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Business Communication  - How to Write a Powerful Business Report

Business communication  -, how to write a powerful business report, business communication how to write a powerful business report.

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Business Communication: How to Write a Powerful Business Report

Lesson 8: how to write a powerful business report.


How to write a powerful business report

how to write an informational business report

When a company needs to make an informed decision, it can create a business report to guide its leaders. Business reports use facts and research to study data, analyze performance, and provide recommendations on a company's future.

Watch the video below to learn how to write and format a business report.

The basics of a business report

Business reports are always formal , objective , and heavily researched . Every fact must be clear and verifiable, regardless of whether the report focuses on a single situation or examines the overall performance of an entire company.

Because objectivity is crucial in a business report, avoid subjective descriptions that tell the reader how to feel. For instance, if sales were down last quarter, don’t say “Sales were terrible last quarter,” but rather let the sales data speak for itself. There should also be no personal pronouns, such as “I think we should invest more capital.” A business report should remain impersonal and framed from the company’s perspective.

The structure of a business report

Although the size of a report can range from one page to 100, structure is always important because it allows readers to navigate the document easily. While this structure can vary due to report length or company standards, we’ve listed a common, reliable structure below:

  • Front matter : List your name, job title, contact information, and the date of submission. You can also create a title for the report.
  • Background : State the background of the topic you’ll be addressing, along with the purpose of the report itself.
  • Key findings : Provide facts , data , and key findings that are relevant to the purpose stated in the background. Be clear and specific, especially because the entire report depends on the information in this section.
  • Conclusion : Summarize and interpret the key findings, identify issues found within the data, and answer questions raised by the purpose.
  • Recommendations : Recommend solutions to any problems mentioned in the conclusion, and summarize how these solutions would work. Although you’re providing your own opinion in this section, avoid using personal pronouns and keep everything framed through the company’s perspective.
  • References : List the sources for all the data you've cited throughout the report. This allows people to see where you got your information and investigate these same sources.

Some companies may also require an executive summary after the front matter section, which is a complete summary that includes the report’s background, key findings, and recommendations. This section lets people learn the highlights quickly without having to read the entire document. The size of an executive summary can range from a paragraph to multiple pages, depending on the length of the report.

As mentioned in Business Writing Essentials , revision is key to producing an effective document. Review your writing to keep it focused and free of proofreading errors, and ensure your factual information is correct and presented objectively. We also recommend you get feedback from a colleague before submitting your work because they can spot errors you missed or find new opportunities for analysis or discussion.

Once you’ve revised your content, think about the report’s appearance . Consider turning your front matter section into a cover page to add some visual polish. You can also create a table of contents if the report is lengthy. If you’re printing it out, use quality paper and a folder or binder to hold the report together. To diversify the presentation of your data, try using bulleted lists, graphics, and charts.

Example of a business report

To demonstrate the principles of this lesson, we’ve created a brief business report for you to review.

Let's start by looking at the first page of this two-page report.

how to write an informational business report

The layout of the front matter is simple and effective, while the background sets the stage in a quick, specific manner. The key findings provide the main takeaways that warrant further investigation, along with a chart to add emphasis and visual variety.

Now let's look at the following page.

how to write an informational business report

The conclusion features a little of the writer's opinion on the key findings, although the writing is still centered around the company's perspective. The recommendations are clear and supported by the data, while the references are thorough.

While business reports may seem intimidating, you have the ability to create a thorough, informative document through practice and careful research. Collect the facts and present them in an organized, objective manner, and you’ll help your business make informed decisions.




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How to Write an Informational Report? (Example And Template)

How to Write an Informational Report?

With the ever-growing competition in the business, standing out from the rest of the pack is becoming increasingly difficult. So, what does it take to write an informational report that will grab attention?

Whether you’re writing informational reports to attract new investors, or keep shareholders happy, the process is pretty much the same – you’ll need to gather data, analyze it, and present your findings clearly and concisely.

To help you get started, we’ve put together this guide on how to write an informational report. We’ll review what makes a great informational report, provide some templates and examples, and give tips on ensuring your report is up to par.

Let’s get started.

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What Is An Informational Report?

An informational report is a type of business writing designed to communicate data and findings from a specific project. These reports can be used internally, within an organization, or they may be shared with external stakeholders.

There are even compliance reports which can help to detailed facts on a specific topic for your regulator.

Regardless of the audience, informational reports should be clear, concise, and easy to follow.

When writing a report, it is important to remember that you are presenting information, not your personal opinion. The goal is to provide accurate and objective data that can be used to make decisions or take action.

Sometimes, you may need to include recommendations based on your findings, but always back these up with data.

So keep this in mind when you create your next report.

informational reports, analytical reports, justification reports

Difference Between Informational and Analytical Reports

They might sound similar, but they are indeed very different with each covering different broad topics. Let’s take a look at each one.

So whatever you’re producing informational reports or analytical reports, just keep the main idea in mind when writing it. This will help ensure your writing process is consistent across all.

Tip: A great way to show complex information quickly is to use visual elements such as charts and graphs.

information reports, information report writing, write an information report

How To Write Informational Reports

Research is the key to success when writing an informational report. For effective and in-depth research:

1. Define The Scope Of The Topic

Start by thinking about what you want to achieve with your report. What kind of information are you looking for? What are the key points you want to include?

Once you understand your goals well, you can start narrowing down your focus and develop a list of keywords and phrases to guide your research.

2. Present Facts Objectively

Whenever you present facts try and do so without adding personal bias. This will allow any third person to look at the same information and make their own conclusion about how to interpret the facts.

This is great especially if you want to get feedback and encourage others to share ideas. So when you produce your report, so exact that!

Just report on the subject by refining your writing process to be as unbiased as possible.

3. Evaluate Sources

When you’ve found some sources of information, it’s important to evaluate them carefully before using them in your report. Consider the following:

  • Is the source reliable and authoritative?
  • Is it up-to-date?
  • Does it cover the topic in enough depth?

4. Develop Note-Taking Skills

Taking notes is an important part of the research process. When you come across relevant information, write it down carefully, including the source. This will save you time later when you’re writing your report.

write an informational report, decision making reports, writing skills

Essential Elements Of Information Report Writing

To ensure your informational report is easy to follow and understand, there are a few essential elements you need to include:

1. Present Tense

All information in an informational report should be written in the present tense. This makes the data easier to comprehend, eliminating confusion about whether the information is current or from the past.

For example, A better phrase would be: “The average American worker spends 8 hours a day at their job.”

2. Subject-Specific Vocabulary

When writing an informational report, using specific language regarding the subject matter is important. This will help ensure your reader understands the information you are trying to communicate. Using general terms and phrases can make it difficult for your reader to follow.

For example: Instead of saying:

“The data shows a relationship between X and Y.”
“The data suggest that X is associated with Y.”

This small change makes the information much easier to understand for the reader.

3. General Nouns

The general noun is the word used to describe the subject of your informational report. This could be a person, place, thing, or concept. Using a general noun allows you to be more specific when writing your report.

For example, if you were writing a report on the history of the United States, you could use the general noun “country” to describe it.

This would allow you to be more specific when discussing the different parts of the country’s history.

4. Passive Voice

When writing an informational report, it is important to use passive voice. This will make the information seem objective and reliable.

For example, rather than saying:

“The data shows that the company is doing well.”

It would be better to say:

“According to the data, the company is doing well.”

Using passive voice will make your report sound more professional and trustworthy.

5. Visual Information

Including visual information in your informational report can make it more engaging and easier to understand. Charts, graphs, and images can all be used to supplement the text and help readers to grasp the key points.

When selecting visuals, choose high-quality and relevant information you are presenting. Avoid using too many visuals, as this can make your report look cluttered and difficult to follow.

Stick to a few key images that support your main points.

informational reports, information reports, write an information report

Structure Of Informational Report (Template And Examples)

Organizing and writing an informational report is not as difficult as it may seem initially. Following a simple structure can produce a well-written and informative report.

1. Table of Contents

The first page of your report should be a table of contents. This will help the reader navigate your report and find the information they want.

For Example:

If your report is on US history, your table of contents might look like this:

  • Introduction
  • The Colonial Period
  • The American Revolution
  • The Constitution
  • The Civil War
  • The Reconstruction Period
  • World War I
  • The Great Depression
  • World War II
  • The Post-War Era

2. Introduction

The introduction of your information reports should provide a brief overview of the topic you are writing about. It should include a thesis statement that will give the reader the main idea and the focus of your report.

Also, include any background information the reader might need to know to understand your report.

A sample introduction to the United States history topic might look like this:

The United States is a country with a rich history. This report will explore some major events and periods in American history. We will also examine how these events have shaped the country that we know today.

By the end of this report, you should have a better understanding of the United States and its place in world history.

3. Subheadings

Once you have introduced your topic, you can begin to organize your information into subheadings. Subheadings can help to keep your information organized and make your report easier to read. Keep the paragraph structure short and to the point.

If you are writing about the American Revolution, some possible subheadings might be:

  • The Causes of the American Revolution
  • The Boston Tea Party
  • The Battle of Bunker Hill
  • The Declaration of Independence

Visual aids, such as charts and graphs, can also help break up your information and make it more understandable.

4. Conclusion

After you have presented your information, you will need to write a conclusion. The conclusion should summarize the main points of your report and give your overall opinion on the topic.

A sample conclusion to the United States history report might look like this:

The United States is a country with a rich and complex history. This report has only scratched the surface of some of the major events and periods in American history.

However, it should have given you a better understanding of the United States and its place in world history. There is much more to learn about this great country and its people.

5. Glossary

If you use any terms that might be unfamiliar to your reader, include a glossary. This will help the reader understand your report and make it more useful.

  • American Revolution: The American Revolution was a war fought by the thirteen colonies of North America against Great Britain. The colonies won the war and became the United States of America.
  • Boston Tea Party: The Boston Tea Party was an event that occurred during the American Revolution. A group of colonists, angered by a tax on tea, dumped several crates of tea into Boston Harbor.
  • Constitution: The Constitution is the document that lays out the laws and principles of the United States government.
  • Civil War: The Civil War was a war fought by the northern and southern states of the United States. The northern states, known as the Union, fought against the southern states, known as the Confederacy. The war was fought over the issue of slavery.

cross reference, accurate information, credible sources

Some Other Tips To Improve The Writing Process

1. be technical and descriptive.

Use specific language that will accurately describe the subject matter at hand. Jargon and slang should be avoided as much as possible, as these can make the information difficult to understand for those unfamiliar with the terms being used.

Also, use adjectives, adverbs, and all the technical words sparingly, as too many of these can make the writing seem cumbersome.

2. Be Concise

Don’t use more words than necessary to get your point across. This can be accomplished by using passive voice and avoiding unnecessary modifiers.

Be sure that each sentence clearly states a single idea and that all of the sentences in a paragraph are related to the topic sentence.

3. Edit Ruthlessly

Once the first draft is complete, it’s time to go back and revise. This is where you’ll cut out any unnecessary words or phrases and tighten up the language.

Be sure to read the piece aloud, as this can help to identify areas that need to be revised. Also, have someone else read it over to catch any errors you may have missed.

4. Revise for Clarity

After the editing process is complete, it’s important to read the piece one last time to ensure it is clear and easy to understand. If any areas seem confusing, rework them to be more straightforward.

Also, be sure to check for any awkward phrasing or choppy sentences.

5. Don’t Forget the Final Details

Be sure to include all of the important details in the piece, such as names, dates, and places. These can help to provide context and make the information more relatable.

Also, be sure to proofread for any errors, as these can detract from the overall quality of the work.

Writing an information report is challenging, but with these tips and examples, you can write one easily. Just remember to keep your target audience and purpose in mind and to organize your information in a way that is easy to follow.

Also, don’t forget to proofread your work before you publish it. With these tips, you can write an informational report to engage and inform your audience.

We hope you found this article helpful!

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What are Informational Reports: How to Write One With Examples

Table of Contents

Informational reports are powerful tools for effectively conveying knowledge and insights. They play a crucial role in research, analysis, and various domains where information distribution is key. In this blog, we’ll explore the definition, purpose, and functions of informational reports.

We’ll get deeper into the essential components that make up a well-crafted report and provide a structured approach to writing one. Along the way, we’ll showcase practical examples highlighting the diverse applications of informational reports.

Definition of an informational report  

An informational report defines as “a document that provides factual information on a specific topic or issue, presenting data, findings, or summaries without extensive analysis or interpretation.” Nelda Shelton and Maryann V. Piotrowski

What is an informational report 

An informational report, also known as an information report, is a written document that provides factual details about a specific topic or subject. It aims to present information in a clear, concise, and organized manner to inform and educate readers. Informational reports are often used in various fields, such as business, education, and government, to convey research findings, summarize data, or provide updates on a particular subject.

The structure of an informational report typically includes an introduction that sets the context and outlines the purpose, followed by body paragraphs that present the main content sections with subheadings. Supporting evidence and examples are used to validate the information presented. A conclusion or summary wraps up the report by summarizing the main points and restating the significance of the topic.

To make an informational report effective, it should include relevant facts, statistics, and examples that support the main points being discussed. These elements provide evidence and lend credibility to the information being presented. Additionally, formal language and an appropriate tone are used to maintain professionalism throughout the report.

Purpose of an informational report 

The purpose of an informational report is to convey information objectively, without personal opinions or biases. Informational reports rely on credible sources, such as research studies, surveys, or expert opinions, to support the presented information. They often incorporate visual aids, such as graphs, charts, or images, to enhance understanding.

What are the characteristics of an informational report? 

Knowing the key characteristics of the informational report will provide valuable insights into how such reports are structured and the purpose they serve in conveying information.

1/ Clear and concise writing style: Clear and concise writing is a fundamental characteristic of an information report. It involves using simple and straightforward language to convey information effectively. Complex ideas are explained in a manner that is easy for the readers to understand, minimizing ambiguity or confusion.

2/ Objective and factual presentation of information: An information report should maintain objectivity by presenting information in an unbiased manner, avoiding personal opinions or subjective interpretations. It should rely on verifiable facts and data from reliable sources to support the information being presented.

3/ Use of headings and subheadings for the organization: To enhance the organization and structure of an information report, headings, and subheadings are used. They divide the content into logical sections and help readers navigate the report more easily. Each section should incorporate a clear and descriptive heading that precisely reflects its content.

4/ Inclusion of relevant facts, statistics, and examples: The inclusion of accurate and relevant facts, statistics, and examples is crucial in an information report. These elements support the main points being discussed, provide evidence, and help readers grasp the subject matter more effectively.

5/ Use of formal language and appropriate tone: Information reports should be written using a formal language style, using appropriate vocabulary and grammar. The tone of the report should be professional and objective, maintaining a level of formality that is suitable for the intended audience. It is important to avoid the use of slang or overly casual language.

Functions of an informational report 

1/ Informing and educating: The primary function of an informational report is to provide readers with accurate and reliable information on a specific topic. It aims to educate the audience by presenting facts, data, and other relevant information in a clear and organized manner.

2/ Communicating complex information: Informational reports are effective in simplifying and communicating complex information. They break down complicated concepts or subjects into manageable sections, making the information more accessible and clear for readers.

3/ Supporting decision-making: Informational reports play a crucial role in supporting decision-making processes. They provide decision-makers with the necessary information and insights to make informed choices or take appropriate actions.

4/ Evaluating project feasibility: Informational reports can assess the feasibility of new projects or initiatives. They may examine factors such as market demand, financial viability, resource allocation, and potential risks to help decision-makers determine whether to proceed with a project.

Types of informational reports 

Understanding different types of information reports is crucial for effectively communicating information, making informed decisions, and achieving organizational goals. These reports serve different purposes, catering to the needs of diverse audiences and addressing specific aspects of business operations, finance, and decision-making. Here are four of the most common types:

1/ Market Research Reports: Market research reports analyze market trends, consumer behavior, and competitor analysis. They provide insights into the market size, growth potential, customer preferences, and other factors influencing business decisions.

2/ Marketing Reports: Marketing reports examine shifts in market trends, customer behavior, and competitiveness in the market. They provide insights into target audiences, marketing strategies, campaign performance, and market segmentation.

3/ Sales Reports: Sales reports provide information about sales performance, revenue, and customer behavior. They may include metrics such as sales volume, conversion rates, customer acquisition costs, and sales forecasts. 

4/ Annual Reports: Annual reports provide a comprehensive overview of a company’s performance, activities, and financial standing over the course of a year. They typically include financial statements, a message from the CEO, highlights of achievements, and future goals.  

Related Reading: Types of Reports in Business

How to write an informational report 

By following a systematic approach and employing key principles of organization and clarity, you can craft reports that inform, educate, and engage your audience. Here is a step-by-step process on how to write an informational report effectively.

1/ Define the Purpose and Scope: Clearly define the purpose of your report. What information do you want to convey? Identify the scope of your report and determine the key objectives you want to achieve.

2/ Conduct thorough research: Gather all the relevant information on the topic of your report. Make use of reliable sources, including academic journals, industry reports, and trustworthy websites.

3/ Plan and Organize: Create an outline or structure for your report. Determine the main sections, subtopics, and key points you want to cover. Enhance the organization and readability of your report by considering the inclusion of headings and subheadings.

4/ Write a Clear and Engaging Introduction: Begin your report with an engaging introduction that captures the reader’s attention while offering essential background information on the topic. Clearly articulate the report’s purpose and scope, while providing an overview of the subsequent sections to guide the reader’s expectations.

5/ Structure the Body: Organize the main body of your report into logical sections based on your outline. Each section should focus on a specific subtopic and provide sufficient details, explanations, and analysis. 

6/ Maintain objectivity and present facts: In an informational report, it’s important to present information objectively and avoid personal biases or opinions. Use data visualization tools like graphs, charts, or tables, where appropriate, to present information in a visually appealing and easily understandable format.

7/ Provide a Clear Conclusion or Summary: In the conclusion, provide a summary of the main findings and key points discussed throughout the report. Restate the purpose and objectives, ensuring no new information is introduced at this stage.  

8/ Revise and edit: Once you have finished the initial draft, take the time to thoroughly review and revise your report for clarity and accuracy. Pay close attention to grammatical mistakes, spelling, and any inconsistencies in the content. Trim unnecessary information or repetitive sections to keep the report focused.

9/ Proofread for accuracy: Ensure that all the facts, figures, and references in your report are accurate and properly cited. Verify the correctness of names, dates, and other details. Cross-check your sources to ensure accurate attribution and avoid plagiarism.

Structure of an informational report 

In an informational report, the structure plays a vital role in organizing and presenting information effectively. The following section explains the structure of an information report:

1/ Title and introduction: The report begins with a title that accurately reflects the content and purpose of the report. Next, the introduction follows, offering an overview of the topic and establishing its significance. It may include background information, context, and the purpose of the report.

2/ Body Paragraphs: The body paragraphs form the main content of the report and are typically organized into sections and subheadings. The following components are commonly found within the body paragraphs:

3/ Definition and Background Information: In this section, the report provides a clear definition of the topic or subject matter under discussion. It may also provide relevant background information, such as historical context, key terms, or concepts that are necessary for understanding the report’s content.

4/ Main Content Sections with Subheadings: The body paragraphs are organized into multiple main sections, with each section dedicated to exploring a specific aspect or subtopic that is relevant to the main subject. These sections are often organized using subheadings to guide the reader through the report’s structure. Each subheading represents a distinct aspect of the topic and contains relevant information and analysis.

5/ Supporting evidence and examples: Within each section, supporting evidence and examples are provided to strengthen the points made. This may include data, statistics, research findings, case studies, or expert opinions. The evidence should be reliable and relevant to enhance the credibility and comprehensiveness of the report.

6/ Conclusion or Summary: In the conclusion or summary section, a concise summary of the main points discussed in the report is provided. It restates the purpose of the report, highlights the key findings, and may offer insights or recommendations based on the information presented. 

7/ References or citations (if applicable): If external sources were used in the report, a reference or citation section should be included to acknowledge these sources and provide readers with the means to locate them. This section follows the appropriate citation format (e.g., APA, MLA) and includes all the necessary information to identify and retrieve the sources.

By following this structure, an informational report can present information in a clear and organized manner, guiding the reader through the report’s content and facilitating understanding and retention of the information provided.

Components of an informational report 

A. Title and Introduction: Importance of a catchy and informative title: A well-crafted title grabs attention and accurately represents the content. Purpose of the introduction in setting the context: The introduction offers both an overview and background information to provide context. B. Main Content Sections: Explanation of the topic: Clearly define the subject matter. Discussion of key points or subtopics: Explore specific aspects in detail. Presentation of relevant facts, statistics, or case studies: Support with credible evidence. C. Supporting Evidence and Examples: Use of reliable sources and references: Draw from reputable sources, citing them appropriately. Incorporation of visual aids: Utilize graphs, charts, or images for clarity. D. Conclusion or Summary: Recap of the main points: Summarize the key findings and arguments. Restatement of the purpose or significance of the topic: Emphasize the relevance and implications.

By incorporating these components, an information report presents information effectively and engages the reader.

Examples of an informational report 

The following examples illustrate how information reports are used in different fields, such as business, academics, government, and scientific research, to inform decision-making, share knowledge, and guide policies and practices.

Business and Industry Reports:

Businesses and industries often rely on information reports to analyze market trends, financial performance, consumer behavior, and other relevant data. These reports may include sales reports, market research reports, feasibility studies, annual reports, or project progress reports. Information reports in this context help decision-makers make informed choices, identify opportunities for growth, and assess the effectiveness of strategies.

Further Reading : What is a business report

Academic and Research Reports:

In academic and research settings, information reports play a crucial role in presenting research findings, study results, or experimental data. Typically, these reports follow a structured format that includes an introduction, methodology, data analysis, and conclusion. Examples of academic and research reports can include scientific research papers, laboratory reports, or thesis papers. Information reports in academics help disseminate knowledge, contribute to the existing body of research, and enable peer review and critical evaluation.

Government and Policy Reports:

Government bodies and policy-making organizations rely on information reports to inform policy decisions and public initiatives. These reports often provide analysis, data, and recommendations related to specific issues or areas of concern. Examples of government and policy reports can include economic reports , environmental impact assessments, white papers, or policy briefs. Information reports in this context aim to provide objective information, evaluate the potential consequences of policies, and guide decision-making processes.

Scientific and Technical Reports:

Scientific and technical reports are essential in fields such as engineering, computer science, and environmental sciences. These reports often document research findings, experimental procedures, technical specifications, or project evaluations. Examples of scientific and technical reports can include research articles, engineering reports, clinical trial reports, or technical manuals. Information reports in these fields help disseminate scientific knowledge, share advancements and ensure the reproducibility of experiments.

Related Reading: Types of report writing with examples

Samples of information report

Sample 1.1, represent a country-wise sales information report including unit sold and gross sales for each country targeted. 


Sample 2.2, represent a market research information report including survey responses from 26,440 Travel agent. 


How do information reports and analytical reports differ

Seven key differences between an informational report and an analytical report:

Information report vs explanation report 

Five key differences between an Information Report and an Explanation Report:

Tips for Writing an effective informational report

1/ conduct thorough research and gather reliable sources:.

To create a credible information report, it is crucial to conduct thorough research on the topic. As discussed earlier this involves sourcing information from reputable and reliable sources such as academic journals, books, well-regarded websites, or reliable databases. By ensuring the accuracy and reliability of the sources, you can provide trustworthy information in your report.

2/ Organize information logically and coherently:

Organizing the information in your report is essential for clarity and comprehension. Begin by crafting an introduction that offers background information and presents a clear statement of purpose. Then, structure the body of the report in a logical and coherent manner, presenting the information in a well-organized sequence. This can be done chronologically or by importance. Finally, provide a concise summary or conclusion that ties together the main points of the report.

3/ Use clear and concise language:

Using clear and concise language is vital in an information report. Avoid jargon, technical terms, or overly complex language that may confuse readers. Instead, strive for simplicity and clarity. Use short sentences, active voice, and precise terminology to convey information effectively. Furthermore, consider the understanding level of your intended audience and adjust the language accordingly.

4/ Proofread and edit for accuracy and clarity:

Proofreading and editing are essential steps to ensure the accuracy and clarity of your information report. Review the content to check for any factual errors, inconsistencies, or inaccuracies. Be attentive to grammar, spelling, punctuation, and sentence structure to ensure readability. Reading the report aloud or seeking feedback from someone else can be beneficial in identifying areas that require improvement in terms of clarity and overall quality.

By following these tips, you can enhance the quality and effectiveness of your information report, making it more informative, coherent, and engaging for your readers.

Frequently Asked Questions

Q1) what are examples of informational reports .

Ans: Informational reports examples include market research reports, financial reports, scientific research reports, incident or accident reports, project status reports, etc. Each serves a specific purpose within its respective domain, providing valuable information and analysis.

Q2) What are informational and analytical reports? 

Ans: Informational reports focus on presenting factual information without extensive analysis. On the other hand analytical reports go beyond presenting information and involve in-depth analysis, interpretation, and evaluation of data. 

Q3) What are the 4 types of reports?

Ans: There are four common types of reports: informational reports, analytical reports, research reports, and progress reports. Each type serves a specific purpose and has its own structure and format. 

Q4) What is the information report system?

Ans: The information report system is a structured process for generating, analyzing, and sharing information through reports. It involves steps like defining the report’s purpose, conducting research, organizing information, analyzing data, and presenting findings.

Q5) Is the information report formal or informal? 

Ans: The information report is typically formal, presenting objective and factual information in a structured and professional manner. It uses formal language, follows a specific structure, and is commonly used in academic, scientific, business, or government contexts.

Related Reading: The Basic difference between formal and informal report

Q6) What is an informational formal report?  

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How to Write a Business Report: A Step By Step Guide with Examples

how to write an informational business report

Table of contents

With so much experience under your belt, you already know a lot about business reporting.

So, we don’t want to waste your time pointing out the obvious because we know what you need.

Secrets. Tricks. Best practices.

The answer to how to write a mind-blowing business report that you don’t need to spend hours and days writing.

A business report that will immediately allow you to identify your strengths and weaknesses.

A report that’ll help you learn more about your business and do more accurate forecasting and planning for the future.

We believe we have just that right here.

With this comprehensive guide, you’ll create effective sales, analytical, and informative business reports (and business dashboards ) that will help you improve your strategies, achieve your goals, and grow your business.

So, let’s dive in.

What Is a Business Report?

Importance of creating business reports, types of business reports, what should be included in a business report, how to write a business report: an 11-step guide.

  • Business Report Examples


Although there’s a variety of business reports that differ in many aspects, in short, a business report definition would be the following:

A business report is an informative document that contains important data such as facts, analyses, research findings, and statistics about a business with the goal to make this information accessible to people within a company.

Their main purpose is to facilitate the decision-making process related to the future of the business, as well as to maintain effective communication between people who create the reports and those they report to.

A good business report is concise and well-organized, looks professional, and displays the relevant data you can act on. The point is to reflect upon what you’ve achieved so far (typically, over the past month, quarter or year) and to use the data to create a new strategy or adjust the current one to reach even more business goals.

Business reports should be objective and based on the data. When stating the facts, people rely on numbers rather than giving descriptions. For instance, instead of saying “our conversion rate skyrocketed”, you would display the exact percentages that back up that claim.

Business reporting matters for several reasons, among which the most important ones are:

Recognizing Opportunities to Grow

Detecting issues and solving them quickly, evaluating a potential partner, having a paper trail, keeping things transparent for the stakeholders, setting new company goals.

In fact, over half of the companies that contributed to Databox’s state of business reporting research confirmed that regular monitoring and reporting brought them significant concrete benefits.

If you never look back at what you’ve achieved, you can’t figure out what you’ve done well and what you can leverage in the future for even better results.

When you analyze a specific aspect of your business over a specific time period and present the data you gathered in a report, you can detect an opportunity to grow more easily because you have all the information in one place and organized neatly.

Is it time to introduce new products or services? Is there a way to enhance your marketing strategy? Prepare a report. Can you optimize your finances? Write a financial business report . Whatever decision you need to make, it’s easier when you base it on a report.

Reports are essential for crisis management because they can introduce a sense of calmness into your team. Putting everything on paper makes it easier to encompass all the relevant information and when you know all the facts, you can make a more accurate and effective decision about what to do next.

Writing business reports regularly will also help you identify potential issues or risks and act timely to prevent damage and stop it from escalating. That’s why monthly reporting is better than doing it only once a year.

Having an insight into your finances , operations and other business aspects more regularly allows you to have better control over them and mitigate potential risks more effectively.

Different types of business reports may be accessible to the general public. And if they’re not, specific situations may require a company to send them over to the person requesting them. That may happen if you’re considering a partnership with another company. Before making the final decision, you should learn about their financial health as every partnership poses a certain risk for your finances and/or reputation. Will this decision be profitable?

Having an insight into a company’s business report helps you establish vital business relationships. And it goes the other way around – any potential partner can request that you pull a business report for them to see, so writing business reports can help you prove you’re a suitable business partner.

In business, and especially in large companies, it’s easy to misplace information when it’s communicated verbally. Having a written report about any aspect of your business doesn’t only prevent you from losing important data, but it also helps you keep records so you can return to them at any given moment and use them in the future.

That’s why it’s always good to have a paper trail of anything important you want to share with colleagues, managers, clients, or investors. Nowadays, of course, it doesn’t have to literally be a paper trail, since we keep the data in electronic form.

Writing business reports helps you keep things transparent for the stakeholders, which is the foundation of efficient communication between these two sides.

You typically need to report to different people – sometimes they’re your managers, sometimes they’re a client. But your company’s stakeholders will also require an insight into the performance of your business, and relying on reports will help you maintain favorable business relationships. A business report shows you clearly how your company is performing and there isn’t room for manipulation.

Once you set business goals and the KPIs that help you track your progress towards them, you should remember they’re not set in stone. From time to time, you’ll need to revisit your goals and critical metrics and determine whether they’re still relevant.

When you write a business report and go through it with your team members or managers, you have a chance to do just that and determine if you’re efficient in reaching your goals. Sometimes, new insights will come up while writing these reports and help you identify new objectives that may have emerged.

Depending on your goals and needs, you’ll be writing different types of business reports. Here are five basic types of business reports .

Informational Report

Analytical report, research report, explanatory report, progress report.

Informational reports provide you with strictly objective data without getting into the details, such as explaining why something happened or what the result may be – just pure facts.

An example of this type of business report is a statement where you describe a department within your company: the report contains the list of people working in this department, what their titles are, and what they’re responsible for.

Another example related to a company’s website could look like this Google Analytics website traffic engagement report . As we explained above, this report shows objective data without getting too much into the details, so in this case, just the most important website engagement metrics such as average session duration, bounce rate, sessions, sessions by channel, and so on. Overall, you can use this report to monitor your website traffic, see which keywords are most successful, or how many returning users you have, but without further, in-depth analysis.

Google Analytics Website Engagement Dashboard Template

Analytical reports help you understand the data you’ve collected and plan for the future based on these insights. You can’t make business decisions based on facts only, so analytical reports are crucial for the decision-making process.

This type of business report is commonly used for sales forecasting. For instance, if you write a report where you identify a drop or an increase in sales, you’ll want to find out why it happened. This HubSpot’s sales analytics report is a good example of what metrics should be included in such a report, like average revenue per new client or average time to close the deal. You can find more web analytics dashboard examples here.

HubSpot CRM – Sales Analytics Overview

From these business reports, you can find out if you will reach your goals by implementing your current strategy or if you need to make adjustments.

Research is critical when you’re about to introduce a change to your business. Whether it’s a new strategy or a new partner, you need an extensive report to have an overview of all important details. These reports usually analyze new target markets and competition, and contain a lot of statistical data.

While not the same, here is an example of an ecommerce dashboard that could help track each part of a campaign in detail, no matter whether you are launching a new product, testing a new strategy, and similar. Similar to a research report, it contains key data on your audience (target market), shows your top-selling products, conversion rate and more. If you are an online store owner who is using paid ads, you can rely on this report to monitor key online sales stats in line with Facebook Ads and Google Analytics. See more ecommerce dashboards here.

Shopify + Facebook Ads + Google Analytics (Online Sales overview) Dashboard Template

As you might guess from its name, you write the explanatory report when it’s necessary for you to explain a specific situation or a project you’ve done to your team members. It’s important to write this report in a way that everyone will be able to understand.

Explanatory reports include elements like research results, reasons and goals of the research, facts, methodology, and more. While not exactly an explanatory report, this example of a HubSpot marketing drilldown report is the closest thing to it, as it helps marketers drill into an individual landing page performance, and identify how good their best landing pages are at converting, or which ones have the best performance.

HubSpot Marketing Landing Page Drilldown

A progress report is actually an update for your manager or client – it informs them about where you stand at the moment and how things are going. It’s like a checkpoint on your way towards your goal.

These reports may be the least demanding to write since you don’t need to do comprehensive research before submitting them. You just need to sum up your progress up to the point when the report was requested. This business report may include your current results, the strategy you’re implementing, the obstacles you’ve come across, etc. If this is a marketing progress report you can use marketing report templates to provide a more comprehensive overview.

In many companies, progress reports are done on a weekly or even daily basis. Here is an example of a daily sales report from Databox. HubSpot users can rely on this sales rep drilldown business report to see how individual each sales rep is performing and measure performance against goals. Browse through all our KPI dashboards here.

HubSpot CRM (Sales Rep Drilldown) dashboard template

What does a great business report look like? If you’re not sure what sections your report should have, you’ll learn what to include in the following lines.

Business Report Formatting

Different types of reports require different lengths and structures, so your business report format may depend on what elements your report needs to have. For example, progress reports are typically pretty simple, while analytical or explanatory reports are a different story.

However, most reports will start with a title and a table of contents, so the person reading the report knows what to expect. Then, add a summary and move on to the introduction. After you’ve written the body and the conclusion, don’t forget to include suggestions based on your findings that will help your team create an actionable plan as you move forward.

After that, list the references you used while creating the report, and attach any additional documents or images that can help the person reading the report understand it better.

This outline may vary depending on what kind of report you’re writing. Short business reports may not need a table of contents, and informative reports won’t contain any analyses. Also, less formal reports don’t need to follow a strict structure in every situation.

Business Report Contents

When it comes to the contents of your report, keep in mind the person who’s going to read it and try to balance between including all the relevant information, but not overwhelming the reader with too many details.

  • The introduction to the report should state the reason why you’re writing it, and what its main goal is. Also, mention what methodology and reporting software you’ve used, if applicable.
  • The body of the report is where you’ll expose all your key findings, explain your methodology, share the important data and statistics, and present your results and conclusion.
  • The conclusion , similarly to the summary you’ll add at the beginning of the report, briefly singles out the most important points and findings of the report.

If you decide to include more sections like recommendations, this is where you’ll suggest the next steps your team or the company may want to take to improve the results or take advantage of them if they’re favorable.

PRO TIP: Are You Tracking the Right Metrics for Your SaaS Company?

As a SaaS business leader, there’s no shortage of metrics you could be monitoring, but the real question is, which metrics should you be paying most attention to? To monitor the health of your SaaS business, you want to identify any obstacles to growth and determine which elements of your growth strategy require improvements. To do that, you can track the following key metrics in a convenient dashboard with data from Profitwell:

  • Recurring Revenue. See the portion of your company’s revenue that is expected to grow month-over-month.
  • MRR overview. View the different contributions to and losses from MRR from different kinds of customer engagements.
  • Customer overview . View the total number of clients your company has at any given point in time and the gains and losses from different customer transactions.
  • Growth Overview . Summarize all of the different kinds of customer transactions and their impact on revenue growth.
  • Churn overview. Measure the number and percentage of customers or subscribers you lost during a given time period.

If you want to track these in ProfitWell, you can do it easily by building a plug-and-play dashboard that takes your customer data from ProfitWell and automatically visualizes the right metrics to allow you to monitor your SaaS revenue performance at a glance.


You can easily set it up in just a few clicks – no coding required.

To set up the dashboard, follow these 3 simple steps:

Step 1: Get the template 

Step 2: Connect your Profitwell account with Databox. 

Step 3: Watch your dashboard populate in seconds.

Note : Other than text, make sure you include images, graphs, charts, and tables. These elements will make your report more readable and illustrate your points.

Whether you’re writing a specific type of business report for the first time or you simply want to improve the quality of your reports, make sure you follow this comprehensive guide to writing an effective business report.

  • Do Your Research
  • Create an Outline
  • Determine Formatting Guidelines
  • Think of an Engaging Title
  • Write the Introduction
  • Divide the Body of the Report into Sections
  • Choose Illustrations
  • Conclude Effectively
  • Gather Additional Documentation
  • Add a Summary
  • Proofread Your Work

Step 1: Do Your Research

A well-planned report is a job half done. That means you need to do research before you start writing: you need to know who you’re writing for and how much they know about the topic of your report. You need to explore the best business dashboard software and templates you can use for your report.

Also, if you believe you will need additional resources and documents to add in the appendix, you should do it during this phase of report writing.

Step 2: Create an Outline

Once you’ve gathered the resources, it’s time to plan the report. Before you start writing, create an outline that will help you stick to the right structure. A business report is complex writing in which you can get lost very easily if you don’t have a clear plan.

Moreover, the report shouldn’t be complicated to read, so sticking to a plan will allow you to keep it concise and clear, without straying from the topic.

Step 3: Determine Formatting Guidelines

Most companies have their in-house formatting that every official document has to follow. If you’re not sure if such rules exist in your company, it’s time you checked with your managers.

If there arent’ any guidelines regarding formatting, make sure you set your own rules to make the report look professional. Choose a simple and readable format and make sure it supports all the symbols you may need to use in the report. Set up proper headings, spacing, and all the other elements you may need in Word or Google Docs.

Pro tip: Google Docs may be easier to share with people who are supposed to read your business report.

Step 4: Think of an Engaging Title

Even if you’re writing a formal business report, the title should be clear and engaging. Reports are typically considered dull as they’re a part of official business documentation, but there’s no reason why you can’t make them interesting to read. Your title should suit the report topic and be in different font size so the reader can recognize it’s a title. Underneath the title, you should add the name of the author of the report.

Step 5: Write the Introduction

A good introductory paragraph for a business report should explain to the reader why you’ve written the report. Use the introduction to provide a bit of background on the report’s topic and mention the past results if there’s been a significant improvement since your last report.

Step 6: Divide the Body of the Report into Sections

As this will be the most comprehensive part of your report, make sure you separate the data into logical sections. Your report is supposed to tell a story about your business, and these sections (such as methodology, hypothesis, survey, findings, and more) will help the data look well-organized and easy to read.

Step 7: Choose Illustrations

Of course, each of these sections should be followed with charts, graphs, tables, or other illustrations that help you make a point. Survey results are typically best displayed in pie charts and graphs, and these enable the reader to visualize the data better. From the formatting point of view, breaking the long text sections with illustrations makes the report more readable.

Pro tip: Using centralized dashboard solutions like Databox can bring your reporting game to the next level. Sign up for a forever-free trial now to see how you can use Databox to track and visualize performance easier than ever before .

Step 8: Conclude Effectively

Finish your report with a to-the-point conclusion that will highlight all the main data from the report. Make sure it’s not too long, as it’s supposed to be a summary of the body of the report. In case you don’t want to add a specific section for recommendations, this is where you can include them, along with your assessments.

Step 9: Gather Additional Documentation

If you’ve determined what additional documents, images, surveys, or other attachments you may need for your report, now is the time to collect them. Request access to those you may not be able to get on time, so you have everything you need by the deadline. Copy the documents you can use in the original form, and scan the documents you need in electronic format.

Step 10: Add a Summary

The summary is usually at the top of the report, but it’s actually something you should write after your report is completed. Only then will you know exactly what your most relevant information and findings are, so you can include them in this brief paragraph that summarizes your report’s main points.

The summary should tell the reader about the objective of the report, the methodology used, and even mention some of the key findings and conclusions.

Step 11: Proofread Your Work

It may seem like common sense, but this final step of the process is often overlooked. Proofreading your work is how you make sure your report will look professional because errors can ruin the overall impression the reader will form about your work, no matter how great the report is.

Look for any spelling or grammatical mistakes you can fix, and if you’re not sure about specific expressions or terminology, use Google to double-check it. Make sure your writing is to-the-point and clear, especially if you’re writing for people who may not know the industry so well. Also, double-check the facts and numbers you’ve included in the report before you send it out or start your reporting meeting.

Business Report Examples (with Ready-to-Use Templates)

Here, we’re sharing a few business reporting examples that you can copy, along with ready-to-use and free-to-download templates. If you don’t know where to start and what to include in different types of business reports, these business report examples are a great way to get started or at least get some inspiration to create yours.

Activity Report Example

Annual report example, project status report example, financial report example, sales report example, marketing report example.

Note : Each of the business report templates shared below can be customized to fit your individual needs with our DIY Dashboard Designer . No coding or design skills are necessary.

For reporting on sales activity, HubSpot users can rely this streamlined sales activity report that includes key sales metrics, such as calls, meetings, or emails logged by owner. This way, you can easily track the number of calls, meetings, and emails for each sales rep and identify potential leaks in your sales funnel. Check all our sales team activity dashboards here. Or if you are looking for dashboards that track general sales performance, browse through all Databox sales dashboards here.

Activity Report Example

If you’re preparing for annual reporting, you will benefit from choosing this HubSpot annual performance report . It contains all the relevant metrics, such as email and landing page performance, new contacts, top blog posts by page views, and more. See all our performance dashboard templates here.

Annual Report Example

Project status reports can be very similar to progress reports. If you’re in need of one of those, here’s an example of a Project overview dashboard from Harvest that shows that can help you create simple, but well-organized report based on metrics that matter: hours tracked, billable hours, billable amount split by team members., and more. Check out more project management dashboard templates we offer here.

Project Status Report Example

Are you creating a financial report? You will find this QuickBooks + HubSpot integration a great choice for a financial performance dashboard that makes creating a report simple. This dashboard focuses on the essential financial report

ting metrics and answers all your revenue-related questions. See all Databox financial dashboards here.

Financial Report Example

If you’re tracking your sales team’s monthly performance, this sales report template will help you prepare an outstanding report. Check out all the vital productivity KPIs, track your progress towards your goals, and understand well how your current sales pipeline is performing. See all sales performance dashboards we have available here.

Sales Report Example

Marketing reports can be easily prepared by using this monthly marketing report template . With HubSpot’s reporting, you can determine where your website traffic is coming from, how your landing pages and specific blog posts are performing, and how successful your email campaigns are. Browse all Databox marketing dashboards or marketing report examples here.

Marketing Report Example

Create a Professional Business Report in No Time with Databox

Does creating a business report still sound like a daunting task? It doesn’t have to be with Databox.

In times when we’re all trying to save our time and energy for things that matter rather than scattering valuable resources on tedious, repetitive tasks, it’s critical to optimize your business process. And we want to help you do just that.

Using a business reporting dashboard enables you to track data from all the different tools you’re using – but in one place. With Databox, you can monitor and report on performance in a single dashboard that is optimized for all your favorite devices and you can create streamlined and beautiful dashboards even if you are not that tech-savvy. (no coding or design skills are required).

Automating business reporting has never been easier. And with Databox, you can do exactly that in just a few clicks. Sign up now and get your first 3 business dashboards for free.

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How to Write a Business Report

A business report is a collection of data and analyses that helps make relevant information easily accessible to a company. There are many different types of business reports, but this guide will show you the basic outline.

Before You Begin:

  • Think about your audience and their expectations, and plan your report accordingly. For example, are they expecting a formal or informal report? Do they have an understanding of the vocabulary/terms used? Do they require more background information? Do they need to be heavily persuaded?
  • What is the purpose of the report? Make sure this is clear.
  • Gather and organize your supporting information/data/visuals.
  • Focus on the facts.
  • Make sure to be clear and concise, so the report is easy for everyone to read and understand.
  • Use a professional, standard font in a readable size.

Components of a Business Report

  • Table of Contents: Depending on the length of the report, you might want to consider including a table of contents. This will make finding specific information easier for readers.
  • Tip: Even though this is the first section, consider writing this section after you have finished the report. This will help you determine which points are the most important to address.
  • Introduction: This section outlines what you will be going over in your report. It includes the main points, chosen report structure, and, most importantly, the objective of your report.
  • Conclusion: In the conclusion, be sure to briefly summarize all of the main points in the order they were presented in the report.
  • Recommendations: This section is where you provide your recommendations or suggestions based on the findings you noted in earlier sections. Indicate the potential benefits for the company to applying your suggestions.
  • References: Be sure to cite all sources used in the report in this section.
  • Appendices: In the Appendix, you can add relevant documents, surveys, graphs, etc. that you referenced in the report.

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Business Report: What is it & How to Write it? (Steps & Format)

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The shift from academic writing, such as essays and articles, to complex business reports, can be scary!

A business report is needed in almost any field of work. These are fact-based documents that are used to make decisions in a business.

You can use business reports for several purposes such as pitching an idea, analyzing an idea, pitching a merger, analyzing a merger, proving that your company complies with legal and social guidelines or any specific topic related to your job and work.

So if you have a job, it is crucial that you understand the concept of business reports and how to write them effectively.

In this article, we will talk about the different types of reports and their purpose, the importance of business reports, and how to structure your own in an impactful way!

But hey, first thing first. Let’s understand the concept of business reports a little better.

What is a Business Report? (Definition)

A Business report is defined as an official document that contains factual information , statistical data , research findings , or any other form of information relevant to the course of the job.

This report is a formal document written to-the-point to convey information in a concise yet clear manner. Business reports are majorly used for internal communication within an organization.

A lady creating a business report

Objectivity is a major element while writing business reports. Whatever you say should be supported by data and facts, not opinion and perspective. For example, instead of saying ‘ sales in the last quarter were very low’, you show it by means of data.

The report can vary from one page to several pages depending on the purpose and type of report, which brings us to the second part: Types of Business reports.

Types Of Business Reports

There are many types of business reports used in an organization for various purposes. Obviously, you cant use the same report to analyze employee performance and sales in the last quarter, right?

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Here are some common types of business reports:

1. Informational reports

You use this report when your boss asks for data that is purely objective i.e., just plain facts without any reasoning or potential outcomes. For instance, a workforce report stating the number of employees in the company, their duties, department of work, and responsibilities.

Read more:  How to Write Project Reports that ‘Wow’ Your Clients? (Template Included)

2. Analytical Report

As the name suggests, this report is used when some critical company data has to be analyzed in order to make informed decisions.

For instance, analyzing the sales drop in the last financial year. This report consists of sales numbers, a comparison of those numbers with earlier years, and finding reasons for the fall. The report will also indicate possible measures the company can take to solve this problem.

3. Research Report

You use a research report when something big is coming up! It could be a potential merger, or a new product line, or a shift in the current way of working.

A big change requires a comprehensive report studying all its implications. For example, if the company wants to introduce a new product, the research report will consist of elements like target audience , marketing communication strategy , advertising campaigns, etc.

4. Explanatory Report

You use this report when you want to explain your individual project to the entire team. Let’s suppose you performed research.

An explanatory report will showcase the facts, list the findings, and determine the conclusion of the research. It should be written in very simple, concise, and clear words. Although the readers are mostly peers of the same industry, jargon should be avoided.

5. Progress Report

This is a small report used to notify updates in a company.

How was the previous week?

How is the sale for this quarter coming along?

What is the percentage change in conversions since the last week/month?

Two employees working on research report

Questions like these are answered in a progress report. It does not contain analytics. Only information and changes.

Progress reports are a good medium for companies to track their day-to-day work and come up with new ideas for growth and expansion.

Still not convinced? Here are 4 compelling reasons why business reports are important for efficient workflow in an organization.

Read more:   What is a Progress Report and How to Write One?

Importance of Business Reports

1. mode of communication.

You know how you text or call in daily life to communicate? In businesses, reports are prepared for it. We can say that business reports act as a medium of communication in an organization.

But why is it done?

Well, in big companies, there is an entire line of workflow that takes place. It is also known as a delegation of duties. In this workflow, there are branches, sub-branches, departments, and niche specific zones. If communication is done verbally, information may get lost or contaminated.

So for every important piece of communication, a written report is created. Anyone who needs access to that information can read the report and equip themselves with first-hand data.

2. Decision making

Thinking about launching a new product line? Prepare a report.

Aiming to cut company costs? Prepare a report.

From deciding the target audience to laying off employees, every decision is taken on the basis of detailed reports prepared with facts and stats.

Reports are transferred two-way in an organization. Employees create business reports and send them to higher management for decision making. Upper management creates reports to circulate information, tasks, etc. among the workforce.

3. Crisis management

In case of a crisis, chaos, and panic outbreaks, everyone has an opinion on the matter, and the transfer of thoughts verbally gives rise to workplace gossip.

In such a situation, business reports are created to get everyone on the same page and then factually analyze the problem.

Crisis management reports comprise of the cause of the issue, steps to take for damage control, and policies suggesting future protection from such crisis.

4. Effective management

The delegation of duties is done via reports. Every employee has their own to-do tasks with an assigned deadline. This helps in more sound and effective management of the company.

All the information is in viable written documents, decisions are taken upon careful analysis, and the overall functioning of the company is better using business reports.

So now that we know that we HAVE TO prepare business reports to survive in the corporate world, let’s move on to the next and probably the most important section where we teach you how you can get started on writing a proper report.

Read more:  Business Requirements Document (BRD): What, Why, and How to Write?

How to write a business report? (Steps and Format)

Follow this step-by-step guide to create your powerful business report:

Step 1: Create a plan of action

You are writing a business report, not a school essay. You can’t base your report on thoughts as and when they come. Before starting the report, identify its purpose.

Define what you aim to achieve with the report and how you plan to present it. Do not beat around the bush! This will help you write a clear and concise report.

Step 2: Check for an in-house format

Your company may have a specific format for writing reports. Ask your supervisor or check the company’s handbook to find it. Do not blindly trust the internet.

However, if no such format is specified, you can use the standard global format listed in the following steps.

Step 3: Add a title

The title of the report may be specified in the brief you received from your supervisor. If not, you may write your own title. It should be clear, crisp, and be able to convey the purpose of the report.

You should avoid using very long and complicated titles. For instance, use ‘Sales report for FY 2020-21’ instead of ‘Analysing the customer interaction with the company in the last 12 months in comparison to previous years’. People will yawn and leave the room at the start of your report!

Also, add your name and the names of other people involved in making the report. Portraying someone else’s background hard work as your own is highly unethical in the workplace.

Step 4: Write a table of contents

You should include a table of contents page only if the report is long and contains sub-sections.

If this page is added, make sure to write contents exactly in the manner headings are written inside the report. All the contents should be properly numbered for the reader to easily navigate through the report or jump on a specific section.

Step 5: Add a Summary/ Abstract

This is a very important page in any report. You should write the abstract in such a manner that even if a person does not read the entire report, this page can give them a clear and detailed idea of the entire thing.

It should contain your title, issue, key findings, and conclusions. You should basically summarise everything you wrote in the report to fit in the abstract.

Step 6: Write an introduction

Now begins your actual report. On this page, specify the purpose of writing the report along with a brief idea of the main argument.

You can also include some background of the topic on this page.

Step 7: State your methodology

On this page, tell the readers how you created this report. It includes the sources of information, type of data (qualitative or quantitative), channels of receiving information, etc.

This is to equip your readers with the process you went through or, as we can say in the urban slang, the BTS of the report. It makes your report more credible.

Step 8: Present your findings

This is the main section where you present your findings. It should convey that you have done thorough research. So include stats, facts, and graphs to portray the information.

An employee going through sales report

To prevent it from getting messy, align the data into various headings and subheadings. Use pointers, bulleted, or numbered whenever required.

Step 9: Give a conclusion or recommendation

End your report with a compelling conclusion. This should be drawn from previously stated findings.

You can also give recommendations for change or improvement in a policy, supported by valid documentation. The conclusion should come off strong, based on factual data, not biased views or opinions.

Step 10: Add bibliography and references

Adding this section is a legal compulsion in any report wherein the data is taken or inspired from previously published sources.

Let us explain it simply. If you have added any data or statistics in your report, you must give due credit to the original author. Else, it counts as plagiarism, which is a punishable offense.

Also, note the difference between references and bibliography, and don’t confuse the two!

Here’s an example:

Suppose you read a business report online and got inspired by it. Although, you didn’t use any of its data in your own report. In this scenario, you will list that report under the bibliography section.

However, if you took data from that report to directly include in yours, you will list that in the reference section.

Step 11: Proofread

Proofreading or revising is very important before finalizing a report. In this section, check for any spelling errors, grammatical mistakes, or punctuations. These are small mishaps that can make a very bad impression.

Also, while proofreading, check the citations, footnotes, appendices, etc, according to the company standards. There may be guidelines you missed while writing the report!

Bit.ai : The Ultimate Tool For Writing Business Reports

With its new-age cloud technology bit gives your business report superpowers!

You can choose from pre-designed templates and just worry about putting your content into it.

With Bit’s smart integration, you can add rich media elements like cloud files , charts , pdfs, embeds, diagrams , graphs, and much more into your business reports within seconds.

Bit.ai: Tool for creating business reports

Not only this, bit.ai lets you work with your team in real-time. You can co-edit and use inline comments to bring your colleagues to the same place to make decisions related to your business reports.

You even have document tracking to see who is opening your report and how much time they spent on it.

Bit features infographic

Few more business templates you might be interested in:

  • SWOT Analysis Template
  • Business Proposal Template
  • Business Plan Template
  • Competitor Research Template
  • Project Proposal Template
  • Company Fact Sheet
  • Executive Summary Template
  • Operational Plan Template
  • Pitch Deck Template

As we have seen, writing a business report involves a lot of aspects. All of the time and energy is consumed in writing engaging content, and one tends to forget about the design element.

Yes, the design is a very important aspect of any report. When your report is visually appealing, it engages the reader and stands out in a room full of black and white text.

…and bit helps you do just that!

On bit, you can edit the document according to the type of report you created without compromising on the design. Play around with hundreds of fonts, themes, and color palettes with Bit to create an impact on your work!

Which was your last business report that really brought about a change? Which tool did you use to make it?

Tweet us @bit_docs and let us know!

Further reads:

7 Types of Reports Your Business Certainly Needs!

Performance Report: What is it & How to Create it? (Steps Included)

Formal Reports: What are they & How to Create them!

Business Documents: Definition, Types, Benefits & Steps to Create Them

Technical Report: Definition, Importance, and How to Write it?

16 Best Business Tools Every Business Needs in 2021

How to Write a Business Case: Step By Step Guide

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Marketing Report: Definition, Types, Benefits & Things to Include!

Technical Report: What is it & How to Write it? (Steps & Structure Included)

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how to write an informational business report

About Bit.ai

Bit.ai is the essential next-gen workplace and document collaboration platform. that helps teams share knowledge by connecting any type of digital content. With this intuitive, cloud-based solution, anyone can work visually and collaborate in real-time while creating internal notes, team projects, knowledge bases, client-facing content, and more.

The smartest online Google Docs and Word alternative, Bit.ai is used in over 100 countries by professionals everywhere, from IT teams creating internal documentation and knowledge bases, to sales and marketing teams sharing client materials and client portals.

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