Business reports are usually written to inform, and the audience for the report can be any combination of internal, external, or both and/or technical, non-technical, or both. Therefore, knowing your audience and outlining information carefully is critical to the success of your report.
Structure your document logically with a purpose statement, executive summary, body, action steps, and appendices as appropriate.
Steps
Develop an outline for your report. This could include the Title, Introduction, Procedure, Findings, Conclusions, Recommendations, Appendices.
Develop a paragraph for each section with a strong opening and closing sentence. These paragraphs will be the structure for your report and discuss each section.
People like things in series of "three concepts." For example:
"There were three primary reasons why the union chose to strike: the benefits package did not meet their stated requirements in the offer letter, the union leadership did not effectively communicate our offer, and there was significant strife between the negotiators."
In subsequent paragraphs, explain each of the three points in the introductory paragraph.Write each section of the report.
Check for grammar or spelling. Have someone else read through the report to see if it makes sense.
If the report is meant to persuade someone, make sure you have a call to action in the report.
Tips and Tactics
Simplify, simplify simplify. Avoid phrases such as "in order to" when "to" will work.
Make it as short as possible. People are very pressed for time and they don't have a lot of time to read what you have written. Short sentences, even bulleted lists of points you want to make, are preferred over long, convoluted sentences that go on and on and on... you get the idea. Try breaking each sentence into about 20 words. If a sentence is too long, rewrite it to break it into two sentences. Keep the paragraphs short, too.
Write naturally. Write the way you would speak.
Write from the reader's perspective. Make sure you include all the appropriate background information your audience will need.
Be specific. Use statistics and percentages.
Include action items if needed.
Be concise and direct with your writing. It's a report, not a novel!
Use references where appropriate.
