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How to write an annual report: 4 tips for getting started.
Connecting with shareholders, investors , and the public is key to growing your small business. Your annual report communicates the strength of your business, so your current shareholders can feel confident knowing how your business operates. It’s also a chance to build new relationships with investors and clients by showcasing your management, financial performance, company mission, and goals.
Learning to write strong annual reports is important for delivering required year-end documents, but it can also help you forge personal connections. Explore the essential components of the annual report, as well as strategies for adding a creative touch that sets your business apart.
- An annual report communicates your business affairs to stakeholders and the public
- It typically includes mission goals, financial position, structure, and strategies
- Depending on the size of your business, you may be legally required to provide an annual report
- A good annual report can also be used as a marketing tool
- Aim to create an annual report that’s clear, honest, and engaging
What this article covers:
What Is an Annual Report?
What to include in an annual report, how do you write a good annual report, why is an annual report important.
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To write an annual report, the business operations and the financial position are listed, summarized, and recorded. The annual report is a financial document businesses provide to shareholders, potential investors, and analysts. It is the best source of information about the business performance and financial well-being of a business.
Publicly traded companies are required to file annual reports to the Securities and Exchange Commission. However, small businesses and non-profit organizations also prepare yearly reports to connect with customers and provide information about yearly operations, past performance, and future goals.
The annual report is an integral part of corporate reporting. Since the annual reports are based on specific legal requirements , the items included in the report vary.
Most annual reports provide a fundamental overview of the business over the past year. The sections typically included in an annual report are an opening letter from the chairman, a business profile, an analysis by management, and financial data.
Annual reports usually start with an introduction and a letter from the company’s chairman, primary owner, or CEO to the shareholders providing a snapshot of the significant developments in the past financial year, company initiatives, and a brief summary of the financials. Key elements included in this section are the challenges that the business faced, its successes, and insight into the growth of the company.
A table of contents follows the section.
This section includes the vision and mission statement of the company, details of directors, officers, and registered and corporate office, investor profile, the products or services that are the main source of revenue for the business, competitor profile, and risk factors of the business.
Management Discussion and Analysis
The section provides an overview of the business performance over the past three years and discusses profit margins, sales, and income
If the business has launched a new product or service or there are drastic shifts in sales and marketing efforts, this section should include them. The other topics of discussion include new hires, business acquisitions, and other information that the management thinks would benefit the stakeholders.
The financial statements are the most important part of the annual report that allows current and future investors, shareholders, employees, and other business stakeholders to determine how well the company has performed in the past, its ability to pay off its debts , its cash flow, and its plans for growth. The statements that are included are:
- Balance sheet
- Cash flow statement
- Income statement
- Statement to shareholders
These statements show whether the company has made a profit or loss in the past year, how much earnings it has retained, and the proportion of revenues to operational expenses the previous year. Apart from the financial statements, information about the market price of shares of the company and the dividends paid have to be provided.
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Other elements included in the year-end report are:
- Notes to accounts with details about the accounting policies
- Comments by auditors on the financials of the company.
- Disclaimers about forecasted income and expenses
- Stories, infographics, and photographs
Annual reports are important elements of a brand’s transparency and accountability. However, rather than writing a ponderous document that only a few can understand, businesses are creating annual reports that speak to a broad group of people.
These reports communicate the values and goals of the company’s mission and brand. Producing a highly visual and narrative-driven interactive annual report can help businesses connect with shareholders, investors, and customers. Aim to include visual elements throughout the entire report to keep the document engaging.
Determine the Key Message
Annual reports are a perfect opportunity to highlight your accomplishments and the impact of these accomplishments. The investors and employees want to know what you did and why you did it. By connecting your business activities and your accomplishments to the final goals and mission statement, businesses can build trust and foster long-lasting connections.
Finalize Structure and Content
One of the most difficult parts of writing an annual report is deciding what to include and leave out. It’s important to map out the report’s content and structure.
Apart from the basic elements such as the introduction, chairman’s letter, business profile, and financial statement, the annual report should have a storyline that defines the report’s overall structure and shapes the content around a narrative thread. This makes identifying and cutting out information that does not actively move the story forward easier.
Use clear, precise, and unambiguous writing. Maintain a professional and unbiased position throughout the document. The content of the annual report should be transparent and honest. Don’t inflate accomplishments or disguise the losses that you faced.
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Use Compelling Design
A well-designed, engaging, professional report can be used as a marketing tool by a business. Ideally, readers should be able to scan through the document and get the relevant information they need. Here are some pointers for a good annual report design:
- Use headings and subheadings
- Devote space to photographs, infographics, and other compelling visual elements
- Keep the text short and simple
- Use a bold and complimentary color scheme and layout techniques that are in sync with your brand
- Emphasize key areas with colored text boxes, quotes, and captions
Plan in Advance
Creating an annual report is a long-term process that requires an organized system for recording and tracking data, media clipping, photographs, and a list of business achievements. While a number of companies create the annual reports in-house, others may hire a design firm to compile, proofread and finalize the document.
Ready to create a clear and compelling digital annual report? FreshBooks’ reports feature lets you explore report templates, performance tools, and accounting details so you can write your reports in-house. Try it free to begin your annual report today.
Both public and private companies use annual reports to provide important business and financial information to customers, investors, employees, and the media. Here are some reasons why writing annual reports is necessary for businesses:
- Provides an opportunity to highlight a company’s key achievements, expectations for the coming year, and overall goals and objectives
- Gives information on the company’s financial position
- Introduce you’re the key members of the business to stakeholders and the general public
- Tells shareholders and employees the company’s strategy for growth in the coming year
- Useful as a decision-making tool for managers
The annual reports keep your critical business information up to date. A failure by public companies to update the investors and the state might result in late fees or even the dissolution of your company.
Writing an annual report is essential for communicating your business position to shareholders, investors, and the public. Depending on the size of your company, you may also be legally required to produce annual reports for the Securities and Exchange Commission.
Your annual report should include four main components: the chairman’s letter, a profile of your business, an analysis of your management strategies, and your financial statements. Adding creative elements like graphic design and a narrative can also help your annual report double as a marketing tool. Learning to create a strong annual report is essential for guiding management decisions in your company and connecting to those who support and grow your business.
FAQs on How to Write an Annual Report
How do you write an annual report for a small business.
Writing the annual report for a small business follows a similar process as writing for a large company – you should include a chairman’s letter, business profile, management analysis, and financial statements. However, since you’re writing for a smaller business, you also have more flexibility to be creative. You can tailor your report to shareholders or make it a public-oriented document that you can use to market your small business.
Who Prepares the Annual Report?
Companies may have their own in-house writing and design team, or they may choose to hire an outside firm to prepare their report. Teams usually include accounting, writing, and graphic design professionals.
Which Things Should be Avoided while Writing a Report?
Avoid leaving your annual report to the last minute, trying to mask challenges your business has faced, or overloading the report with details and jargon. The aim is to be clear in your communication – be upfront about both your successes and losses, and write with accessible language that’s understandable to all your readers.
What are the 5 Basic Structures of a Report?
A good report can be structured in a simple 5-part setup to showcase your company’s performance. These sections are:
3. Comments and disclaimers
You’ll start with a brief overview, then provide the body of information. Comments and disclaimers should explain any claims or facts, then summarize your information in the conclusion and cite any external references.
What are the 4 components of an annual report?
There are 4 key components to include when writing an annual report:
1. Chairman’s letter
2. Business profile
3. Management analysis
4. Financial statements
You can also include creative elements like stories, infographics, and photographs to make your report more visually engaging to your target audience.
Kristen Slavin, CPA
About the author
Kristen Slavin is a CPA specializing in accounting, bookkeeping, and tax services for small businesses. In addition to her 16 years experience in the accounting field, she also holds a Master’s Degree in Business Administration. In her spare time, Kristen enjoys camping, hiking, and road tripping with her husband and two children. In 2022 Kristen celebrated opening her own firm; K10 Accounting. Learn more about her services: www.k10accounting.com
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What Is an Annual Report?
Understanding annual reports, special considerations, mutual fund annual reports, the bottom line.
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Annual Report Explained: How to Read and Write Them
Adam Hayes, Ph.D., CFA, is a financial writer with 15+ years Wall Street experience as a derivatives trader. Besides his extensive derivative trading expertise, Adam is an expert in economics and behavioral finance. Adam received his master's in economics from The New School for Social Research and his Ph.D. from the University of Wisconsin-Madison in sociology. He is a CFA charterholder as well as holding FINRA Series 7, 55 & 63 licenses. He currently researches and teaches economic sociology and the social studies of finance at the Hebrew University in Jerusalem.
An annual report is a document that public corporations must provide annually to shareholders that describes their operations and financial conditions. The front part of the report often contains an impressive combination of graphics, photos, and an accompanying narrative, all of which chronicle the company's activities over the past year and may also make forecasts about the future of the company. The back part of the report contains detailed financial and operational information.
- An annual report is a corporate document disseminated to shareholders that spells out the company's financial condition and operations over the previous year.
- It was not until legislation was enacted after the stock market crash of 1929 that the annual report became a regular component of corporate financial reporting.
- Registered mutual funds must also distribute a full annual report to their shareholders each year.
Investopedia / Jake Shi
Annual reports became a regulatory requirement for public companies following the stock market crash of 1929 when lawmakers mandated standardized corporate financial reporting. The intent of the required annual report is to provide public disclosure of a company's operating and financial activities over the past year. The report is typically issued to shareholders and other stakeholders who use it to evaluate the firm's financial performance and to make investment decisions.
Typically, an annual report will contain the following sections:
- General corporate information
- Operating and financial highlights
- Letter to the shareholders from the CEO
- Narrative text, graphics, and photos
- Management's discussion and analysis (MD&A)
- Financial statements, including the balance sheet, income statement, and cash flow statement
- Notes to the financial statements
- Auditor's report
- Summary of financial data
- Accounting policies
Current and prospective investors, employees, creditors, analysts, and any other interested party will analyze a company using its annual report.
In the U.S., a more detailed version of the annual report is referred to as Form 10-K and is submitted to the U.S. Securities and Exchange Commission (SEC). Companies may submit their annual reports electronically through the SEC's EDGAR database . Reporting companies must send annual reports to their shareholders when they hold annual meetings to elect directors. Under the proxy rules, reporting companies are required to post their proxy materials, including their annual reports, on their company websites.
The annual report contains key information on a company's financial position that can be used to measure:
- A company's ability to pay its debts as they come due
- Whether a company made a profit or loss in its previous fiscal year
- A company's growth over a number of years
- How much of earnings are retained by a company to grow its operations
- The proportion of operational expenses to revenue generated
The annual report also determines whether the information conforms to the generally accepted accounting principles (GAAP). This confirmation will be highlighted as an " unqualified opinion " in the auditor's report section.
Fundamental analysts also attempt to understand a company's future direction by analyzing the details provided in its annual report.
In the case of mutual funds, the annual report is a required document that is made available to a fund's shareholders on a fiscal-year basis. It discloses certain aspects of a mutual fund's operations and financial condition. In contrast to corporate annual reports, mutual fund annual reports are best described as "plain vanilla" in terms of their presentation.
A mutual fund annual report, along with a fund's prospectus and statement of additional information, is a source of multi-year fund data and performance, which is made available to fund shareholders as well as to prospective fund investors. Unfortunately, most of the information is quantitative rather than qualitative, which addresses the mandatory accounting disclosures required of mutual funds.
All mutual funds that are registered with the SEC are required to send a full report to all shareholders every year. The report shows how well the fund fared over the fiscal year. Information that can be found in the annual report includes:
- Table, chart, or graph of holdings by category (e.g., type of security, industry sector, geographic region, credit quality, or maturity)
- Audited financial statements, including a complete or summary (top 50) list of holdings
- Condensed financial statements
- Table showing the fund’s returns for one-, five- and 10-year periods
- Management’s discussion of fund performance
- Management information about directors and officers, such as name, age, and tenure
- Remuneration or compensation paid to directors, officers, and others
How Do You Write an Annual Report?
An annual report has a few sections and steps that must convey a certain amount of information, much of which is legally required for public companies. Most public companies hire auditing companies to write their annual reports. An annual report begins with a letter to the shareholders, then a brief description of the business and industry. Following that, the report should include the audited financial statements: balance sheet, income statement, and statement of cash flows. The last part will typically be notes to the financial statements, explaining certain facts and figures.
Is an Annual Report the Same As a 10-K Filing?
In general, an annual report is similar to the 10-K filing in that both report on the company's performance for the year. Both are considered to be the last financial filing of the year and summarize how the company did for that period. Annual reports are much more visually friendly. They are designed well and contain images and graphics. The 10-K filing only reports numbers and other qualitative information without any design elements or additional flair.
What Is a 10-Q Filing?
A 10-Q filing is a form that is filed with the Securities and Exchange Commission (SEC) that reports the quarterly earnings of a company. Most public companies have to file a 10-Q with the SEC to report their financial position for the quarter.
Public companies must produce annual reports to show their current financial conditions and operations. Annual reports can be used to examine a company's financial position and, possibly, understand what direction it will move in the future. These reports function differently for mutual funds; in this case, they are made available each fiscal year and are typically simpler.
U.S. Securities and Exchange Commission. " Speech By SEC Commissioner: Remarks Before the Securities Traders Association ."
U.S. Securities and Exchange Commission. " Annual Report ."
U.S. Securities and Exchange Commission. " How to Read a 10-K/10-Q ."
U.S. Securities and Exchange Commission. " Final Rule: Shareholder Reports and Quarterly Portfolio Disclosure of Registered Management Investment Companies ."
U.S. Securities and Exchange Commission. " Mutual Funds - The Next 75 Years ."
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