 Business
Reports
Business reports come in many formats. You may provide presentations,
documents, graphics such as charts and graphs, spreadsheets, and reports that
are derived from data stored inside a database. Whatever format you choose for
your report, strive to make your report easy to understand, interesting, and
valuable to the party receiving your information. Be sure and tailor the
information so that the maximum effect is gained for your specific audience.
Before writing your report it will be useful to review some business report
writing tips. Five business report writing tips are:
1. Be sure to know who your audience is. For example, if you
will be presenting to a group of highly technical computer
professionals try to include scientific facts, figures, and
concrete reasoning in your chosen report format. One format that
would be able to convey this type of information would be an
Excel spreadsheet that includes facts and figures. Another
example might be a group of technical diagrams presented in a
PowerPoint slide presentation. Still another example might be a
report derived from data stored in a SQL Server, Access, or
Oracle database. 2. Be clear when
explaining the purpose of your presentation. An example of this
might be to provide a Word document with a description of a new
change. This could include data and diagrams from information
supporting the reason a change is necessary.
3. Determine what your readers hope to gain from your report. Do
they want to know how many sales are projected for next year?
Are they interested in knowing how much their costs will change
if a different ingredient in their process is introduced? Try to
figure out how to provide the most useful information to your
intended audience. 4. Try to gain an
understanding of how much your particular audience might already
know about the subject on which you are reporting. You don't
want to spend most of your report reiterating information that
your intended audience is already aware of. For example, you
wouldn't want to include a history of the American space program
to a group of NASA scientists. Provide them with new and
relevant information, don't introduce things they already know.
You shouldn't provide writing tips if you are presenting to a
group of people who already do this.
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