Logo for M Libraries Publishing

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Learning Objectives

  • Discuss the main parts of a report.
  • Understand the different types of reports.
  • Write a basic report.

What Is a Report?

A cartoon of a woman pointing to a pie graph on an easel

Choose a type of report by its function, and display the information in a vivid way that is easily understood.

Pixabay – CC0 public domain.

Reports are documents designed to record and convey information to the reader. Reports are part of any business or organization; from credit reports to police reports, they serve to document specific information for specific audiences, goals, or functions. The type of report is often identified by its primary purpose or function, as in an accident report, a laboratory report, a sales report, or even a book report. Reports are often analytical, or involve the rational analysis of information. Sometimes they simply “report the facts” with no analysis at all, but still need to communicate the information in a clear and concise format. Other reports summarize past events, present current data, and forecast future trends. While a report may have conclusions, propositions, or even a call to action, the demonstration of the analysis is the primary function. A sales report, for example, is not designed to make an individual sale. It is, however, supposed to report sales to date, and may forecast future sales based on previous trends. This chapter is designed to introduce you to the basics of report writing.

Types of Reports

Reports come in all sizes, but are typically longer than a page and somewhat shorter than a book. The type of report depends on its function. The function of the report is its essential purpose, often indicated in the thesis or purpose statement. The function will also influence the types of visual content or visual aids, representing words, numbers, and their relationships to the central purpose in graphic, representational ways that are easy for the reader to understand. The function may also contribute to parameters like report length (page or word count) or word choice and readability. “Focusing on the content of your longer business documents is not only natural but necessary because doing so helps ensure complete, correct information” (Bovee, C., and Thill, J., 2010).

Reports vary by function, and they also vary by style and tradition. Within your organization, there may be employer-specific expectations that need to be addressed to meet audience expectations. This chapter discusses reports in general terms, focusing on common elements and points of distinction, but reference to similar documents where you work or additional examination of specific sample reports may serve you well as you prepare your own report.

Informational or Analytical Report?

There are two main categories for reports, regardless of their specific function or type. An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this type of “just the facts” report is a police accident report. The report will note the time, date, place, contributing factors like weather, and identification information for the drivers involved in an automobile accident. It does not establish fault or include judgmental statements. You should not see “Driver was falling down drunk” in a police accident report. Instead, you would see “Driver failed sobriety tests and breathalyzer test and was transported to the station for a blood sample.” The police officer is not a trained medical doctor and is therefore not licensed to make definitive diagnoses, but can collect and present relevant information that may contribute to that diagnosis.

The second type of report is called an analytical report. An analytical report presents information with a comprehensive analysis to solve problems, demonstrate relationships, or make recommendations. An example of this report may be a field report by a Center for Disease Control (CDC) physician from the site of an outbreak of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and to make recommendations on the treatment and quarantine of subjects.

Table 9.3 “Types of Reports and Their Functions” includes common reports that, depending on the audience needs, may be informational or analytical.

Table 9.3 Types of Reports and Their Functions

How Are Reports Organized?

Reports vary by size, format, and function. You need to be flexible and adjust to the needs of the audience while respecting customs and guidelines. Reports are typically organized around six key elements:

  • Whom the report is about and/or prepared for
  • What was done, what problems were addressed, and the results, including conclusions and/or recommendations
  • Where the subject studied occurred
  • When the subject studied occurred
  • Why the report was written (function), including under what authority, for what reason, or by whose request
  • How the subject operated, functioned, or was used

Pay attention to these essential elements when you consider your stakeholders, or those who have an interest in the report. That may include the person(s) the report is about, whom it is for, and the larger audience of the business, organization, or industry. Ask yourself who the key decision makers are who will read your report, who the experts or technicians will be, and how executives and workers may interpret your words and images. While there is no universal format for a report, there is a common order to the information. Each element supports the main purpose or function in its own way, playing an important role in the representation and transmission of information.

Table 9.4 Ten Common Elements of a Report

Here is a checklist for ensuring that a report fulfills its goals.

  • Report considers the audience’s needs
  • Format follows function of report
  • Format reflects institutional norms and expectations
  • Information is accurate, complete, and documented
  • Information is easy to read
  • Terms are clearly defined
  • Figures, tables, and art support written content
  • Figures, tables, and art are clear and correctly labeled
  • Figures, tables, and art are easily understood without text support
  • Words are easy to read (font, arrangement, organization)
  • Results are clear and concise
  • Recommendations are reasonable and well-supported
  • Report represents your best effort
  • Report speaks for itself without your clarification or explanation

Key Takeaway

Informational and analytical reports require organization and a clear purpose.

  • Find an annual report for a business you would like to learn more about. Review it with the previous reading in mind and provide examples. Share and compare with classmates.
  • Write a report on a trend in business that you’ve observed, and highlight at least the main finding. For example, from the rising cost of textbooks to the online approach to course content, textbooks are a significant issue for students. Draw from your experience as you bring together sources of information to illustrate a trend. Share and compare with classmates.

Bovee, C., & Thill, J. (2010). Business communication essentials: A skills-based approach to vital business English (4th ed.). Upper Saddle River, NJ: Prentice Hall.

Business Communication for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Cart

  • SUGGESTED TOPICS
  • The Magazine
  • Newsletters
  • Managing Yourself
  • Managing Teams
  • Work-life Balance
  • The Big Idea
  • Data & Visuals
  • Reading Lists
  • Case Selections
  • HBR Learning
  • Topic Feeds
  • Account Settings
  • Email Preferences

The Science of Strong Business Writing

  • Bill Birchard

what is report writing in business communication

Lessons from neurobiology

Brain scans are showing us in new detail exactly what entices readers. Scientists can see a group of midbrain neurons—the “reward circuit”—light up as people respond to everything from a simple metaphor to an unexpected story twist. The big takeaway? Whether you’re crafting an email to a colleague or an important report for the board, you can write in a way that delights readers on a primal level, releasing pleasure chemicals in their brains.

Bill Birchard is an author and writing coach who’s worked with many successful businesspeople. He’s drawn on that experience and his review of the scientific literature to identify eight features of satisfying writing: simplicity, specificity, surprise, stirring language, seductiveness, smart ideas, social content, and storytelling. In this article, he shares tips for using those eight S’s to captivate readers and help your message stick.

Strong writing skills are essential for anyone in business. You need them to effectively communicate with colleagues, employees, and bosses and to sell any ideas, products, or services you’re offering.

what is report writing in business communication

  • Bill Birchard is a business author and book-writing coach. His Writing for Impact: 8 Secrets from Science That Will Fire Up Your Reader’s Brain will be published by HarperCollins Leadership in April 2023. His previous books include Merchants of Virtue, Stairway to Earth, Nature’s Keepers, Counting What Counts, and others. For more writing tactics, see his website .  

Partner Center

Library homepage

  • school Campus Bookshelves
  • menu_book Bookshelves
  • perm_media Learning Objects
  • login Login
  • how_to_reg Request Instructor Account
  • hub Instructor Commons
  • Download Page (PDF)
  • Download Full Book (PDF)
  • Periodic Table
  • Physics Constants
  • Scientific Calculator
  • Reference & Cite
  • Tools expand_more
  • Readability

selected template will load here

This action is not available.

Business LibreTexts

6.11: Introduction to Business Reports

  • Last updated
  • Save as PDF
  • Page ID 46167

What you’ll learn to do: Discuss the different types of reports and their purposes

Employees in most organizations create and use reports; however, it’s important to remember that the business report is a markedly different document than a report created in an academic setting.

Illustration of a person holding a printed report. The report has lines representing text alongside a pie chart.

Reports are a key communication tool in business; they effectively share and retain information and decisions. Reports are classified into two main types: informal reports and formal reports. Both of those classifications are further broken down by type of information. This module describes these report structures and types. In this module, you’ll learn the following:

  • Which type of report to use and when
  • What sections may be found in each type of report
  • How to format reports

A report that is laid out well facilitates the reader’s understanding of its content. With a clear function and purpose, a well-formatted report establishes the credibility and professional abilities of the report’s creator.

Contributors and Attributions

  • Introduction to Business Reports. Authored by : Susan Kendall. Provided by : Lumen Learning. License : CC BY: Attribution
  • Financial Report. Authored by : mohamed_hassan. Provided by : Pixabay. Located at : https://pixabay.com/en/accounting-report-financial-3076855/ . License : CC0: No Rights Reserved

Logo for Seneca Polytechnic Pressbooks System

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

8.1 Organizing and Formatting Business Reports

Before we begin to investigate the different types and aspect of developing a business report, let’s take a quick overview of the business report.

Organization

Much like correspondence, you may choose between the direct and indirect methods to structure your reports. The direct method is used when you have a receptive audience; whereas, the indirect method is used when you must persuade your audience. Whichever you decide to use will depend on the context, audience, and your purpose. Pay attention to these essential considerations when thinking of your stakeholders. Stakeholders may include the person(s) the report is about, whom it is for, who has an interest in the matter, and the organization overall. Ask yourself who the key decision makers are, who the experts will be, and how your words and images may be interpreted.

Reports vary by size, format, and function. You need to be flexible and adjust your report to the needs of the audience and to your purpose as there are several types of reports, including, for example, proposals, recommendations, problem-solving, and progress. Reports are typically organized around six key elements:

  • Who the report is about and/or prepared for
  • What was done, what problems were addressed, and the results, including conclusions and/or recommendations
  • Where the subject is situated
  • When the situation occurred
  • Why the report was written (function), including under what authority, for what reason, or by whose request
  • How the subject operated, functioned, or was used

When you write, your goal is not only to complete an assignment but also to write for a specific purpose—perhaps to inform, to explain, to persuade, or a combination of these purposes. Your purpose for writing should always be in the back of your mind, because it will help you decide which pieces of information belong together and how you will order them. In other words, choose the order that will most effectively fit your purpose and support your main point.

Table 8.1.1: Order and Purpose  shows the connection between order and purpose.

While there is no universal way for a report to be developed, conventions relating to the organization of the detail has evolved over time and is recognized in all business contexts, whether you are creating a direct or indirect document.  See Table 8.1.2 for an overview of three basic document structures. The functions of each section of the document is described below in Table 8.1.3.

Table 8.1.2 Basic Report Structures

Knowledge Check

The Outline

When you write, you need to organize your ideas in an order that makes sense. Order refers to your choice of what to present first, second, third, and so on in your writing. The order you pick closely relates to your purpose for writing that particular assignment. You may want to group your supporting ideas effectively to convince readers that your point of view on an issue is well reasoned and worthy of belief. In longer reports, you may organize different sections in different ways so that your purpose stands out clearly and all parts of the report work together to consistently develop your main point

Before writing any report, it is important to map out your ideas in an outline. An outline is a written plan that serves as a skeleton for the paragraphs and document sections you write. Later, when you draft paragraphs in the next stage of the writing process, you will add support to create “flesh” and “muscle” for your report.  The outline is an essential tool in discovering the overall progression of ideas and planning your research and visual aids.  The video, Creating an Outline (2014) describes the outline making process.

When creating outlines, writers generally go through three stages: a scratch outline , an informal or topic outline , and a formal topic or sentence outline: 

  • Scratch outline: The scratch outline is generated by taking information from your free-writing process and organizing it into a structure that is easy for you to understand and follow
  • Informal outline:  An informal outline goes a step further and adds topic sentences, a purpose statement, and some preliminary information you have found through research.
  • Formal outline: A formal outline is a detailed guide that shows how all your supporting ideas relate to each other. It helps you distinguish between ideas that are of equal importance and ones that are of lesser importance.

There are two types of formal outlines: the topic outline and the sentence outline . You format both types of formal outlines in the same way.

  • Place your introduction and purpose statement at the beginning, under Roman numeral I.
  • Use Roman numerals (II, III, IV, V, etc.) to identify main points that develop the purpose statement.
  • Use capital letters (A, B, C, D, etc.) to divide your main points into parts.
  • Use Arabic numerals (1, 2, 3, 4, 5, etc.) if you need to subdivide any As, Bs, or Cs into smaller parts.
  • End with the final Roman numeral expressing your idea for your conclusion.

Here is what the skeleton of a traditional formal outline looks like. The indention helps clarify how the ideas are related.

Introduction → Purpose statement

Main point 1 → becomes the topic sentence of body paragraph 1

Main point 2 → becomes the topic sentence of section 2 [same use of subpoints as with Main point 1]

  • Supporting detail

Main point 3 → becomes the topic sentence of section 3[same use of subpoints as with Main points 1 & 2]

Constructing Informal or Topic Outlines

An informal topic outline is the same as a sentence outline except you use words or phrases instead of complete sentences. Words and phrases keep the outline short and easier to comprehend. All the headings, however, must be written in parallel structure.

Step 1:  Create a purpose statement for your report

To plan your business report, you will begin by writing a draft purpose statement.  A purpose statement is a concise presentation of the key idea you will develop in your report. It is the focal point for the development of ideas in your report.  Write the purpose statement at the top of your outline.  You can revise this later as your research and writing evolves.

The rest of your outline will include the main topics and sub-points you will develop in each paragraph or section of the report.

Step 2: Identify the main ideas that relate to your purpose statement

Based on the reading and research you have already done, list the main topics that you plan to discuss in your report.  Consider carefully the most logical order, and how each point supports your purpose statement. These topics will become main ideas that will be developed.

Step 3: Identify the supporting points and evidence for each topic

Each topic  will be supported by supporting points and evidence that you have compiled from other sources. Each piece of information from another source must be cited, whether you have quoted directly, paraphrased, or summarized the information.

Step 4: Create your outline

Outlines are usually created using a structure that clearly indicates topics and supporting points.  In the example below, main ideas are numbered, while the supporting ideas are indented one level and labelled with letters.  Each level of supporting detail is indented further.

Here is the informal topic outline that Mariah constructed for the report she is developing and that has been partially adapted for this text. Her purpose is to inform, and her audience is a general audience of her fellow college students. Notice how Mariah begins with her purpose statement. She then arranges her main points and supporting details in outline form using short phrases in parallel grammatical structure.

  • Purpose statement: This report offers an overview of the available choices in digital technologies along with their specifications.
  • Electronic downloads
  • Storage in memory for hundreds of books
  • E-book readers from booksellers
  • E-book readers from electronics and computer companies
  • Incompatible features from one brand to the next
  • Borrowing and sharing e-books
  • Compact digital cameras
  • Single lens reflex cameras, or SLRs
  • Cameras that combine the best features of both
  • The confusing “megapixel wars”
  • The zoom lens battle
  • 1080p vs. 768p
  • Plasma screens vs. LCDs
  • Home media centres
  • How to choose wisely

Outlines at Work

Word processing programs generally have an automatic numbering feature that can be used to prepare outlines. This feature automatically sets indents and lets you use the tab key to arrange information just as you would in an outline. Although in business this style might be acceptable, in college or university your instructor might have different requirements. Teach yourself how to customize the levels of outline numbering in your word processing program to fit your writing context.

Business documents are typically created using conventional formats that are recognized in professional contexts. For example, letters have a familiar look because of the standard components that are used to format such documents. These formats serve to signal the level of formality and the purpose of the documents. They also help to create a degree of standardization in the documentation that circulates within and outside of organizations. Formats also inform readers on how to read the documents. When you create a document in the workplace, it is expected that you will use formats and styles customarily used within the organization.

The chapter entitled Correspondence Formats includes information on netiquette, texting, and the formatting of email, memos, and letters. The next section of this text discuss the different types of business reports and their typical usage and contents. In this chapter, we will discuss their various formats—that is, how they are prepared to conform to workplace conventions. Included in our overview are:

  • Short reports
  • Long reports
  • Slide reports

Infographics

Short reports.

Informal reports, also known as short reports, are routine documents of two to 10 pages or so in length that focus on one specific topic–such as a recommendation, brief proposal, or progress. Such reports can be formatted either as memos or email reports for internal purposes. They can also be formatted as letter reports when conveyed outside the organization. An email report consists of a report that is composed inside the email message box. Both memo and letter reports are usually attached to transmittal email messages for rapid electronic delivery.  The video, Guidelines for Writing Short Business Reports (2019), will help with the strategies of writing short reports.

what is report writing in business communication

In addition, the informal report can be informational or analytical in nature.  The informational report contains non-sensitive, routine information, often presented in a prescribed format such as a fill-in-the-blank form.  For this reason, the sections of an informational report include the introduction, findings, and conclusion.  In contrast, the short analytical report seeks to answer questions about specific problems with the aim of solving those problems.  How can we use social media more effectively? Should we close or open a new plant? How can customer service be improved? Therefore, the short analytical report not only includes an introduction, findings, and conclusion, but also recommendations.

Table 8.1.3  Informational and Analytical Short Report Sections

what is report writing in business communication

Informal Report Types and Functions

The video above provides a general overview of the short report.  In your professional life, you will find that there are many different types of short reports to respond to the many different activities, duties, and responsibilities in business organizations.  Table 8.1.4 below provides an overview of numerous types of short reports and their functions.

Table 8.1.4 Types and Function of Informal Reports (Smith, n.d.)

what is report writing in business communication

You will find more detailed information about writing proposals, progress and recommendation reports in the next chapters. Each of these reports can be written as short or long reports. You can view examples of several types of short reports, including conference, progress, summary, and recommendation reports, by visiting Venecia Williams’ Chapter 12: Report Writing Situations in  The Fundamentals of Business Communication. 

Formal Reports

Formal reports, also known as long reports, are documents that consist of about five or more pages in length. These reports not only offer a detailed discussion of research findings but are also used to make complex decisions within business contexts. Examples of these reports include audit, proposal, recommendation, problem-solving, feasibility, and compliance reports.  Such documents can be circulated inside or outside an organization, with the transmittal document being formatted as a memo or letter to signal the document’s internal or external destination.  The following video, Writing Long Reports (2019), provides and comprehensive overview of the long report.

Since formal reports are lengthy documents, they are accompanied by additional components consisting of the front and back matter that serve to aid the reader in understanding the document and locating information. The components of a formal report are listed below in Table 8.1.4 . You will notice that the report format consists of three sections: the front matter, with the cover page, table of contents, and executive summary; the report, with the introduction, background, details, and conclusion/recommendations; and the back matter, consisting of the references and the appendix/appendices.

For information on how to create and paginate the front and back matter and how to format the contents to achieve optimum readability, please refer to A Guide to Writing Formal Business Reports (Potter, 2021).

Table 8.1.4 Components of a Formal Report (partially adapted from Cruthers, 2020)

Knowledge check

Slide Reports

Slide reports are visual documents created using PowerPoint or other slide deck software and are a genre of slide documents (or slidedocs). Nancy Duarte, a leader in presentation skills education and author of Slidedocs (2016), coined the term after noticing how PowerPoint was being used to create documents other than presentation slide decks. In business, slide documents have been used for the following types of documents: annual reports, guides, instructions, tutorials, and report previews or summaries (Potter, 2020).  In the video below, Nancy Duarte provides some tips on designing slide decks.

Slide reports are full reports meant to be read and not presented. As such, these documents include a title page, table of contents and list of tables and figures, a glossary (if needed), section or chapter guides, a list of references, and appendices (if required). While they offer full-text development of ideas, they bridge genres by resembling presentations in the ample use of visual content to amplify ideas, set context and atmosphere, and support and clarify ideas.  These are typically visually engaging documents, with content developed in “bite-sized” segments for quick reading on the go. See the example in Figure 8.1.1. , which illustrates various page design options as suggested by Duarte (2016).

what is report writing in business communication

Figure 8.1.1 Page design samples for slide reports (Duarte, 2016).

Characteristics of Slide Report Design

  • Headings, subheadings
  • Enhanced appearance through the use of color and font styles
  • Generous use of purposeful visual aids and visual information
  • Full paragraph development using short paragraphs
  • Information chunking into short sections
  • One idea per slide (recommended)
  • Parallel listing for items in a series
  • Pull quotes to highlight key points
  • Section guides for longer reports
  • Section overviews set below headings

See Figure 8.1.2 for an example of a slide report page. Unlike a slide presentation, this sample page contains a considerable amount of text–which indicates that the report is not meant for presenting, but for reading. Notice how a large amount of text has been rendered readable through the use of a column format using short paragraphs. Notice also how a meaningful chart is integrated using colour that aligns with the slide design element. In addition, note how the page guide is included at the bottom of the slide; it helps the reader become quickly oriented as to the topic under discussion.

what is report writing in business communication

Figure 8.1.2 Sample page from a slide report by Brian Solis (2015).

To view another example of a slide report created for an annual report, see the Payments Canada 2020 Annual Report (Payments Canada, 2021).

Infographics are reports that look like posters. They are created with digital templates or slide deck software to report information using visual narratives or stories. Infographics combine visual elements like icons, graphs, images, and/or charts, along with concise text, to promote an idea or to convey information in an engaging way. Software, such as PowerPoint, Adobe Spark, or Canva can be used to create infographics.

If you are seeking one specific type of format for infographics, you will be disappointed. Here, you can let your creative side flourish as you customize backgrounds, fonts, and formats to suit your subject and purpose. Some software, like Canva, offers free and premium ready-made templates that you can adapt to your own content. The key is to have done your research, mapped or sketched out your ideas, and planned the visuals you will be using to support them. Once you have done this, go into the software and design your document using a variety of background, font, and chart options.

When creating an infographic choose a template that aligns with your content. For example, if you are showing data related to geographic areas, choose a map template; if you are making a comparison, choose a two-column format.

Below are links to three examples of infographics. Note the sparse use of text, which offers only key information, and relevant images to highlight key ideas.

Infographic example with data and map: Direct Marketing in Canada: Agriculture (Statistics Canada 2017).

Map infographic example: An Overview of Canada’s Forest Sector (Statistics Canada, 2018).

Text-based infographic example: From Email To Bots: The Future of Customer Communication (D’Adamo, 2017).

Seneca College offers many resources for learning about infographics. You might want to consider completing the Seneca Sandbox’s Creating Infographics tutorial or signing up for a webinar to learn more about how to create effective infographics.

A Checklist for Effective Reports

Here is a checklist for ensuring that a report fulfills its goals:

  • Report considers the audience’s needs
  • Form follows function of report
  • Format reflects institutional norms and expectations
  • Information is accurate, complete, and documented
  • Information is easy to read
  • Terms are clearly defined
  • Figures, tables, and art support written content and so are purposeful
  • Figures, tables, and art are clear and correctly labelled
  • Figures, tables, and art are easily understood without text support
  • Words are easy to read (font, arrangement, organization)
  • Results are clear and concise
  • Recommendations are reasonable and well-supported
  • Report represents your best effort
  • Report speaks for itself without your clarification or explanation

Bovee, C., Thill, J., & Scribner, J. (2016). Business communication essentials  (4th ed.). Toronto, ON: Pearson Canada Inc. Retrieved from http://www.pearsoncanada.ca/highered/product-showcase/new-solutions-for-core-foundations-from-pearson-canada/business-communication-essentials-fourth-canadian-edition-4e

Canva. [Sample Infographic Templates]. (n.d.).  https://www.canva.com/

Cruthers, A. (2020). Organizing reports. Business writing for everyone. https://kpu.pressbooks.pub/businesswriting/chapter/organizing-reports/

D’Adamo. A. (2017, October 11). Infographic: From email to bots: the future of customer communication. Stella Rising. https://www.stellarising.com/blog/infographic-from-email-to-bots-digital-marketing-trends-in-2017-wmi

Duarte, N. (2016). Slidedocs. https://www.duarte.com/slidedocs/

GreggLearning. (2019). Guidelines to writing short business reports [Video]. Youtube. Retrieved from https://www.youtube.com/watch?v=TW-1aan4nFs

Guffey, M., Loewry, D., Rhodes, K., Rogin, P. (2016). Business communication: Process and product (5th ed.). Toronto, ON: Nelson Education. Retrieved from http://www.cengage.com/cgi-wadsworth/course_products_wp.pl?fid=M20b&product_isbn_issn=9780176531393&template=NELSON

Horkof, T.  (2021). Outlining. Writing for success: 1st H5P Edition. CC 4.0. OER. BCcampus.   https://opentextbc.ca/writingforsuccessh5p/chapter/outlining/

Kwantlen Polytechnic University Learning Centres.  (2018). Creating an Outline. University 101.  https://pressbooks.bccampus.ca/studystrategizesucceed/chapter/create-an-outline/

Lumen (n.d.). Informal reports . Business communications skills for managers . Retrieved January 12, 2020 from https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/informal-reports/

Meyer, C. (2017). Communicating for results (4th ed.). Don Mills, ON: Oxford University Press. Retrieved from https://oup-arc.com/access/meyer-4e-student-resources#tag_case-studies

Potable water use in Canada. (2019, June 11). Statistics Canada. https://www150.statcan.gc.ca/n1/pub/11-627-m/11-627-m2019022-eng.htm

Payments Canada. (2021). 2020 Annual report. Annual reports . https://www.payments.ca/about-us/annual-reports

Potter, R.L. (2020). Slide reports. Robin L. Potter: Artwork and Writing. robinlpotter.com/writing

Potter, R. L. (n.d., 2017, 2021). A guide to writing formal business reports: Content, style, format. Original document by University of Victoria (n.d.). Engineering work term report guide: A guide to content, style and format requirements for University of Victoria engineering students writing co-op work term reports. (Updated by Suzan Last, October, 2017 and adapted by Robin L. Potter (2021). OER.

Seneca Libraries. (n.d.). Library & information technician: Create websites and infographics. Seneca College. https://library.senecacollege.ca/lit/websites_infographics

Seneca Libraries. (n.d.). Writing and Communicating Technical Information: Home. Seneca College. https://library.senecacollege.ca/technical

Seneca Sandbox. (n.d.). Creating infographics. Seneca College. https://sites.google.com/view/creating-infographics/creating-infographics

Smith, J., Bartsiokas, T., & Hylton, T(n.d. ) Report Type and Function: Informal Report. Communication at work. https://kpu.pressbooks.pub/communicationsatwork/chapter/report-type-and-function-informal-report/

Solis, B. (2015, March 26). The connected consumer and the new decision-making cycle. SlideShare. https://www.slideshare.net/briansolis/the-connected-consumer-and-the-new-decisionmaking-cycle-46336230

Stanford Graduate School of Business. (2014). Nancy Duarte: How to create better visual presentations [Video file]. Retrieved from https://www.youtube.com/watch?v=so9EJoQJc-0

Statistics Canada. (2018, May 8). An Overview of Canada’s Forest Sector. Infographic. https://www150.statcan.gc.ca/n1/pub/11-627-m/11-627-m2018008-eng.htm

Statistics Canada. (2017). Direct Marketing in Canada: Agriculture. Infographic. https://www150.statcan.gc.ca/n1/pub/11-627-m/11-627-m2017015-eng.htm

Williams, V. (XX). Chapter 12: Report Writing Situations. In  The Fundamentals of Business Writing. https://pressbooks.bccampus.ca/businesswritingessentials/chapter/chapter-14-routine-report-writing-situations/

Communication Essentials for Business Copyright © 2019 by Suzan Last (Original Author) is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

Share This Book

Logo for Open Library Publishing Platform

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

4.1 Reports in Business Communication

What are reports.

The term report is broadly used in business parlance. Reports are documents that objectively and succinctly elaborate on a topic. They are prepared with evaluated facts to help address complex situations; thus they are typically used for business planning.

The Purpose of Business Reporting

Reports can be informational—where the purpose is to inform—or analytical—where the purpose is to persuade and give recommendations to readers. Reports can be formal or informal. Formal reports are written for a broad audience that includes a company’s external stakeholders. Informal reports are usually shorter and are written for an internal audience. The purpose of a business report is to provide critical information to business decision-makers so that they can make informed decisions.

Creating reports is a process of collecting and reviewing data from any specific area of the business where performance is measured and monitored. For example, reports are written to review finances, track sales, and review operations and policies.

Reports include conclusions and recommendations which can inform possible actions to be taken in light of the information provided. For example, reports can provide critical information on profits, growth, operations, and trends that managers can use in decision-making.

Since reports are retained, they provide audit trails of business activities and promote transparency, for they can be referenced if the need arises.

Writing and Critical Thinking Skills for BUSN732 Students Copyright © by Sylvia Vrh-Zoldos and Lillian Mak is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

Share This Book

GCFGlobal Logo

  • Get started with computers
  • Learn Microsoft Office
  • Apply for a job
  • Improve my work skills
  • Design nice-looking docs
  • Getting Started
  • Smartphones & Tablets
  • Typing Tutorial
  • Online Learning
  • Basic Internet Skills
  • Online Safety
  • Social Media
  • Zoom Basics
  • Google Docs
  • Google Sheets
  • Career Planning
  • Resume Writing
  • Cover Letters
  • Job Search and Networking
  • Business Communication
  • Entrepreneurship 101
  • Careers without College
  • Job Hunt for Today
  • 3D Printing
  • Freelancing 101
  • Personal Finance
  • Sharing Economy
  • Decision-Making
  • Graphic Design
  • Photography
  • Image Editing
  • Learning WordPress
  • Language Learning
  • Critical Thinking
  • For Educators
  • Translations
  • Staff Picks
  • English expand_more expand_less

Business Communication  - Business Writing Essentials

Business communication  -, business writing essentials, business communication business writing essentials.

GCFLearnFree Logo

Business Communication: Business Writing Essentials

Lesson 6: business writing essentials.

/en/business-communication/overcoming-phone-anxiety/content/

Business writing essentials

what is report writing in business communication

At some point in your professional life, you may need to write something. It’s nothing to be intimidated by, though!

Business writing is any written communication used in a professional setting, including emails , memos , and reports . It’s direct, clear, and designed to be read quickly. With time and practice, you too can become an effective business writer.

Watch the video below to learn some tips for business writing.

The basics of business writing

Good business writing shares crucial information and keeps the concerns of the audience in mind. So before you write anything, ask yourself these two questions:

What do I need to say?

Who is my audience?

Your answers will influence what and how you write, so take a moment to understand exactly why you’re writing. If you can’t clearly answer these questions, you’ll probably have trouble communicating effectively.

Most business writing needs a call to action , which is information that instructs and encourages a response. Let your readers know what they should do, where to go, and so on. Provide your contact information (such as your phone number or email address) in case anyone has questions. Essentially, make sure everyone knows what their next move should be, like in the following example.

what is report writing in business communication

Writing craft

Get to the point quickly. Do you need to tell your employees about a change in work schedules or an update to company policy? Tell them what they should know upfront, and don’t leave them guessing.

Make every sentence as short and clear as possible. Simplify your word choices, as you shouldn’t use complex words when simple ones will do. Also, cut any rambling thoughts. A company-wide memo about a health insurance change is not the best place to mention your recent fishing trip. In short, always omit needless words .

Although you’re in a professional setting, remember to speak to others how you would like to be spoken to. Consider using a brief greeting or conclusion, especially if you’re sharing unpleasant news, and remember that saying please and thank you goes a long way. And whenever you’re in doubt as to whether something is appropriate to write, don’t include it.

Aim to keep your paragraphs brief, as they will add focus to your message while making it easier to scan and remember. The example below is an efficient read, thanks to short paragraphs, clear sentences, and a polite, professional tone.

what is report writing in business communication

Good writing comes out of revision , so read over your first draft and figure out what works and what doesn’t. Clarify sentences and organize the loose structure until everything flows in a logical order. Don’t be surprised if it takes a few revisions until your document is ready to go.

As part of your revision process, try reading your work aloud, which may reveal problems you may not have noticed before. You can also get someone you trust to provide feedback on your work. Hearing their perspective can lead to new insights and issues you never knew were there.

Proofreading is another key part of revision. After you use a spell checker, read over your work again and look for spelling and grammar errors the spell checker may have missed. Also take a moment to ensure the information you’re writing about is accurate and up to date. If you submit incorrect information or sloppy writing, you may not be taken seriously. Does the following example look professional?

what is report writing in business communication

Remember, you won’t master business writing overnight. Effective writing is a skill that takes a lot of time and practice to develop. But once you get comfortable with it, you’ll possess an incredibly valuable job skill.

previous

/en/business-communication/how-to-write-a-formal-business-letter/content/

Business Communication

What is Report on Business Communication?

What is Report. A report is a description of an event carried back to someone who was not present on the scene. It may be defined as an organized statement of facts related to a particular subject prepared after an investigation is made and presented to the interested persons. Report can be written or oral, but in most of the cases it is written.  Some definitions on report are quoted below What is business report, Definition of Report, Meaning of Report.-

What is Report

According to R. C. Sharma and Krishna Mohan , “A report is a formal communication written for a specific purpose that includes a description of procedures followed for collection and analysis of data, their significance, the conclusions drawn from them and the recommendations, if required.” Ober said, “A report is an orderly and objective presentation of information that assists in decision making and problem solving.” According to Betty and Kay , “A report is a written or oral message presenting information that will help a decision maker to solve a business problem.”

What is Report

The Objectives of Preparing Report

The prime objective of report is to provide information about any event or object or situation to the proper persons. It helps business people to take accurate and pragmatic decisions. The purposes of Report can be mentioned as below-

  • To carry business information to the concerned quarters
  • To analyze the data for interpretation
  • To help planning by providing factual information
  • To help decision making by providing necessary information and evidence
  • To reduce administrative cost by eliminating searching cost for information
  • To help establish effective control system through the information on employee performance
  • To help reduce and resole organizational disputes
  • To help to bring effective coordination between and among the departments
  • To help to bring dynamism in the organization by supplying latest information
  • To find out the reason behind a problem
  • To present the findings of investigation or inquiry
  • To recommend specific action to solve a problem

So, we find that report serves some important purposes. In fact it aims to provide every support to business people through providing necessary factual information.

Elements of a Business Report

The elements of a report vary depending on the organization or structure of the report and there are various styles of organizing a report. Normally reports are organized in three ways-

What is Report

  • Letter Form : If the materials of a report are short, brief and informal, they can be arranged as a form of business letter. The main parts of a letter report are heading or title, date, address, salutation, the body, complimentary close and signature. It is usually written in the first person I or We.
  • Memorandum Form : A simple way of presenting report is a memorandum form as it maintains less formality. The date of the report is mentioned at the top. It is followed by the name of the person to whom the report is addressed, the name of the writer and the subject of the report. Next follows the actual text and the conclusion. Like the letter form, the text of the report here is also divided into paragraphs with headings and sub heading. There are more information about What is Speech Communication? Characteristics of a Good Speech .

2 thoughts on “What is Report on Business Communication?”

Hi What’s up, I check your new stuff regularly. Your humoristic style is witty, keep up the good work! grazie

Awsome, the informations here are solid.

Leave a Comment Cancel reply

Logo for British Columbia/Yukon Open Authoring Platform

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Chapter 2: The Writing Process

Venecia Williams

Learning Objectives

  • Identify the three stages of writing
  • Explain the importance of having a clear purpose
  • Explore how to analyze your audience
  • Evaluate the strengths and weaknesses of different communication channels

To write successfully, you need to pre-write, think, research, plan, organize, draft, revise, rethink, analyze and brainstorm. Why is it important to think of writing as more than just the act of physically writing out words? Because often when people say that they’re “bad at writing,” they actually just need to make a few adjustments to just one of the phases of the writing process. The more you understand your writing process, the more control you have over it.

The writing process is made up of three main parts as illustrated in Figure 2.1.

what is report writing in business communication

Pre-writing: In the prewriting stage, you might read an assignment prompt, research, make an outline, sketch some ideas, brainstorm, doodle, jot down notes or even just think about your writing topic.

Writing: In the writing or drafting stage, you write down words. Your writing task will determine how you write. Some people write long or important documents by composing them in a notebook and then typing out the final product. Some write in one long paragraph and then break it up in the revision stage.

Revision: After you’ve finished writing, it’s time to rethink your piece. Many students think that revising is just making grammatical changes, but it’s a lot more than that. Expert writers often spend most of their composition time on revision. They may rethink their strategy, try a new outline, show their work to a colleague to get feedback, read their work out loud to see where it sounds choppy or simply put the work away for a few hours so that they can come back to it with a fresh perspective.

It’s important to note that your writing process won’t be a straight line. Expert writers switch between different modes. For example, you might realize that you need more research and go back to the pre-writing process. You might revise and write as you go. You might show a draft to a colleague or friend and decide to reorganize the entire work based on their feedback. Sometimes, this back-and-forth feels frustrating to new writers, but it’s a normal part of the writing process.

Here are some ideas to switch up your writing process if you’re getting stuck. They can be used both in school and in the workplace.

Ways To Switch Up Your Writing Process

Pre-Writing

  • Read the assignment prompt, then quickly write down 5 things you’ll need to do to be successful in the assignment. Using this list and the assignment prompt, create a timeline for finishing the assignment. For example, if you’re being graded on using primary and secondary research, you’ll want to make time to research, analyze your sources and add your citations.
  • Go for a walk (or do some exercise) and think about your writing task. Sometimes moving your body helps you do brainstorming.
  • Create an outline for your work.
  • Use brainstorming (mind mapping, bubble maps, etc).
  • Try illustrating your project visually. Connect ideas and thoughts with lines.
  • Read a similar document to get ideas.
  • Talk about your writing task with a friend.
  • Turn off the screen of your computer and try writing your document. This will help you get your thoughts down without worrying about editing.
  • Use the voice recorder in your phone to record yourself describing what you want to write about as if to a friend.
  • Try free-writing. Write the phrase “What I want my reader to know is…” or “The most surprising thing about my research is…” Then, set a timer for 5 minutes and write about this topic. Don’t stop writing. Ignore all grammar and spelling errors. See how much you can write.
  • Schedule a time each day to write and put it in your calendar.
  • Try the Pomodoro Technique , where you work intensely for 25 minutes then take a 5-minute break.
  • Read your work out loud. The ear is a better editor than the eye.
  • Leave your work overnight so that you can come back to it with fresh eyes.
  • Describe your work to a trusted friend or family member and encourage them to ask you questions.
  • Compare your work to the assignment prompt or rubric. Read a criteria/rubric point then go to your work and underline where in the work you met the criteria.
  • If your writing uses sources, print your work out and highlight every time you use a source. If your writing has no highlighted parts, you might want to add sources. If your writing is mostly highlighted, you might want to do more analysis of the sources.

The Writing Process In the Workplace

Students are often surprised to learn how much time professional writers devote to pre-writing and editing. In fact, a study conducted by a Toronto consulting firm found that writers in the workplace spend 40% of their time pre-writing or planning, 30% of their time revising and only 20% of their time writing [1] . In contrast, some studies have found that students only spend 3-5% of their composition time revising.

In the workplace, you will vary your writing process depending on several factors, including:

  • The importance of the writing task
  • Your deadline
  • The deliverable
  • Your own writing process
  • The culture of your workplace
  • How much collaboration is required

A Note on Collaboration

Much of the writing that you’ll be doing in the workplace will involve collaborating with others. To do so effectively, you will have to respect other people’s writing processes and listen carefully to your collaborators. Different cultures also have different collaboration practices. For example, if your project impacts Indigenous People, you would want to involve many different people from the impacted community, especially Elders. If you’re not Indigenous, you might begin the project by taking time to listen, ask questions, and build trust. When done well, collaboration will make your work stronger. This quote from settler scholar Sophie McCall shows that collaboration doesn’t just have to be about ensuring that everyone agrees:

“ Collaboration does not have to aim for a seamless platform of agreement; indeed, collaboration can embrace differences and acknowledge conflict. We came to think of our process as one of working across differences of experience, profession, background and interest .” – Sophie McCall on working with Metis artist Gabrielle L’Hirondelle (as quoted in Elements of Indigenous Style: A Guide for Writing by And About Indigenous Peoples by Gregory Younging)

Planning Your Message

Sometimes, new communicators will want to start the writing process by deciding what product they want to create. For example, they might want to create an Instagram account to promote the company. If you don’t analyze your context, audience, message and purpose, you could end up choosing the wrong product. Preparation for the writing process involves purpose, research and investigation, reading and analyzing, and adaptation.

To prepare effectively, you should undertake the following steps.

1. Determine the Message’s Purpose

While you may be free to create documents that represent yourself or your organization, your employer will often have direct input into their purpose. All acts of communication have general and specific purposes, and the degree to which you can identify these purposes will influence how effective your writing is. General purposes involve the overall goal of the communication interaction: to inform, persuade, entertain, facilitate interaction, or motivate a reader. The general purpose influences the presentation and expectation for feedback. In an informative message, the most common type of writing in business, you will need to cover several predictable elements:

  • Why (optional)

Some elements may receive more attention than others, and they do not necessarily have to be addressed in the order you see here. Depending on the nature of your project, as a writer, you will have a degree of input over how you organize them. Note that the last item, Why , is designated as optional. This is because business writing sometimes needs to report facts and data objectively, without making any interpretation or pointing to any cause-effect relationship. In other business situations, of course, identifying why something happened or why a certain decision is advantageous will be the essence of the communication. In addition to its general purpose (e.g., to inform, persuade, entertain, or motivate), every piece of writing also has at least one specific purpose, which is the intended outcome; the result that will happen once your written communication has been read.

2. Analyze your Audience

The audience of any piece of writing is the intended or potential reader or readers. This should be the most important  consideration in planning, writing, and reviewing a document. You “adapt” your writing to meet the needs, interests, and background of the readers who will be reading your writing. The principle seems absurdly simple and obvious. It’s much the same as telling someone, “Talk so the person in front of you can understand what you’re saying.” Do we need a course in that? Doesn’t seem like it. But, in fact, lack of audience analysis and adaptation is one of the root causes of most of the problems you find in business documents.

Audiences, regardless of category, must also be analyzed in terms of characteristics such as the following:

  • Background knowledge, experience, and training: One of your most important concerns is just how much knowledge, experience, or training you can expect in your readers. Often, business communicators are asked to be clear, but what’s clear to you might not be clear to someone else. For example, imagine that you’re a software developer who’s developing an app for a client. Unfortunately, your code had a number of bugs, which put you behind schedule. If you give a highly technical explanation of why the bugs occurred, you will likely confuse your client. If you simply say “we ran into some bugs,” your client might not be satisfied with the explanation. Your job would be to figure out how much technical knowledge your audience has, then find a way to communicate the problem clearly.
  • Needs and interests: To plan your document, you need to know what your audience is going to expect from that document. Imagine how readers will want to use your document and what will they demand from it. For example, imagine you are writing a manual on how to use a new smartphone. What are your readers going to expect to find in it? Will they expect it to be in print or will they look for the information online? Would they rather watch a series of Youtube videos?
  • Different cultures: If you write for an international audience, be aware that formats for indicating time and dates, monetary amounts, and numerical amounts vary across the globe. Also, be aware that humour and figurative language (as in “ hit a home run ”) are not likely to be understood outside of your own culture.
  • Other demographic characteristics: There are many other characteristics about your readers that  might have an influence on how you should design and write your document, for example, age groups, type of residence, area of residence, gender, political preferences, and so on.

In the workplace, communicators analyze their audience in a number of ways. If your audience is specific (for example, if you’re writing a report to a particular person), you may draw on past experience, ask a colleague, Google the person or even contact them to ask how they would best like the information. If you’re communicating to a large group, you might use analytics, do user testing or run a focus group. Unless your project is important, you may not have time to undertake sophisticated audience analysis. In this case, you should follow the most important maxim of workplace communication: don’t waste people’s time . In general, clear, plain language that is clearly arranged will please most audiences. We’ll talk more about Plain Language in the next chapter.

3. Adapt Your Message

Let’s say you’ve analyzed your audience until you know them better than you know yourself. What good is it? How do you use this information? You can use this information to determine how much information to include or omit from your document, and whether or not it is appropriate to use technical language. For example, if your readers are specialists, you do not need to add as much background information as you would for a non-technical audience. Audience analysis also determines your level of formality. If you are writing to a colleague in another branch, you will probably use a different level of formality compared to when writing a proposal to a potential client.

Analyzing your audience also helps you to determine your primary and secondary audience. Your primary audience is your intended audience; it is the person or people you have in mind when you decide to communicate something. When analyzing your audience you must also be aware of your secondary audience . These are other people you could reasonably expect to come in contact with your message. For example, you might send an email to a customer, who, in this case, is your primary audience, and copy your boss, who would be your secondary audience. If you are responding to the customer’s complaint and your boss is copied on the message, you might include some background information if you boss is not familiar with the situation.

4. Choose Your Medium/Product

Purpose is closely associated with channel. We need to consider the purpose when choosing a channel. From source to receiver, message to channel, feedback to context, environment, and interference, all eight components play a role in the dynamic process. While writing often focuses on an understanding of the receiver (as we’ve discussed) and defining the purpose of the message, the channel—or the “how” in the communication process—deserves special mention.

When is it appropriate to send an instant message or text message versus a conventional email? What is the difference between a letter and a memo? Between a report and a proposal? Writing itself is the communication medium, but each of these specific channels has its own strengths, weaknesses, and understood expectations that are summarized in Figure 2.2.

Figure 2.2 |  Communication Channels

Our discussion of communication channels would not be complete without mentioning the issues of privacy and security in electronic communications. Many companies monitor their employees’ electronic communications or Internet use. When you call and leave a voice message for a friend or colleague at work, do you know where your message is stored? It is always wise to consider that any time you send an IM, text, or e-mail or leave a voice message, your message is stored on more than one server, and it can be forwarded to persons other than the intended receiver or can be stored for later retrieval by people for whom your message was not initially intended. Are you ready for your message to be broadcast to the world? Do your words represent you and your business in a positive light? By choosing the correct channel for a message, you can save yourself many headaches and increase the likelihood that your writing will be read, understood, and acted upon in the manner you intended.

In terms of writing preparation, you should review any electronic communication before you send it. Spelling and grammatical errors will negatively impact your credibility. With written documents, we often take time and care to get it right the first time, but the speed of instant messaging, text messaging, or emailing often deletes this important review cycle of written works. Just because the document you prepare in a text message is only one sentence long doesn’t mean it can’t be misunderstood or expose you to liability. Take time when preparing your written messages, regardless of their intended presentation, and review your work before you click “send.”

The writing process involves pre-writing, writing and reviewing. When planning your message, it is important to determine the purpose of your message and think about the needs of your audience. Once you have a good understanding of your audience, think about how to create a message to fit that audience’s needs. Finally, choose the most effective channel for your document and be sure to consider the possible ramifications of what you have written before you send it.

End of Chapter Activities

2a. thinking about the content.

What are your key takeaways from this chapter? What is something you have learned or something you would like to add from your experience?

2b. Discussion Questions

Discussion Questions

  • How much time do you send on prewriting, writing and revising your work?
  • Make a list of the written communication that you read, skim, or produce in one day.
  • Which communication channel do you most use and why?

2c. Applying chapter concepts to a situation

Choosing the right channel

Anita is in the final year of her post-graduate degree program and needs to make a decision about her internship. For the last year, she has been working in a cafe in her neighbourhood. She hopes that she will be able to do her internship at the cafe. Recently the shift supervisor quit and moved to another city, and the cafe owner told Anita that she would be perfect for the position because of her great work ethic.

Anita meets with her internship supervisor to discuss her plans. Her supervisor is unwilling to sign off on her internship at the cafe because even though it would be a supervisory position, it would not be in her field. He suggests that she finds another job for her internship. Anita is disappointed. She will have to quit her current job and start the job search process again.

She needs to let her manager know that she will not be able to accept the supervisor position, and it is very likely that she will have to quit. Her manager prefers to communicate through text messages, but Anita wonders if a text message would be appropriate in this situation. She learned about choosing the correct medium in her business communication class.

Which medium should Anita choose to convey this message and why?

2d. Summary Writing

Watch this TED Talk on How to Have Better Conversations . Write a summary and evaluate how the speaker presented her topic. What do you think of her topic?

Attribution

This chapter contains content from  Business Communication For Everyone (c) 2019 by Arley Cruthers and is licensed under a  Creative Commons-Attribution-NonCommercial-ShareAlike 4.0 International license,  Introduction to Professional Communications  is (c) 2018 by Melissa Ashman and is licensed under a Creative Commons-Attribution-NonCommercial-ShareAlike 4.0 International license and Business Communication for Success  which is adapted from a work produced and distributed under a Creative Commons license (CC BY-NC-SA) in 2010 by a publisher who has requested that they and the original author not receive attribution. This adapted edition is produced by the  University of Minnesota Libraries Publishing  through the  eLearning Support Initiative .

  • https://www.mdctraining.com/ ↵

Chapter 2: The Writing Process by Venecia Williams is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Share This Book

Geektonight

What is Report Writing? Parts, Types, Structure, Process

  • Post last modified: 4 June 2023
  • Reading time: 30 mins read
  • Post category: Business Communication

What is Report Writing?

Report writing is a formal style of presenting objective facts and information. There can be various types of reports, such as academic reports, science reports, business reports, technical reports, and news reports. A report can be verbal or written. However, a written report is more formal than a verbal report.

What is Report Writing

Table of Content

  • 1 What is Report Writing?
  • 2 Report Writing Definition
  • 3 Report Writing Advantage
  • 4.1 Introduction
  • 4.2 Background
  • 4.3 Findings
  • 4.4 Conclusions
  • 4.5 Recommendations
  • 5.1 Informational reports
  • 5.2 Analytical reports
  • 5.3 News reports
  • 6.2 Remaining details
  • 6.3 Informational news report
  • 6.4 Analytical news report
  • 6.5 Additional details
  • 6.6 Concluding sentence
  • 7.1 Identify
  • 7.2 Research
  • 7.3 Organise
  • 8 Feasibility Reports
  • 9.1 Cover letter
  • 9.2 Executive summary
  • 9.3 Proposal
  • 9.4 Pricing information
  • 9.5 Terms and conditions

Report Writing Definition

Report writing is the process of organizing and presenting information in a clear, concise, and objective manner for a specific audience. It involves gathering data, analyzing it, and presenting it in a format that is easy to understand and relevant to the topic at hand. – The University of Wisconsin Writing Center

Report writing is the art of communicating information that has been acquired through research or investigation in a formal, structured manner. It involves synthesizing information, drawing conclusions, and making recommendations based on the findings. – The American Management Association

Report writing is the process of creating a document that provides information, analysis, and recommendations on a particular topic or issue. It requires the ability to organize and present data in a logical and meaningful way, as well as to convey complex ideas in a clear and concise manner. – The International Business Communication Standards (IBCS)

Report Writing Advantage

A written report also provides the following advantages:

  • A written report presents a formal record of a transaction, which is not possible in a verbal report.
  • A written report conveys a message without any distortion. On the other hand, a message can be easily misrepresented in a verbal report.
  • A written report is more convenient for lengthy and distant communication.
  • A written report requires a reader to think before responding to a message.
  • Facts, figures and statistical data can be better represented graphically in a written report.

However, writing a report is not as easy as drafting a formal e-mail. A report is a brief, precise document. It is written for a specific audience with some specific objective. To write a report, you need to first thoroughly understand the purpose of report writing, then research information from various sources, verify the validity of information, analyse information, and then present findings or results. These findings must be reported objectively without personal biases.

A well-written report must have an effective objective analysis. Based on the analysis, you can recommend possible courses of action for the future. However, it is up to the report reader to accept the recommendations.

Therefore, while report writing, you must pay attention to why you are writing the report and who has asked you to write the report. This will help you investigate the information appropriately.

Parts of a Report

Following are the main sections of a formal report :

Introduction

Conclusions, recommendations.

This section indicates the purpose of the report, who has ordered the report, how the data is collected, and whether any recommendations are provided. In addition, the introduction section may also provide information on who has written the report and the date on which it is submitted.

This section provides the background of a problem or a situation on which the report is written. In case the report is too lengthy, then instead of introduction, an executive summary should be written.

The purpose of an executive summary is to enable top executives and managers to get a quick snapshot of a long report without reading the entire report. Therefore, the executive summary comes before introduction. Of course, then there would be no background section.

This is the longest section of a report, which is written after the investigation is over. This section presents factual information without any interpretation or suggestions.

Each finding is summarised as a conclusion in this section. In the above sample report, there are four conclusions based on the summary of each paragraph in the findings section. These conclusions are listed numerically in the same order as the corresponding findings.

The final section provides a numbered list of recommendations, which are based on the list of the conclusion. Each recommendation uses the verb should. This is because the writer is simply giving suggestions and not making a decision. Therefore, the verb should is used instead of the verb will. However, there are exceptions:

  • To give a strong recommendation: Use the verb must. For example, ‘The team managers must ensure that the break hours are not shortened.’
  • To give a weak recommendation: Use the verb could. For example, ‘Having a coffee dispenser in the facility could boost the staff morale.’

Types of Reports

Reports exist in our academics and workplaces in so many forms that we may not even be aware of them. For example, a student submits a laboratory report to communicate the methods and results of scientific experiments conducted in a lab.

Academicians and business people use research reports to view scientific studies of an issue or a problem. Policy-makers read field study reports to read about the ground situation from branch offices and manufacturing plants. Similarly, there are progress reports, technical reports, functional reports, case studies, etc.

All these reports share the attributes, principles, and format of report writing, which are described above. These reports can be organised into three groups:

Informational reports

Analytical reports, news reports.

An informational report is used to objectively present information without any analysis. Examples of informational reports include the First Information Report (FIR), annual reports, monthly financial reports, or employee attrition reports. These reports only report the facts as they are.

For example, the police write an FIR to record details about a cognisable offence, such as personal details of the complainant/informant, place, date and time of occurrence, offence, description of the accused, witnesses, and complaint.

Similarly, a company presents an annual report to its shareholders to present details of its business activities and finances of the previous financial year. An informational report presents objective facts without analysing the reasons and conditions behind the reported situation.

For example, if someone wants to study information on a field trip, then he can ask for a site visit report. Similarly, if a manager wants to view the feedback of a training programme, then he can ask for the training feedback report from the trainer. If the head of a department wants to get an update on the different projects in his department, he can ask for progress reports from different project managers.

An analytical report evaluates a problem or an issue and presents the outcomes of analysis to explain the causes of the problem, demonstrate relationships, or make recommendations.

For example, a scientific or market research report studies a problem scientifically by developing a hypothesis, gathering data, analysing data, and presenting findings and conclusions.

Similarly, a feasibility analysis report studies a problem and predicts whether the current solution or alternatives will be practical or will produce the desired outcome. Whenever you need to make a critical decision, then an analytical report is prepared. These reports help the decision-maker(s) analyse the prevailing situation.

For example, a company wants to decide where to open a branch office in a particular area. In this situation, an analytical report can evaluate the details of the property, such as infrastructure, land cost, competitive stores, etc., and then recommend the best site from the available options.

If you are working as or aspire to be a journalist, then you may need to write a press report. A press report is a newsworthy article in a newspaper, magazine or website. It is different from the press release by companies. A press release is an official statement of a company on an important subject or event. A press release generally focuses on one particular subject, such as a milestone, a launch, an anniversary, etc.

On the other hand, a press report discusses the subject in detail. A press release is a marketing tool used by companies to keep the general public and the media updated about its newsworthy occasions. It helps build a company’s visibility in the minds of its customers and community at large.

A press release is generally prepared by a company’s marketing or Public Relations (PR) team, whereas a press report is written by an independent journalist. Therefore, a press report presents more objective information than a press release, which is a company’s promotional mouthpiece. Just like informational and analytical reports, a press report requires considerable research on a subject before it is written credibly.

The author must ask the 5 Ws and 1 H – who, what, where, why, when, and how. Questions arise in the following manner:

  • What happened?
  • Where did it happen?
  • When did it happen?
  • Who was involved?
  • Why did it happen?
  • How did it happen?

After finding the answers, he must note down all the relevant facts that must be mentioned in the news report. These facts can be organised into the following three groups:

  • Vital and interesting facts
  • Not vital but interesting facts
  • Not vital, not interesting, but related facts

By organising information into the above groups, the author will be able to include all the relevant facts into the news report. The facts must be specific. If there are gaps in the story and the related information is not available, then questions can be marked against them so that these can be researched further.

Next, the author must decide the type of news report he wants to write – informational or analytical. The former will provide objective and straightforward information, whereas the latter will also provide the author’s opinion on the subject.

After determining the type of news report to write, the author must create an outline or structure of the report. The most common structure is an inverted triangle, where the most important information is at the top.

A news report must provide the information that the readers want as soon as possible. If the news report is for a newspaper, then the most important news must be above the “fold”. The “fold” is the crease in the newspaper when it is folded in half. All the engaging stories are above the fold. Similarly, on a website, the most important information is at the top of the screen before one has to scroll down.

A news report must be written according to the audience. The author should ask the 5Ws with respect to the audience reaction, such as:

  • Who is the audience?
  • Where is the audience?
  • What does the audience want to read?
  • Why do they want to read it?
  • When will they read it?

Structure of News Report

Finally, the structure of a news report is as follows:

Remaining details

Informational news report, analytical news report, additional details, concluding sentence.

The leading sentence of a news report is the most important section. It should tell what the news report is all about, why it is important, and what information the rest of the news report provides.

These provide the basic information of what happened, where it happened, when it happened, who was involved, and why it was remarkable.

In this report, the remaining details provide more information about the newsworthy item.

In this report, the remaining details also provide the opinion of the author.

These details help the reader learn more about the newsworthy item, such as additional facts about the subject, contact information, or interview quotes. These details comprise transitional elements that help build the flow of information. In an analytical report, these can also include counter-arguments and their authors.

The news report should end with a concluding sentence, which repeats the leading statement or a statement mentioning future developments.

Report Writing Process

This process will ensure that your report is accurate, clear, comprehensive and credible.

Before writing a report, identify the following parameters:

  • Issue or problem : Identify the issue or problem to analyse.
  • Audience : Identify who the audience is. Find out their background information. Determine why they would want to read the report.
  • Purpose : Determine the purpose for which the report will be used.
  • Scope and limitations : Identify the scope of the report. Determine the limitations of report writing.
  • Expectations : Determine expectations regarding the format or structure of the report. Identify the models available for report writing. Determine whether there is a style guide and/or a marketing guide.

To research the facts or information for report writing:

  • Plan : Make a draft plan on how to analyse the problem and present the objective of the report.
  • Collect data: Collect information based on the purpose of the report.
  • Analyse : Finally, analyse and evaluate the collected information.

After gathering and analysing the required information, organise it as follows:

  • Main points : Identify the main points of the report. These main points should be supported by adequate evidence.
  • Additional information : Identify the supporting information that analyses and confirms the main points. This information should be placed in appendices.
  • Logical structure : Organise the entire information into a logical structure to help the readers easily navigate to the desired part of the report.
  • Write : After deciding the logical structure of the report, fill in the elements of the report, including executive summary, main body, introduction and conclusion.
  • Revise : Finally, verify if it is appropriate for the problem, audience, and purpose.

Feasibility Reports

A feasibility report is a written document that analyses the proposed solution and examines whether it is feasible considering various types of constraints such as financial, social, environmental, social, technical, and legal that can make it impossible for a solution to be opted.

Feasibility reports assess the practicality of following a particular course of action for a project. It advises whether it will be feasible to opt for a particular course of action or will this proposal or plan work? These are written internal reports that advise on consolidating departments or to organise a wellness programme for employees or to outsource company’s accounting or social media or to move the manufacturing unit to a new location.

Some companies hire a professional consultant to write feasibility reports in order to investigate a problem. These reports help in deciding whether to proceed or reject the proposed option.

  • Overview of the Project
  • Objectives of the Project
  • The Need for the Project
  • Overview of Existing Systems and Technologies
  • Scope of the Project
  • Deliverables
  • Financial Feasibility
  • Technical Feasibility
  • Resource and Time Feasibility
  • Risk Feasibility
  • Social/Legal Feasibility
  • Considerations

Proposal Writing

A business proposal is defined as a written document from a seller that offers a particular service or product to a prospective buyer. Business proposals are important in scenarios where a buyer might consider multiple prices in a transaction.

A good business proposal considers the buyer’s requirements and puts forth the seller’s proposal in a way that favours the seller’s products and services, and persuades the buyer about the offer. A business proposal is a critical document as it determines the difference between success and failure in a venture. Business proposals can be:

  • Solicited : These are requested by clients themselves or submitted in response to an advertisement published by the client. Solicited business proposals generally have a better chance of success since they are tailored to the requirements of the person receiving the proposal.
  • Unsolicited : These are submitted to potential clients even though they did not request for one. These are non-specific proposals and have no direct connection to the client’s requirements. Sellers use them to market a product or service to a prospective customer.

Because proposals are time-consuming, it is the best to start with available templates if possible. You will save a lot of time if you start with a proposal template that matches what you need and then customise it according to your requirements.

A business proposal includes various sections which are defined as follows:

Cover letter

Executive summary, pricing information, terms and conditions.

In the other article, you studied writing cover letters for a job application. A business proposal also needs a cover letter because a good cover letter will stimulate interest in the proposal. Make sure to highlight your positives and personalise them to the client to whom you are sending the business proposal.

This is where you give the client a ‘problem statement’ to help him identify the challenges and requirements in his business. This is because in order to persuade the client to do business with you, you first need to make sure that the client realises they have those needs. Then you briefly state how you will be able to help them meet those requirements.

The proposal is the part where you offer a detailed solution to the challenges and needs of the prospective client. This is the main reason for submitting a business proposal so it should be as detailed as possible, addressing all the needs of the client.

You should explain to the client all services that you can provide. You should tailor your list of services to suit the particular client’s needs but include other services that you may provide. Also include an estimated project schedule and time frame.

Most buyers consider the price of services before offering a contract. Thus, getting accurate pricing information is crucial. However, two points must be kept in mind. One it is important to be exact with the pricing and the second is to never negotiate below what you think the project is worth.

For smaller projects, a ‘fee summary’ will do the job. But a ‘fee schedule’ is needed for bigger projects, where payments need to be broken down to specific milestones.

It is in your interest to get legal counsel to review the proposal as this will cover your business against claims.

You Might Also Like

Read more about the article Organisational Communication

Organisational Communication

Communication styles, what is johari window model, causes of miscommunication, hofstede’s dimensions of cultural differences and benett’s stages of intercultural sensitivity.

Read more about the article Listening in Communication

Listening in Communication

Read more about the article What is Downward Communication? Advantages, Disadvantages

What is Downward Communication? Advantages, Disadvantages

Read more about the article What are Soft Skills? Types, Importance, How to Develop

What are Soft Skills? Types, Importance, How to Develop

Read more about the article Flow of Communication: Internal and External

Flow of Communication: Internal and External

What is digital communication website, social media, blogging as tool of communication, resume and covering letter.

Read more about the article Barriers To Business Communication

Barriers To Business Communication

Leave a reply cancel reply.

You must be logged in to post a comment.

World's Best Online Courses at One Place

We’ve spent the time in finding, so you can spend your time in learning

Digital Marketing

Personal growth.

what is report writing in business communication

Development

what is report writing in business communication

Module 6: Reports

Types of reports, learning outcomes.

  • Distinguish between informal and formal reports
  • Distinguish between informational and analytical reports

Informal versus Formal Reports

While there is no single difference between informal and formal reports, we can typically distinguish between the two based on their length and sections.

decorative image

Informal Reports

Informal reports tend to be shorter, although the quantity of pages or words is not defined. Think of informal reports as documents of under ten pages. An informal report usually has specific topics grouped in paragraphs, and these topics tend to have simple headings. Note that while informal reports often don’t have required headings, you can take inspiration from the headings required in formal reports.

Formal Reports

A formal report tends to be longer; although, again, the quantity of pages or words is not defined. It may start at ten pages and in some cases exceed one hundred pages. With a formal report, the topic of the report or the policy of the company it’s being written for determines which sections, labels, content, and purpose should be used as the basis for the report. These reports address complex topics that require substantial description of background, research on the topic, and evidence to support any proposed solutions. Both the data gathering and the summary of the topic generate length. To keep this abundance of information organized, the report requires formal headings and tight organization in order to help the reader stay on track.

Practice Question

Informational versus analytical reports.

Now that we’ve defined the difference between informal reports and formal reports, let’s dive in a little deeper. Informal reports and formal reports have two major categories: informational and analytical reports. It’s important to keep in mind that both informal and formal reports can fall into these categories (i.e., you can have an informal informational report or a formal informational report).

Informational Reports

An informational report provides a summary of information and data found on a particular topic. One such report is the expense report: this report is a set of information that is used to request allocation of funds. The format is strictly pre-determined and it is often completed at the end of a business trip.

Analytical Reports

The other category of report is an  analytical report . In this report type, information is researched and collected, then the report provides an analysis that leads to one or more recommendations. For example, consider a report that helps a company determine where to open a new store. The report might look at three properties with respect to road traffic, cost of the land, and adjoining stores, and then recommend the best site from the alternatives.

Contribute!

Improve this page Learn More

  • Informal and Formal Reports. Authored by : Susan Kendall. License : CC BY: Attribution
  • Ethics and Technical. Provided by : WikiBooks. Located at : http://en.wikibooks.org/wiki/Professional_and_Technical_Writing/Ethics#Legal_Issues_and_Communication . Project : Professional and Technical Writing. License : CC BY-SA: Attribution-ShareAlike
  • Financial analytics photo. Authored by : 6689062. Provided by : Pixabay. Located at : https://pixabay.com/en/financial-analytics-blur-business-2860753/ . License : CC0: No Rights Reserved

Footer Logo Lumen Waymaker

Clearinfo

20 Importance of Business Report In Business Communication

Table of Contents

Operating a business is no easy feat. Much like any other aspect of business, communication is essential. This is where report writing comes in and acts as a problem solver.

Below we have listed 20 importance of report writing in business communication that will help you to make the most out of it.  

What is a business report?

A business report is an organized form of information prepared for a specific group of an audience that contains detailed information on business scenarios.

Business reports are usually prepared to analyze business operations and provide crucial conclusions and recommendations to achieve the overall organization’s objectives.

Before writing a business report it is important to consider who the report is for and the purpose of the business report (the problem it is going to solve).

Significance of Report Writing in Business Communication

A business report is a document that helps track facts, figures and analytical information in an organized format. It aids in planning and decision-making for the managers. The significance of a business report is to inform the stakeholders about the flow of events and the direction of the company.

Business reports are key to effective communication across the board in a company. It leads to proper organization and tracking of all activities. In any large-scale organization, reports are crucial in ensuring all operations are functioning in accordance with the company’s goals. 

There are many types of business reports such as analytical reports, informational reports, research reports, etc. These reports help in easily identifying business operations and planning daily and future decisions. 

Importance of Business Report in Business Communication

Business-professional-creating-business-report

Business communication report writing is paramount to ensuring accountability and the long-term success of a company. Each type of report serves a purpose in its own department.

There are both long and short reports that help summarize past, current and future objectives.

Listed below are 20 importance of business reports

1) Evaluation

In a large-scale organization, it is necessary to operate as a cohesive unit. To successfully do this, the manager requires reports from different sectors to evaluate business activities.  

2) Decision Making

There are large pools of information spread across various sectors. Therefore a crucial importance of a business report is, that it supplies the executive with all the relevant information required. This information is used to make decisions and formulate strategies.

3) Analysis

Another main purpose of a business report is to help in maintaining statistics and patterns. They provide a reference point to the managers to help implement changes for tracking progress and future development.

4) Investigation

Business reports are also used to identify problems and shortcomings. For example, if a company has not performed well in one quarter, a report can be used to help it bounce back in the next one.

5) Development of Skill

The archive of reports builds an organization’s knowledge base. This information is used by managers and employees to develop their skills and carry out tasks effectively.  

6) Performance Tracker

A report is used to summarize the performance of employees and teams. It keeps track of goals and how much work is being done to meet them. Reports are also relied on for promotions and personnel changes.

7) Proper Control  

Business reports are used to ensure operations are going according to the company’s plans and goals. This is why report writing is important as it helps in easily identifying the areas that are performing well and ones which need more work.

8) Managerial Tool

Managers use reports to plan, motivate and control the workflow of their subordinates. The success of a business relies heavily on informed decisions. These decisions are made using essential information provided by regular business reports.

9) Neutral Representation of Facts

A business report documents facts and statistics in an unbiased format. This information is used to evaluate, investigate and make informed business decisions.

10) Keeping Permanent Record

Another prime importance of a good report is that they are the informational library of a company. They are used to keep archives of all events that happen during the lifespan of a business.

Purposes of Report Writing for the Organization

Report-writing-for-organization

11) Tracks Development Over Time

Another reason why reports are important is that they provide the means to track the history of growth, studying trends and project details. Over a period of time, reports collected are used to formulate new and improved strategies.

12) Provides an Audit Trail

Reports help build a paper trail of the company’s past activities. The data collected includes sales, plans, initiatives, annual budgets and meetings.

13) Duty to Stakeholders

A company has legal fiduciary obligations to its stakeholders and government agencies that oversee it. An annual report must be processed to give them a complete picture of the business and its activities. 

14) Coordination Among Various Levels of Management

A business has three levels of management – strategic, operative and coordinative. Reports help in reducing the administrative distance between these different levels of management.

15) Tackling Complex Situations

Complex problems may arise in any company. Managers use reports to understand and implement solutions to control such situations.

Importance of Report Writing for Students

Women-Student-drafting-business-report-in-office

16) Professional Advancement

A manager relies on a good report to make important decisions. The ability to write a good report can increase the chances of promotion and increase standing in the company.

17) Develops a Knowledge Base

The activities of a business are archived for future reference in the form of reports.  Another big reason why use business report is because these reports are a rich source of information for understanding the operations of the company and its products.

18) Informing Important Matters

A business report helps in informing both internal and external parties about important data and events. This information is used by them to plan and make decisions.

19) Easy Decision Process

A report only includes relevant information about a particular area of business. This narrowed-down information is used to make the most profitable and feasible plans. 

20) Skill Enhancement

Writing a report increases understanding of the operations of a business. It also helps in studying marketing trends, planning and making important decisions.  

Types of business reports and their importance for business

1) Market survey report – The market survey report provides detailed information on the target market set by the organization before launching its product and services in the region.

It contains information collected through consumer surveys related to, consumer preference, price consciousness, competitive analysis, etc. This type of report helps businesses identify the product market fit for their upcoming products and services.

Primary data collected through surveys help businesses identify the needs and want of the target market for aligning their marketing activities.

2) Informational report – Reports such as sales report, annual reports, and financial report that helps the organization to obtain crucial business information are called informational reports .

This type of report benefits businesses to analyze their performance and compare it with the benchmark set. The manager can take corrective action after accessing the report and rectifying the underperforming operations.

3) Analytical report – Reports such as employee appraisals, scientific reports, and accounting reports, which help businesses to make crucial business decisions are called analytical reports.

The purpose of the report is to help businesses analyze their current performance and provide feasible suggestions for improvements.

4) Progress report – Progress report is also defined as a status report which contains information related to ongoing projects and business activities.

The management can take up progress reports to analyze the progress of ongoing activities. Moreover, progress report also helps managers to evaluate employees’ performance within the organization.

5) Feasibility reports – This kind of report allow the business to decide whether it is feasible to go ahead with the current course of action or to come up with a new strategy for achieving business goals.

These reports are commonly used in the finance department where businesses look for cost and benefit analysis.

Related Reading: Types of Business Reports

Importance of Report Writing in Research  

A research report is a document that outlines facts, figures and data of a systematic investigation. It highlights important findings, recommendations and relevant details in the research process.

The importance of business report writing includes preparing factual and verifiable information. The information collected is used to understand market demands and how to meet them. Research reports usually include tables, graphs and statistics. 

A research report is the final step in the research process. All the data collected conveys a summary of the whole study to the interested persons. It helps in knowing the target audience, and objectives, understanding problems and creating surveys /questionnaires.   

The function of Report Writing  

In a business, the target goals and standards are defined well in advance. The prime characteristic of a business report is to ensure the employees are working in accordance with the company’s expectations. 

An equally important use of report writing is it helps in giving stakeholders a fair assessment of all business activities. The trajectory of a business can be known by looking at relevant reports. Business executives use this information to formulate strategies and assign tasks to employees to meet desired targets.

Managers use business reports to review the total activity and performances of individuals and teams. This helps them identify areas where business is booming and where it is underperforming. 

In any business, there are highs and lows. Reports serve as a way to document the entire journey of a business. They are structured pieces of information available to various levels of management. All activities relating to a business are managed based on incoming reports. 

Objectives of Report Writing

The prime objective of any business report is to convey information. The various kinds of business reports across different levels are used to document all activities and events.

Budgets, cash flow statements, funds, etc. are all formulated based on reports. It is the duty of business managers to go over business reports and ensure all goals are being met. 

A business report is used to assess the status quo of a company. It gives a factual review of all business operations to:

  • Shareholders

The prime purpose of a business report is also to measure how well the company is performing in the market and against its competitors. It serves as a guide to ensure all business activity is in accordance with the business plan.

Share Your Read Share this content

  • Opens in a new window

what is report writing in business communication

Aditya Soni

You might also like.

What is a Business Report: How To Write it? (Examples & Format)

What is a Business Report: How To Write it? (Examples & Format)

What is Report Writing: Format, Examples, Types & Process

What is Report Writing: Format, Examples, Types & Process

Advantages And Disadvantages of Business Reports

Advantages And Disadvantages of Business Reports

Leave a reply cancel reply.

Save my name, email, and website in this browser for the next time I comment.

  • Pre-Markets
  • U.S. Markets
  • Cryptocurrency
  • Futures & Commodities
  • Funds & ETFs
  • Health & Science
  • Real Estate
  • Transportation
  • Industrials

Small Business

Personal Finance

  • Financial Advisors
  • Options Action
  • Buffett Archive
  • Trader Talk
  • Cybersecurity
  • Social Media
  • CNBC Disruptor 50
  • White House
  • Equity and Opportunity
  • Business Day Shows
  • Entertainment Shows
  • Full Episodes
  • Latest Video
  • CEO Interviews
  • CNBC Documentaries
  • CNBC Podcasts
  • Digital Originals
  • Live TV Schedule
  • Trust Portfolio
  • Trade Alerts
  • Meeting Videos
  • Homestretch
  • Jim's Columns
  • Stock Screener
  • Market Forecast
  • Options Investing
  • Chart Investing

Credit Cards

Credit Monitoring

Help for Low Credit Scores

All Credit Cards

Find the Credit Card for You

Best Credit Cards

Best Rewards Credit Cards

Best Travel Credit Cards

Best 0% APR Credit Cards

Best Balance Transfer Credit Cards

Best Cash Back Credit Cards

Best Credit Card Welcome Bonuses

Best Credit Cards to Build Credit

Find the Best Personal Loan for You

Best Personal Loans

Best Debt Consolidation Loans

Best Loans to Refinance Credit Card Debt

Best Loans with Fast Funding

Best Small Personal Loans

Best Large Personal Loans

Best Personal Loans to Apply Online

Best Student Loan Refinance

All Banking

Find the Savings Account for You

Best High Yield Savings Accounts

Best Big Bank Savings Accounts

Best Big Bank Checking Accounts

Best No Fee Checking Accounts

No Overdraft Fee Checking Accounts

Best Checking Account Bonuses

Best Money Market Accounts

Best Credit Unions

All Mortgages

Best Mortgages

Best Mortgages for Small Down Payment

Best Mortgages for No Down Payment

Best Mortgages with No Origination Fee

Best Mortgages for Average Credit Score

Adjustable Rate Mortgages

Affording a Mortgage

All Insurance

Best Life Insurance

Best Homeowners Insurance

Best Renters Insurance

Best Car Insurance

Travel Insurance

All Credit Monitoring

Best Credit Monitoring Services

Best Identity Theft Protection

How to Boost Your Credit Score

Credit Repair Services

All Personal Finance

Best Budgeting Apps

Best Expense Tracker Apps

Best Money Transfer Apps

Best Resale Apps and Sites

Buy Now Pay Later (BNPL) Apps

Best Debt Relief

All Small Business

Best Small Business Savings Accounts

Best Small Business Checking Accounts

Best Credit Cards for Small Business

Best Small Business Loans

Best Tax Software for Small Business

Filing For Free

Best Tax Software

Best Tax Software for Small Businesses

Tax Refunds

Tax Brackets

Tax By State

Tax Payment Plans

All Help for Low Credit Scores

Best Credit Cards for Bad Credit

Best Personal Loans for Bad Credit

Best Debt Consolidation Loans for Bad Credit

Personal Loans if You Don't Have Credit

Best Credit Cards for Building Credit

Personal Loans for 580 Credit Score or Lower

Personal Loans for 670 Credit Score or Lower

Best Mortgages for Bad Credit

Best Hardship Loans

All Investing

Best IRA Accounts

Best Roth IRA Accounts

Best Investing Apps

Best Free Stock Trading Platforms

Best Robo-Advisors

Index Funds

Mutual Funds

HSBC posts record annual profit but misses estimates on China write-down, shares tumble 7%

thumbnail

  • HSBC pre-tax profit climbed about 78% to $30.3 billion in 2023 from a year earlier, but missed median estimates of $34.06 billion from analysts tracked by LSEG.
  • Chief Executive Noel Quinn also announced an additional share buyback of up to $2 billion to be completed by the bank's next quarterly report.

In this article

HSBC 's full-year 2023 pretax profit missed analysts' estimates on Wednesday, hit by impairment costs linked to the lender's stake in a Chinese bank, sinking its London-listed shares as much as 7%.

Europe's largest bank by assets saw its pre-tax profit climb about 78% to a record $30.3 billion in 2023 from a year ago, according to its statement released Wednesday during the mid-day trading break in Hong Kong. That missed median estimates of $34.06 billion from analysts tracked by LSEG.

Chief Executive Noel Quinn also announced an additional share buyback of up to $2 billion to be completed ahead of the bank's next quarterly earnings report. HSBC also said it would consider offering a special dividend of 21 cents per share in the first half of 2024 after it completes the sale of its Canada business.

With the highest full-year dividend per share since 2008 and three share buy-backs in 2023 totaling $7 billion, Quinn said the bank returned $19 billion to shareholders last year.

Quinn's remuneration doubled to $10.6 million in 2023 from $5.6 million the year before, boosted in part by variable long-term incentives since his appointment in 2020.

HSBC suffered a "valuation adjustment" of $3 billion on its 19% stake in China's Bank of Communications, Quinn said. In an interview with CNBC following the earnings release, he said this is "a technical accounting adjustment" and "not a reflection" on BoComm.

This write-down was among the items that plunged the bank's fourth-quarter pretax profit by 80% to $1 billion from a year earlier.

HSBC's Hong Kong shares reversed gains of about 1% after trading resumed, falling as much as 5%. The benchmark Hang Seng Index was up about 2%. Shares in London were down around 7% in early deals, set for their biggest one-day drop since 2020, according to Reuters.

Here are the other highlights of the bank's full year 2023 financial report card:

  • Revenue for 2023 increased by 30% to $66.1 billion, compared with the median LSEG forecast for about $66 billion.
  • Net interest margin, a measure of lending profitability, was 1.66% — compared with 1.48% in 2022.
  • Common equity tier 1 ratio — which measures the bank's capital in relation to its assets — was 14.8%, compared with 14.2% in 2022.
  • Basic earnings per share was $1.15, compared with the median LSEG forecast for $1.28 in 2023 and 75 cents for 2022.
  • Dividend per ordinary share was 61 cents — the highest since 2008 — compared with 32 cents in 2022.

Outlook 2024

HSBC, which has a second home in Hong Kong, said it was focusing on the fastest growing parts of Asia, a continent where the bank makes most of its profits.

In an earnings briefing to investors and analysts, the bank said it has completed the sale of its businesses in France, Oman, Greece and New Zealand, and was in the process of exiting Russia, Canada, Mauritius and Armenia.

HSBC CEO says it's 'still very confident' about China's economy

The bank flagged two key macroeconomic trends: declining interest rates as inflation ebbs — a development that could eat into its interest income; and a continued reconfiguration of global supply chains and trade.

"International expansion remains a core strategy for corporates and institutions seeking to develop and expand, especially the mid-market corporates that HSBC is very well-positioned to serve. Rather than de-globalizing, we are seeing the world re-globalize, as supply chains change and intraregional trade flows increase," Quinn said in the earnings statement.

The bank is targeting a mid-teens return on tangible equity for 2024, which was about 14.5% last year.

HSBC said it will be focusing on an expansion of non-interest income revenue sources via its wealth and transaction banking business. It is expecting banking non interest income of at least $41 billion in financial year 2024.

HSBC said it's cautious about the loan growth outlook for the first half of 2024 amid economic uncertainty, expecting a mid-single digit annual percentage growth over the medium to long term.

comscore

IMAGES

  1. Business Communication: How to Write a Powerful Business Report

    what is report writing in business communication

  2. Business Communication Report Writing Sample

    what is report writing in business communication

  3. 😍 Purpose of report writing in business communication. Writing a

    what is report writing in business communication

  4. 275542036 Business Communication and Report Writing Multiple Choice

    what is report writing in business communication

  5. Business Communication and Report Writing (MBA)

    what is report writing in business communication

  6. Written Communication Report

    what is report writing in business communication

VIDEO

  1. Business Report writing || BUSINESS COMMUNICATION || IN URDU

  2. Report Writing 1

  3. Last Minute Questions| Business Laws

  4. Introduction To Communication || 01772106560 ||Online Class #HMC #HMUC #ShakilSir #Lecture01

  5. Business communication and report writing [chapter Types Of Communication part 1]

  6. BUSINESS COMMUNICATION & REPORT WRITING| lecture 1

COMMENTS

  1. Business Communication Report Writing

    Report writing in business communication refers to the process of creating formal documents that convey information, analysis, findings, and recommendations to assist decision-making within an organization. These reports are typically structured, well-organized, and objective in nature.

  2. Business Communication: How to Write a Powerful Business Report

    Writing a Powerful Business Report Watch on The basics of a business report Business reports are always formal, objective, and heavily researched. Every fact must be clear and verifiable, regardless of whether the report focuses on a single situation or examines the overall performance of an entire company.

  3. What is Report Writing: Format, Examples, Types & Process

    Report writing refers to the process of creating a document that represents information in a clear and concise manner. Reports can be written for various purposes, such as providing updates on a project, analyzing data or presenting findings, or making recommendations.

  4. What is a Business Report: How To Write it? (Examples & Format)

    A business report is a document that provides detailed information on a specific aspect of a company's operations, such as financial results, sales trends, customer feedback, or employee performance. It is used for decision-making, tracking progress, and communicating with stakeholders.

  5. 9.4 Report

    Write a basic report. What Is a Report? Figure 9.6 Choose a type of report by its function, and display the information in a vivid way that is easily understood. Pixabay - CC0 public domain. Reports are documents designed to record and convey information to the reader.

  6. Chapter 11: Business Reports

    Reports are documents designed to record and convey information to the reader. Reports are part of any business or organization; from credit reports to sales reports, they serve to document specific information for specific audiences, goals, or functions.

  7. Report Purposes & Types

    Report Purposes & Types. Reports are key communication tools in business; they often become part of an organization's archives so that current and future employees can see the research, information, and reasoning underlying certain issues, actions, and decisions. Reports may be formal or informal, informative or analytical.

  8. The Science of Strong Business Writing

    Strong writing skills are essential for anyone in business. You need them to effectively communicate with colleagues, employees, and bosses and to sell any ideas, products, or services you're...

  9. How to Write a Formal Report

    When writing a formal report as a team, a carefully constructed outline facilitates assigning sections of the report to different authors from the team. The writer or writers can then focus on paragraph structure, wording, and phrasing using the lessons found in Module 2: Writing in Business.

  10. 6.11: Introduction to Business Reports

    Reports are a key communication tool in business; they effectively share and retain information and decisions. Reports are classified into two main types: informal reports and formal reports. Both of those classifications are further broken down by type of information. This module describes these report structures and types.

  11. 8.1 Organizing and Formatting Business Reports

    How to write a business report Watch on Organization Much like correspondence, you may choose between the direct and indirect methods to structure your reports. The direct method is used when you have a receptive audience; whereas, the indirect method is used when you must persuade your audience.

  12. 4.1 Reports in Business Communication

    Creating reports is a process of collecting and reviewing data from any specific area of the business where performance is measured and monitored. For example, reports are written to review finances, track sales, and review operations and policies. Reports include conclusions and recommendations which can inform possible actions to be taken in ...

  13. Body Sections of a Report

    In informal reports and some formal reports, this section is part of the body (or evaluation) detail. For some formal reports, there is extensive line by line detail of parts, services, and/or supplies. When this is the case, the costs section may be part of the appendices and will only be referenced from the body.

  14. PDF Business Communication and Report Writing Handbook

    Business Communication and Report Writing August & September 2019 9 1. Define the Purpose and Scope of the Report The first step is to define the purpose of the report. The purpose of the report could be to share an idea, answer a question, solve a problem, or share information. Make sure that you can describe the purpose

  15. Business Communication: Business Writing Essentials

    Business writing is any written communication used in a professional setting, including emails, memos, and reports. It's direct, clear, and designed to be read quickly. With time and practice, you too can become an effective business writer. Watch the video below to learn some tips for business writing. Business Writing Tips Watch on

  16. Chapter 12: Report Writing Situations

    Communication status and trends from a finance perspective. 5. Needs Assessment Report. Assess the need for a service or product. 6. Comparative Advantage Report. Discuss competing products or services with an analysis of relative advantages and disadvantages. 7. Feasibility Study.

  17. 7 Types of Business Reports in Business Communication

    7 types of business reports to keep you fully informed. Now that you know more about business reports, here is a list of the most common report types, including informational, analytical, research, marketing, annual and progress reports. Learn more about what they are and how to use them for your business to drive decision-making, performance ...

  18. What is Report on Business Communication?

    A report is a written or oral statement of facts relating to a particular event or situation. It helps business people to make decisions, analyze data, plan, control and coordinate. Learn the objectives, elements and styles of a report.

  19. Chapter 2: The Writing Process

    This is because business writing sometimes needs to report facts and data objectively, without making any interpretation or pointing to any cause-effect relationship. In other business situations, of course, identifying why something happened or why a certain decision is advantageous will be the essence of the communication.

  20. What is Report Writing? Parts, Types, Structure, Process

    Business Communication What is Report Writing? Report writing is a formal style of presenting objective facts and information. There can be various types of reports, such as academic reports, science reports, business reports, technical reports, and news reports. A report can be verbal or written.

  21. Report writing in business communication

    Download Now What's hot (20) Business Report writing Memo Writing Bc ii chap 15 strategies for successful informative and persuasive speaking Ppt on Business letters and its types 6. business letters REPORT WRITING:TYPES, FORMAT, STRUCTURE AND RELEVANCE Report writing Notice, agenda and minutes if meeting business communication ppt Business memos

  22. Types of Reports

    Analytical Reports. The other category of report is an analytical report. In this report type, information is researched and collected, then the report provides an analysis that leads to one or more recommendations. For example, consider a report that helps a company determine where to open a new store. The report might look at three properties ...

  23. The 2024 State of Business Communication Report: What You ...

    In the 2024 State of Business Communication report, we're laying out the blueprint for businesses to unlock the benefits of generative AI at scale. The key is to invest in an enterprise-wide strategy and responsible AI technology that standardizes the way we all communicate. With a smart strategy and the right tools, businesses can overcome ...

  24. Business and Organizational Writing

    Much of workplace communication takes place in writing-your image as a professional is often formed by what someone is reading on a screen. This interactive and feedback-driven writing course addresses common challenges such as facing writer's block, presenting clear messages quickly, formatting documents for readability, and using a positive tone.

  25. 20 Importance of Business Report And Report Writing

    Business communication report writing is paramount to ensuring accountability and the long-term success of a company. Each type of report serves a purpose in its own department. There are both long and short reports that help summarize past, current and future objectives. Listed below are 20 importance of business reports 1) Evaluation

  26. Frustrated White House sends letter to press corps, skewering ...

    The White House is making its frustration over recent press coverage known. In a letter Tuesday to the White House Correspondents' Association, Ian Sams, spokesperson for the White House Counsel ...

  27. HSBC posts record annual profit but misses estimates on China write

    Here are the other highlights of the bank's full year 2023 financial report card: Revenue for 2023 increased by 30% to $66.1 billion, compared with the median LSEG forecast for about $66 billion.