Report Writing - How to Format a Business Report

Introduction

Report writing is a time consuming business so it is a fantastic shame if, getting devoted all that time to writing your report, the high quality is such that hardly anybody can be bothered to study it. Fairly frankly, most report readers Don't really study all the report; they are as well brief of time. You may too know it and accept it -- that is regular. They only study the components that interest them. Often these are the summary, the conclusions and suggestions.

Of course, some readers do require all the information you so very carefully incorporated, they are professionals, but most Never. Most readers merely want 2 factors: that the specifics they require is exactly where they count on it to be so they can uncover it, and that it is written clearly so that they can recognize it.

It is equivalent to reading a newspaper. You count on the news headlines to be on the front web page; the sports coverage to be at the back; the Television listings on web page what ever and the editorial comment in the middle. If what you require isn't in its usual spot then you have to hunt for it and you may well get irritated. So it is with a report.

There is a convention as to what goes exactly where. Stick with the convention and please your readers. Break the convention and men and women may well get slightly irritated - and bin your report.

So what is that convention, the normal format?

Normal Sections

Title Section. In a brief report this may well just be the front cover. In a extended one it might too incorporate Terms of Reference, Table of Contents and so on.

Summary. Supply a clear and Quite concise account of the major items, key conclusions and principal suggestions. Maintain it Fairly brief, a couple of % of the total length. Some persons, particularly senior managers, might not study something else so create as if it had been a stand-alone document. It is not but for some folks it may well too be. Retain it short and totally free from jargon so that any person can fully grasp it and get the principal items. Create it final, but Don't copy and paste from the report itself; that seldom functions properly.

Introduction. This is the initial part of the report proper. Use it to paint the background to 'the problem' and to show the reader why the report is essential to them. Provide your terms of reference (if not in the Title Section) and clarify how the information that adhere to are arranged. Create it in plain English.

Most important Body. This is the heart of your report, the specifics. It will possibly have many sections or sub-sections each and every with its personal subtitle. It is exclusive to your report and will describe what you found about 'the problem'.

These sections are possibly to be study by professionals so you can use some proper jargon but clarify it as you introduce it. Arrange the particulars logically, generally placing factors in order of priority -- major initially. Actually, comply with that tips in each section of your report.

You could decide on to include things like a Discussion in which you clarify the significance of your findings.

Conclusions. Supply the logical conclusions of your investigation of 'the problem'. Bring it all collectively and possibly offer you possibilities for the way forward. A number of folks will study this section. Create it in plain English. If you have incorporated a discussion then this section could possibly be Really brief.

Suggestions. What do you suggest ought to be carried out? Do not be shy; you did the function so state your suggestions in order of priority, and in plain English.

Appendices. Place the heavy specifics here, the facts that only experts are almost certainly to require to see. As a guide, if some detail is vital to your argument then contain it in the major body, if it just supports the argument then it may go in an appendix.

Conclusions and Suggestions

In conclusion, keep in mind that readers anticipate certain specifics to be in certain locations. They Never anticipate to hunt for what they need and the tougher you make it for them the much more most likely they are to toss you report to one side and ignore it. So what really should you do?

a single. Comply with the usually accepted format for a report: Summary, Introduction, Major Body, Conclusions, Suggestions and Appendices.
two. Organise your particulars in every section in a logical style with the reader in thoughts, generally placing items in order of priority - primary initially.

Great luck with your report writing!

Author: Tony Atherton
© Tony Atherton 2005)

Tony Atherton is a freelance trainer and writer primarily based in England. He has had 4 books published and about 90 of his articles have appeared in numerous magazines and journals. Soon after an earlier profession in market he now runs in-business instruction courses in business writing, report writing (which includes technical reports) and taking minutes, too as negotiation expertise and time management. Over 6000 delegates have attended his courses. See http://www.tony-atherton.co.uk/reportwriting.htm for specifics of report writing courses, or see http://www.tony-atherton.co.uk for general details.