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How to Write Business Reports That Make an Impact

Q: How to write a business report?

Understand the Purpose: Identify the report's objective and audience. Conduct Research: Gather relevant data and information. Create an Outline: Organize your thoughts and structure your report. Write the Report: Start with a draft, focusing on clarity and conciseness. Review and Revise: Proofread, edit for clarity, and ensure accuracy of data. Finalize: Prepare the final version, ensuring it's professionally presented.

Q: What is the accepted structure of business reports?

Title Page Executive Summary Table of Contents Introduction Body Conclusion Recommendations References/Bibliography Appendices

Q: How to conclude a business report?

Summarize your key findings Discuss the implications Provide actionable recommendations

Learn how to write a corporate report that stakeholders love from structure to final touches, from how to start to how to conclude, and build your authority.

Jackie Plaza

6 minute read

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Short answer

How to write a business report?

Understand the Purpose: Identify the report's objective and audience.
Conduct Research: Gather relevant data and information.
Create an Outline: Organize your thoughts and structure your report.
Write the Report: Start with a draft, focusing on clarity and conciseness.
Review and Revise: Proofread, edit for clarity, and ensure accuracy of data.
Finalize: Prepare the final version, ensuring it's professionally presented.

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Effective business reporting drive decision making

Business reports, or corporate reports, are more than just documents; they're tools that communicate vital information, drive decisions, and shape the future of your company.

They're your voice in the corporate world and they lay the foundations for your authority in the eyes of stakeholders, investors, and partners.

In this comprehensive guide on business report writing. We'll cover everything from the basics to specific report types, with actionable tips and examples.

This guide will equip you with the knowledge and skills to write compelling corporate reports that move hearts and move the needle.

Let's dive in!

What is the role of business reports in corporate communication?

Business reports are the backbone of corporate communication. They provide a reliable, consistent source of information that drives strategic decisions. These reports communicate vital data to stakeholders, investors, partners, and customers.

corporate reports are a key communication tool that fosters transparency, promotes accountability, and guides decision-making within a business.

What is the accepted structure of business reports

Every great report follows a structure. Let's decode this blueprint. The basic structure of a corporate report typically includes the same sections as I cover below.

But the exact structure can vary depending on the type of corporate report and the specific requirements of the company.

1. Title Page: This is the first page of the report that includes the title of the report, the name of the company, the authors, and the date of the report.

2. Executive Summary: This is a brief overview of the report, summarizing the main points, findings, and recommendations. It should be concise and informative enough that a reader can understand the gist of the full report without reading it. Using a summarizing tool can help streamline this process.

3. Table of Contents: This section lists the main headings and subheadings of the report along with their page numbers to help readers navigate through the document.

4. Introduction: The introduction provides background information, states the purpose of the report, and outlines what will be covered.

5. Body: This is the main part of the report, where the information is presented in detail. It's usually divided into sections and subsections with headings and subheadings. The body of a corporate report often includes information about the company's operations, financial performance, and strategic initiatives.

6. Conclusion: This section summarizes the findings or results discussed in the body of the report. It should tie together the main points and show how they support the report's purpose or objective.

7. Recommendations: Based on the findings in the report, this section provides suggestions for future actions. Not all corporate reports will include this section—it depends on the purpose of the report.

8. References/Bibliography: If any external sources were used in the report, they should be listed here.

9. Appendices: This section includes any additional information that is relevant but not necessary to include in the main body of the report, such as detailed financial tables, survey results, or interview transcripts.

How to begin a business report

Starting can be tough, but with the right approach, you'll be off to a great start.

Understanding Your Purpose and Audience: Before you start writing, identify your report's purpose and audience. It's like setting a GPS for your report—you need to know your destination, plan multiple stops on Google Maps, and know who's coming along for the ride.

Conducting Preliminary Research: Research is the fuel for your report. Gather all necessary data and information before you start writing. It's like stocking up for a long journey.

Drafting a Report Outline: An outline is your report's skeleton. It helps you organize your thoughts and ensures you cover all necessary points.

How to conclude a business report

Concluding your report is as important as starting it. Let's wrap things up effectively.

Summarizing Your Key Findings: Recap your report's key findings. It's like the highlight reel at the end of a sports game.

Discussing the Implications: Discuss what your findings mean for your company. This is where you interpret the data and explain its significance.

Providing Actionable Recommendations: Based on your findings, provide recommendations. This is your chance to suggest next steps and influence future decisions.

Tips for effective business report writing for external stakeholders

Crafting corporate reports for external stakeholders like investors, clients, and partners requires a strategic approach. Just as businesses use fleet routing software to achieve seamless logistics, your report should efficiently provide information customized to the audience's specific needs.

These audiences have different interests and needs compared to internal stakeholders, and your report should reflect that.

Here are some tips to help you create compelling business reports for external stakeholders:

1) Understand your audience

First and foremost, know who you're writing for. Investors might be interested in financial performance and growth prospects, clients may want to know about your products or services, and partners could be keen on collaborative achievements.

Tailor your content to meet their specific interests.

2) Be transparent and honest

External stakeholders value transparency. Be open about your successes and challenges. Honesty builds trust and shows that you're a reliable partner.

3) Use clear and concise language

Avoid jargon and complex language. Your report should be easy to understand, regardless of the reader's background. Remember, clarity is king in business communication.

4) Highlight key points

With the potential for numerous reports landing on their desk, external stakeholders appreciate brevity. Highlight key points and use summaries to help them quickly grasp the essence of your report.

5) Use visuals

Graphs, charts, and infographics can convey information more effectively than text alone. They can help stakeholders understand complex data at a glance.

6) Provide context

Don't just present data—interpret it. Explain what the numbers mean for your business and why they should matter to the stakeholder.

7) End with a strong conclusion

Summarize your main points and end with a strong conclusion. If appropriate, include a call to action, such as an invitation to a meeting or a request for feedback.

8) Proofread

Lastly, ensure your report is free of errors. Mistakes can undermine your credibility and distract from your message.

Tips for effective business report writing for external stakeholders

Crafting corporate reports for external stakeholders like investors, clients, and partners requires a strategic approach.

These audiences have different interests and needs compared to internal stakeholders, and your report should reflect that.

Here are some tips to help you create compelling business reports for external stakeholders:

1) Understand your audience

Tailor your content to meet their specific interests.

2) Be transparent and honest

External stakeholders value transparency. Be open about your successes and challenges. Honesty builds trust and shows that you're a reliable partner.

3) Use clear and concise language

Avoid jargon and complex language. Your report should be easy to understand, regardless of the reader's background. Remember, clarity is king in business communication.

4) Highlight key points

With the potential for numerous reports landing on their desk, external stakeholders appreciate brevity. Highlight key points and use summaries to help them quickly grasp the essence of your report.

5) Use visuals

Graphs, charts, and infographics can convey information more effectively than text alone. They can help stakeholders understand complex data at a glance.

6) Provide context

Don't just present data—interpret it. Explain what the numbers mean for your business and why they should matter to the stakeholder.

7) End with a strong conclusion

Summarize your main points and end with a strong conclusion. If appropriate, include a call to action, such as an invitation to a meeting or a request for feedback.

8) Proofread

Lastly, ensure your report is free of errors. Mistakes can undermine your credibility and distract from your message.

Great report content must be complemented by great design

Below you’ll find tried and tested interactive report design templates. These will bring your content to life and make it an engaging read for your audience.

These templates will save you time and expense on content production, but also make your reports much more memorable and share-worthy. Additionally, they can also function like a white label solution, allowing you to brand your reports accordingly.

Grab a template!

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Jackie Plaza

Hi, I’m Jackie, Creative Marketing Specialist at Storydoc, I write on everything business presentations. I love to research and bring to light critical information that helps marketing, sales, and design teams get better results with their collateral.

Table of contents

How to write a business report? Effective business reporting drive decision making What is the role of business reports in corporate communication? What is the accepted structure of business reports? How to begin a business report How to conclude a business report Tips for effective business report writing for external stakeholders Benefits of using templates to create designed reports