A Guide to Business Report Writing

What is Report Writing?

The purpose of a report is to inform someone about a
particular subject. Reports are made up of facts and
arguments on a specific subject. Reports allow information to be
presented in an ordered way. You can write reports for business,
psychology, health and safety.

How are reports different form essays?

Reports present findings and make recommendations rather than a critique of a subject.

There are three types of report- extended formal report, short formal report and informal report.

Extended Formal Report

Companies and governments use extended formal reports when reports are going to be seen by the public.
The structure of an Extended Formal Report is as follows:
• Title Page
• Contents
• Synopsis
• Terms of reference
• Procedure
• Detailed findings
• Conclusions
• Recommendations
• Appendices
• Bibliography

Short Formal Report

A Short Formal Report is for internal use in companies.
The structure of a Short Formal Report is as follows:
• Title Page
• Terms of reference
• Procedure
• Findings
• Conclusions
• Recommendations
• Appendices

Informal Report

Informal reports are used for internal use, particularly within departments and for dealing with routine issues. Memorandum format is often used for these reports.
The structure for an Informal Report is as follows:
• Introduction
• Main Section- findings
• Final Section- conclusions and recommendations

Title Page

A title page is the front page of the report. The title page should include the author’s name and the date.

Contents Page

The contents page is a list of the sections in the report with the related page numbers.

Introduction

The introduction is where you give the reader of the task set and
what you intend to cover.
The introduction is a good time to include the statement of aims
and objectives; this is when you say what you are planning to do and
how you are going to do it.

The Terms of Reference

This is an introductory part of the report and should clearly say:
• Who the report is for e.g. OCR Certificate in Administration Group
• What the report is about e.g. Following office procedures
• When the report needs to being presented by e.g. to be presented to Certificate in Administration Group 20 January…

Procedure

This is where you explain how the information was gathered. You also need to say exactly where you got your information from, and how you got the information. This is where you would also include your methodology if relevant.

Findings

This section of the report should contain the information that you
found out as a result of your procedure. You will need to include
the facts and figures that have been collected during your report.
You can use tables, graphs and charts, if you do, you must
remember to describe them e.g. Chart 8 or Appendix 3 shows that
28% of offices do not meet safety requirements.

Conclusions

The conclusion is made up of the main findings. This is where you show what you think of the information you have found. Make sure that you
clearly show how you came to your conclusions, and that they are based on your findings. Everything in this section is based on the findings and you should not introduce new points at this time.

Recommendations

This is where you must say how the problem can be solved. This must be based on the findings of the report. You can have short term and long-term recommendations; you need to be aware of the implication of your recommendations (financial etc).

Appendices

An appendix is the additional information you refer to in the report and wish to conclude as evidence or demonstration of the full findings.
Graphs, tables etc, should be within the findings section if they need to be looked at whilst reading the report. The appendices should only include information that may possibly be referred to out of interest or is needed as evidence.

Things to remember when writing your report:

Language and Style

• Your writing must be clear and precise in meaning.
• The style of writing should be factual and objective.
• The language must be formal. Do not use slang.
• Do not use ‘I’, ‘you’ or ‘me’ in a formal report. Use third person language such as- ‘The personnel committee requested a report on…’

Layout/ Headings

• The main parts of your report should have headings.
• Important points inside these main areas should carry sub-headings.
• If you want to draw attention to a specific word or section, underline that
word or heading.
• Numbers can be used to help list points of importance in order.
• You can use letters to distinguish between different parts of the report (e.g. section 3ii or Section A part 3b, etc…)

For more information on report writing check out the following books:

Jefferson, Lesley (1999). Administration Procedures for Higher Secretarial Diplomas. Oxford

Taylor, Shirley (1999). Communication for Business. Harlow

Please see the following pages for examples of report writing.

Quote:

Structure of a Short Formal Report

This type of report is divided into 5 sections
1.0 TERMS OF REFERENCE
2.0 PROCEDURES
2.1
2.2
3.0 FINDINGS
3.1 Main Section Heading
3.2 Main Section Heading
4.0 CONCLUSION
5.0 RECOMMENDATIONS
5.1 First main recommendation
5.2 Second “ “ “

Look at the model copy to help you understand the report’s sections. Take note of the language used and the difference between this and an informal report.

1.0 TERMS OF REFERENCE
This section includes – Who asked you to write the report
What you should include
When it should be submitted
Do not use ‘I’, ‘you’ or ‘me’ in a formal report. Use third person language such as –
‘The personnel committee requested a report on…’
2.0 PROCEDURE
Here the writer outlines the means by which he collected the information.
3.0 FINDINGS
In this section the information that has been collected is presented – in logical
order, usually with the most important point first. Sub-headings are used as shown
above to divide the information into logical and easily manageable sections. Facts
and figures and graphs and charts are often used in this section. If you use tables,
graphs and charts you must remember to describe them.
4.0 CONCLUSIONS
This is a summary of the main findings. This must be based on the findings and
you should not introduce new points at this time.
5.0 RECOMMENDATIONS
Here the writer has to identify the means by which the problem can be
resolved. The recommendations must be based on the finding