Writing Formal Reports in Business

Xakema Henderson

What is a formal business report?• A formal report is a written

account of a major project –something you did, discovered, or organized.

• The audience may be managers, co-workers, or someone from outside your organization.

• Formality, accuracy, and ethical standards should be maintained because reports can be used in court cases and other situations.

Prepwork

Get it together

Writers of formal business reports do have to cite sources, so they must devise a system to keep track of reading, interviews, emails, conversations, visuals—anything that contributed to the final product should be credited.

Format• Often a business will

prescibe a format for publications such as formal reports.

• Usually, there are 3 main parts:1. Front Matter2. Body3. Back Matter

• Use headings to help readers navigate.

Front MatterMust include:• Cover• Title page• Abstract• Table of contents

If necessary…• List of figures• List of tables• Foreword • Preface• List of abbreviations & symbols

Abstract

• Addressed to others researching the same topic; key words help researchers find it in databases

• Highlights major points so that readers can decide if they want to read the entire report

• About 250 words in length• The following four can be used as a road map for

composition:• Purpose• Scope/Methods• Results• Recommendations

Body Sections

• Executive summary (not always included)

• Introduction• Procedures (Methods)• Results or Discussion• Conclusions • Recommendations• Works Cited

Executive Summary• An executive summary is like

abstract, but longer, up to 2 pages. It provides information in abbreviated form for busy decision-makers.

• It highlights a project’s benefits or sells the project.

• It should cover costs and benefits or anything decision makers must know.

• It can exclude the details of methods, results, problems encountered but solved, etc.

Introduction

• Tells the reader about the project or study

• Includes the purpose • Includes the scope

(how broad was the project?)

• May repeat some of what was previously stated in the abstract or executive summary

Procedures• Lets readers know how data

was obtained or what procedures led to a conclusion

• The study may have required only a review of existing literature, which should be outlined. If it required surveys, interviews, or product testing, this section should explain how research was set up so others can evaluate the quality of the data.

Results or Discussion• Narrates what was found • Connects the data to the purpose

and findings• Includes visuals where efficient or

effective to show large amounts of data (Data not related to the conclusions goes in an appendix.)

• Includes limitations, need for further research, problems

ConclusionsConclusions are the implications drawn from the main ideas. • What is the significance

of the project or study?• What are the

recommendations, if any?

• What course of action needs to be taken?

• What benefits come from this project?

Bibliography or References

• List of ALL sources that were consulted and/or cited (If the writer looked at them and got ideas or background from them, they were consulted.)

• Documentation style depends on the field

ME, ME , ME!!!• When the report is a

written account of a project performed by the author first person (I) can be used– Must be objective

and procedural– No anecdotes– No subjective

implications• i.e. “I think”

References• Alred, Gerald J.,

Brusaw, Charles T., Oliu, Walter E. Handbook of Technical Writing. Boston: Bedford, 1996.

• Markel, Mike. Technical Communication. Boston: Bedford, 2001.