Writing a business report can be one of the most difficult writing tasks we face, whether it’s for work business or school business. In fact, people often cringe at the thought of writing a business report. Granted, these are somewhat more complicated than business letters, but if approached in the right way, writing a business report can be a straightforward and reasonably painless process. So, to help people with their report writing I have put together a few tips that I have picked up over the years.
There are a number of different generic types of business reports including: general business report, business plan, business proposal, marketing plan, strategic plan, business analysis, project report, project analysis, project proposal, project review, financial plan, financial analysis, and others. Although the technical content and terminology will vary from report to report, depending on the subject and industry context, the actual “report writing process” will be essentially the same. It doesn’t matter if it’s a short 10-pager, or a major 100-plus pager, that process will involve the same fundamental steps.
The following seven points are what I consider to be the essential steps for writing any type of business report; whether it’s for your organization or for a school project. Follow these steps carefully and you won’t go wrong.
Confirm Exactly What the Client Wants
This is a very important initial step. Whether the client is a customer, a teacher, a professor, or someone else, be sure that everyone is talking about the same thing in terms of final outcome and expectations. When determining this, always think specifically in terms of the final deliverable (usually the final report). What issues must it address? What direction/guidance is it expected to give? What exactly will it contain? What bottom line are they looking for?
Determine What Type of Report Is Required
This is another very important initial matter to clarify. There are a number of different types of business reports. Although there is usually overlap among the different types, there are also important differences. For example, do they want: a business plan, a business proposal, a strategic plan, a corporate information management plan, a strategic business plan, a marketing plan, a financial plan, or what? Know exactly what type of final report is expected from the outset.
Conduct the Initial Research
Once you know exactly what the client (or you) wants, and the specific type of report they are looking for, you are ready to conduct your initial pre-report research. This stage may be as simple as collecting and reading a few background documents supplied by the client, or it could involve developing questionnaires and conducting detailed interviews with the appropriate people. It will vary with each situation. The Internet of course, can really simplify and shorten the research process, but don’t forget to double and triple check your sources.
Write the Table of Contents First
In my experience, drafting the Table of Contents (TOC), before you start writing the actual report is the single most important key to developing a successful business report. This document can normally be done before, or in parallel with, the first phase of project information gathering. This should be more than just a rough draft TOC. It should be a carefully thought out breakdown of exactly what you imagine the TOC will look like in the final report. Although this takes a certain amount of time and brain power up-front, it really streamlines the rest of the process. What I do is to actually visualize the final report in my mind’s eye and write the contents down. This really works! This TOC then becomes a step-by-step template for the rest of the process.
Sidebar:
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If you are writing the report for an external client, it’s a good idea to present the draft Table of Contents to them at this point in the process and get their approval. This will force them to think it through and confirm what they really want early on. Once they have agreed to a TOC you will have their buy-in for the rest of the process, therefore significantly reducing chances of any major changes or reversals at the final report phase.
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Do Additional Research
After thinking through the TOC in detail, you will know if any additional research is required. If yes, do this extra information gathering before you sit down and start to actually write the report. That way, once you begin the writing process you will have all of the information needed at hand and you will not have to interrupt the writing process to conduct any further research.
Write the Report by Filling In the Blanks
That’s right, by filling in the blanks. Once the TOC skeleton framework is in-place as per the previous step, writing the actual report becomes almost like filling in the blanks. Just start at the beginning and work your way sequentially through the headings and sub-headings, one at a time, until you get to the end. Really. At that point, with all of the preparation done, it should be a relatively straightforward process.
If you follow the above steps in the “report writing process” you will be amazed at how quickly your reports will come together. Give it a try – it really works.
Hi Shaun. Great post. I bought your Instant Book Writing Kit and it has been extremely helpful – the most clear and effective step-by-step guidance I have found. I have made more money from my online book sales in six months than I did with paperback (published) sales in 24 months! You are correct in saying that’s where the revenue is. Thanks for all your help and the great tutoring you give in your books and your blog.
I must say thank you for this useful insight into report writing. I have been struggling with coming up with one particular part “TOC” layout.
In fact, this is quite thoughtful and highly educational. I must confess I actually found the article very interesting and helpful.
Dear Shaun,
Thank you very much for this article for writing better business reports. Am a local trainer at community level,this has always been a challenge to me, it would take me a lot of time to produce my training reports.
These tips will help me write better and timely reports.
Regards,
Naima
No wonder your are an excellent tutorial practical lessons. Your tips may bring our people here, in Indonesia, increase their report writing capabilities in particular. May God bless you forever
Ashari.
Dear Shaun,
This is really a practical tool that helps me a lot. My employer regularly requires me to submit a report regarding my job performance and the performance of others under my leadership, and it was the report writing staff that worries me most than the actual work itself. Now you have equipped me with valuable tool.
Thank You,
Berhane Getaneh
Dear Shaun,
I always find your posts to be very useful and helpful for me.Writing business reports is a part of my job. I make them mostly in my L1, from time to time in English. But I think that your tips are universal,as they provide “instructions” on How to do.
I can also say that I improve my English through your posts.
Thanks a lot!
Best,
Rena
Dear Shaun,
I am grateful for the tips you posted for in producing a good and timely report. However, I am particularly happy with point 6 of the tips which is an eye opener.
As Admin. Assistant in an NTFP (Non Timber Forest Product) cooperative it has been a great challenge to produce good and timely reports. These tips will go along way to solving problems and improving my performance. I look forward for more tips.
Warmest Regards,
Ashu Daniel
Sir no words…………..just thank you very much. Really a wonderful article.
I assume that creating a E-newsletter topic might also run along similar parameters.
This looks like a very organized way to get to the final product.
Thank you so much. Once I reread this, to be sure I understand, I will more than likely give this a try next week.
Dear Shaun,
I am so grateful for providing us these tips in writing a report. It’s been my problem whenever i am required to submit a report especially on financial matters. My readers are top executives of our office and most of them could hardly comprehend when it comes to reading numbered reports. My problem though is how to present the data in its simplest format. What to start with and where to end. This topic is of great help to me.
Words are not enough to thank you for all your helpful topics. You’re a great person, Shaun!
Thank you very much!
Dear Shaun,
We will not forget you forever, and we said to you thank you very much indeed for all your helpful topics that you submitted us.
Yours,
Jamal
I really liked these tips for writing reports. It really help me. It’s like learning ☺
Thanks for having Shaun here.
This looks like a very organized way to get to the final product. Thank you so much.
Once I reread this, to be sure I understand, I will more than likely give this a try next week.
Thanks, Shaun. This makes so much sense. I usually just dive in and end up doing multiple revisions.
Toni
I am grateful each time I read this newsletter from you. I feel I have learnt something new as a student of business administration. I am so happy as am writing a report, though not a business report, but still this guideline can be of a help to me in my field attachment report. Thank you very much.
Hello Mr Shaun,
This really is a very interesting tutorial. Thank you for supporting us improving our English.
Dear Shaun,
Thanks again for such an informative, concise and practical advice in writing Business Reports.
I find this article very useful indeed as I do my business reports.
Best
Grace
Dear Mr. Shaun,
I’m planning to be a freelance writer and I find your emails very helpful. I’m from Philippines and I’m arranging with my debit card to buy your books. Thanks for your tips..
I thank you very much and would like to appreciate the topic you selected as it is directly related to my job which requires me to write a number of reports. Usually, I prepare a report in my local language and face a difficulty when it comes to write a report in English language. I will practice writing a report in line with what you recommended.
Thank you once again.
Yours,
Alemayehu
You have made me a completely new person in the old skin.
It’s so lucky for me to be learning all your words and ideas. Greatly helped.
I’m happy with the tips you have given for writing reports, I need to know how to write conference reports or workshop reports. This is a good idea and if you have more kindly send.