35.1 – Writing business reports

Introduction

This short report summarises the topic of writing business reports.  It discusses the importance of organising the report into logical sections.  It recommends some techniques for writing clearly and also considers some important grammatical areas.  The report emphasises that planning is the key to successful report writing.

Structure of a report

The report you are now reading is typical of a short report: first an introduction that describes the purpose and structure of the report, then the body of the report, and finally some recommendations or conclusions

Sections and Paragraphs

Reports are often about complex issues, so the writer has to organise the material very clearly into logical sections and sub-sections with appropriate headings.  Deciding how to do this is probably the most important step in report writing.

Within each section, the material is divided into paragraphs.  Short paragraphs help the reader to see the structure of the argument and understand the information.  A simple rule is one main idea, one paragraph.

The techniques of report writing

• Focus initially on the ideas, not the language and grammar.
• Use short phrases. Keep sentences brief and use simple grammatical structures.
• Use impersonal style. Focus on facts and only name individuals when it is relevant.
• Present your points in a balanced way that shows you have considered the arguments carefully.
• Keep the reader in mind. For example, a report written for a senior manager might be respectful and polite, with suggestions for the manager to consider.  A report for junior staff is more likely to use a direct style and have short sentences and statements rather than suggestions.

The Language of report writing

Linking words

Sentences and paragraphs need linking words to help the reader understand the structure of the argument.  For example:

First, ….Second,….Finally,….                a sequence

Moreover, …/In addition to this, …          adding another, related idea

However, …/On the other hand, ….      a contrast

…due to…/As a result,…                      cause and result

1. 5.2  Formal language

Most business writing is neutral and direct rather than formal.  Three areas of grammar are useful when a more formal, impersonal style is needed.  They are:

The passive

• A decision is expected by the end of the year.
• 20, 000 new jobs were created in the financial sector last year.

‘It’ + Passive

• It is recommended that we reduce the training budget by 10%.
•    It was suggested/agreed that we use a different supplier.

Formal language like this is only used when it makes the report easier to understand.  For example, in the second example above we do not know who created the jobs, so the passive is better.  Similarly, in the sixth example, it is not important who made the suggestion, so the passive is better.

Informal Language

Short forms such as it’s, we’ll, there’s and words and phrases typical of informal speech like ok, no way, should not appear in reports.

Conclusion

Reports can be about many things: an analysis of a problem, a summary of a completed job, the progress of a project, and the results of an investigation.  There are a few general rules, but remember that organizing the material into logical sections is the key.  Finally, remember also that the reader will be very busy, so be as brief and clear as possible.