
add to that. These reports can be used as reference and can be added to an information base to
make it sound and strong.

For Coming up with Recommendations

Reports don’t only contain data and information but also include suggested actions or solutions
to an issue or a problem. This is important so that the organization is kept running smoothly
and productively.

For Collection of Data

These kinds of reports serve as a document to track down your progress and give you a way of
comparing time, details of your project and the history of growth. All these data as well as the
information you will come across as you are doing research would be important for the
organization.

For Building a Paper Trail

Making these kinds of reports would allow you to start building a paper trail of your past events
and past. You can keep soft copies on your computer and hard copies on your physical files so
that all your reports are backed up well. Remember that these reports contain a lot of important
information and if you’d like to build your paper trail, make sure you file them properly.

For Good Reference

Each year, organizations are tasked to make annual reports for stockholders and government
agencies to oversee different corporate businesses. Having reports on hand would ease your
annual report making process as you would have actual documents to refer to when making
them. An annual report is essential in organizations and using business reports as reference or
as a supplement is then extremely important.

For Practicing

Making a habit of writing different kinds of reports would make it easier each time you do it.
Organizations rely on reports so practicing how to make one as much as possible is key in
learning how to make effective and comprehensive reports. You’d also be able to learn a lot
about your organization as you are making your report and you will be able to hone your
writing skills in the process too.

How to Write Your Own Business Report 

You now have a lot of information about business reports so now it’s time to learn about
writing your own business report formats or business report templates. Knowing how to make
this would allow you to start making your own for your organization when you see that there
is a need for it. To get a better idea of how it’s made, you can go online and search for other
business report examples and read through them. To guide you further, here are some useful
steps and tips:

 Establish your objectives for making the report as well as what format you will be
using.
 Make sure your objectives are direct, clear and easy to understand to keep your report
credible.
 Think about your audience or the people who will be reading your report. Depending
on whether your audience is people in the organization or outside of it, you’d have to
consider the knowledge they have regarding the topic you’re planning to write about.
 Establish all the things you would need to learn throughout the whole process.
Writing the report may not be too challenging but actually coming up with a
conclusion and collecting the vital data needed to back up your conclusion. You’d
have to possess various skills such as market analysis and data gathering in order to
successfully complete the project.
 Do your research and gather all the data you need for your report. Make sure all the
data you collect is accurate and true. How you will be gathering data largely depends
on what type of report you are planning to write. Just make sure that everything you
research and collect is meaningful to your topic and to the whole point of your report.
 Internal data would be much easier to obtain as you’d be gathering it from within the
organization while if you need external data, you may have to do your own research
and find what you need outside of the organization.
 Organize all your information and begin to write your report. Be sure you already
have all the information you need to comprise the content of your report so you don’t
run into any delays.
 Divide the most important data into different sections. Your report should not be a
continuous stream of information and figures which all run in paragraphs one after
the other. When you’re report is broken down into sections, it’s much easier and
interesting to your audience and they will most likely read it until the end.
 Emphasize the sections using headers so your readers will be able to read through
them first and get a better idea of what your report is all about.
 Start deriving conclusions from the different recommendations in your report. Your
conclusions must be clear and concise and must logically follow from the information
which had been analyzed in your report.
  Any objectives in your report should also include measurable actions specific to
them. Identify any modifications in job description, expenses or schedules needed to
apply the new plan. All of your statements should clearly show how the new
procedures will help in meeting all the objectives of your report.
 Write your executive summary last but place it as the very first page of your report. It
should contain all the results and conclusions as well as a short summary of what the
report contains.
 If applicable, make use of info graphics to interpret quantitative data. You can use
different kinds of graphics and color code them if you think that it would be helpful
in conveying your message or the content of your report.
 Typically visual figures can be very helpful in making these kinds of reports as
merely presenting everything in writing might be too boring. Just make sure that all
the infographics you include are relevant to your topic.
 Mention all your resources if needed. You may have to give an explanation of where
you got your information, depending on what kind of research you would need to do.
The purpose of adding this in your report is so that your readers can follow up on the
information you have given.
 Before submitting your report, make sure to proofread it more than once. A report
which contains any misspellings or grammatical errors can decrease the credibility of
it.
 Don’t attempt to add to the content of your report just by using fancy words or
technical jargon as this may confuse your readers. Using sentences with slang or too
many words would make your report less efficient. Use a passive and objective tone
when writing so your report comes off as professional.
 To be very sure there are no errors in your report, you can also ask someone else to
proofread your work. Asking a third party to inspect your work would ensure that it’s
been checked well since outsiders would most likely be more alert to catching and
identifying any errors you may have made.
 Make a table of contents for your report so that it would be easier to look through and
find all the information written on it. Remember to include all the important sections,
the excecutive summary as well as the conclusions.
 Package your report in a professional way. You may place it in sturdy binders or
folders so it looks neat and organized. Doing this would also add an element of style
to your report and may intrigue your audience enough that they will read it. Make
sure all the parts of your report are included in your packaging as well.
Formal Business Report
A formal business is an official document that contains data, research, information and other
necessary details to help decision-makers form plans and objectives to help the company.
Depending on the topic, a formal business report could be several pages long and include
extensive data and information.
Here are a few of the most common types of formal business reports, designated by a purpose:
Justification/recommendation report
You can use this report to propose an idea to management. The body would include sections
like risks, costs and benefits. An example of this type of report would be to propose buying a
machine for your workplace. To convince the decision-maker to buy the machine, you would
create this report to make a convincing argument.
Investigative report
This report can present the potential risks of a specific opportunity. This report is helpful for
business owners to anticipate any issues involved in making an investment or purchase. You
could also create a formal business report to analyze a proposed merger.

Compliance report
Use this report when the organization wants to show accountability and create a compliance
report. It is a report that allows an organization to prove that it is following regulations and that
it is spending money properly. For example, an accountant could write a compliance report to
show the company followed federal laws regarding spending.

Feasibility report
When you need to analyze the outcomes of a proposed idea, you can use this report. The report
could cover potential problems, associated costs and the benefits of the idea. With this report,
you can determine if the proposal will be profitable, if the deadline is feasible and if there's a
chance it could exceed the budget.

Research studies report

This report helps you analyze a problem. The report would include recommendations to resolve
the problems.

Periodic report
This report helps an organization improve its products, services, processes or policies. The
report can include things like profit and loss information or it may examine efficiency. For
instance, a retail store would have a monthly report on its sales.

Situational report
To discuss a specific topic, such as information from a conference, use a situational report.

Yardstick report
You can use this report to present several solutions as options for a particular situation.

How to write a formal business report

Follow this step-by-step guide to create a professional business report:
1. Plan before you write
Treat the formal business report as you would handle a project. Before you start compiling
research and writing down sections, plan exactly what you want to achieve. In doing so, you
will have a better chance of creating a report in a clear and simple style.

2. Check for an in-house format

The company you work for may already have an established format for formal business reports.
Check your company handbook or ask the person who wants the report to see if there's a
specific format you should use. Using an established format will help your report look more
professional.

3. Add a title
You might get the title of the report with the brief or you may write it yourself. Make sure the
title is clear and visible at the beginning of the report. You should also add your name and the
names of others who have worked on the report and the date you wrote it.

4. Write a table of contents

The table of contents page should follow the title and authors. The table of contents page is
essential for a formal report that is long and complex. Although this page comes at the start of
the report, it should be written last when the report is finished. Write down the section headings
exactly as they appear in each section of the report and make sure the page numbers match too.

5. Add a summary or abstract

The summary summarizes the main points of a formal business report. It can be beneficial for
the reader to have this section, but it is not mandatory, especially if your report is short. It is
best to ask the person who has requested the business report if they prefer a summary or
abstract. Although the summary comes at the beginning of the report, you should write it last,
along with the contents page, so that you can include notes from your conclusion and
recommendations section.

The summary should tell the reader about your findings and even draw on points from your
conclusion. A brief overview of what the reader will find in the report is also important. Your
manager may only have time to read the summary of the report, so it must describe the major
points found in the report.

Related: 5 Steps for Great Business Writing (With Tips)

6. Write an introduction
This section will detail the reason why you are writing the report. The introduction should
address the purpose of the report and background information on the subject you are writing
about. Include any definitions and summarize the main argument.
7. Outline your methodology
The methodology section should explain to the reader the research methods you have chosen to
create this report, such as using a qualitative method, a quantitative method or a combination of
both. It should be a clear justification of why you chose to use certain methods.

8. Present your findings

This section is where you should present the outcome of your research. It is important to
present your results logically and succinctly while making sure that you have included enough
information to prove that you have researched the matter thoroughly.

One way of making the findings easier to read is by using headings, subheadings and numbered
sections to organize everything. You can choose to present your findings in bullet points or
with the help of a table. You might also choose to present your findings with illustrations and
graphics—such as infographics—but be sure that these graphics are appropriate for the report.

9. Finish with a conclusion and recommendations

In this section, you would present your assessment from the findings, then make
recommendations for action. If you add any goals, you should add measurable actions to them.
Each goal, method or option suggested should tell the reader how it will affect the organization.

10. Add a bibliography and appendices

Include all of the sources you have used to write the report. These can include periodicals,
online articles or books. List the sources in alphabetical order. You can also include all of the
material to support the report. These may include questionnaires, maps, notes, summaries,
charts, tables, illustrations and others. Label each note, map and other documents with a letter
so that you can reference them clearly in the report.

11. Proofread
Once you're finished writing your report, proofread it to make sure it's free of any grammatical
or spelling errors, which will make your report more credible. Moreover, be clear and concise
when writing. Avoid complex words and slang. It is acceptable to use jargon and technical
terms appropriate to the industry you are in, but avoid overusing them. Make sure that the
writing flows from one section to another, especially if there was more than one author on the
report.