A business report is a document providing factual information about certain projects of an institution in a precise and accurate way. Business report writing, however, does not take a single format across different situations. It includes varieties of topics and objectives. It also has different purposes in different institutions. Examples of business reports are annual reports, monthly sales reports, feasibility studies, and progress reports. Because business reports are formal documents, they have to follow certain patterns to ensure that they address the needs of the company requiring it. Before writing the report, it is important to note the following essentials in outlining your report: the Terms of Reference, the Procedure, the Findings, and the Recommendations.
In the first part of the report, it is important to determine the report’s purpose first. If it is a monthly sales report, the purpose is to give statistics of the company’s sales for a month. The following discussions will then center on these values and items of the company. It should also be indicated in this part who requested for the report and for what purpose.
The Procedure will comprise the methodology and strategies made by the reporter to conduct his study. If it is a report of employee benefit satisfaction, it has to be indicated how they operationalized the study and how they are able to objectively measure the “employee’s satisfaction”. The procedure needs to be valid and logical for the results to appear valid too. If an interview is conducted, the kinds of questions that the reporter used have to be written. This is to double-check if the reporter was asking the right questions to measure the proper behaviors. The participants in the report should also be indicated.
The Findings of the Report could be discussed in a bullet form, numbered form, or paragraph form. In any way possible, the findings should be narrated in a clear and concise manner. The language should be direct to the point without the use of jargons and technical words. Personal opinions and positions of the reporter should not be included: this is to ensure that the findings of the report are objective, empirical, and bias-free.
Conclusion and Recommendations is the part where analysis of the data will be explored. Given the above findings, what can you conclude about the report that you are making? Does the sales report indicate that the company’s sales are increasing or decreasing? Does the employee’s benefit satisfaction report say that the employees are receiving enough compensation with their job or not? Given these conclusions, what is now the recommendation for the company? Possible legislation and policies can be suggested with regards to the findings of the report. These policies are to be pursued for the betterment of the company. After all, this is the purpose of business reports: to pinpoint the company’s assets and limitations, and make ways so that the limitations of the business can be given solutions and that everybody’s welfare is ensured.
To sum up, business report writing should be factual and objective. They should be always grounded with evidences and reasons. The personal judgments of the reporter should not affect the report being done. Narrations should be simple, coherent and less time-consuming. It is efficiency that the company wants in order to meet all other needs of the business. We do not want to postpone important meetings and events of the company just to finish the business report. In the end, although business reports appear to be formal and value-free, the aim is to improve the condition of the business, the employers, and the employees involved.
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