How Are Business Reports Organized?

Reports vary by size, format, and function. You need to be flexible and adjust to the needs of the audience while respecting customs and guidelines. Reports are typically organized around six key elements:

  1. Whom the report is about and/or prepared for
  2. What was done, what problems were addressed, and the results, including conclusions and/or recommendations
  3. Where the subject studied occurred
  4. When the subject studied occurred
  5. Why the report was written (function), including under what authority, for what reason, or by whose request
  6. How the subject operated, functioned, or was used

Pay attention to these essential elements when you consider your stakeholders, or those who have an interest in the report. That may include the person(s) the report is about, whom it is for, and the larger audience of the business, organization, or industry. Ask yourself who the key decision makers are who will read your report, who the experts or technicians will be, and how executives and workers may interpret your words and images. While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function in its own way, playing an important role in the representation and transmission of information.

Here is a checklist for ensuring that a report fulfills its goals.

  1. Report considers the audience's needs
  2. Format follows function of report
  3. Format reflects institutional norms and expectations
  4. Information is accurate, complete, and documented
  5. Information is easy to read
  6. Terms are clearly defined
  7. Figures, tables, and art support written content
  8. Figures, tables, and art are clear and correctly labeled
  9. Figures, tables, and art are easily understood without text support
  10. Words are easy to read (font, arrangement, organization)
  11. Results are clear and concise
  12. Recommendations are reasonable and well-supported
  13. Report represents your best effort
  14. Report speaks for itself without your clarification or explanation

 

 Source: Saylor.org, Business Communications for Success, Reports section, http://saylordotorg.github.io/text_business-communication-for-success/s13-04-report.html

 

Article

Read the article, How to Write a Business Report.

Christ, Scott, "How to Write a Business Report to an Executive," posted on Chron.com.http://smallbusiness.chron.com/write-business-report-executive-17048.html  

 

Activity

Please complete the following activity.

 

 

Select three items from the checklist and expand on what they mean.