A formal paper on a phenomenon or process is called a report. Completing this type of academic assignment usually means doing extensive preliminary research, gaining in-depth knowledge of the subject, and applying analytical skills. The next stage is obviously writing. As a student or expert, you might be tasked with a variety of reports but this article is dedicated to the most challenging of them – business reports.
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What Is a Business Report?
This piece of writing is widely used in the business environment to describe new ideas, define new strategies, and lay out plans for a company or organization. Understanding the purpose of business reports is vital for the successful completion of this task. Although business reports perform various functions, their main purpose is to evaluate the status quo of a company and analyze its market situation and use this knowledge to define strategic plans and goals.
Think of it as a roadmap for your business. Business reports can be formal and informal. The latter is usually written in a form of a memo up to five pages in length. The former is longer, more detailed, and, consequently, takes more time to complete. Thus, deciding on the type of the report –formal or informal – should be the first step for anyone who has to write it.
The Components of a Business Report
If you decide, “I should write my business report”, get down to this task with a clear understanding of the paper structure. A proper outline of a business report includes:
- Table of Contents. Although it comes at the beginning of your paper, you will create it after the whole project is ready. Include a list of the sections with corresponding page numbers so your readers could use it as a roadmap.
- Terms of references. This is an optional section and not all reports require it.
Introduction. Same as in other papers, an introduction tells the readers what your paper is about.
- Body paragraphs. This section is supposed to be the most extensive because this is where the bulk of your discussion takes place. For your and your readers’ convenience, you may break it up into several subsections, such as Company Background, Market Analysis, Financial Forecast, Marketing Plan, etc.
- Conclusion. This section comes last and it should summarize the main points of the discussion preceding it. In some cases, it is appropriate to restate the purpose of the report and remind the readers what action is required from them.
- Appendix. Another optional section, in which you can include relevant details and illustrations.
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The Rules of Business Report Writing
Business report writing is regulated by a number of rules:
- Include a cover paper with the name of the company and its address as well as the date the report was created.
- Use subheadings to enhance the readability of the paper.
- If there are graphs and charts, include them in the Appendix.
- A report should have a table of content if it is longer than 10 pages.
- If you have never created reports before, do not hesitate to ask your colleagues for help. The need to create business reports arises time and again, so some of them for sure have a paper you can use as an example. It would also help to ask them about the dos and don’ts in your company.
Top-6 Tips on Business Report Writing
- Know your purpose. Every report has a different purpose, and if you have a clear understanding of it, writing will come easier and you will stand higher chances of creating a correct business report right from the first draft.
- Use an outline to organize your ideas and achieve structural and narrative coherence. With a clear plan, you will be less likely to forget to mention something important.
- Words have meaning, so use them well. Remember that this is not a creative paper, and refrain from using fancy words and phrases with multiple meanings. A business report is also not a place to use slang and colloquial language. Your goal here is to be understood correctly, so use the linguistic means effectively.
- One good strategy to help you achieve the goal mentioned in tip #3 is using short sentences. Readers tend to get confused by long sentences, so if you want all pieces of content to be understood, aim for brevity.
- Proofread your report. Now do this again. A typo or mistake that seems minor to you may create a totally different impression on your readers. If you do not want to seem unprofessional or careless, proofread and edit the report. Do this at least a day after you finished writing because you will notice the errors more easily with fresh eyes.
- Do not hesitate to ask for help. Some of your friends or acquaintances must be experienced in business report writing. This is a great opportunity to meet over a cup of coffee and exchange knowledge.
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Group Business Report: How to Crack It
Some students compare business reports to research papers but there is one important difference between them: writing a business report is much harder. While the research process and writing might take a comparable amount of time in both tasks, analysis is usually more challenging in a business report than in a research paper because it calls for a higher level of proficiency.
Thankfully, business reports can be written in groups, which saves each participant a great lot of time because taking care of one section or task is far less time-consuming than writing the whole paper from scratch.
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