#BusinessWriting Series - Writing Reports /5

Welcome to the final installment of our 5 part Business Writing Series.

In Part 1, you learned about the different types of business documents.

In Part 2, we explored the importance of business correspondence.

In Part 3, you discovered the importance of tone in your business writing.

In Part 4, you learned how to write excellent business emails.

In Part 5, we focus on writing a business report.

Introduction

Writing an effective business report is a necessary skill for communicating ideas at the office. Reports usually address a particular issue or problem, and are often requested when a decision needs to be made. 

You may be asked to report on the management structure of a company and make recommendations for its improvement or  report on financial information, and finally, make an analysis.

English learners writing business reports need to make sure that the language is precise and concise. 

A writing device, linking language, should be used to connect ideas and sections of the business report. These connectors are words and phrases to help to develop ideas and relate them to one another.

For example: as regards; as far as ……… is concerned, on the other hand; while; whereas, however, nonetheless, nevertheless

Four Business Report Guidelines

1. Planning 

All great endeavors begin with a plan. Consider the following three points to adequately organize your report.

2. Audience 

Who is your primary reader?

Also keep your secondary readers in mind.

The prime reader may be your immediate supervisor. Secondary readers may be actually his or her boss! 

Try to understand what the readers already know, what they need to know. 
Manage reader assumptions well though so vital information is not left out of your report. 

Are you writing for an international audience? Avoid any idioms, or expressions unfamiliar to your reader. Strive for Global English.

Finally, the manner in which they will use this report is a central concern you must address to effectively write your report. 

3. Message

Make an outline of your primary message

Then break down the message into its component parts. 

What other pieces of information do you need to include?

Mind your business vocabulary to accurately communicate your message. 

4. Structure

The modern business approach is direct or deductive.

This approach presents the conclusions or recommendations near the beginning of the report, and the report provides 
justification for these recommendations. 

However, are you tackling a sensitive topic in your report?

In that case, consider using the indirect or inductive approach. This approach leads the reader through the discussion
first and reveals the conclusions and recommendations at the end of the 
report. 

Finally, organize your entire report in an outline. 

Does it logically flow? 

Does your report communicate your primary message and resolve any doubts in your reader's mind?  

CONCLUSION

Writing a business report is a common task at the office today. Many times your readers are all across the globe, not just down the corridor from you. 

Employ the above guidelines for the best start to communicating your message effectively to a global audience. 

You now have a solid foundation to impress your colleagues and demonstrate your command and competence of key issues affecting your organization. Good luck!

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