Formatting a Business Report What is a Business

Formatting a. . . Business Report

What is a “Business Report”? • A business report is a technical report designed to persuade readers. • A written business report communicates research findings, progress evaluations, proposals plans, or other information regarding a business practice, situation, or project.

Why create Business Reports? • In a global society, the ability to report findings and develop expansion plans and propose solutions to business-related problems gives company’s a strategic advantage in world markets. • Business reports, formal or informal, are technical communications that support business by persuading business leaders, employees, clients and other business stakeholders.

Regardless of what you write, Consider the Rhetorical Triangle. . . Writer Audience (your ethics, morals, (the passions, interests, or characteristics of the ones you’re trying to persuade and their characteristics) skill set and Plans to use Your characteristics to meet your purpose) Subject (the logic you will present -- your topic or message)

Know your reading audience. . . Two Main Types of Business Report Readers • Skimmers – read quickly and look for key words in reports – look for bulleted information. • Skeptics – read every word and are looking for logic flaws or reasons to disbelieve or say “No” – Provide them with plenty of examples, details, support statements

Know Your Purpose and Outline First. • Outlining: create a hierarchy of your ideas. • Outlining helps you to identify (1) what your main points are, (2) what supporting material is available, and (3) what other information you need to include. SAMPLE Progress Report for January 2002 I. Background A. Detailed plan regarding staff hired in Dec. 2007 B. Objectives set for the first month 1. Training/Orientation 2. End-of-Month testing II. Work completed to date A. Developed a training plan and presented it to the necessary committee B. Plan approved Jan. 2008 III. Work to be completed A. Plan to be initiated by March 2008 B. Contact new staff C. Train new staff

Formal Business Report Format General Sections of a long Business Formal Report: • Title Page (Header may start on this page, depending on the style you use. ) • Letter of Transmittal (a general letter identifying routing information) • Table of Contents (listing of subject content and page) • List of Tables and Illustrations (name of graphics and page) • Synopsis / Executive Summary / Abstract (may be required) • Introduction (required) (Header may start on this page) • Methods of Research (How did you find your data? Did you review literature, conduct a field experiment or survey? ) • Findings / Analysis (Discussion) • Conclusions • Recommendations • Appendix (Graphs and Tables)

The Body of the Formal Report • Introduction (should reveal a topic sentence and clarify the purpose of the report and organization strategy you will use). • The introduction may include some important background information and definitions of particular terms (as needed). • The Discussion part of the report should clearly present researched information or data, as well as internal references to sources, just as you would with any report. • The company may adapt or modify a particular format (i. e. , APA, MLA, Chicago) that all employee writers must follow. Learn the required format. • Type Business Reports and when possible, include only wellplanned and documented graphic illustrations that help clarify or add to the persuasiveness of your message.