What is a formal report format? How do you write a report example? We provide a formal Business Report format that fits your needs!
In a professional career, it often is required to make an academic or professional report. Research or Business reports serve several functions, depending on the purpose. They may be used to communicate information within an organization upwards to senior management, downwards to staff, or externally to government regulators. They can be informative or persuasive in nature, for example, to get the management or project board motivated to take the desired action, support a project, or approve an investment decision.
This formal business report handout will provide you with an outlined structure for writing reports. The following steps are important to follow when composing your report:
- Preparing and planning: the audience and the purpose
- Periodic reports;
- Event, trip, and conference reports;
- Progress reports;
- Investigative reports;
- Recommendation reports;
- Feasibility reports.
- Telling or selling: informational vs. analytical reports
- Constructing the message: the report structure
- Caring for your reader: empathetic vs. selfish writing
- Using effective language: formality, jargon, and details
- Delivering the message to the reader: indirect vs. the direct method
- Enhancing readability: Using headings, transitions, and graphics
- Identify the purpose of the report
- Make sure you understand the wishes and needs of your audience;
- Understand the difference between informational and analytical reports;
- Develop an effective report format, before you start writing the content;
- Decide on what language and level of detail is appropriate for your target audience;
- Apply an appropriate degree of formality to your report, and keep it consistent;
- Determine if the direct or indirect method is appropriate for your target audience;
- Create headings, transitions, and graphics to enhance your report’s readability;
- Arrange proofreading of the report before sending it to the final readers.
- Title Section – This includes the name of the author(s) and the date of report preparation.
- Summary – There needs to be a summary of the major points, conclusions, and recommendations. It needs to be short as it is a general overview of the report. Some people will read the summary and only skim the report, so make sure you include all the relevant information. It would be best to write this last so you will include everything, even the points that might be added at the last minute.
- Introduction – The first page of the report needs to have an introduction. You will explain the problem and show the reader why the report is being made. You need to give a definition of terms if you did not include these in the title section, and explain how the details of the report are arranged.
- Body – This is the main section of the report. There needs to be several sections, with each having a subtitle. Information is usually arranged in order of importance with the most important information coming first.
- Conclusion – This is where everything comes together. Keep this section free of jargon as most people will read the Summary and Conclusion.
- Recommendations – This is what needs to be done. In plain English, explain your recommendations, putting them in order of priority.
- Appendices – This includes information that the experts in the field will read. It has all the technical details that support your conclusions.
- Remember that the information needs to be organized logically with the most important information coming first.
The way you present yourself in the report, as the writer, is very important and should always get your utmost attention. You will be representing the organization that is handing out this report, and therefore it's important you keep the image high.
As you know, communicating in a professional manner will get you respect and will bring you new opportunities in life and business. Therefore, we support you by providing this Formal Business Report template and you will see you will save time and increase your effectiveness. Please note this template is provided for guidance only. Letters and other correspondence should be edited to fit your personal situation.
Download this formal Business Report template now.