How to write a business report.
Are you tasked with writing a business report for your company? Business reports are essential tools used across all sectors and industries to present information, analyse data, and provide insights. They play a key role in helping organisations make informed decisions, and so much more.
While the content and structure of business reports may vary depending on your organisation, one thing remains consistent: having a clear, easy-to-read format is essential. Read on to learn how to write a business report and discover how PDFs and Adobe Acrobat can help enhance your reports and workflow.
What you’ll learn.
- The purpose of business reports
- Different types of business reports
- How to write a business report.
- How to prepare a business report document
- Tips for business report writing and formatting
Understanding the purpose of business reports.
The main purpose of a business report is to clearly communicate and present essential information about a company’s operations and performance. They serve as valuable tools for both internal and external stakeholders, helping to provide insight into various aspects of the business.
Whether designed to give an overview of the company’s activities or to dive deeper into a specific area—such as HR, finances, health and safety, or marketing—business reports ensure that key information is organised and accessible. By tailoring the content to the audience, these reports can guide decision-making, drive growth, and support business strategies with reliable data.
Common examples of business reports.
There are many types of business reports. The type of business report you create will depend on your specific purpose and the audience you want to reach. Even if you’re using a business report template to get started, it’s important to always tailor the content to the people who will be reading and consuming your report.
Some common examples of business reports, and their purposes, include —
Analytical business reports.
Analytical business reports will usually provide analysis of a situation, problem, or opportunity, and include findings, interpretations, and recommendations. Examples of analytical business reports include feasibility reports and studies, investigative reports, and research reports.
Informational business reports.
Informational business reports are used to report information factually but will not necessarily include any analysis or recommendations. Examples of informational business reports include progress reports, status reports, or informational updates and summaries.
Research reports.
Research reports detail the findings of any studies or research projects undertaken by a business. A research report will include the methodology used and analysis of the data collected. Examples of business research reports may include market research reports, scientific research reports and customer satisfaction reports.
Business compliance reports.
Business compliance reports are used to demonstrate and provide evidence of a business’s adherence to regulations, policies, or standards, and highlight any deviations or areas missed. Examples of business compliance reports include safety compliance reports and audit compliance reports.
Financial business reports.
Financial business reports are compiled to summarise a business’s financial performance and position and will include income statements, balance sheets, and cash flow statements. Examples of business financial reports include quarterly financial reports and annual reports.
Business sales and marketing reports.
Sales and marketing reports for businesses will analyse the sales of any goods and/or services the business offers and the marketing performance. Sales and marketing reports may include data on sales trends, market share, and customer feedback.
Business progress reports.
Business progress reports are written to update stakeholders on the status of a project or task, and will usually include what has been accomplished, any challenges, and any future plans or next steps. Examples include team progress reports and project-specific progress reports.
Investigative business reports.
Businesses may write investigative reports when they need to examine specific issues or incidents in a workplace. Investigative reports will include a thorough examination of facts and findings. Examples of investigative reports in businesses may include accident reports and incident reports.
Business operational reports.
Business operational reports are used to detail day-to-day operations and activities and provide insights into an organization’s efficiency and productivity. Examples of operational reports may include daily production reports and inventory reports.
Human resources reports.
HR reports are generated to cover the activities of people working within a business. HR reports may include workforce analytics, HR metrics, and employee performance reports. Examples of business HR reports may include employee turnover reports, employee performance reports, and employee training reports.
How to write a business report.
What you include in a business report will depend on the type of report you are writing, the nature of your business, and your intended audience. That said, there are some standard sections to include in a business report to help you organise content and present it in a way that your readers can navigate and understand. This includes —
- Title page.
Be clear from the outset. A title page allows your readers to quickly identify your report. A business report title page should include a minimum of—- The title of the report
- A subtitle (if applicable)
- The date
- The author(s) name.
- Your company or organisation name.
- Introduction.
Write an introduction to your business report that includes the purpose and scope of the report, and any background information, if applicable. Provide a brief outline of the structure of your report to follow.
- Executive summary.
Include a concise executive summary that states the key points of your business report, including any findings and recommendations.
- Table of contents.
Insert a table of contents with page numbers to help your readers navigate to the different sections of your report.
- Report body.
This is where you will be sharing and communicating your information, data, and results. Customise the body of your business reports and the sections you include to present your information. For example, a report on the results of a customer or client survey might include sections such as methodology, findings, analysis, discussion, and recommendations.
- Conclusion.
Summarise the key points you have presented in the report and restate your main findings.
- Appendices.
Include additional documents that support the information already presented in your report. For example, this might include further financial data, supplementary charts or graphs, questionnaires, or copies of correspondence.
How to prepare a professional business report.
Often the compilation of a business report may involve re-presenting data and content already in various document formats, such as text from Word files, tables and charts in Excel, images, and photos, and so forth.
You can also create a business report directly as a new document in Adobe Acrobat. Or, explore free and editable business report templates in various formats in Adobe Express templates that you can customise and make your own.
Whichever apps you choose to compile your report format, the final versions of business reports are usually Portable Document Format (PDF) files. Why? Not only are business report PDFs easy to share and access from any device, but you can also protect your content from unauthorized access and changes with password protection and edit your PDF content as and when you need to.
You’ve not only got the option to convert files to PDF from within an Adobe Acrobat application but there’s also a lot you can do with Adobe Acrobat online. For example, with a business report, you might want to —
- Convert your different file types to PDF online
- Edit a PDF online
- Add pages to a PDF online
- Add page numbers to a PDF online
- Protect a PDF and add security online
- Request PDF signatures online
Tips for business report writing and formatting.
Just as you will tailor your content to suit the purpose and audience of your business report, the formatting of a business report may vary depending on the information presented.
Be professional, but don't be afraid to inject a bit of creativity where it aligns with your organisation’s culture. However, it’s essential to follow standard business writing and formatting practices to ensure your business report is both polished and easy to read. Here are a few key tips:
- Fonts.
Choose clean, readable fonts for both body text and headings. Make sure font sizes are consistent and appropriate for readability. Use easily readable fonts for all text and headings and size them appropriately.
- Margins and spacing.
Maintain consistent page margins throughout the document and ensure there's enough spacing between paragraphs and sections for a clean, professional look.
- Images and graphics.
Incorporate visuals like charts, graphs, and tables to visually support your data. Place these strategically within the body of your report or in the appendices to enhance clarity.
- Page navigation.
Utilise automatic page numbering in the header or footer and consider adding links or bookmarks to improve navigation, especially in longer reports with multiple sections or appendices.
- Language.
Write clearly and concisely. Avoid overloading the reader with industry-specific jargon unless you're sure your audience will understand it. If you do use acronyms, provide a key or a brief explanation.
- Proofread.
Thoroughly proofread your report to eliminate typos, grammatical errors, and inconsistencies in formatting. A well-polished report enhances professionalism and credibility.
By paying attention to these details, your business report will not only be professional but also highly effective in communicating key insights to your audience.
FAQs.
