Strictly adhere to the correct structure of a business report. Each report should have a purpose, main body, conclusion, and executive summary. In the report’s body, there is no ambiguity to its main points, and everything should be concise and to the point. Always have a conclusion for each report. Conclusions should be the last thing written, and it should include the main points of the report. The writing process should be structured and concise. After deciding on the proper order of how the body should be written, you should make sure to be consistent. For example, after deciding the order in which to write the body, you write the first paragraph and then the second, until you reach the end. You should never jump from one point to another. Always remember the purpose and the outline of the report. After determining the proper order, continue to follow it consistently throughout the report. If you are having trouble following the outline of the report, refer to it or ask someone to assist you (Silveiro, 2018).
The writing process should also be concise. When you are creating the body, remember that you should always make sure that it is concise, and you do not need to repeat yourself. Do not include too many details that could be found in another place. However, you should not be repetitive in the sense that you need to re-write your introduction more than twice. You should read your report from start to finish before completing it. In order to read the report correctly, you should not just read what is written on the report itself, but rather you should read it from start to finish. This will help you understand and properly grasp the concept that is being expressed. Write about the information that you have gathered with the research you have done and the information you have found with the correct vocabulary. In other words, you should make sure that the information that you are presenting is clearly understandable and that the information that you are presenting is what you have gathered and what you have found. You should write the introduction last. You should write the conclusion first. Your introduction should start with an initial statement of your thesis. Your thesis is the main concept that you are trying to present in your report. Your thesis should be the same as the main idea of your report. Your conclusion should tie your introduction and body together and show your readers the main idea of your report. An executive summary is a short summary of a business report. It is typically included as the very first section in a business report. It is typically just one or two paragraphs and provides a useful way of conveying complex information in a digestible format. An executive summary is often used in a business report to summarize the report’s findings and provide the reader with an easy-to-understand summary (Katz, 2018).
Katz, J. A. (2018). The business plan: reports of its death have been greatly exaggerated. In Annals of Entrepreneurship Education and Pedagogy–2018. Edward Elgar Publishing.
Silveiro, H. F. S. (2018). BusinessExtract: Automatically Extracting Information from Business Reports (Doctoral dissertation, Universidade de Coimbra).
Business reports need to first think about what the audience of your report is. For example, are you writing for your staff, your supervisor, a client, or a potential buyer? Knowing who you are writing to will help you choose the appropriate formatting. This will also help you in proofing and editing your report. As you learn the process for writing, it will become second nature. The key to this process is to make it easy for the audience to absorb information. Remember that the audience will first see what the speaker says, not what you are saying. Therefore, you need to work to connect with your audience. Below is a list of the five writing tips that you will include in your session. Identify which tips pertain to you as the report writer (Monks et al., 2019).
Use the active voice rather than the passive voice. This may sound simplistic, but by using active voice, the writer can focus on who is doing the action and not what is being done. This will help you write an easy-to-read report. Also, keep in mind that if the audience does not know who is doing the action, they will be confused about the information being presented. Start every paragraph with a topic sentence. These sentences should be the hook for the paragraph. This will direct the audience’s attention to the most important ideas in the paragraph. A good topic sentence will begin with a verb or an adverb. Use a clear sentence structure and grammar. Your final copy should be free of run-on sentences and other sloppy sentences that look like they were typed in a hurry. Make sure that the language is easy to understand. Use specific details. The audience may not remember the specifics of what you said, but they will remember what you said. Therefore, choose the details that will keep your report memorable. Keep your sentences simple and to the point. Don’t try to explain things in long sentences. This may make it difficult for the audience to follow what you are writing. Use the right number of words per sentence. The right number of words can be anywhere, depending on the report (Du Toit, 2017).
Du Toit, E. (2017). The readability of integrated reports. Meditari Accountancy Research.
Monks, T., Currie, C. S., Onggo, B. S., Robinson, S., Kunc, M., & Taylor, S. J. (2019). Strengthening the reporting of empirical simulation studies: Introducing the STRESS guidelines. Journal of Simulation, 13(1), 55-67.
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