ADMN 233 — How to Write Business Reports
Source: How to Write Business Reports by Dr. Glen Farrelly (CC BY-NC-SA 4.0), 9 pages.
Adapted from Chapter 7.3 of Communication at Work by Jordan Smith (CC BY 4.0).
1 Purpose of Reports
Reports serve three broad functions:
- Operational/informational — inform and update supervisors, co-workers, or stakeholders
- Project coordination — coordinate initiatives and activities
- Legal record — document activities for compliance, audits, or historical benchmarking
Reports address six key elements: 5Ws + H
| # | Element | Question |
|---|---|---|
| 1 | Who | Whom the report is about / prepared for |
| 2 | Where | Where the subject studied occurred |
| 3 | When | When the subject studied occurred |
| 4 | Why | Why the report was written (function) |
| 5 | What | What was done, results, conclusions, recommendations |
| 6 | How | How the subject operated or was used |
2 Types of Reports
Informal vs. Formal
- Informal — quick email or short document (e.g., event recap, vendor review)
- Formal — ranges from internal ad-hoc (1–2 days) to public-facing official reports (weeks)
Two main categories:
| Category | Emphasis | Example |
|---|---|---|
| Informational | Facts only, no analysis | Police accident report |
| Analytical | Reasoning, relationships, recommendations | Marketing campaign report with benchmarks |
13 common report types:
| Type | Function |
|---|---|
| Lab | Procedures and results of laboratory activities |
| Field | Describes trips, conferences, site visits |
| Incident/Accident | Timing, circumstances, outcomes — legal/insurance |
| Progress | Updates on production, sales, shipping, service |
| Expense | Past expense with organizational justification |
| Financial | Analyzes monetary status and trends |
| Case Study | Lessons learned from a specific case |
| Needs Assessment | Assesses need for a service/product/project |
| Feasibility | Predicts whether solutions will produce desired outcomes |
| Compliance | Extent to which product/service meets governance standards |
| Cost-Benefit Analysis | Analyzes costs/benefits including ROI |
| Annual | Financial and qualitative performance with plans for growth |
| Post-mortem | Retroactively documents project successes and failures |
3 Common Elements of Reports
Elements listed in common order for formal reports (many are optional):
| Element | Function |
|---|---|
| Letter of Transmittal | Cover letter introducing report to recipients (optional) |
| Cover | Title + image; projects brand image (optional) |
| Title Page | Title, author, affiliation, date, recipient |
| Table of Contents | Numeric list of sections with page numbers (optional for short) |
| List of Figures | Numeric list of images with page numbers (optional) |
| List of Tables | Numeric list of tables with page numbers (optional) |
| Executive Summary | Summarizes topic, data, results, takeaways, next steps — NOT an intro |
| Introduction | Establishes context, states goal, summarizes major sections |
| Background | Historical/contextual details for external audiences (possibly optional) |
| Body | Main content: method, data/results, analysis, recommendations |
| Conclusion | Concise summary of findings and recommended actions |
| References / Further Reading | Sources cited or consulted (optional if embedded in body) |
| Appendix / Appendices | Supporting materials (maps, data tables, transcripts) (optional) |
| Glossary | Alphabetical definitions of key/technical terms (optional) |
4 Preparation
Before writing, answer these six question categories:
| Category | Key Questions |
|---|---|
| Purpose | What is the report for? What do I want to accomplish? |
| Content | What must it include? What are scope parameters (date, location)? |
| Audience | Who is it mainly for? Who else might read it? |
| Status | Will there be future reports? Have there been past ones? |
| Length | What is the ideal length? How long were past reports? |
| Style | How should it look? Does it need visual consistency? |
5 Writing Tips
4 Cs for reports (from “Professional Writing Style and Tone”):
- Concrete — use precise amounts and facts
- Clear — no ambiguity or incorrect grammar
- Credible — rely on evidence and facts
- Complete — include all necessary sections, details, and evidence
Effective Titles
- Be clear, distinct, and unique — never just “Project Report”
- Include the type and the topic: “Betrayal and Revenge: A Book Report on Hamlet”
- Adding timing helps: “Sales Report for First Quarter 2021”
Executive Summary
See ExecutiveSummary for full detail. Key rules:
- NOT an introduction — closer to an abstract or elevator pitch
- 5–10% of report length; seldom exceeds one page
- 1–2 sentences per major section (Intro, Method, Findings, Recommendations)
- Written last, even though it appears first
- Recommendations and action items must be clearly stated and evidence-supported
6 Appearance
Professional appearance = credibility + brand image. Use organization templates, headings, tables, and visual aids. See DocumentDesign for detailed formatting guidance.
7 Checklist for Effective Reports (15 points)
- Content addresses the audience’s needs
- Report projects a professional appearance
- Format reflects organization’s conventions and brand standards
- Style enables skim reading and quick access to key points
- Structure is well-organized and flows logically
- Wording is concise, clear, and grammatically correct
- Information is accurate, complete, and precise
- Figures, tables, and graphics support content and are captioned
- Analysis is based on specified and consistent criteria
- Results are clear and compelling
- Opinion is clearly indicated and distinct from facts
- Sources are cited
- Recommendations are reasonable and evidence-supported
- Report includes all standard and expected elements
- Report speaks for itself without needing additional clarification
Key Takeaway
Informational and analytical reports require a clear purpose, solid organization, complete supporting evidence, and adherence to writing and presentation style conventions.
Related Concepts
BusinessReports · ExecutiveSummary · AudienceAnalysis · WritingProcess · CQualities · DocumentDesign